Level 3 Controllers’ Course August 2009
MANAGING EXPECTATIONSOF ELITE ORIENTEERS
L3 Workshop – Aug 2009 Adelaide
Level 3 Controllers’ Course August 2009
Unit purpose
• To analyse the expectations of elite competitors, their support staff and supporters, particularly those who come from interstate or overseas.
Level 3 Controllers’ Course August 2009
The Leibnitz Convention – August 2000 WE, THE MEMBERS OF THE IOF, attending the 20th IOF General Assembly in Leibnitz, Austria,
on the 4 August 2000, hereby declare that“It is of decisive importance to raise the profile of the sport to further the spread of
orienteering to more people and new areas, and to get orienteering into the Olympic Games.
The main vehicles to achieve this are:• to organise attractive and exciting orienteering events which are of high quality for
competitors, officials, media, spectators, sponsors, and external partners• to make IOF events attractive for TV and InternetWe shall aim to:• increase the visibility of our sport by organising our events closer to where people are• make our event centres more attractive by giving increased attention to the design and
quality of installations• improve the event centre atmosphere, and the excitement, by having both start and
finish at the centre• increase television and other media coverage by ensuring that our events provide more
and better opportunities for producing thrilling sports programmes• improve media service by better catering for the needs of media representatives (in
terms of communication facilities, access to runners at start/finish and in the forest, continuous intermediate time information, food and beverages, etc)
• pay more attention to promoting our sponsors and external partners in connection with our IOF events
We, the Members of the IOF, expect that these measures shall be considered by all future organisers of IOF events."
Level 3 Controllers’ Course August 2009
Managing Expectations/Stakeholders Needs
• Elite Competitors• Sponsors• Commentators• Photographers (still & video)• Journalists• Spectators
Level 3 Controllers’ Course August 2009
Words of Wisdom
Tell them earlyTell them often
Oivind Holt IOF Workshop Albury 1998
Level 3 Controllers’ Course August 2009
Oivind Holt’s Distribution of Activities
In forest Out of forestForest Activity
Even
t Advis
er
Level
3
Level
2
Level
1
Level 3 Controllers’ Course August 2009
Elites
• Elites value the technical challenge above all
• Fair and equitable - do not use compromised control sites & double check all sites
• Physically challenging, but not over taxing
• Longer, steeper not necessarily better• Opportunities to display their skills
Level 3 Controllers’ Course August 2009
Elites
• Sometimes achievements should be rewarded.
• Red start group, reverse order
• Be presented and projected as elite athletes
• Success is acknowledged - presentations
Level 3 Controllers’ Course August 2009
Sponsors
• Return on investment• Their name/logo be presented in a
good light• In print and on websites• On banner and competitors’ bibs• Announcements during commentaries• Opportunity to attend events.
Consider hospitality, meeting athletes & addressing spectators
Level 3 Controllers’ Course August 2009
Commentators
• Good accommodation and location• Good equipment - computer & PA• Good information - background, live
and interim results• Good access to athletes soon after
finishing
Level 3 Controllers’ Course August 2009
Photographers
• Clear unrestricted line of shot - no spectators• Good photographic environment, entire finish
chute, good light at photographic controls• Good background, spectators, bush, control
flag (ensure it looks like an orienteering event)• Good view of or warning of approaching
athletes• TV mixture of vision close and long range• Ease of identifying competitors - clear
numbers, start list• Privileged parking and easy exit (IOF events -provide transport)
Level 3 Controllers’ Course August 2009
Journalists
• Ready supply of timely information; what, when,who, where etc (Bulletin 4)• Start lists• Results - high priority. Paper (& electronically if
possible) asap after last finisher. Advice on complications - protests, outcomes etc
• Deadlines - television 2.30pm, AAP 6.00pm (AEST) preferably sooner, Local press negotiable until about 8.00pm (AEST)
• Access to athletes soon after finishing• Privileged parking & easy exit (IOF events -
provide transport)
Level 3 Controllers’ Course August 2009
Spectators (on site)
• As much involvement as possible from start to finish
PLAN the ARENA
Level 3 Controllers’ Course August 2009
Clear chest numbers
Level 3 Controllers’ Course August 2009
Spectator Controls
Level 3 Controllers’ Course August 2009
Ramps
Level 3 Controllers’ Course August 2009
Man made features
Level 3 Controllers’ Course August 2009
Start in the arena
Level 3 Controllers’ Course August 2009
Results
Level 3 Controllers’ Course August 2009
Spectators (on site)
• Program• Good commentary with a mixture of event
progress &short interviews, no long silent gaps• Good views of or warning of approaching athletes• Reasonable run in• Large display clocks• Large quickly updated easily visible results display
for allcompetitors• Many spectators like to do their own assessments
Level 3 Controllers’ Course August 2009
Spectators (remote)
• Live internet coverage• Good commentary• Updated results• Tracking• Map availability• Start lists
Level 3 Controllers’ Course August 2009
Impact on the event
What are the implications of these expectations?
