This page will provide you with some of the key elements that are necessary for you to successfully host a rogaine. It is not intended to be comprehensive and it is recommended that you reach out to other rogaine organisers in your country or region for planning documents and advice.

1. Planning the Event (start as early as possible, at least 2-3 months).

a. Define the event details

• Duration: 3 to 6 hours is a good duration to organise your first event.
• Terrain: this is normally forest, farmland, or a mix. You may have some urban areas.
• Format: teams of 2–5 people (typical for rogaining).
• Time of year: pick a time based on daylight hours, heat or cold, and any access restrictions
• Base map: use a custom-made topographic map. 1:25,000 is a typical scale.

b. Form your organising team

You will need the following people to take on these specific tasks as well as volunteers on the day to help out.

• Event coordinator
• Course setter and vetter. A vetter checks that the course is accurate and fair.
• Mapping person
• Website and promotion
• Electronic scoring person
• Safety officer
• Administration and registration person

c. Decide on the event base (called a hash house in some countries)

• Choose an accessible location with vehicle access and facilities (toilets, water, shelter).
• This will be the start/finish, and where your competitors will congregate to plan their course.

2. Permissions & Safety (2-3 months in advance)

• Obtain landowner permissions (private farms, forestry, national parks etc).
• Get event permits from local councils or land management authorities.
• Prepare a risk management plan:
  • Communication plan (mobile coverage, emergency contacts).
  • First aid setup at the hash house.
  • Weather contingencies.
• Obtain necessary insurance, such as public liability, for the event. If you run your event under an orienteering association you may be able to use that insurance.

3. Mapping

• Use or create a suitable map:
  • Use LIDAR or topographic base maps and update with recent imagery as required.
  • Add vegetation information, if you have this. There are a number of ways of generating vegetation information, with orienteering style colouring being popular.
  • Mark additional tracks, watercourses as required and other area-specific information.
  • Add magnetic north lines, scale, and legend.
  • Clear marking of out-of-bounds areas and hash house.

4. Course Setting

a. Control placement

• Aim for about 30-40 controls for a 6-hour event.
• Mix easy, medium, and hard navigational challenges.
• Avoid overly steep, dangerous, or environmentally sensitive areas.
• Think about where competitors can cross busy roads, rivers or other obstacles.
• Allocate points to the controls. These typically vary between 20 to 100 points (or in some countries 2-10 points) and are allocated in multiples of 10. Controls are individually numbered (e.g. 21, 22, 23 are all worth 20 points; 54, 55, 56 are all worth 50 points).
• Allocate points depending on difficulty, distance or a particularly nice location you want people to visit. When allocating the points make sure the total value is balanced across the map so that competitors spread out to all areas.

b. Vetting

• Have a second person check all controls for accuracy, placement, and map alignment.
• Record GPS coordinates.

c. Control setup

• Each control = orange and white orienteering style flag and electronic scoring system (e.g. Sport Ident (SI) unit or Navlight)
• Tie flag securely around a tree or other object. It must be about chest-height and visible from 20 m from all directions.

5. Electronic Timing Setup

Ensure you have a person who is familiar with the electronic scoring system you will use and have tested the equipment prior to the event.

• The orienteering Sport Ident (SI) is often used in Europe and North America.
• In New Zealand and Australia Navlight is normally used.

6. Event Day Logistics

Before start:

• Registration of teams, issuing of the electronic scoring system, and collection of insurance waiver forms.
• Maps should be handed out to competitors some time before the start of the event. This provides competitors time to decide where to go on the course. For a 6 hour event, this may be 2 hours before the start.
• Competitor briefing immediately prior to the start: rules, hazards, emergency numbers, control descriptions. This information may also be provided to competitors in writing beforehand.

During event:

• Keep the hash house staffed at all times. This should include people who can provide First Aid.

Finish:

• Electronic scoring system download from teams and preliminary results.
• Provide food and drinks for returning teams.
• Check all teams return or are accounted for.

7. Scoring & Results

• Use your Electronic scoring system software will calculate total points and penalties (late returns) for all teams.
• Standard penalty: −10 points per minute late.
• Display provisional results quickly; confirm later with corrections.
• Hold a presentation for winning teams.
• Post online with maps and photos.

8. Pack-Up & Follow-Up

• Collect all controls promptly.
• Debrief organisers and write a short event report.
• Thank landowners and volunteers.

Optional Extras

If this is the first rogaine event in your area, you may choose to offer some lead-up extras such as

• Training on navigation.
• Night Navigation: if your event runs in the dark.
• Environmental Care: how teams should look after the environment they are competing in (agricultural landscapes and forest).
• Photos & Social Media: share maps, routes, and highlights post-event.

Catering

Catering is a big part of a good rogaine experience. Purpose:

• Rehydrate, refuel, and warm up competitors after 6 hours outdoors.
• Encourage post-event socialising and relaxation while results are processed.

Style: Buffet or self-serve setup at the hash house. Simple, high-carbohydrate, filling foods suitable for your location and weather.