Education > Volunteer Guide

Event Director details

Hours - prior to the event and approximately 8:00-4:00 day of event

Experience Level - Intermediate Level and above, administrative and management skills helpful

• Directs all other volunteers
• Coordinates with GAOC President and park managers
• Coordinates with Website Manager to publish event information and set up preregistration
• Arranges for sufficient quantity of maps and descriptions with VP Maps
• Picks up event supplies from the GAOC storage unit
• Returns event supplies to the GAOC storage unit

Course Setter details

Hours - prior to the event and approximately 9:00-4:00 day of event

Experience Level - Expert

• Designs the courses
• Sends info to VP Maps for preprinted maps and descriptions
• Sets the courses (puts out controls)
• Manages control pickup

Beginner Instructor details

Hours - 9:00-10:00

Experience Level - Comfortable teaching navigation for White and Yellow courses

• Prepares for and leads beginner training
• Includes information on event procedures, map reading and rules

Start Crew details

Hours - 9:00-noon in shifts

Experience Level - Intermediate Level or above

• Acquires necessary supplies from the Event Director and manages start functions
• Distributes maps and rental finger sticks
• Records start times
• Sends participants out at appropriate intervals
• Gives start sheets to Results Manager

Event Director

Skills - Project Management, Event Management, Budget experience

• Submits bid to OUSA
• Submits budget to club President
• Manages all volunteers
• Coordinates the entire event
• Manages Public Relations - advertisements, web page
• Contracts with vendors for the following event essentials
  • Map printing
  • Event T-shirts
  • Event Awards
  • Water and cups
  • Map Bags
  • Port-O-lets
  • Buses or transportation

Registrar

Skills - Experience with computer software and Event Register (OUSA registration program), Problem Solver

• Manages event registration
• Responds to participant inquiries
• Assigns start times
• Manages event fees - collects fees
• Sends Event Director updates
• Prints bibs or arranges for printing
• Coordinates registration database with Results manager
• Hands out bibs and t-shirts at event headquarters

Course Setter

Skills - Expert Orienteering skills, project management skills

• Designs competitive courses
• Hangs vetting tape at control locations
• Coordinates with Event Director, park staff, Vetters, Course Consultant
• Provides vetting maps with courses and descriptions to vetters
• Solves vetting problems & makes course adjustments with Vetters
• Works with VP Maps to coordinate printing of courses maps
• Coordinates hanging of controls and pick-up of controls after the event

Course Vetter

Skills - Expert orienteering skills, course setting skills

• Checks courses for appropriate difficulty and safety, notes map errors
• Checks vetting tapes for accurate control placement and description
• Runs courses for time or arranges for them to be run for time
• Reports any problems and coordinates solving them with Course Setter
• Helps with control put-out prior to the event and control pick-up after the event

Results Crew

Skills - Experience with results software, Problem Solver

• Coordinates with Event Director and Registrar
• Manages Set up of finger stick download system
• Manages display of results
• Investigates disputed Results
• Reconciles runners in with runners out - report missing runners to field crew chief
• Posts final results in timely manner on each day of the event

Event Construction Crew

Skills - Organization and construction abilities

• Crew chief works with other crew chiefs to make sure they have what they need to construct their stations
• Sets up Start and Finish area
• Sets up tarp, tents, taped off areas as needed

Search And Rescue

Skills - Advanced orienteering skills, licensed ham radio operator helpful

• Organizes team to find runners who are overtime
• Notifies park staff as appropriate
• Ensures lost competitor gets any aid required