1. Level 3 Controllers’ Course August 2009 MANAGING EXPECTATIONS OF ELITE ORIENTEERS L3 Workshop – Aug 2009 Adelaide

2. 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.

3. 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 Internet We 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."

4. Level 3 Controllers’ Course August 2009 Managing Expectations/Stakeholders Needs Elite Competitors Sponsors Commentators Photographers (still & video) Journalists Spectators

5. Level 3 Controllers’ Course August 2009 Words of Wisdom Tell them early Tell them often Oivind Holt IOF Workshop Albury 1998

6. Level 3 Controllers’ Course August 2009 Oivind Holt’s Distribution of Activities In forestOut of forest Forest Activity Event Advis er Level 3 Level 2 Level 1

7. 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

8. 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

9. 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

10. 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

11. 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)

12. 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)

13. Level 3 Controllers’ Course August 2009 Spectators (on site) As much involvement as possible from start to finish PLAN the ARENA

14. Level 3 Controllers’ Course August 2009 Clear chest numbers

15. Level 3 Controllers’ Course August 2009 Spectator Controls

16. Level 3 Controllers’ Course August 2009 Ramps

17. Level 3 Controllers’ Course August 2009 Man made features

18. Level 3 Controllers’ Course August 2009 Start in the arena

19. Level 3 Controllers’ Course August 2009 Results

20. 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 all competitors Many spectators like to do their own assessments

21. Level 3 Controllers’ Course August 2009 Spectators (remote) Live internet coverage Good commentary Updated results Tracking Map availability Start lists

22. 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

23. Level 3 Controllers’ Course August 2009 Making a timeline - 1 What additional actions / key decision points need to be added to the event timeline? Work backwards from the event date Some actions have fixed time-points – eg bulletins Do not assume volunteers are always available, they have jobs too!

24. 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, other commitments etc Monitor progress, adjust whenever necessary Parallel processing Make sure the entire team understands the timescales involved, not just key officials

25. Level 3 Controllers’ Course August 2009 Making a timeline – 3 Typical top level milestones + 6 wksEvent reports to OA and OA controller + 3 wksPrinted results available EventOfficial results available no more that 4 hrs after latest allowable finishing time and on internet on day of event EventBulletin 4 2 wksStart lists available (IOF events, start draw is later) 1 mthOverprinted maps available, final details / bulletin 3 available 3 mthsDraft 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 yrsBulletin 1 (IOF only), accommodation negotiation ongoing; Area(s) approved (inc. event centre etc.), officials appointed, timelines agreed, sponsorship application

26. 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

27. Level 3 Controllers’ Course August 2009 Communications and conflict - 1 Larger and more complex teams Interclub Interstate International? More than 1 event RESPECT

28. Level 3 Controllers’ Course August 2009 Communications and conflict - 2 Conflicts Between officials Between cultures Between rules / guidelines You may all be talking English but are you speaking the same language?

29. 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

30. Level 3 Controllers’ Course August 2009 Australia’s place in international orienteering Growing in stature We should be positive about what we can offer

31. Level 3 Controllers’ Course August 2009 Final Word of Wisdom Check Check again Get someone else to check!

32. Level 3 Controllers’ Course August 2009 Acknowledgements Compiled from material published by: Bob Mouatt (ACT) Katie and Dave Stubbs (UK & Qld) Oivind Holt (Nor)