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Resources for Event Teams

These are resources to help members planning, organising and running events.

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

Area Permissions

Document Link Date Owner
Areas (Active) Permissions & Mappers link Nov 2020 Jane Mockford ()
Areas (NSL) Permissions & Mappers link Nov 2020 Jane Mockford ()
Areas (Dormant) Permissions & Mappers link Nov 2020 Jane Mockford ()

Resources for Planners and Mappers

Document Link Date Owner
How to create MapRun courses from CONDES link March 2021 Norman Hall ()
SI Control Numbers link Sept 2016 Bob Elmes
Planners Guidelines for Summer Evening Events link March 2013 Sheila Hills ()
Organisers, Planners & SI Coordinators Guidelines for Summer Sprint Series 2019 link April 2019 Jane Mockford ()
Rules of Orienteering, including Appendix B: Course Planning link Latest version BOF
Course Planning Guide link Aug 2016 Hilary Quick (SOA)
IOF Descriptions 2018 changes highlighted link Feb 2018 Graham Nilsen
CONDES v10 Instructions link Oct 2019 Graham Nilsen
CONDES v10 Relay Instructions link April 2020 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 June 2023 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 May 2019 Jane Mockford ()
Organisers Guidelines for Summer Evening Events (excluding Sprint Series) 2019 Edition link April 2019 Jane Mockford ()
Organisers, Planners & SI Coordinators Guidelines for Summer Sprint Series 2019 link April 2019 Jane Mockford ()
How to Order Toilets link October 2023 Mike Smithard ()
Common Problems at the Start and Finish link Aug 2016 Rob Hickling (SOA)
Rules of Orienteering, including Appendix 5: Course Safety link Latest version 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 June 2018 Treasurer ()
  • Equipment Insurance Renewal and Summary of Cover (Annual Policy)
link June 2018 Treasurer ()
  • Summary of Cover (Single Event) and Risk Management Guidelines -
    rules you have to abide by to maintain insurance cover
link June 2018 Treasurer ()
  • Insurance Major Event Form
link June 2018 Treasurer ()
  • Proof of Public Liability Insurance
link Updated annually BOF
  • BOF Insurance FAQs - copy of info from BOF website
link 2019 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 April 2019 Jane Mockford ()
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 ()
Event Accounts Spreadsheet
You can download from this link using the "File" menu top left and selecting the "Download".
You can download in PDF for printing or for filling on a computer using ODS (OpenDocument Spreadsheet) or Microsoft Excel. 		link July 2023 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 Aug 2022 Duncan Harris ()
DEE Event Safety Workshop attendees link Jan 2019 Norman Hall ()

SI Resources for Event Teams

Key Websites for downloading software and other information

  • www.sportident.com This is the website for Sportident, who manufacture the Sportident hardware i.e. control stations, ecards, etc. This site contains lots of information on the specific items. It also contains download links for the control programming software such as SI Config.
  • http://www.sportident.co.uk This is the website for the UK importer of Sportident kit. It contains, among other things, a Competitor Archive showing the ownership of SI cards. You need the club's password to access this.
  • http://www.sportident.co.uk/sitiming/ This is the the page within the Sportident UK website for SiTiming, the software used to run events using Sportident. You can download the latest version from here. In order to use it you will need the club's licence code, obtainable on request from Bob Elmes () .
  • SPORTident stations BSx7/BSx8 PDF file describing SPORTident stations BSx7/BSx8 - includes a) details of information displayed in Service Mode and b) troubleshooting information.

Deeside Orienteering Club Documents

Document Link Date Owner
Photos of various items of Sportident equipment link Feb 2012
Preentries Guidelines This document has been deleted because it was very out of date
Start time allocation in a pre-entry event use the Start Time Allocation function within Autodownload

Summer Evening Event (SEE) documents
Also useful for Schools and Local Events

Please forward suggestions and feedback for further guides and documentation about our Summer Evening Events to Bob Elmes () or Jane Mockford ().

Document Link Date Owner
Organisers, Planners & SI Coordinators Guidelines for Summer Sprint Series 2019 link April 2019 Jane Mockford ()
Suumer Evening Sprint Events Setup Notes link May 2019 Anna Nilsen ()
Computer Task List for DEE Summer Evening Events covering SI & computing tasks for planner, organiser and SI co-ordinator. link April 2019 Bob Elmes
SI Coordinator Packing List What to put in your car to take to the event. link Nov 2023 Bob Elmes
Diagram of typical computer setup. 3 laptops with router, DEE-PRIMROSE as server, DEE-DELAMERE Entry by Punch for hire cards, DEE-PETTYPOOL Live Results. Shows physical layout in tunnel tent, plus connections for each laptop. link June 2010
Needs rewrite		 Bob Elmes
How to set up Live Results on a slave monitor with Windows 7 link Oct 2012
 Bob Elmes
Entry form link March 2017 Jane Mockford
Entry form for schools (and other groups) link Jan 2012 Jane Mockford
DEE SI Card hire list 1
61 cards in Curver toolbox		 link July 2023 Bob Elmes
DEE SI Card hire list 2
95 cards in flat transparent box		 link Feb 2022 Bob Elmes
DEE SI Card hire list 3
39 cards in blue Schools Training Kit		 link Nov 2019 Bob Elmes
DEE inter system data flows
Shows flows between systems for an event. Excludes Schools League events.		 link June 2011 Bob Elmes

Schools League documents

Document Link Date Owner
Schools League SiTiming Template Backup
Restore this to SiTiming, then change Event Name and Date.		 link Feb 2020 Bob Elmes
Ecard hire and registration process for Schools League events.
Special hire card procedure for these events, to handle large numbers of hire cards.		 link Oct 2011 Edward Jones

Useful Documents From Other Clubs

  • http://www.rstrain.ndtilda.co.uk/SI/ A collection of very useful Sportident documents, collated by Robin Strain, on behalf of Scottish Orienteering Association. These include a description of use of SI Config, which is the new programming software.
  • http://www.nwlink.com/~ben/odocs/ Some useful documents prepared for the Canadian O-Champs 2007.

Useful British Orienteering Documents

Forms for Events

Night Street League Events

Document Link Date Owner
Night Street League Blank Question Sheet link Jan 2019 Pat Moody ()

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...