Holmwood Common – 2nd March 2003

 

Planner:  John Dowty  home phone 020 8940 7288 mobile 0771 471 1122   john.dowty@btinternet.com

Organiser:  Andrew Trimble home phone 020 8715 8036 mobile 07885 062056 trimble@blueyonder.co.uk

 

Please report to Andrew Trimble in the event centre

 

Event Centre Procedures

 

1: Map Sales / Race Bibs

 

All competitors enter the event centre and go to the map sales / race bibs table first.   There is a start list of pre-entered competitors showing which course they are entered on and if they have paid.  Tick them off on the start  list and collect any money owed.   Entry on the day  - collect money.

 

Entry fees:  Trail Races (10km and 6km) £5 (or £4 if using own SI card)

              Colour Coded £4 senior £2 junior (age under 21 or student)

                     Maximum entries: 10km 100    6km 50    CC 150

 

Colour coded competitors are given a blank map.  Control descriptions on stage where maps are copied from master maps.

 

Trail competitors are given a numbered race bib and set of four safety pins.  Pre-entered competitors have a pre-allocated bib number shown on the start list.  Please make sure they get the right number.  10km race has numbers 1 to 100 and 6km race has 260 to 299.  Please write bib number on competitor entry form for entry on the day competitors.

 

Ask if competitor has an SI card.

 

Competitors who have an SI card.

 

A)    If they are pre-entered for colour coded and have their own card they next go to the stage to copy their map. 

B)    If they  are pre-entered for the trail race and have an SI card they can go to the start

C)    If they are entry on the day they need to go to the opposite table for registration.  The right hand queue is for colour coded and the left for trail competitors

 

Competitors who do NOT have an SI card.  Go to next table (SI card hire)

 

2: SI card hire £1

 

All competitors without their own SI card hire an SI card

 

Ask competitor if they have pre-entered. 

 

Pre-entered competitors who have not got their own card will have been pre-allocated an SI card number.  Check SI cards against pre-entry start list and tick off.  If pre-allocated SI card is missing (or pre-entry competitor who has lost their own card or their own card has not worked in the clear station outside the event centre) hand out new SI card but competitor MUST now go to computer registration

 

If any entry on the day competitor is using a hired SI card you must write the SI card number and tick the hired box on their entry form.  There will be spare entry forms on the table.

 

Collect £1 from colour coded competitors.  Float is shared between map sales and SI hire.  Trail competitors (clutching a competitor race bib) have already paid as part of their entry fee.

 

Pre-entered competitors on colour coded should be sent to the stage to copy their map.  Pre-entered trail race competitors can go to the start.

 

Entry on the day competitors must join queue for computer registration at the table opposite, trail race on the left and colour coded on the right (see diagram).

 

3: Registration  (for Entry on the day competitors or change of details for pre-entry competitors)

 

4: Colour coded master maps

 

Master maps for colour coded courses are set out on the stage for competitors to copy from onto their blank maps. Pens provided.

Loose control descriptions on stage next to master maps.

 

5: Information

 

Help direct flow of competitors to right tables.

Answer questions about courses.  See also competitor information notes (Word file 677k)

Show demo control unit and how SI works

Envelopes and pens for DIY results (30p in a tin)

 

There is an SI check unit outside.  One person to direct competitors towards start (800m) and get all competitors to dib in the check unit.  If there are any problems with SI cards (they should bleep) please ask them to return to the SI table and hire another card.

 

6: String Course

 

The string course is free for all children.  The string starts and finishes by the double doors next to the stage.  Write list of childrens’ names and ages. Hand out map.  Use watch to time them, write number of minutes taken when they have finished,  give out sweeties to children, unless parents object.  String course open from 9.30am to about 1.30pm or 2pm, depending on demand.

 

7:  Download &  8: Results

 

9: Prize Giving

 

Prize giving will be on the stage between 12.30pm and 1pm. 

Move master maps and info table to one side.

 

Trail competitors get prizes (beer / wine etc) depending on number of entries.

10km – First three / First female / first veteran (M/W45+) / First Junior?

6km – First three / First female / first veteran (M/W45+) / First Junior?

