last updated: March 18, 2002
Introduction
During a QOC orienteering meet, a successful Meet Director isn't doing any of the key tasks that must be done to make a meet run smoothly. Instead, the people he/she recruits as volunteers do everything, leaving the Meet Director free to deal with any surprises that pop up. Of course, a well-organized Meet Director won't have any surprises pop up, so he/she will be free to just meet & greet & be friendly (especially to first-timers).
Several of the major jobs involved in putting on a meet are the responsibility of others in the club, including:
- obtain permit to hold meet - VP for competition
- design courses, place controls, create master maps and clue sheets - Course Setter
- offer beginner instruction - VP for member development
The Meet Director is responsible for almost everything else, from posting the signs on the highways which help people find the location to getting the controls picked up at the end of the day to getting the results calculated and sent to the appropriate people. By thinking out everything that needs to be done beforehand and then recruiting people to do it, the Meet Director can ensure that he/she will put on a successful meet without being personally run ragged. As you read the following guidance, keep in mind that while the tasks listed are the Meet Director's responsibility, that doesn't mean that he/she has to personally do each one. Delegate, delegate, delegate: that's the key to success.
QOC is organized into two regions: one for Virginia, the other for Maryland and DC. Each region has a complete and separate set of meet equipment. Each region has two VP's: one responsible for competition (scheduling, getting permits), the other responsible for member development (training). Separate map repositories are maintained for each region. Normally, meet volunteers are recruited based on which state they live in, but this is not a rigid rule.
Pre-Meet Responsibilities (prior to Event)
· In planning ahead and making decisions, remember that in order to have any special notices about your meet included in the monthly Formline newsletter, the editor needs the information by the 25th of the month prior to your event.
· Coordinate with the VP for competition
· are there any special restrictions by the Park or landowner on where we can park, where we can set up registration, where we can put signs, whether we can erect tents or tarps, whether we can collect money within park boundaries?
· Coordinate with the VP for member development
· will there be a training event? what special needs will they have? will the controls/maps have to be available early? will they want to use the shelter/pavilion? (Note: the VP is responsible for staffing any special training events, as well as for having at least one person available for beginner instruction.)
· if you learn that a large group of beginners plans to come to your meet, ask the VP to recruit extra instructors
· Coordinate with the Course Setter
· Contact the club secretary to obtain an up-to-date copy of the QOC members sign-up list.
· where will the start and finish be?
· when and where will he/she give you the master maps, clue sheets, and master punchcards?
· when will he/she be setting out controls & water?
· Coordinate with the String-O coordinator.
· will there be a String-O course offered? where will the course be? (Note: the String-O coordinator is responsible for recruiting volunteers to run the String-O event. The Meet Director just has to plan the layout of the event so that the String-O is not isolated from the rest of the activities (registration, start, finish).)
· Based on the above info, plan where to collect money, where to hold registration, etc. If you decide that a pavilion or shelter should be rented, contact the competition VP, who will make the arrangements.
· Based on the above info, determine how many volunteers you will need. If start and finish are in different areas, you need more bodies than if they are in the same place. Ditto if you have to set up a money-collection stop outside park boundaries.
· Coordinate with the Newsletter Editor, Web Master, and Hot-line Coordinator
· be sure they have any special info needed, such as "Stop first at the VFW to pay meet fees," or "String-O available."
· let them know if you are willing to have your name and contact info listed on the schedule
· verify that Newsletter Editor will mail you 10-15 copies of the most recent newsletter to hand out at the meet to new or potential members
· Recruit volunteers. The ideal situation is to have both two crews, early and late, for registration, start, and finish, to ensure that all volunteers have a chance to go out on the courses. Try to recruit at least one person who has never volunteered before. If you have trouble getting enough volunteers, ask the QOC President for recruiting help.
· Pick-up the Meet Director's box and signs from the previous Meet Director or the VP. Go through it all to be sure everything needed for the meet is available.
· Ensure there are sufficient forms/supplies available for the meet (waiver forms, punch cards, plastic map cases, stop watches/clocks, start/finish recording forms, staplers, red pens, safety pins, paper cups, water jugs, trash bags, QOC Membership Applications, general orienteering brochures, other supplies). Make additional copies of any forms that are in short supply.
· Be sure you have a written copy of the meet fee schedule; be sure you understand it.
· For National Parks only, since we are not allowed to collect money for memberships within park boundaries, be sure you have a handful of envelopes pre-addressed to the Treasurer, so that new members can mail in their form and money.
· Count the compasses. Make sure they work.
· Get a copy of the current QOC membership list from the competition VP, to verify membership during registration.
· Get blank maps from the map repository (at least 150).
· For Great Falls and Riverbend meets only, cut the maps as appropriate so we can use the rest of the map for other meets. Cut the maps to fit the orienteering area. Also cut out the legend to give to participants who want one.
· Obtain the written park permit from the VP and have it on hand the day of the meet.
