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Event Director
Checklist For Local Cascade Events (arranged chronologically)
At any time throughout the process, feel free to consult with
Event Coordinator for advice, esp. if event directing for first
time. Consult the Officers
page for names of coordinators.
- The Checklist is arranged
chronologically. At any time throughout the process, feel free
to consult with Event Coordinator for advice, especially if you
are event directing for first time. Consult the Officers page
for names of coordinators.
- Coordinate with Webmaster:
Work with the Webmaster to ensure the meet is advertised accurately.
Be sure the date, time (if different from the standard time),
and location are correct. Add or update driving directions. If
land use permission is pending, have Webmaster mark this on the
site, but be sure to inform Webmaster when permission is granted.
- Will Epunch be used at this
event? The Event Coordinator will usually determine this. If
epunch will be used, contact the Epunch Coordinator for modifications
to the procedures below.
- Coordinate with Course Setter:
This usually involves coordinating the event logistics, such
as the locations of the start and finish areas. Also, if there
are any land usage concerns, they need to be communicated to
the course setter.
- Obtain List of Event Staff
from Volunteer Coordinator: Contact the Volunteer Coordinator
two weeks before event to request staff for registration, start/finish,
beginner instruction, and epunch issuing if used. Contact staff
to coordinate where and when to meet at the event.
- Obtain Event Supplies from
Storage Locker: Obtain the Registration, Start, and Finish boxes,
registration forms in Registration box, cash box, punch cards
if required, map bags if course setter does not have them, road
signs, tables, chairs, pop-up shelters, bag of stakes, water
jugs/cups, map boxes, club banner, start/finish banners.
- Posting of Road Signs: The
morning of the event, place road signs to event site in accordance
with website driving directions. Road signs are usually hung
with rope. Be sure to confirm arrows are pointing in correct
direction and that signs are visible.
- Set up Registration, Start,
and Finish Areas: In accordance with course setter's constraints,
place tables or assign area for the registration area and the
start and finish areas. Start set-up at least 1 hr. before registration
opens.
- Distribute Registration, Start,
and Finish boxes to appropriate people. Make sure staff understands
its duties, as outlined on separate checklists in boxes.
- During Event: Coordinate staff
and deal with any problems that arise. Pass out Appreciation
Coupons to those volunteers who have worked a minimum of 1½
hours. Appreciation Coupons are available from Jim Siscel.
- At End of Event: Check off
on start list or epunch computer list all finishers that have
checked in to ensure all orienteers are back safe and sound.
- Event Clean-up: Ensure all
participants, staff, and supplies are accounted for before leaving
area. Be sure to pick-up road signs. Take control flags if manual
punch meet and extra cups and water with you.
- Fill Out "After Event
Report" Form: Collect appropriate information from course
setter, registrar, and timers. Submit one copy to the Event Coordinator
and one copy to the Treasurer.
- Close out cash box: Count
the cash. Return to the box what was there to begin with (marked
on the lid of the box). Keep the remainder; you will write a
personal check for that amount.
- Return Event Equipment to
Storage Locker: Report any missing or damaged items to the Equipment
Coordinator.
- Submit Punch Cards and Timing
Sheets (if applicable) to Bearing 315 Editor.
- Submit New Membership and/or
Renewed Membership Forms to Membership Coordinator.
- Settle Finances: Submit one
copy (by mail) of "After Event Report" form to the
Treasurer along with expense receipts, registration sheets, checks
collected at registration, and a personal check for the cash
collected at registration, minus your expenses. Submit invoice
for your expenses with receipts attached. All checks should
be made out to "COC".
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