Timing of critical tasks
6 months prior
- Course Setter appointment
- Mapper appointment
- Hash House booking
- Course location & permission
4 months prior
- Administrator appointment
- Caterer appointment
2 months prior
- Entries open
- Course extents: for course location and size
- HH (& ANC): Location(s)
- Strava Heat: for track locations and usage
- Base Map: scale, topography, key features, paperize, for site inspections & GPS marking of features
- Prelim layout: for land owner consents 40 – 60 flags with unique identifier numbers
- Draft layout: Course marking & vetting of flag locations
- Final layout: controls with score numbers; vet for balance, clarity and completeness.
- Printing (Teslan): 1 per rogainer (+ spares), & 1 large corflute
- Authorities: Councils, NPWS, State Forests, etc.
- Private owners, Aboriginal Land Councils etc.
Site: location, access, parking, facilities, toilets, camping
Facilities: Existing buildings, or temporary (hired), registration, catering, & assembly
Booking; permission; agreement; payment, bonds, keys
Water Drops: locations and access
All Night Café: location, access and facilities
Required for HH booking and course permission
NSWRA registration with Dept of Fair Trading
Insurance Certificate of Currency
Invite a community group and/or rogaine volunteers
Provide a meal at the finish, & at other times if needed
Plan menu, ingredients, suppliers, facilities & equipment
All Night Café (possible for 12 – 24 hour events only)
Paid directly or reimbursed by the Treasurer
Budget: Treasurer’s spreadsheet
Entry fees: consult with Treasurer
Payments: invoices and reimbursable expenses
Website: Event name, date, description, photos, entries
Newsletter: consult with editor
Other: Invitations to local groups, letterbox drops, etc
NSWRA Risk and Safety Plan, see pro forma and samples
First Aid – appoint qualified person for on the day
Safety patrols during the event
Water drops, top ups and collection
NSWRA: President, Web Admin, Volunteer Coordinator, Treasurer, Equipment Officer, Newsletter Editor, National Parks liaison, Safety Officer,
Event Primary: Organiser, Setter, Mapper, Caterer, Administrator (paid),
Event Secondary: Co-Organiser, Vetters, flag hangers, trailer towing , venue set up, parking marshals, registrations, GPS bagging, first aid, toilets, caterers, water drops, safety patrols, photos, finishers, venue take down, flag collectors,
Before: entries, tags, punches, flags, computer, power supply
Event: set up, participant gear check, registration, map & tag handout, tag retrieval and scanning, late finishers, prize list
After: Return flags & punches to next event administrator
Owned by NSWRA and hired
NSWRA – sat phones, computer, flags, punches, tags;
Rogaine trailer – See Equipment Officer for inventory
Catering trailer – See Equipment Officer for inventory
HH facilities for registration, catering, assembly & toilets
Special Consumables – water, toilet paper, hand sanitiser
posted 5 days before
Hash House: address, access, parking, camping, facilities
Personal gear: course conditions & weather
Timetable Registration, briefings, start, finish, prizes
Other: HH phone number, map scale & size
Reminders: GPS devices, safety gear
Indemnity : Standard NSWRA form for all events
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