· for Fort Belvoir and Quantico sites only, obtain the meet site-specific waiver forms from the VA VP; following the meet, these forms must be turned in to the Fort Belvoir Director of Installation Management or the Quantico Range Management Office.
· Prepare a one or two page Meet Director's notes which include Course Setters comments. The notes should cover any park specific restrictions/guidance, course information (length, climb, # controls by course), and course/map comments (if none, so state). Also, in BIG, BOLD TYPE. point out what time everyone has to be out of the woods, and the need to check in at the finish even if course is not finished. Make copies to hand out to participants or make a poster with the notes for the Information Board.
· Get the master maps, clue sheets and master punch cards from the Course Setter. (You may need to do this on the morning of the event.)
· If the Course Setter has not done so, make a Master master map showing all the controls from all the courses (use control codes). This will be helpful to organize control pick-up.
· Gather $20 in $1 bills and a $2 in quarters so that you have change available at the start of the registration process.
Pre-Meet Responsibilities (day of event)
· Check in with the Park Ranger, if at a park. Quantico sites only, check in with the Range Management office.
· Put out the meet direction signs; have them in place at least one hour prior to the event
· Welcome your volunteers, be sure they understand their responsibilities.
· If money collection must be outside the park and separate from registration, set up money collection site.
· Set up the registration area and mark the route from parking to registration, if needed.
· Set up the start and finish areas. Mark route from registration to start, and finish to registration, if needed.
· Set up results area.
· Establish a newcomer training area. Post training materials if available.
· Ensure water is available at the start/finish area and check with Course Setter to be sure water is available on the courses. Put out trash bags as appropriate (both at the start/finish and on the courses).
· Erect tents, awnings, or tarps as needed.
· Verify with Course Setter that all controls are out.
· Start and time any volunteers who are running the courses early.
Meet Responsibilities (during the event)
· Register participants. Ideally, have at least two registration stations; one for members, one for non-members.
· Verify that QOC members are still members; if they are not listed on the roster, encourage them to renew their membership. Encourage members to note any changes to their contact information directly on the sign-in roster.
· Encourage newcomers to join QOC.
· Link up people needing instruction with the instructor.
· Rent compasses to those who need them; obtain drivers license, credit card, or car keys as collateral. Charge a $10 fee for lost rental compasses.
· Start and time participants.
· Calculate and post results.
· Represent the club and the club's leadership in their absence.
· Be friendly and welcoming, especially to people you DON'T know!
Post Meet Responsibilities (day of event)
· Verify that everyone is safely in off the courses. If necessary, organize Search and Rescue.
· Collect results, both punch cards and start/finish master lists.
· Pick up controls.
· Use the Master master map to select groups/clusters of controls; assign to control pick-up volunteers.
· If possible, send people in pairs for far-off controls if near dark.
· For winter meets, if daylight is fading, at a minimum, pick up any controls near trails or easily trafficked areas. Pick up the rest the next day.
· Record names of all meet volunteers (and what they did).
· Count the compasses - should be the same number you started with.
· Clean up!!! Leave the area in better shape then when we arrived.
· Pick up the road signs that directed people to the meet.
· Check out with the Park Ranger.
· For Quantico sites only, check out with the Range Management Office.
· For Fort Belvoir and Quantico, turn in the meet site-specific waiver forms to the Fort Belvoir Director of Installation Management or the Quantico Range Management Office (or do this within 3 business days of the meet).
Post Meet Responsibilities (at home)
· ASAP (that night is not too early, five days should be the max) prepare results and meet write-up for Newsletter and web page.
· Verify calculated results (in minutes and seconds, NOT hours, minutes and seconds), create electronic file.
· Write article about meet (a friendly rendition of meet happenings). Include:
· description of courses & weather,
· list course setter(s) & meet director,
· list and thank volunteers,
· list and welcome all new club members,
· include other thanks as appropriate, and
· describe any other special or noteworthy activity.
· E-mail results with write-up to Newsletter Editor and Web Master. Send e-mail note to Ranking Master that you have submitted results to the web. (ranking Master will download results from the web for use in Ranking process.)
· Within one week, calculate proceeds and forward to Treasurer.
· Count money, pay yourself back for the $22 or so in change that you put in at the start, pay yourself back for any expenses incurred, calculate net proceeds.
· Create brief account including at least three items: 1) expenses; 2) registration & compass rental fees collected (no need to differentiate between these two); 3) membership fees collected.
· Send money, account (with receipts for any costs incurred over $5), to Treasurer. Ideally, you keep the actual cash and send the Treasurer a check for the net proceeds.
· In the same package, send the new-member forms that were filled out at the meet, the non-member signed waiver forms, and the member sign-in roster to the Treasurer. The Treasurer will make note of the information he needs for his records and then forward the information to the Secretary.
· Return meet materials to the VP or pass to the next Meet Director. Ensure the meet materials are inventoried and any shortages/needs are noted.
· Return any unused maps to the map repository.
· Provide the VP with feedback related to the meet organization, interactions with park personnel, the meet site, the map, and any other comments.