 

 

10:  Other computer activities

 

 

11: Officials

 

Name

Role

begin

end

location

Run

Park

 

EVENT CENTRE

 

 

 

 

 

Andrew Trimble

Set up event centre

Sat 1pm

Sat 4pm

Event Centre

 

Event Centre

Don McKerrow

Set up event centre

Sat 1pm

Sat 4pm

Walk to start

 

Event Centre

Mike Murray

String / results board

Sat 3pm

Sat 4pm

Event Centre

 

Event Centre

 

EVENT CENTRE

 

 

 

 

 

Andrew Trimble

Set up computers

7.30am

8.30am

Event Centre

n/a

Event Centre

Chris Fry

Set up computers

8.00am

8.30am

Event Centre

n/a

Event Centre

Chris Fry

Registration / Problems

9.00am

12.00pm

Event Centre

n/a

Event Centre

Chris Robinson

Registration

8.00am

11am

Event Centre

n/a

Event Centre

Kate Thomas

Map sales

8.30am

11.45am

Event Centre

late

Event Centre

Liz Armitage

Map sales

8.30am

11.45am

Event Centre

late

Event Centre

Ann Marie Kjos

Map sales

8.30am

11.45am

Event Centre

late

Event Centre

Heather Walton

SI Card hire

8.30am

11.45am

Event Centre

late

Event Centre

Jackie Chapman

SI Card hire

8.30am

11.30am

Event Centre

late

Event Centre

Kay Denny

Information

8.30am

11.45am

Event Centre

late

Event Centre

Judy Fry

Information

8.30am

11.45am

Event Centre

late

Event Centre

Guy Hiddleston

Computer download

10.00am

12.30pm

Event Centre

n/a

Event Centre

Ian Hiddleston

Computer download

12.30pm

2pm

Event Centre

early

Event Centre

Chris Robinson

Computer download

11am

3pm

Event Centre

n/a

Event Centre

Jeremy Denny

SI Check (early)

9.00am

10.45am

Event Centre

11am

Event Centre

Ian Hiddleston 

SI Check (late)

11am

12.15pm

Event Centre

early

Event Centre

Anne May

String Course (early)

8.00am

2pm

Event Centre

n/a

Event Centre

Michael May

String Course (late)

8.00am

2pm

Event Centre

9.45am

Event Centre

Theresa Turner

Results pasters

10am

12pm

Event Centre

late

Event Centre

Mark Vyvyan-Robinson

Results pasters

12.30pm

2pm

Event Centre

11am

Event Centre

Charlie Wetham

Results pasters

12.30pm

2pm

Event Centre

11am

Event Centre

Andy Robinson

Prize giving

12.30pm

1pm

Event Centre

n/a

Event Centre

Owen Lindsell

Clear up

1pm

3pm

Event Centre

Early

Event Centre

 

 

12: Timetable of events

 

0730   Organiser Opens up

0745   Set up computers (2)

0830   Set up map sales  (2)

SI card hire (2)

Information / demo SI unit (1)

0830   Computers up and running

0900   Open for business

            Computer registration (1)

0930   String course open

1000   Download ready (2)

1100   Results service starts (2)

1145   Registration closes / clear up map sales / master maps / SI hire

1230   Prize giving for Trail race (1)                       Andy Robinson

1240   Download start unit

1400   Close results service / Collect in string course

1440   Download finish unit / check for missing competitors

1430   Start clearing up event centre and tapes to parking

1600   Event centre locked up

 

 

 

13:  BOF Age classes for 2003

 

Class

first

 

last

M80/W80

1903

to

1923

M75/W75

1924

to

1928

M70/W70

1929

to

1933

M65/W65

1934

to

1938

M60/W60

1939

to

1943

M55/W55

1944

to

1948

M50/W50

1949

to

1953

M45/W45

1954

to

1958

M40/W40

1959

to

1963

M35/W35

1964

to

1968

M21/W21

1969

to

1982

M20/W20

1983

to

1984

M18/W18

1985

to

1986

M16/W16

1987

to

1988

M14/W16

1989

to

1990

M12/W12

1991

to

1992

M10/W10

1993

to

2003

 

14: Parking for officials

 

There is some parking directly outside the event centre for officials only.  Come south from Dorking on A24 through South Holmwood, do  a U turn at the turn off for Beare Green / Holmwood Station and come back north for about 200m.  Take diagonal track up to the left at the bus stop.  (see map below for directions)