Note: Use your membership guide to find phone numbers.  

8+ Weeks Ahead


Order Maps

Ask for 100 to150 maps (= 13-20 mm thick wad).

Organise Permission

Ring organisers of last event that used area (past newsletters) to find out all about our landholder hosts. Allow lots of time to ring all landholders on map parts affected by your courses.  Tell Tony Mount of land tenure problems & changes

Organise Newsletter Publicity

Before 12th of month e-mail full info, organisers, phone no., and how to get to the start.


3-4 Weeks Ahead


Organise Bulletin Publicity,

Revise Course Setting Guidelines

See pages on website about Guidelines and Minimising Controls

Plan Courses

Decide who will plan which courses and who else control them. Find lengths and winning times when map was last used for your kind of event (past newsletters). Compare these with p2 table to estimate course lengths needed. Draft courses avoiding out-of-bounds, map edges, environmental and unsafe areas.

Check Courses

Check draft RED LINE DISTANCES around OOB from pre-start and for CLIMB under 4% (under 3% for C5) on fastest route. Check navigational difficulty; "dog-legs"; "dead running".

SAFETY - See OT laminated instructions. Put "Runners crossing" signs on road 100m either side. Slow down runners with a control just before each unavoidable road crossing.


1 – 2 Weeks Ahead


Tape Control Sites

Finalise & tape each control location on a mapped feature well away from unmapped like feature and 50+m from nearest control.  See - Avoiding Course-Setting Errors.                                      

Make Control Descriptions

For control description sheets EITHER ring Scott Ashton for available SPORT IDENT numbers (& boxes & e-cards & assistance if necessary), OR ring Jim Laver for available non-SI code numbers.  To print out symbols, not words, use CONDES on 

Print Courses or Draw Master Maps

Either overprint all maps or draw Master Maps - three for C3,4,5, one each for C1,6,7,8; two for C2 and each local event course. Delete some times on Registration Sheet as follows – 2 out of 3 times for C1,6,7,8. 1 out of 3 times for C2 and all local event courses. 

Create Event Information Sheet

Write Event Info Sheets to answer most likely on-day queries. 


Sort Equipment

Ring Wendy for garage key location. Check needed gear is OK and put ticks & numbers on Borrow List.  If trailer is needed ask Wendy. RETURN - If possible please dry wet gear before returning it.  Ring Jim Laver if not poss.  Put faulty gear in Repairs Needed bin and tell Jim.  Please return gear to its labelled position. Leave Wendy's garage tidy and take all rubbish with you.  


Day Before Event


Get Controls out

Read, check & remove control tapes. Put out stands, flags, codes (or SI gear) and water; tape special routes; fix fence crossing steps & fence mats. Dig toilet hole if needed.


Other bits

Put out Water

Fix fence crossings

Tape special routes

Dig toilet hole if required


On the Day


Toilet Stuff

If no Portaloo or public toilet use Toilet + Tent + spade, seat, bottomless garbage bag, sticky tape, toilet paper in plastic bag.

Organise and arrange gear

Put out road & gate signs; e-sticks for hire, Computer, Event Info Sheets, safety notices, first aid kit, water; maps, control cards  for non-SI events; control description sheets & registration sheets in course folders; cashbox (+change); clock and watches, working red biros, map corrections map, master maps and boards (or pre-marked maps); string course 1 or 2 reels, handle, 8 stands & flags; results frame. S & R Info tables, chairs; hire compasses & whistles; notice boards; kneeling mats..                                                                                                                                   

Sort Start tent if required

Start Tent is in backpack;

Consider Safety

*****Delay the departure of some finished strong runners if a search is looming*****



After the event


Sort Results

Bundle each course separately; record course climb and lengths from pre-start, + registration sheets & organisers names. Use latest COMPO see  OR give to club COMPO expert. E-mail to Mike Calder file from COMPO by night of event to get into The Mercury. No need for results list in word rtf, text, or newspaper format, just send compo file. Same web gives updated participant list.


Manage Cash

Contact Mike Calder and organise direct deposit

Manage Maps

RETURN UNUSED MAPS & MAP CORRECTIONS  - to Greg Hawthorne                                 Update TENURE MAP and give to Tony Mount

Manage Self

Have stiff drink and a lie down

Procedures for collecting and using WROC toilet


 The WROC toilet is kept at Peta and Dean Jackson’s property at 10 Alliance Drive, Cambridge. Peta and Dean very generously allow us to keep it there, so please respect their property when picking it up and returning it. There is no need to contact them prior to collecting and returning the toilet, as their front gate is not locked. It is kept at the bottom of the paddock, towards the Tasman Highway, with some other equipment. Although we have always been able to tow it out with a normal car, it may be necessary to use a 4WD after continuous wet weather. Follow the driveway towards the house, and then follow the track towards the toilet. Return to the same location.


The trailer uses a flat 7 pin connector and 50mm trailer ball. There are two stabilising rods at the rear of the trailer, which must be raised when towing. The jockey wheel should also be removed while towing. If you have a round connector, we have an adapter (contact Greg Hawthorne).

 In order to prevent persons from being locked in the toilet, there is no external lock on the door. This has the disadvantage that occasionally, the door can vibrate open when being towed; in order to prevent this happening, there is a loop of shock cord on the side of the toilet which hooks round a hook on the toilet door, and this should always be used when towing the toilet. In addition, slide the internal lock across (from the outside). Remove any toilet paper from the toilet paper holder (or loop a rubber band around it), as it tends to unravel when being towed.


It is recommended that the flushing tank be emptied before towing long distances. This is to minimise the weight to be towed, and to prevent water sloshing around in the flushing tank while under tow. The drain-plug to the flushing tank is on the lower front right hand side as you enter the toilet. To empty, simply unscrew the plug and let the water drain out the door. If you don’t have facilities to fill the tank at the site where the toilet is to be used at, you will obviously have to fill the tank beforehand, or take water with you. Capacity of the flushing tank is about 100L.

If only towing a small distance (e.g. to local events), you can fill the tank from the hose at the front gate. The inlet for water is situated on the top of the flushing tank (just in front of the pump handle).

Waste treatment

The toilet is not emptied after each use, and chemical is added to the waste tank to break down waste and reduce odour. There is usually a 2L container of chemical stored in the toilet, and a smaller container to measure out the required volume. Add 300ml via toilet bowl before towing, and after returning to Cambridge.

If the 2L container is empty, the bulk store is a blue 25L container stored near the toilet .

Toilet paper

There is usually a stock of toilet paper in the bucket inside the toilet, however, you are advised to bring your on just in case it has not been replenished.

Any further queries, contact Greg 0417 544 501 or