How to organise an orienteering event

Organising an orienteering event starts with a usable route, not with equipment. Set the date, confirm the venue and permissions, then build the course around safety, checkpoints and the number of participants. After registrations open, turn the entries into start groups, prepare maps and control cards, and assign volunteers to specific jobs. The final checks are practical: inspect the route, test communications, check the forecast and pack each start group separately so nothing is missing at the start.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and route
2 people
2
Reserve venue
3
Check permits
4
Request permission from landowners
5
Prepare safety plan
2 people
6
Share emergency numbers and route
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Recruit volunteers
2 people
11
Assign volunteers
12
Put together start groups
2 people
13
Check the course
2 people
14
Record checkpoints
2 people
15
Design cards
2 people
16
Print maps and route booklets
2 people
17
Make bib numbers
2 people
18
Make check cards
2 people
19
Check the shopping list
20
Gather sports equipment
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare packages per start group
3 people
24
Check the weather forecast
25
Brief volunteers
2 people
26
Inspect venue
2 people
27
Bring materials to the venue
3 people
28
Mark off the start and finish area
3 people
29
Set up information table
2 people
30
Set up start table
2 people
31
Set up finish registration
2 people
32
Mark checkpoints
5 people
33
Photograph checkpoints
2 people
34
Place route arrows
3 people
35
Set out first aid supplies
36
Prepare coffee and tea
2 people
37
Set up the water and drink station
2 people
38
Set out snacks and fruit
2 people

Event

39
Register participants
3 people
40
Give the introduction briefing
2 people
41
Send off the start groups
2 people
42
Staff the course checkpoints
5 people
43
Inform participants
2 people
44
Refill drinks
2 people
45
Restock snacks and fruit
2 people
46
Register finishers
3 people
47
Follow up with missing participants
48
Collect checkpoints
4 people
49
Check results
2 people
50
Announce the results
51
Handle prize ceremony
2 people
52
Turn on evening lighting
2 people
53
Check the Final Participants
2 people
54
Check out participants
2 people
55
Carry out final course check
3 people

Aftercare

56
Collect waste
3 people
57
Clear tables and chairs
3 people
58
Clean the start and finish area
3 people
59
Load materials
3 people
60
Collect lost property
61
Hand over the venue
2 people
62
Clean sports equipment
2 people
63
Clean reusable items
2 people
64
Return borrowed materials
2 people
65
Send results and photos
66
Return lost property

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 12
High tablesqty 4

Sports equipment

Orientation cardsqty 100
Route bookletsqty 100
Compassesqty 30
Checkpoint clipsqty 15
Checkpoint signsqty 15
Control cardsqty 100
Bib numbersqty 100
Start clocksqty 2
Stopwatchesqty 6
Conesqty 30
Barrier tapeqty 6
Route arrowsqty 40
High-visibility vestsqty 15
Flashlightsqty 10
Spare batteriesqty 20

Equipment

Megaphonesqty 2
Walkie-talkiesqty 8
Power banksqty 4
Extension cordsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 150
Paper napkinsqty 300

Kitchen

Thermos flasksqty 4
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Bottle openersqty 4
Kettlesqty 2

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Disposable glovesqty 2

Decorations

Information boardsqty 6
Sidewalk chalkqty 6
Prize trophiesqty 6

Office

Clipboardsqty 10
Ballpoint pensqty 30
Waterproof markersqty 12
Tapeqty 6
Scissorsqty 4
Staplersqty 2

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Confirm landowner permission and any permits before publishing the route. Keep the safety plan, emergency numbers and route information together so volunteers can access them on event day.
Walk or run the full course before printing maps. Record every checkpoint, check that signs and checkpoint clips are usable, and mark hazards that volunteers need to monitor.
Close registrations early enough to make start groups, bib numbers, maps and route booklets. Pack one complete set per group, including control cards, compasses and any instructions.
Brief volunteers before participants arrive, not while the first group is waiting. Explain their position, timing, radio procedure, what to do if someone is overdue and where spare batteries, power banks and flashlights are kept.
Check the weather forecast 24 hours before the event and again on the morning itself. Decide in advance how tents, tables, drinking water, coolers, lighting and route markings will be adjusted for rain, heat or low visibility.

Frequently asked questions

How far in advance should I plan an orienteering event?: Allow at least 8 to 12 weeks for a small event. This gives you time to secure the venue, obtain permissions, check the route, recruit volunteers and prepare maps before registrations close.
How many volunteers do I need for an orienteering event?: Plan on at least 1 volunteer for registration and 1 for the start area, then add course marshals and finish support based on the route. For a small event, 6 to 10 volunteers is a practical starting point; add more if checkpoints are remote or groups start close together.
When should I print the maps and route booklets?: Print them after registrations are processed and the course has been checked, usually 3 to 7 days before the event. Keep a small number of spare copies and control cards for late changes or damaged materials.
How do I organise start groups for orienteering?: Create start groups after registration closes, leaving 5 to 10 minutes between groups if the course or first checkpoint could become crowded. Prepare each group’s bib numbers, maps, route booklets and control cards in a labelled package the day before.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.