Consider the impact on:• Timelines• Personnel / skills• Facilities• Budget• Potential conflicts
Level 3 Controllers’ Course August 2009
Making a timeline - 1
• What additional actions / key decisionpoints need to be added to the eventtimeline?• Work backwards from the event date• Some actions have fixed time-points –
egbulletins• Do not assume volunteers are alwaysavailable, they have jobs too!
Level 3 Controllers’ Course August 2009
Making a timeline - 2• Agree individual targets and durations with
those doing the role – get their buy-in!• Allow for the unexpected – illness, othercommitments etc• Monitor progress, adjust whenever
necessary• Parallel processing• Make sure the entire team understands
the timescales involved, not just key officials
Level 3 Controllers’ Course August 2009
Making a timeline – 3Typical top level milestones
+ 6 wks Event reports to OA and OA controller
+ 3 wks Printed results available
Event Official results available no more that 4 hrs after latest allowable finishing time and on internet on day of event
Event Bulletin 4
2 wks Start lists available (IOF events, start draw is later)
1 mth Overprinted maps available, final details / bulletin 3 available
3 mths Draft courses with controllers, courses and combinations agreed, entry forms available (if not IOF), assembly arena(s) agreed
12 mths, Survey complete and draft available, bulletin 2 (IOF only, should include entry form) / publicity available model areas available
2 yrs Bulletin 1 (IOF only), accommodation negotiation ongoing; Area(s) approved (inc. event centre etc.), officials appointed, timelines agreed, sponsorship application
Level 3 Controllers’ Course August 2009
Issues
• Technical - in forest• Blending competition area with
arena• Supporting commentators and the
media• Overall planning - big issues,
location, parking and services
Level 3 Controllers’ Course August 2009
Communications and conflict - 1
Larger and more complex teams• Interclub• Interstate• International?• More than 1 event
RESPECT
Level 3 Controllers’ Course August 2009
Communications and conflict - 2
• Conflicts• Between officials• Between cultures• Between rules / guidelinesYou may all be talking English but are
youspeaking the same language?
Level 3 Controllers’ Course August 2009
Other considerations
• Expect the unexpected – plan for it• External / internal pressures – expect them• Use previous experience – observe,
discuss with your predecessors, don’t reinvent the wheel
• Assess and evaluate as you go along, don’t be afraid of change
• Use your experience to improve for the future, report and recommend
Level 3 Controllers’ Course August 2009
Australia’s place in international orienteering
• Growing in stature
• We should be positive about what we can offer
Level 3 Controllers’ Course August 2009
Final Word of Wisdom
• Check
• Check again
• Get someone else to check!
Level 3 Controllers’ Course August 2009
Acknowledgements
Compiled from material published by:
• Bob Mouatt (ACT)
• Katie and Dave Stubbs (UK & Qld)
• Oivind Holt (Nor)