Wellington Afterwork Rogaine Planning Guide

Or, "Rogaine Planning 101"

Notes by Michael Wood for OHV Rogaine Planning Workshop in May 2005; with update and amplification by Mike Sheridan after the Workshop in March 2009. The emphasis is on afterwork rogaines of around 3 hours, but it may be useful for longer events with some differences. P-Max section added Dec 2012. Regular tweaking all along.

Preface: P-Max

The afterwork rogaines are a BIG simplification on all-day rogaines. Then Glen Warner invented the 1-hour "sprint rogaine" - these are even simpler We've given the name P-Max to this. Check out the link for a description.

The general afterwork rogaine advice should be helpful. But here are the differences:

How It Works Round Here (the usual 3hr ones)

  1. Background What are we trying to achieve with our afterwork rogaines in Wellington? These rogaines are run by Orienteering Hutt Valley. Distribution of information and advertising is via the Wellington Ridge Runners email list and Facebook page, the OHV website and the Orienteering NZ calendar.

    Make sure you know what we tell the competitors.

  2. Area
    Where to run them? Look for maximum freedom of movement, minimum landowners/authorities, ease of access (esp afterwork), nice environment. Urban areas have proved to be quite acceptable, especially if there are substantial green belts, eg Tinakori Hill. Look for areas with curvy roads rather than grid pattern, lots of shortcuts, walkways, reserves.

  3. Permission
    Afterwork on public roads/tracks/city parks doesn't need permission. Sometimes de facto tracks are actually private though. The regional council wants to know if we're using its parks and depending on the ranger we might have to fill in some forms. OHV has a database of owners for orienteering maps, is building up data for rogaines. If in doubt ask the rogaine coordinator, below.

  4. Selection of Start/Finish
    This is more likely to need permission – use your judgement. Visit at the same day/time of day to see if eg carpark is used for sports practice. Preferably in the middle of your area, parking, sheltered pleasant place for organizers and after-match. School or park is good.

  5. Maps
    Afterwork rogaines started out using the 1:50,000 Topo enlarged, with additions before photocopying, but its hard to delete features that have to come off. OHV has 1:20,000 vector mapping in the computer, based on the topo, offers best scope for enhancement, specifically made for rogaining and MTBO. Covers the entire greater Wellington area; eastern boundary Akatarawa Hill Rd, northern boundary Waikanae. Steadily being improved by YOU!

  6. Control Numbers and Numbering No fixed number, but if your questions cant fit on ONE SIDE of an A4 its a nuisance for competitors. There are usually between 25-50. The convention is that the score is based on the 1st digit of the control number.

  7. Control placement
    Use definite features on the map, no hiding, findable IN THE DARK. A particular no-no is an off-track ribbon code in slow low-visibility bush. The skill is in planning a route and navigating BETWEEN points, not wondering which tree out of hundreds. Balance scores possible in each sector. Avoid obvious circuit eg big scores all round the perimeter. Aim for the winner to get most but not all.

  8. Questions and Answers
    Q&A reduces the workload but its harder to set them than it looks. Question must positively identify the feature, then have an unambiguous answer. Separate the two parts of the question: House at #22: colour of letterbox. If in doubt use orange ribbon with code letter, but it must be related to a mapped feature. Best if its always the same orange - same as orienteering flag.

  9. Try to avoid

Timeline Checklist

To make this easier to update we list key people by their ROLES, and their names, emails and phone numbers are given at the bottom.

  1. Start Planning Early
    Then you can incorporate planning/question gathering with your regular runs and rides. Get printouts of the OHV mapping from the OHV Mapping Officer. Make copies to take out in the field. Use letters to identify controls at this stage, eg A, B, AA, AB, etc. 50 controls max, better events have less. If there's a control everywhere you turn, where's the route-planning challenge?

  2. Three Weeks Before
    Notify the Rogaine Coordinator of the start/finish location, plus any points of interest to advertise the event, and any deviations from the norm. If the area is rugged and weather could be bad consider repeating the recommended gear list. The Coordinator will get the ONZ calendar updated and an email sent to Wellington Ridge Runners. There's a WRR Facebook page too.

    If you have a GPS turn tracking on for every excursion and waypoint the control points. Send the file to the Mapping Officer with your notes, he can get started on how to fit things on the page etc. You will be thinking about scores, turn the letters into control numbers AT THE LAST POSSIBLE STAGE as swapping numbers is bound to cause errors.

    From 2017 we are using the Condes software which allows YOU to position the circles on the map instead of the Mapping Officer needing to do it every time. Condes Guide here...

  3. One Week Before

    Finalise the map corrections with the Mapping Officer and send your latest Condes file. Based on this the MO will produce a layout version of the map with border and legend etc. By switching this into Condes you can see how the map is going to look. The MO will look after printing. Give the MO the event contact number too, for putting on the map.

  4. Pizzas
    They've become a tradition. (Quarter of a pizza per person) Figure out where you are going to get them from (Dominos is cheapest) and let them know. Worth asking for a discount, they have slow nights! Get the number to ring on the night with the final order.

  5. Equipment
    None usually needed and that makes the events easy to run. If you have a folding camp table it could be handy. If required OHV has tents, orienteering flags, clocks. It lives in a storage unit in Lower Hutt. See below for the Equipment Custodian.

  6. Two nights before
    The OHV webmaster will dump the registrations received into a spreadsheet, send it to you, and tell the MO how many maps are needed. A rule of thumb is pre-registered people plus one third. The MO will arrange printing (we have an account with a printing house where the quality is much higher than the usual home or office printer.)

    Question Sheets
    You look after printing these. See template. Needs to fit on one page, with a large sized font, and good-sized boxes for writing answers in. Remember to provide big boxes for team name/number, finish time, gross score, net score. Another reason for not too many controls. Print on light card or heavy paper to stand up to moisture, crumpling etc. Ensure your contact cell phone number on the night is on it. If you can't arrange this, you can send a file to the MO who will get it done with the maps.

    Registration Sheets
    You need to print out the registration sheets (enough for one for each team). It can be downloaded here. Staple two copies of the Question Sheet to each Registration Sheet.

    Getting the Maps and Bags
    The MO will arrange for the maps and ziploc bags to get to the event half an hour before the "maps available" time. The club has better bags than what you can get from the supermarket. There are some in the club shed if you're going there.

  7. On The Night - Getting Under Way
    Some things to think about:

    The most important thing is ensuring you have full details of everyone on the course. The suggested procedure is:

  8. On The Night - Finishing
    You need to have an obvious finish point. Again try and make yourself distinguishable as there will be a crowd. Turn on your hazard warnings lights for example. Again it is useful to have an assistant.

  9. Results
    ASAP to the OHV Webmaster. There's a proud tradition of results on the web with 24hrs. A little story is good, but don't hold up results because of it, send it later.

  10. Afterwards
    Bank the money in the OHV account at the Westpac 030502 0316515-00. The deposit slip has a reference field I think, use eg "Petone Rogaine". Send an email to the OHV treasurer telling them the date and amount so they can reconcile things.

    Environmental policy, leave only footprints etc. Remove ribbons within a few days, thank landowners if any.


You may see a double-up of some of these roles but they could be shared out in different ways in the future.

The Rogaine Coordinator is Phone 233 8982

The OHV Mapping Officer is Phone 566 2645.

The OHV Webmaster is Ph 566 2645

The OHV equipment lives in a storage unit at Taita. We don't currently have an equipment officer, ask the coordinator if you need gear that you don't have at home.

The OHV Treasurer is Ph 566 0750

This page was originally written by Mike Sheridan, and updated by on 14 Oct 19.