Meet Director's Guide
You can find a complete meet director's guide
for local meets on the USOF Web pages, or look directly on
Shannonhouse's pages This
description of what needs to be done to run a local orienteering meet is
much more abbreviated and tailored to a very small club like WPOC.
Months before the event
Weeks before the event
Determine which day the meet will be held.
Make sure that there are no other activities which would interfere with
the meet. Make sure you have permission, at least verbally from the
land owner/manager. Scheduling meets is best done in groups.
That is, try to determine the dates for meets for an entire season (Fall,
Spring, or Summer) at once.
Fill out any "request for use" forms that
the land owner/manager requires.
Obtain any certificates of insurance that
the land owner/manager requires.
Advertise the meets. Get the schedule
out to known orienteers and place the schedule where people who have never
orienteered can see it.
Start to identify who will help you do the
work. Initially, if the meet director is not the course setter, it
is important to find a course setter. Finding someone to vet the
courses is also needed early.
The course setter must plan the courses (see
the course design guidelines page) and mark
the features in the forest to be used as control locations on the courses.
Marking is normally done with surveyor's tape.
Then, the vetter needs to check the marked
features. The vetter must evaluate the courses for appropriateness
in terms of length and difficulty. The vetter must evaluate each
control location to determine if the map is accurate in that area, to verify
that the marked feature is the correct one on the map, and to make sure
there are no access problems associated with the control - due to surrounding
vegetation, human construction, weather related problems, etc. The
vetter should also evaluate the number and location of water stops on the
The vetter and the course setter must
any problems found on the courses. You can read more about what
the vetter does and how the course setter interacts with him/her
The meet director should identify who will
be helping the day of the event. Helpers should be assigned to handle
registration, start, finish, and instruction. If possible, helpers
should be found to put out the controls before the meet and to take them
down after the meet.
A week before the event
One day before the event
The course setter should make the master maps
(or preprint the maps) to be used on the day of the meet.
The course setter must assign control flags
to each control location on each of the courses.
The course setter must make the clue sheets
for the courses. Generally, the clues will use standard orienteering
terminology but be written in English. If international symbols are
used on clue sheets, they should be used only on Orange and advanced courses.
Copies of these clue sheets need to be made.
The meet director should group the control
flags in such a way that it will facilitate placing the controls in the
woods. Generally, only off-trail controls can be put out the day before
a meet. On-trail or easy access controls must be put out the morning
of the meet. The grouping should reflect this difference. The
grouping of control flags should also consider the location of the controls
- All controls in one section of the map should be grouped, rather than
grouping the controls by course. The meet director must make maps
that can be used to put out the control flag groups. If the same
people who are putting out the controls are also placing the water on the
courses (a very likely event), the water stops must be marked on the map
and the appropriate water containers given to the people placing the controls.
Whoever puts out the controls should be removing the marking tape as the
control flags are placed.
The meet director should make sure that all
equipment needed to hold the meet is available: registration forms,
compass loan forms, start-finish records, copies of the maps (preprinted
or not), copies of the clue sheets, punch cards, plastic bags, pens, clipboards
(if the writing surfaces are poor), money for making change, water at start
and finish, any special event notes, direction signs, first aid kit, string,
tape, scissors, ...
Make sure all helpers know when they need
to be at the meet and what they are going to do.
Put out the off-trail control flags.
Check the weather forcast.
Morning of the event (up to one
hour before the first start)
During the meet
Put out the on-trail and easy access control
Put up direction signs to parking (and registration
Set up registration, start, and finish.
Show new helpers what to do if they have never
done the task before.
After the meet
Solve whatever problems come up
Keep the registration and start moving when
there is a large number of people present
Fill in for any position that needs help
Make sure instruction is available
Remain alert for competitor problems:
injuries, getting lost
Take down the controls flags. You may
be able to use the put-out maps to do this; but sometimes, it is more ad
Take down the signs.
Account for all the equipment and money.
Post the results