DISTRICT EVENT ORGANISER'S CHECKLIST
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DISTRICT EVENT ORGANISER'S CHECKLIST |
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Here is a checklist of the things that a District Event Organiser needs to
do. More detailed information can be found in the Organiser's
Handbook.
This is version 1.0 of this checklist. If you have any comments,
corrections or suggestions then please contact
.
|
Preferred timing |
Action |
Organiser's Handbook reference |
|---|---|---|
| As soon as possible. | Contact the Planner and agree the locations of the Assembly Area, the Start and the Finish. | Page 1 |
| As soon as possible. | Check that parking arrangements have been negotiated. | Page 1 |
| As soon as possible. | Contact the Fixture Secretary and check that the event has been registered with BOF and that arrangements have been made to advertise it in CompassSport magazine. | Page 1 |
| As soon as possible. | Check that the Tchimes editor knows about the event. | Page 1 |
| As soon as possible. | Check that the event is listed in the Future Events list on the CLOK web site. | Page 1 |
| As soon as possible. | Receive the documentation pack from BOF, including confirmation that the Event will be insured, a form for preparing a risk assessment, and a Levy Form. | Page 1 |
| As soon as possible. | Find a volunteer to take the role of Computer Team Leader. | Page 1 |
| 4 months before the event. | Carry out a risk assessment. | Page 2 |
| 3 - 4 months before the event. | Prepare the event flyer. Send an electronic copy to the webmaster and the Tchimes editor. | Pages 2 - 3 |
| Over the 2 - 3 months before the event. | Arrange for copies of the flyer to be taken to events run by CLOK and neighbouring clubs. | Page 3 |
| 6 - 8 weeks before the event. |
In consultation with the Planner, decide the layout and procedures for the
Start and Finish. In particular: 1. How and where the competitors will pick up their maps. 2. How control descriptions will be provided. 3. Arrangements for allocating start times; e.g. "turn up and go". | Page 3 |
| 6 - 8 weeks before the event. | Plan the parking layout and marshalling arrangements. | Page 3 |
| 6 - 8 weeks before the event. | In consultation with the Computer Team Leader, decide the layout of the Assembly Area and the registration procedures. | Pages 3 - 4 |
| 6 - 8 weeks before the event. | Arrange First Aid cover for the event. | Page 4 |
| 4 weeks before the event. | If appropriate, contact the Police to inform them about the event. | Page 5 |
| 4 weeks before the event. | If appropriate, contact Mike Hardy to check the arrangements for hiring toilets for the event. | Pages 7 - 8 |
| 4 weeks before the event. | Make a list of the helpers needed to run the event. | Page 5 |
| 2 - 4 weeks before the event. | Phone around and get volunteers to help to run the event. | Page 5 |
| 2 - 3 weeks before the event. | Plan where to put up signs to the event. | Pages 5 - 6 |
| 7 - 10 days before the event. | If appropriate, check the arrangements for delivering toilets to the event. | Pages 7 - 8 |
| 3 - 5 days before the event. | Contact the helpers to confirm tasks, timings, etc. Consider issuing a note describing the arrangements. | Page 8 |
| 3 - 5 days before the event. | Collect the equipment needed to run the event. | Pages 11 - 12 |
| 3 - 5 days before the event. | Contact the Planner and check the arrangements for bringing the maps and the control descriptions to the event. | - |
| The morning of the event. | Put up the signs to the event. | Page 14 |
| The morning of the event. | Supervise the set-up of the Assembly Area, including the accommodation for the Computer Team. | - |
| During the event. | Be available to deal with any issues that arise during the event. | Page 14 |
| Immediately after the event. | Check that all the competitors have been accounted for. | Page 15 |
| Immediately after the event. |
Supervise the dismantling of the Assembly Area. 1. Collect all cash boxes, results envelopes, etc. 2. Ensure that all equipment is collected, and that arrangements are made to return it to the appropriate places. | Page 15 |
| Immediately after the event. | Check that the Planner has sufficient help to remove the controls from the competition area, and that arrangements have been made to check that the Planner and the control collectors all return safely. | Page 15 |
| Immediately after the event. | Make arrangements to lock any gates. | Page 15 |
| On the way home from the event. | Remove all signs. | Page 15 |
| 1 - 2 days after the event. | Check that the preliminary results have been made available on the CLOK web site. | Page 16 |
| During the week after the event. | Monitor the event bulletin board on the CLOK web site and respond to comments as appropriate. | - |
| Within a week after the event. | Write Organiser's comments and send them to the CLOK webmaster. | Page 16 |
| Within a week after the event. | Print out copies of the results -- preferably including the Organiser's, Planner's and Controller's comments -- and send them to people who have filled in results envelopes. | Page 16 |
| Within a week after the event. | Write letters of thanks to land-owners, etc. | Page 16 |
| Within a week after the event. | Authorise the payment of Official's expenses and any relevant bills. | Page 16 |
| Within 2 - 3 weeks after the event. | Complete the NEOA form for SI equipment usage and the BOF Levy Form and send them to the CLOK Treasurer for payment. | Page 16 |
| Within 2 - 3 weeks after the event. | If appropriate, send summary information about the event to the North York Moors National Park and/or arrange for the Forestry Commission access fee to be paid. | Page 16 |
| Within 2 - 3 weeks after the event. | Prepare summary accounts for the event. Send the accounts, plus the proceeds from the event, to the CLOK Treasurer. | Page 16 |
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