QOC Event Director Handbook 2024 - Pre-Event, Day-of-Event, and Post-Event Guidelines

Sep 26, 2026

Uploaded by Jacob

Handbook guidance for QOC Event Directors covering event organization across three phases: pre-event, day of event, and post-event. It provides a step-by-step pre-event checklist covering event kit pickup, volunteer recruitment, coordination with course designers, venue permits and licenses, restrooms, directional and runner-crossing signage, parking, website communication, group registration, and contingency actions such as cancellations or late registrations. It also outlines volunteer scheduling practices and communication expectations with relevant vice presidents and event coordinators.

LanguageEnglish

CategoryGeneral

FormatPDF

Pages16

Reading Time6 min

AccessFree to download

Pre-Event Checklist

Find out how to get the Event Kit

Recruit Volunteers

Communicate with Course Designer(s)

Park permit and hours/venue licenses/insurance/safety plan

Restrooms and directional/runner crossing signs

Parking

Send event description to Website Coordinator

Event Director Guidelines Thank you for volunteering to be an Event Director for QOC. To help you organize your event, this handbook contains checklists and information pertaining to tasks needed pre-event, day of event, and post-event. The Safety Plan, Participant Guidelines, Volunteer Schedule Template and Beginner Instruction Guidelines are included at the end of this handbook. The Vice Presidents of events and permits in your state will help you with logistics and with any questions you might have as an Event Director. Their contact information is also located within this handbook. Please note Virginia and Maryland/DC each have their own Event Kit. QOC's goal is to provide a fun and friendly event for all participants, including volunteers. Pre-Event Checklist | | Action | | --- | --- | | 1. | Find out from whom to get the Event Kit | | 2. | Recruit Volunteers | | 3. | Communicate with Course Designer(s) | | 4a. | Park permit/venue licenses/insurance/safety plan | | 4b. | Restrooms | | 4c. | Directional/runners crossing signs | | 4d. | Parking | | 5. | Send event description to Website Coordinator | | 6. | SignUpGenius | | 7. | Group Registration | | 8. | Maps and Registration list | | 9. | Reminder email to volunteers , print volunteer template | | 10. | Bulletin Board | | 11. | Bottled water & snacks for volunteers | | 12. | Find out who picks up Event Kit | | 13. | What to do if someone contacts you to register after registration has closed | | 14. | What to do if your event is canceled | 1. Find out from whom to get the Event Kit (as soon as possible) Check the schedule for the event prior to yours (in your state) to determine the Event Director to contact to organize the event kit pick up. The Event Director is listed on the QOC schedule. Take the Clear Box with the event binder to get started if you are unable to take the entire event kit, then work out how to get the kit to your event. The Event Kit will hold everything you need for the day of your event. The contents are as follows: - 2 tables - Clear Event Director box with white - Pens, markers, staples (non-magnetic), clipboards - Compass boxes - Key box - Clue sheet box - Directional signs - Trash bags - First Aid Kit/Emergency ice pack/AED (automated external defibrillator) - QOC banner - QOC Canopy and flag - Volunteer banner/sign-up list 2. Recruit Volunteers (four weeks before event) • Reference Volunteer Schedule Template to fill volunteer slots. If you would like to use SignUpGenius, contact the Website Coordinator. Add names, emails, and phone numbers of all volunteers to the Volunteer Schedule Template. Ask if volunteer will run course before or after volunteering. Remind volunteers to show up 15 minutes before their time slot. • The VP of Maryland developed a tool to help recruit volunteers. This tool allows you to find volunteers that live close to the event location, provides information on who has volunteered and how often. Contact your VP for the online tool. • Tips for recruiting volunteers: - Contact next Event Director for help with control pick up/clean up if they are coming to your event to pick up kit. - A mix of veteran volunteers and new volunteers is a good idea. Beginner’s instruction can be tricky so it’s helpful to recruit “veteran” orienteers for this task. Recruit advanced orienteers to pick up controls. You can scan past results to see names of those who run brown through blue and are usually in the top 10 finishers. - As Event Director do not assign yourself a specific task. Be available to float/fill in where needed. Make sure all volunteers have your cell phone number. - Do NOT mass email all members or use yahoo groups/Facebook to get your volunteers. - SignUpGenius is a great tool, but don't passively rely on it to magically get volunteers. You will need to actively find volunteers for your event - Use the volunteer recruitment tool to find helpers closest to you

FAQs

What are the key responsibilities of a QOC Event Director before the event?

The handbook outlines a pre-event checklist covering event kit pickup, recruiting volunteers, coordinating with course designers, arranging permits/licenses/insurance and safety planning, and preparing on-site logistics such as restrooms, signage, and parking.

How should volunteers be recruited and scheduled?

Volunteer slots are filled using a Volunteer Schedule Template, with SignUpGenius optionally supported via the Website Coordinator. Volunteers should be reminded to arrive 15 minutes early for their assigned time slots, and the event director should actively find helpers rather than rely only on outreach tools.

What should be coordinated with the course designer(s)?

Event Directors should connect with course designer(s) to discuss assembly/registration and start/finish areas, whether streamers are needed, confirm expected designer attendance, exchange cell numbers, and clarify control pick-up responsibilities.

Sep 26, 2026

Uploaded by Jacob