Table of contents

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Event Planning Checklist

This checklist covers everything both the Meet Director and Course Setter need to do to plan and execute a successful B-level orienteering event. You may want to print this out and check things off as you accomplish them.

While the Meet Director and Course Setter should work closely together, they have specialized roles. In general, the Meet Director is responsible for managing the event and for organizational tasks such as the event permit paperwork, event announcements and results write-ups, equipment procurement, and volunteer coordination.

The Course Setter does the field work of designing and setting the courses; arranges for the maps, control descriptions, and E-punching (if used); and writes the Course Setter’s Notes. (Some meets may have two Course Setters​—​for example, one for the WYO courses and one for the advanced courses.)

This checklist has been divided into tasks for the Meet Director (MD), the Course Setter (CS), and tasks for which both people should be involved (MD, CS). Of course, you are free to change the task assignments between yourselves.

Note: If you are planning a TrailCross or Wilderness Scramble event, be sure to read the TrailCross Series Guidelines or Wilderness Scramble Checklist, respectively.

More Than 4 Months Before the Event

Note: The Insurance Coordinator position might be vacant (e.g., from May 2023 to ...) — look at the Contacts page. If so, Event Directors have to obtain the Certificate of Insurance themselves. To do that, go to the OUSA website ( and download the “Certificate Request Form 202x” (where “202x” is the year of the event). Complete the form on your computer (e.g., with Adobe Acrobat Reader ( — the “Certificate Holder” is the park administration. Email the completed PDF file to Lori George (the email address is linked on the form), who will email you the certificate of insurance. (There is a thorough FAQ on the OUSA webpage (

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3 to 4 Months Before the Event

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2 Months Before the Event

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2 Weeks Before the Event

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The Week Before the Event

  1. Carry a whistle.
  2. Sign up for a start time. Up to four people can start in each slot (one each on Brown, Green, Red, and Blue).
  3. Write the start time on your registration stub and put it in the envelope.
  4. Put your E-stick in the CLEAR unit until it beeps, and then put your E-stick in the CHECK unit to verify that it’s clear.
  5. Before your start time, pick up your map, check to be sure it is for the correct course, and put in a map case. Don’t study the map before you start.
  6. At your start time, punch the START unit and begin your course.
  7. Note: The Finish is not staffed. After punching the FINISH unit, report to the download tent.
COURSES CLOSE AT 2:00. Be sure to report to the download station by 2:15, or we may initiate a search for you! Cut your course short if necessary.

Punch the FINISH E-punch unit. Be sure to visit the E-punch download tent.
[Draw arrows or provide directions.]

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The Day of the Event (MD)

On event day, the Meet Director is generally in charge. The Course Setter can join the other volunteers to help the Meet Director get everything done.


8:30 AM

Effective in 2019, both White and Yellow course maps are given out at Registration.

9:00 AM

9:30 AM

10:00 AM

10:30 AM


12:30 PM

1:30 PM

2:00 PM

2:30 to 4:00 PM

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The Week After the Event (MD)

These tasks are usually done by (or delegated by) the Meet Director.

Note: You should distribute the results as soon as you have them, even if the write-up isn’t ready. People check the website daily after an event, looking for the results. The preferred results format is plain text that uses spaces (rather than tabs) to separate names from times, and a fixed-space font (e.g., Courier). (Refer to the results on the website for previous events to see the preferred overall format.) Don’t worry about the format too much, however, because the Webmasters will fix variations from the standard format.

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