C2 course, Unit 2, Pre-entry event organisation and course-setting1 Unit 2 – Pre-entry Event Organisation and Course-setting Unit purpose: To present the range of activities involved in controlling a Group A2 and/or a Group B event and to stress the importance of long and short term planning. Learning outcomes: 1.The participant will be capable of organising a system for taking entries for a pre-entry event. 2.The participant will be capable of arranging and overseeing a management system (including map production) for a Group A2 and/or Group B event. Content Workshop session
C2 course, Unit 2, Pre-entry event organisation and course-setting2 Pre-event planning What activities have to be completed or potential items that have to be considered before, during and after a Group A2/B event? Consider everything that has to be in place: for example, course designations and combinations must be finalised before pre- entries can be allocated start times, start lists have to be published before the event but start lists have to be approved by the controller before publishing.
C2 course, Unit 2, Pre-entry event organisation and course-setting3 Pre-event planning Area – Permission - Restrictions (environmental/safety) - Access (limitations) - Technically suitable? Map – New or resurvey? - Adequacy - Resurvey requirement - Printing / overprinting method and approval Courses – combinations / lengths / rwt? Site tagging Site checking Assembly area layout Start layout and procedure Finish layout and procedure Spectator controls? Commentary? On site facilities - Creche? - Traders / catering / toilets Personnel – On the day -Control hanging / collect Pre-entries / results systems Equipment – Control units - Assembly area - Road signs - Event centre - Computers - In the area (stiles etc) Prizegiving – VIPs - Trophies/ badges - Location / set-up Emergency procedures First Aid Control descriptions Course overprints Map checking procedures Map bagging / sealing Accommodation? Socials / entertainment Event flyer / invitations Entry form Entry fees / budget Refund policy Programme – Content - Production - Start lists - Distribution Results – Approval - Printing
C2 course, Unit 2, Pre-entry event organisation and course-setting4 Workshop Using the top level activities already listed create a timetable for a State Championship. Split activities into tasks wherever necessary. Don’t forget to allow time for review, revision and approval, such as that of the event programme. Tip: work backwards from the event date and don’t forget to allow slippage time for problems (illness, unplanned business trips, faulty map printing, bushfires)
C2 course, Unit 2, Pre-entry event organisation and course-setting5 Event Timetables 1 Ask for a timetable from the planner / organiser. It is better for the persons completing the tasks to create their own timetable rather than having one imposed upon them. If you can’t get one from them find out why. If they can provide one then review and amend if necessary.
C2 course, Unit 2, Pre-entry event organisation and course-setting6 Event Timetables 2 No timetable? Identify when critical tasks will be completed. Create a timetable. Review and discuss with the team.
C2 course, Unit 2, Pre-entry event organisation and course-setting7 Event Timetables 3 Timetables need to be met. Timetables need to be distributed to everyone relevant. Missing deadlines has knock-on effects. Don’t forget your availability. Be proactive. Use your experience and exercise tact. Two-way communication is the key.