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. Some more tweaks in Aug 2011, Feb 2012. P-Max section added Dec 2012.

Preface: P-Max

The afterwork rogaines are a BIG simplification on what we had previously thought necessary. Then Glen Warner invented the 1-hour "sprint rogaine". We've given the name P-Max to this. Check out the link for a description.

The advice below should be helpful. But here are the differences:

How It Works Round Here

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

  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
    Shoestring 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 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 placement
    No fixed number, the convention is that the score is based on the 1st digit, use definite features, no hiding, findable in the dark. The skill is in planning a route and navigating BETWEEN points, not wondering which pine tree you mean. “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.

  7. 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. Best if its always the same orange - same as orienteering flag.

  8. 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 Maptalk 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.

  3. One Week Before

    Finalise the map corrections and control placement with the Mapping Officer. The key thing with control marking on the map is ensuring the control is in the exact centre of the circle. If you can't visit the Mapping Officer send a marked up map AND the questions which helps avoid errors.

  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.

  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 shed in Lower Hutt. See below for the Equipment Custodian.

  6. The day before
    The OHV webmaster will dump the registrations received up to yesterday into a spreadsheet, send it to you, and tell the mapper how many maps are needed. A rule of thumb is pre-registered people plus one third. The mapper 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 a 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 mapper who will get it done with the maps.

    Getting the Maps and Bags
    The mapper 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.

Contacts

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 Kelson, the custodian is Ph 565 0164

The OHV Treasurer is Ph 566 0750


This page written by and Mike Sheridan and updated on 21 Mar 17.