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JOG planning timetable

Last edited: Mon 24 Jul 2023

The following timetable contains suggested latest possible deadlines for completing each of the main tasks in planning courses for a JOG. Actual timings will vary from activity to activity, but ideally should be earlier.

It is difficult to overstress the importance of deciding on a timetable in advance, and then sticking to it. Mistakes will always happen when planning - the complexity of the jobs involved makes that inevitable - but working under pressure increases the risk. The pressure comes largely through struggling to complete the work in the time available. External sources of pressure - illness, late withdrawal of permission to use part of the area, etc. - can never be predicted. However, they will be easier to cope with if there is 'slack' in the timetable than if the Planner and Controller are already working flat out to be ready in time.

The following are suggested latest possible deadlines for completing each of the main tasks: actual timings will vary from event to event, but ideally should be earlier.

A really essential thing is that the stuff needed for permissions (all controls and risk assessment) gets sent off as soon as possible, at least a couple of months before the event.

As early as possible

Obtain map from club archive – check when last used, when last updated and ask what time of year runnability is shown on map. Visit the area – ideally at same time of year as proposed event to evaluate state of undergrowth at time of event. Agree with Mapper protocol for any map updates you consider necessary throughout planning period. Find out about crossing points, out of bounds areas, projected forestry work and any access restrictions during planning period.

16 weeks

Draft courses planned and sent to the Controller (Purple Pen file plus map file).

All Controls map and Risk Assessment to Permissions Officer (hard deadline).

Website Details Submission completed.

7 weeks

Controller provides initial comments on draft courses. Advise Controller of method (positioning, tape colour, etc.) for taping control sites

6 weeks

Taping control sites – add control code to tape. Photograph control sites if required by landowner. Rationalise control sites and re-plan (as necessary).

5 weeks

Send updated courses to Controller. Controller checks control sites.

4 weeks

Controller provides feedback, revise courses if necessary. Agree format of Control Descriptions with Controller (written, pictorial, both)

3 weeks

Prepare final maps for printing – see maps for printing. Send final course PDF map files (exported from Purple Pen) to Controller. Controller signs off final course maps and control description files.

2 weeks

Send Course, including All Controls, PDF files to Printer together with PDF files of Control Descriptions to Organiser.

1 week

Arrange to borrow control stakes, kites, and punches from equipment store. Check kites and stakes plus sort to make placement easier. Decide which controls can be placed on the day before the event and which on the day. Make control collection instructions - which controls, what order, need to carry a mobile phone, whether need to photograph control sites.

Day Before Event

Selected control placement.

On the Day

Place remainder of control markers plus place any taped routes / smiley faces.