Information For Event Officials

This contains information for Organisers, Planners and Controllers of orienteering events. Further information is available on the British Orienteering Officials Page.

Standing Instructions

Defence Training Estates

All organisers are reminded of the importance of fully complying with Defence Training Estates Standing Orders when using Military Training Areas for their events. Organisers are also to ensure that all the members of the planning, controlling and organising team treat any Training Area Marshals with respect and comply immediately with any instructions they may give.
Lt Col C Metcalfe, MLS Chairman

Registration of Events with British Orienteering

Any military event in the UK that allows civilian participation must be registered with British Orienteering (BOF) prior to the event. Registration of the event provides Public Liability insurance cover for the civilian entrants which protects the organisers and competitors from third-party claims. However the following requirements must be met:

An Exercise Action Safety Plan (EASP) must be completed (see documents below) and kept for 5 years
Civilians who are not BOF members must complete an entry form that captures their name and address (or school or organisation address if appropriate). Each league should make arrangements to store their entry forms centrally and securely (since they contain personal information covered by the Data Protection Act). Forms must be kept for 5 years.
Participation data must be sent to the BAOC Treasurer so that a BOF participation return may be completed. Participation figures must be broken down into Military/Civilian BOF/Civilian non-BOF and within each of these groups separated into Seniors and Juniors (U21).
BOF Levy may be payable on the civilian entrants at the event. In 2011, the first 65 civilians are free of levy, thereafter it is £2.15 each for 66-250 entrants and £3.55 for those above 250. Current rates may be checked on the British Orienteering website. The levy is paid through the BAOC Treasurer.
Results must be kept for 5 years.

Risk Assessment/Safety Documents

Safety documents below are sample templates. It is up to the Organiser to review and amend the items in the document and include any further potential risks. It is good practice to have the EASP reviewed and signed-off by the event Controller. If a BOF Risk Assessment is used, this MUST be signed off by the Controller or a BOF qualified Coach.

Exercise Action Safety Plan (EASP) Draft Template (Word Doc).
EASP Appendix A Event Risk Assessment (Word doc)
EASP Appendix B Safety Brief (Word doc)
British Orienteering Risk Assessment BOF Risk Assessment Template (Word doc) - not required for military events if EASP completed. Required for Civilian events organised by BAOC.

League Specific Information

2 Div/Mil League North

Rules: MLN Rules 2011-12 (PDF) - August 2011
Equipment: 2 Div/MLN Emit Control Numbers (PDF)

5 Div/Mil League Central

Rules: MLC Rules 2011-12 (PDF) - September 2011
Equipment: 5 Div/MLC Equipment List (PDF) includes Emit control codes, emit cards and control flags.

4 Div/Mil League South

Rules: MLS Rules 2011-12 (PDF)
Equipment: 4 Div/MLS Emit & Other Kit (PDF) - includes emit control numbers
Sample Event Fliers: Sample 1 and Sample 2 (Word docs) - editable files that can be changed to make your event flier.

NI League

Rules: League and Championship Rules 2011-12(PDF)

British Forces Germany (BFG) League

Rules: BFG Rules 2010-11
Equipment: BFG Controls and Equipment (PDF) - also includes list of equipment for organising unit to provide.
Maps: BFG Orienteering Maps In Current Use

General Event Information

Map Bags available through QM’s/QM(T)’s Depts Requistion Details (PDF)
E-Results Lite Operating instructions. Instructions produced by Phill Batts, July 2008.
The E-Results Lite program is an Entries & Results program. It may be downloaded free of charge from the E-Results website.

Course Planning Software

All the software below will work with Ocad base maps. They all have their advantages and disadvantages so, like all software, it's best to try them and see which one you like best. Obviously, the advantage of Purple Pen and Condes is that they will not cost you anything.

Purple Pen - free software available from: Purple Pen website
Condes - a BAOC club licence for version 8 is available from Jerry Newcombe. Download the software from the Condes website.
OCAD CS (Course Setting) Edition - single licence costs €36 or CHF 48. Available from the Ocad website. The full version of Ocad (cost €430 or CHF 580) also includes the ability to plan courses.

Once you have planned your courses, you will need to provide the control codes to the computing team. This Instruction Sheet (PDF) shows you how to extract control codes from Ocad, Condes and Purple Pen. The best export format to use is IOF XML since that can also be used for setting up the courses on Routegadget (when combined with a JPEG or GIF file of the map).