Registration Crew Responsibilities and Procedures
· Lay out registration area. Ideally, have two registration stations; one for QOC members, one for non-members. Post the Meet Director & Course Setter's notes on the Information Board. Post the Park's Terms & Conditions (if provided). Post the QOC schedule.
· National Parks Only -We are not allowed to collect money within park boundaries, so at least the waiver signing and fee collection parts of registration will likely occur outside the park. If for any reason you need to collect money within the park, give each the person who needs to pay an envelope pre-addressed to the QOC Treasurer and ask them to mail in the info and money, or offer to mail it for them.)
· Register participants.
· Be sure you understand the meet fee schedule.
· Get starter money (dollar billes and quarters) from the Meet Director.
· Have QOC members sign their name on the combined QOC membership list/waiver form. If someone is not listed, either their membership expired over a month before (encourage them to re-join) or they joined within the past month and the paperwork hasn't been processed yet (have them add their name to the bottom of the members list).
· Have non-members sign the basic waiver form, and ask if they would like to join QOC. People joining the club on the day of the event do not have to pay meet fees that day.
· Have people joining QOC fill out the QOC membership form. Be sure info is legible! Give each new member a copy of the latest QOC Formline.
· In order to calculate meet fees, participants must decide whether they are going out individually or in groups. Therefore, some general introduction to the sport, the variety of courses, the availability of instruction, etc., is typically needed for newcomers.
· Calculate & collect meet fees. Checks should be made out to Quantico Orienteering Club.
· Have the Meet Director resolve any questions/problems.
· For the military posts/bases (Fort Belvoir & Quantico), a site-specific waiver form is also required (one per participant). Parents must sign for children under 18.
· Rent compasses ($.50 each) to those who need them.
· Collect car keys, a driver's license, or other ID as collateral for each loaned compass.
· Write in large red letters "COMPASS" across BOTH sections of the punch card - do NOT write over the punch boxes.
· Tell the participants to pick up their keys/ID from either Registration OR the Start/Finish crew after completing their course(s).
· Inform participants of cut off time for returning and control pick-up (normally 4PM when last start is 2PM; 3PM when last start is 1PM)
· Inform first-timers that they MUST check in at the finish even if they don't complete their course (otherwise we think they are lost).
· Pass out clue sheet, map, plastic map case, punch card, and Meet Director notes (if available as handouts).
· Great Falls & Riverbend only, hand out legend if participant wants one.
· If pre-printed maps are being used, inform participants that they will get their maps from the Starter.
· Direct participants to the posted Meet Director/Course Setter notes and master map boards.
· Direct beginners to person giving instruction.
· Direct participants to the Start crew to get a start time
· When registration closes, pack up equipment. Bring compass boxes and collateral for compasses still out (driver's license, car keys, etc) to the finish area.
Start/Finish/Results Crew Responsibilities and Procedures
· Create a start/finish list broken down by course. Leave space for name, start time & finish time.
· Set up the results area (use string provided - do not cut string; just wrap it). Staple a label on the string for each course offered to separate the courses.
· Pick up the master course punch cards (from either the Meet Director or Course Setter) for use in checking punches.
· Use two running clocks or two stopwatches (standard digital wristwatch) for the start/finish. If the start and finish areas are in separate locations, use two clocks or watches at each site. Do NOT use real time. Start all clocks/watches together to ensure synchronization.
· Be friendly! Help beginners: do they know what direction to go to find their first control? Remind them to check in at the finish line whether they complete their course or not.
· Assign and record start times
· Use two minute separation intervals between runners on the same course; no interval is needed for runners on different courses as long as the first point is different
· Ensure both portions of the punch card are correctly filled out and LEGIBLE.
· Write the start time on both portions of the punch card.
· Keep the stub, give the main portion back to the participant.
· Record the name and start time on the appropriate start/finish list by course.
· If the finish is in a separate location, send stubs of punch cards over to the finish periodically.
· If pre-printed maps are used, give the map (upside down) to the participant one minute prior to the designated start time. The participant may turn the map over and look at it only when the Starter says "go" (at the start time).
· When a participant finishes, record the time on a scratch paper, collect the punch card, then transfer the time to both the start list and the stub portion of the punch card (to be used to post results).
· Verify the punches. For mispunches, record finish time on list and stub as "DQ".
· Calculate the elapsed time (in minutes and seconds, NOT in hours, minutes, and seconds) and record on stub. If elapsed time is over three hours, add note "DNF" to recorded elapsed time.
· Note: It is best not to be too strict with White and Yellow runners - a DQ can be very discouraging. Use your own discretion and judgement and give them all the breaks you can.
· If the punch card is marked "COMPASS", either: 1) refer the participant to the Registration site to turn in compass and get back keys/ID, or 2) collect the compass and return the keys/ID (if registration is closed).
· Post the results by stapling the stubs onto the results string.
· Keep track of all participants still on the course. Keep the Meet Director informed as the cut-off time approaches.
· Once the last finisher comes in, pass all results and crew material to the Meet Director (including time sheets, master clue cards, compass box, etc).