Orienteering event checklist

A successful orienteering event depends on decisions made well before participants arrive. Start by documenting the course concept, securing the start and finish area, checking permits and mapping the route. Then inspect risks, prepare an alternative route and assign volunteers to checkpoints and traffic points. In the final weeks, collect registrations and medical contacts, allocate start times, print scorecards and bib numbers, and check every compass, sign and safety item before setup.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Document the course concept
2 people
Determine the start and finish location
2 people
Check permits
Inform site management
Confirm venue booking
Map out the course
2 people
Number the checkpoints
2 people
Inspect course risks
2 people
Develop an alternative route
2 people
Mark traffic points
2 people
Prepare safety plan
2 people
Determine the weather scenario
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Send volunteer instructions
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign start times
2 people
Send participant information
Collect medical contact details
Prepare checkpoints
3 people
Print cards and scorecards
2 people
Make bib numbers
2 people
Collect prizes and medals
Do the shopping
2 people
Check equipment
2 people
Fill coolers
2 people
Sort starter kit
3 people
Check the weather forecast

Event

Clear the site
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up the start and finish arch
3 people
Set up checkpoints
6 people
Place route arrows
4 people
Set out safety materials
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Register volunteers
2 people
Brief volunteers
3 people
Staff the checkpoints
8 people
Receive participants
4 people
Hand out starter packs
3 people
Give the start briefing
2 people
Get participants started
3 people
Register finishers
3 people
Check scorecards
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Empty trash bins
2 people
Check first aid supplies
2 people
Follow up on missing participants
2 people
Clear the course after the event
4 people
Check the result
2 people
Present prizes
3 people
Serve snacks
3 people
Serve drinks
2 people

Aftercare

Remove route arrows
4 people
Pick up the checkpoints
6 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Empty the coolers
2 people
Clean the venue
4 people
Dispose of waste
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Share participant photos
Publish the results
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

Map and inspect the full course before opening registration. Number every checkpoint, mark traffic points and record hazards so participant information matches the route you will actually use.
Prepare the backup route when the course is still on paper, not after bad weather or access problems occur. Include an alternative for any section that depends on a restricted path, exposed area or uncertain site access.
Give volunteers written instructions before event day. Each checkpoint or traffic point should have a named person, a clear position, the required signs or ribbons, and a way to contact the organiser.
Set start times only after registrations are processed and participant information is ready. Include the meeting point, start procedure, required equipment, course rules and the deadline for submitting medical contact details.
Pack a separate checkpoint and finish kit rather than relying on one central table. Count checkpoint signs, orientation prisms, spare compasses, scorecard holders, pens, whistles and stopwatches before leaving for the course.

Frequently asked questions

How far in advance should I plan an orienteering event?: Begin the course concept, venue arrangements and permit checks at least 8 to 12 weeks before the event. Recruit volunteers and open registrations only after the route and start and finish locations are sufficiently settled.
How many volunteers do I need for an orienteering event?: Plan at least one responsible volunteer for each staffed checkpoint or traffic point, plus people for registration, the start and the finish. Add a small reserve so one absence does not leave a control point unattended.
When should I send participant information for an orienteering event?: Send the main information 7 to 10 days before the event, once start times and the route details are confirmed. Send any last-minute weather or access update no later than the day before.
What should I prepare for bad weather during an orienteering event?: Decide the weather scenario and alternative route before event day, then communicate the decision deadline to volunteers. Keep shelter, tables, scorecard protection and charged power banks ready, and review the course again if conditions change.

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.