Here is a brief description of the tasks to be done on the day of an event. Note that several of the tasks can be shared, such as one person doing registration for half of the event and another person doing registration for the other half. We use a two-shift approach for most volunteer tasks. The first shift begins 15 minutes before the registration time window and ends in the middle of the window. The second shift begins 15 minutes before the middle of the time window and ends at the end of the time window. The registration time window is usually 11 am to 2 pm.

Registration

• Meet and greet each person who comes to the event.
• Have each person who is not a club member sign the waiver form; if the person is not an adult, make sure that a parent or guardian signs the waiver form for the minor. Club members do not need to sign a waiver form because they have agreed to the waiver for all events during a year when they joined the club or renewed their membership.
• Ask the person if s/he has preregistered. If "yes" find the preassigned map for the person and verify that the person still wants to run that ccourse.
• For non-preregistered people, find out what course the person wants to run. If they are unsure, refer them to the sample maps which are on display.
• Give out maps and plastic bags.  If the control descriptions are not on the maps, give out one of these for the course. If the legend is not on the map, give the person a printed legend. If manual punching is being used, give the person a punch card after writing his/her name and course on it. For preregistered people all these things will be in the plastic bag. For non-preregistered people, each of these items must be given to the person individually.
• Collect the map fee.
• When using electronic punching, if the person is experienced, direct the person to the computer station, SI-card distribution, or to the instruction area (for beginners).  When using manual punching, direct the person the start controller or the instruction area.
• This task uses the two shift approach described above.

Start (for Cross-country Courses)

(Manual Punching)

• Be sure the person starting has an appropriate map and that the punch card is filled out (Name, Course, Affiliation).
• Assign each person/group a starting time.  Try to keep 2 to 3 minute intervals between starts on the same course.
• Record the time on the Courses Log and on the person's punch card.
• If the person does not have a compass, loan one to him/her.
• Periodically, give the Courses Log to the person working the Finish - not needed if start and finish are together..
• This task uses the two shift approach described above.

(Electronic Punching)

• Be sure the person/group starting has an appropriate map.
• If the person is borrowing an SI card, give it to him/her. Preregistered people have preassigned SI cards; select an unassigned SI card for non=preregistered people.
• If the person is not familiar with SI cards, show him/her how to wear and use one.
• If the person is not preregistered, enter the person's name, SI card number, course, and possibly club in the computer. For preregistered people, verify that the entry in the computer is correct.
• If the person does not have a compass, loan one to him/her.
• Make sure the person does a CLEAR and CHECK of the SI card.
• Generally, once the person has a CLEARed and CHECKed SI card, you can direct him/her to the start and let them start themselves. However, if there are multiple people in quick succession wanting to start on the same course, you shoud ask some of them to delay for 2-3 minutes before going to the start.
• Record on the Courses log approximately when the person started.
• This task uses the two shift approach described above.

Finish 

(Manual Punching)

• Record the finish time for each person/group in the Courses Log.  Record the time in hours, minutes, and seconds.
• Collect the punch card from the finisher.
• Put the recorded time on the punch card.
• Keep alert for people who are overdue for their courses.
• This task uses the two shift approach described above.

• Make sure the person has gone to the Finish and punched there
• Have the person download what is on the SI card
• Give the person the printout
• If the person borrowed a SI card, have him/her return it
• If the person borrowed a compass, have him/her return it
• Note that the person finished on the Courses Log.
• This task uses the two shift approach described above.

• Calculate the elapsed time for the person/group and put this result on the punch card and the Courses Log.
• Verify that the punches are correct for the course. Record any disqualifications for mispunching or not completing the course.

Control and Water Put Out

There are always some controls which are not placed in the forest until the day of the event.  Some of these may also be water stops.  Before the event begins, a person must place these controls (and water).  Generally, the timing is such that the last controls should be in place one hour before the first start.  This makes it possible for those helping with the event to go out on a course early, before the regular participants.  To do the task of putting out controls, you have to be given the control flags and a map for their placement prior to the day of the event.  If electronic punching is being used, control boxes must also be given prior to the day of the event. To do this task, you must arrive about 2 hours before the beginning of the registration time window - we will usually be using a window of 11:00 am to 2:00 pm.  Generally, this task is done by the event director.
 

Control and Water Pick Up

After all people have returned from their  courses, the controls for all courses need to be picked up.  This requires staying late, after the close of the event.  It also requires orienteering skill; a person should have completed at least a couple advanced courses before trying to help with pick up.  A map of the controls to be picked up is provided by the event director.  Controls flags (and control boxes, if using electronic punching) are to be returned to the event director, either later that day or at some predetermined date.  Water containers must also be picked up from the water stops.  Generally, used cups and water containers are discarded in the garbage or recycling.  Unused cups may be salvaged for a future event.  To do this task, you must stay about 60 to 90 minutes past the last finish time or the event ending time (usually 3:30).

Signs and Ribbons and Misc.

Most events have some signs put up to direct competitors to where they should park.  Usually banners are used to mark the Start and Finish.  Sometimes ribbons are used to direct competitors to the start or to registration.  All these need to be taken down after the event is over.  The registration site must also be dismantled after the event is over.  To do this task, you must stay about 30 minutes past the event end time or last finish time time.