Orienteering event checklist and planning guide

An orienteering event depends on a route that works on the ground, clear control points, and volunteers who know exactly where to be. Start with the date, venue, landowner permissions, permits, and a safety plan before opening registration. In the final week, check the course, print maps and route booklets, prepare start groups, and pack each checkpoint separately. This checklist also covers the details that are often left until the last day, including communications, lighting, drinks, and spare batteries.

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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

Set the date and route
2 people
Reserve venue
Check permits
Request permission from landowners
Prepare safety plan
2 people
Share emergency numbers and route
Send invitations
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
Put together start groups
2 people
Check the course
2 people
Record checkpoints
2 people
Design cards
2 people
Print maps and route booklets
2 people
Make bib numbers
2 people
Make check cards
2 people
Check the shopping list
Gather sports equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare packages per start group
3 people
Check the weather forecast
Brief volunteers
2 people
Inspect venue
2 people
Bring materials to the venue
3 people
Mark off the start and finish area
3 people
Set up information table
2 people
Set up start table
2 people
Set up finish registration
2 people
Mark checkpoints
5 people
Photograph checkpoints
2 people
Place route arrows
3 people
Set out first aid supplies
Prepare coffee and tea
2 people
Set up the water and drink station
2 people
Set out snacks and fruit
2 people

Event

Register participants
3 people
Give the introduction briefing
2 people
Send off the start groups
2 people
Staff the course checkpoints
5 people
Inform participants
2 people
Refill drinks
2 people
Restock snacks and fruit
2 people
Register finishers
3 people
Follow up with missing participants
Collect checkpoints
4 people
Check results
2 people
Announce the results
Handle prize ceremony
2 people
Turn on evening lighting
2 people
Check the Final Participants
2 people
Check out participants
2 people
Carry out final course check
3 people

Aftercare

Collect waste
3 people
Clear tables and chairs
3 people
Clean the start and finish area
3 people
Load materials
3 people
Collect lost property
Hand over the venue
2 people
Clean sports equipment
2 people
Clean reusable items
2 people
Return borrowed materials
2 people
Send results and photos
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 the route and permissions before sending invitations. Allow at least 4–6 weeks for landowner approval or permits, and walk the course again after any major weather change.
Prepare one labeled package for every start group and checkpoint. Include the relevant maps, route booklets, control cards, bib numbers, signs, clips, cones, and barrier tape so volunteers are not sorting supplies at the start.
Set volunteer assignments and communication channels at least 7 days before the event. Give each checkpoint team a location, arrival time, emergency numbers, and a walkie-talkie or agreed backup method.
Print 5–10% more maps, route booklets, control cards, and bib numbers than the number of registered participants. A few late changes, damaged copies, or replacement starts can otherwise stop registration.
Check the forecast 24 hours before the event and prepare for low light or wet conditions. Charge power banks and radios, test start clocks and stopwatches, and keep spare batteries, flashlights, high-visibility vests, and shelter ready.

Frequently asked questions

How far in advance should I plan an orienteering event?: Start planning 6–8 weeks ahead for a small event and earlier if you need permits or landowner permission. Set the route and safety plan first, then open registration once the course is sufficiently confirmed.
How many volunteers do I need for an orienteering event?: Plan at least one person for registration and starts, one course or safety contact, and one team for each staffed checkpoint. For a larger event, add one volunteer per 20–30 participants for check-in, start groups, refreshments, or course support.
How many maps and route booklets should I print?: Print one complete set per registered participant or start group, depending on your format, plus 5–10% spare copies. Keep a separate reserve pack at registration for damaged materials, late entries, and missing items.
What should I check the day before an orienteering event?: Walk or verify the course, confirm checkpoint locations, check the weather, and contact every volunteer 24 hours before the start. Charge radios and power banks, test timing equipment, chill drinks, and pack each start group and checkpoint separately.

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.