Are you an event planner? Please let the web admins know what resources should be on this page by contacting us.

01: Event plan – 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

02: Maps and course planning

Course extents: for course location and size.
HH (& ANC): Location(s).
Strava Heat: for track locations and usage.
Base Map: scale, topography, key features, paper size, 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.

03: Course area permission

Authorities: Councils, NPWS, State Forests, etc.
Private owners, Aboriginal Land Councils etc.

04: Hash house

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

06: Catering

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)

08: Publicity

Website

The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.

Newsletter

Consult with editor.

Other

Invitations to local groups, letterbox drops, etc.

17: Post Event Report

A one page report for the NSWRA President describing:

• • How the event went (entries, weather etc)
  • Significant issues that may have arisen
  • Learnings for future events
  • Contractors engaged and how they went

Outstanding tasks