How to organise an orienteering event

Start with the course, not the refreshments. Define the concept, choose a start and finish area, map the route and inspect every section for risks before inviting participants. Once permissions and the venue are confirmed, recruit and brief volunteers, assign start times and send clear participant information. Prepare checkpoint materials, scorecards and backup equipment several days ahead so a missing compass or unclear control does not disrupt the event.

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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
Document the course concept
2 people
2
Determine the start and finish location
2 people
3
Check permits
4
Inform site management
5
Confirm venue booking
6
Map out the course
2 people
7
Number the checkpoints
2 people
8
Inspect course risks
2 people
9
Develop an alternative route
2 people
10
Mark traffic points
2 people
11
Prepare safety plan
2 people
12
Determine the weather scenario
2 people
13
Recruit volunteers
2 people
14
Assign volunteers
2 people
15
Send volunteer instructions
16
Send invitations
2 people
17
Process registrations
2 people
18
Collect dietary requirements
19
Assign start times
2 people
20
Send participant information
21
Collect medical contact details
22
Prepare checkpoints
3 people
23
Print cards and scorecards
2 people
24
Make bib numbers
2 people
25
Collect prizes and medals
26
Do the shopping
2 people
27
Check equipment
2 people
28
Fill coolers
2 people
29
Sort starter kit
3 people
30
Check the weather forecast

Event

31
Clear the site
4 people
32
Set up tents
4 people
33
Set up tables and chairs
4 people
34
Set up the start and finish arch
3 people
35
Set up checkpoints
6 people
36
Place route arrows
4 people
37
Set out safety materials
2 people
38
Set up the registration table
2 people
39
Set up the catering table
3 people
40
Chill drinks
2 people
41
Prepare coffee and tea
2 people
42
Register volunteers
2 people
43
Brief volunteers
3 people
44
Staff the checkpoints
8 people
45
Receive participants
4 people
46
Hand out starter packs
3 people
47
Give the start briefing
2 people
48
Get participants started
3 people
49
Register finishers
3 people
50
Check scorecards
3 people
51
Refill drinks
2 people
52
Restock fruit and snacks
2 people
53
Empty trash bins
2 people
54
Check first aid supplies
2 people
55
Follow up on missing participants
2 people
56
Clear the course after the event
4 people
57
Check the result
2 people
58
Present prizes
3 people
59
Serve snacks
3 people
60
Serve drinks
2 people

Aftercare

61
Remove route arrows
4 people
62
Pick up the checkpoints
6 people
63
Take down tents
4 people
64
Clear tables and chairs
4 people
65
Wash dishes
2 people
66
Empty the coolers
2 people
67
Clean the venue
4 people
68
Dispose of waste
2 people
69
Collect lost and found items
70
Inventory materials
2 people
71
Return borrowed materials
2 people
72
Store leftover food
2 people
73
Share participant photos
74
Publish the results
75
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Coat racksqty 2

Sports equipment

Checkpoint signsqty 25
Orientation prismsqty 25
Compassqty 30
Spare compassesqty 10
Scorecard holdersqty 120
Bib numbersqty 120
Conesqty 40
Ribbonsqty 10
Route arrowsqty 80
Barrier tapeqty 6
Stopwatchesqty 8
Whistlesqty 10
Hand stampsqty 25
Spare pensqty 30
Prizesqty 12
Medalsqty 30

Equipment

Speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 6
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Calculatorsqty 3
Walkie-talkiesqty 8

Tableware

Reusable cupsqty 180
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving spoonsqty 8
Pouring jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Cookie tinsqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Safety vestsqty 20
Flashlightsqty 10
Emergency blanketsqty 4

Decorations

Start/finish arch
Buntingqty 8
Directional signsqty 12
Information boardsqty 6
Tableclothsqty 10

Cleaning

Waste binsqty 10
Broom setsqty 3
Litter pickersqty 4
Cleaning bucketsqty 4
Washing-up tubsqty 3

Catering

Groceries

Tips

Walk the entire course before publishing it, including every traffic point and alternative route. Mark risky crossings, steep sections and areas where signs, cones or barrier tape may be needed.
Set the start and finish schedule before processing registrations. Send each participant a start time, meeting point, required equipment and emergency contact instructions at least 3 days before the event.
Give each checkpoint a number and test the navigation sequence in the field. Prepare the checkpoint signs, orientation prisms, route arrows and spare pens at least 1 day in advance.
Brief volunteers in writing and assign each person one clear responsibility. Include arrival time, checkpoint location, what to watch for, how to use a whistle and who to contact if weather changes.
Prepare a weather decision before event day, not during it. Keep an alternative route ready and check that scorecard holders, spare compasses, bib numbers and timing equipment are packed in separate, labelled containers.

Frequently asked questions

How long does it take to organise an orienteering event?: Allow at least 4 to 6 weeks for a small event, especially if you need permits, site approval or a venue booking. Complete the route inspection, safety plan and volunteer recruitment no later than 2 weeks before the start.
How many volunteers do I need for an orienteering event?: Plan for at least 1 event lead, 1 start and finish coordinator, and 1 volunteer per staffed checkpoint. Add one or two reserve volunteers if the course has traffic points, difficult access or more than 50 participants.
When should I send participant information and start times?: Send the first practical information at least 7 days before the event, then confirm individual start times no later than 3 days beforehand. Include the meeting point, course instructions, safety details and any medical contact requirements.
What should I prepare the day before an orienteering event?: Print the cards and scorecards, prepare bib numbers, pack checkpoint materials and charge stopwatches, the speaker and wireless microphone if used. Walk or recheck the route within 24 hours and confirm the weather scenario with volunteers.

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.