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Resources for Event Teams

On this page and its associated pages you can find a compilation of useful resources that will help any Club Member who becomes involved in the planning, organising and running of a Deeside Orienteering Club Event. There are resources on this page focused towards:

On separate page, there are resources focused on:

Members are welcome to suggest additional documents or resources that could be added - suggestions to Bob Elmes ().

Club Equipment Inventory

Document Link Date Owner
Contains most of kit used by Planners and by SI, plus some of kit used by organisers. Please report new location of kit after each event to Duncan Harris or Bob Elmes so that they can update the inventory. link Continuously updated Duncan Harris

Resources for Planners and Mappers

Document Link Date Owner
SI Control Numbers link Sept 2016 Bob Elmes
Area Responsibilities link Feb 2014 Jean Payne
Planners Guidelines for Summer Evening Events link March 2013 Sheila Hills ()
Rules of Orienteering, including Appendix B: Course Planning starts on page 48 link Feb 2018 BOF
Course Planning Guide link Aug 2016 Hilary Quick (SOA)
IOF Descriptions 2018 changes highlighted link Feb 2018 Graham Nilsen
CONDES v9 Instructions link Oct 2016 Graham Nilsen
CONDES v9 Relay Instructions link Feb 2017 Graham Nilsen
Instructions for using SI Master station to clear backup memory and reset time. link Nov 2015 Pete Owens ()
How to use Gripples link April 2011 Norman Hall ()
Instructions for creating files for SiTiming and Routegadget - standard events link Jan 2018 Bob Elmes ()
Instructions for creating files for Routegadget only - street events using OOmap link Jan 2018 Bob Elmes ()
DEE inter system data flows diagram link June 2011 Bob Elmes ()
Background Information showing how the Planner and the Map Coordinator work together. link Nov 2010 Mike Smithard ()
Flow Diagram showing how the Mapper, Planner and the Map Coordinator work together. link Nov 2016 Mike Smithard ()

Resources for Organisers

Document Link Date Owner
Entry Form for individuals at all events link March 2017 Jane Mockford ()
Areas (Active) Permissions & Mappers link Nov 2018 Jane Mockford ()
Areas (NSL) Permissions & Mappers link Nov 2018 Jane Mockford ()
Areas (Dormant) Permissions & Mappers link Nov 2018 Jane Mockford ()
Organisers Guidelines for Summer Evening Events 2018 Edition link July 2018 Sheila Hills ()
Organisers Guidelines for Summer Evening Events 2006 Edition. Useful if organising an event without SI punching. link 2006 Sheila Hills ()
Common Problems at the Start and Finish link Aug 2016 Rob Hickling (SOA)
Rules of Orienteering, Appendix B: Course Planning link Jan 2014 BOF
BOF Risk Assessment Form
relates to risks to participants
link Current version on BOF website BOF
BOF O-Safe Policy link Current version on BOF website BOF
Insurance Documents. At the 2009 renewal of our equipment insurance, our brokers pointed out that a) all organisers should read and abide by their Risk Management Procedures and b) that they need to be informed before any toilets, electronic controls or other equipment is left unattended (eg overnight before any event) using their Major Events Form. Organisers/Planners should complete this form at least a week before the event and email to (Treasurer) () for forwarding to our brokers. Copies of these documents are available below and if you need any advice, please contact Duncan Harris ().
  • Equipment Insurance policy
link July 2017 Treasurer ()
  • Equipment Insurance summary
link July 2017 Treasurer ()
  • Orienteering Insurance Risk Management
    rules you have to abide by to maintain insurance cover
link July 2017 Treasurer ()
  • Insurance Major Event Form
link Sept 2009 Treasurer ()
  • Proof of Public Liability Insurance
link Updated annually BOF
Directions to DEE Areas. Word document for Organiser to cut and paste into Final Details. link Feb 2018 John Padget
Helpers List and Information Sheet. Word document for Organiser to download and complete. link July 2018 Sheila Hills ()
Registration Team Map Number Check List (White-Light Green) link Feb 2017 Jane Mockford ()
Registration Team Map Number Check List (Short Green-Blue) link Feb 2017 Jane Mockford ()
Registration Team Instructions for McCain & Nestle Campaigns link Dec 2018 expires 31/3/19 Jane Mockford ()
Event Accounts Spreadsheet link June 2016 v2.2 Duncan Harris (Treasurer) ()
Free Run Voucher process link Oct 2015 Jane Mockford ()
Event Officals Comments pro-forma. For each Organiser to download and tailor for their event; then either upload as a pdf to the appropriate location for the event, or send to the web team. link May 2009 Bob Elmes ()
DEE First Aiders link Nov 2018 Duncan Harris ()
DEE Event Safety Workshop attendees link Jan 2017 Norman Hall ()

Forms for Events

Schools League Events

Document Link Date Owner
Draft Event Final Details Flyer link Dec 2018 Edward Jones ()
Helpers List link April 2014 Edward Jones ()
Registration Guidance Notes link April 2014 Edward Jones ()
ECard Hire Procedures link April 2014 Edward Jones ()
Start Procedure link April 2014 Edward Jones ()
EOD Entry Form link March 2017 Jane Mockford ()
Course Numbers Count Sheet link April 2014 Edward Jones ()
School/Group EOD Registration Form link April 2014 Edward Jones ()
Course List Info for Board link April 2014 Edward Jones ()
DEE Receipts link April 2014 Edward Jones ()
Individuals Registration Process link April 2014 Edward Jones ()

Suggestions of other useful documents are welcome...