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Event Date:
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OC Chair:
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Chief of Competition:
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Chief of Range:
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Chief of Course
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Chief of Timing: Biathlon Alberta
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Chief of Stadium:
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Competition Secretary:
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Volunteer Coordinator:
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Technical Delegate (appointed by BA):
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Misc. Friday Events (ex. University Tour, Girls with Grit session etc):
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Number of Expected Registrants per day:
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Task Status Assigned To Due Date Comments
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Pre-planning
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Confirm interest with BA to host an eventComp ChiefMay
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Confirm with BA race dates, TD Assignment, misc items for event Comp ChiefJuly
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Book Range, Course, Wax Rooms, Buildings at venueComp ChiefJuly
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Add race dates to local ski club websiteComp SecSeptember
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Apply for special events permit with the City/Town/VenueComp ChiefVariable
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Reach out for local sponsorships (hotels, grocery stores, local sport store)Comp Sec5 weeks priorBA to also confirm if any companies will sponsor the event
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Look into Govt of AB Funding Grants, and Local Tourism Board FundingComp ChiefSeptemberIntake periods vary, BA can support with these
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Determine Race Types, Course Maps Comp Chief / Course Chief2 months priorAnd what contingency planning would look like for alternatives
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Ensure Course colour signage in invitation matches Hosting PolicyComp Chief / Course Chief5 weeks priorHosting Policy Available Here
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Create/Update Emergency Action PlanComp Chief5 weeks priorEmergency Action Plan Template Available Here
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Create Event BudgetComp Chief2 months prior
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Determine Entry FeeComp Chief2 months priorAs per AB Hosting Policy, $75 for the weekend for IBU classes, Senior B/G, Adult. $55 for the weekend for Dev, $50 for the weekend for Ecoaims. OC's with high operational costs may apply to BA for exemptions
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Create daily schedule with the support of the Timing MatrixComp Chief2 months priorTiming Matrix Available Here
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Pre-event OC Meeting 1 Comp Chief / Comp Sec6 weeks priorConfirm items required in invitation with TD & OC
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Create & Finalize Invitation with Course Map files included for BAComp Chief5 weeks priorInvitation Template Available Here
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Publish Volunteer Registration FormComp Sec / Volunteer Chief5 weeks prior
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Event Marketing / CommunicationsComp Sec5 weeks priorPost volunteer sign-up, update website with invitation/other important info, reach out to previous year volunteers, provide docs to BA as needed for promotion
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Reach out to local coachesComp Chief / Comp Sec3 weeks priorTo encourage local athlete and volunteer registration
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Update Team Captain Meeting presentation documentComp Chief / Comp Sec2 weeks priorTeam Captain Meeting Template Available Here
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Confirm grooming plan for the weekend with venueComp Chief / Course Chief2 months prior
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Confirm with BA what equipment is requiredComp Chief / Comp SecWednesday of race weekList of Equipment BA to bring Available Here
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Confirm with venue what equipment is requiredComp Chief2 weeks priorex. Vboard, whiskers, ropes, fence, paint, paper, radios, PA system, mats, recording sheets, clipboards
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Confirm chiefs and deputies are members of Biathlon CanadaComp Chief / Comp Sec2 weeks priorImportant for Safe Sport Compliance! And for Biathlon AB recording
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Confirm weather contingency plan & group with BAComp Chief2 weeks prior
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Confirm event plan with other local stakeholdersComp Chief5 weeks priorex. town, other shooting range users, fire dept etc.
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Food
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Food & Drinks for Racers at Finish Line Comp SecFriday of race weekex. cookies, granola bars,fruit, coolers of warm gatorade, water, juice boxes,
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Hot Chocolate, Tea, Coffee for VolunteersComp SecFriday of race week
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Lunch for Volunteers Comp Sec / Vol ChiefDaily during event
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Chocolate Bars for Clean Shooting AthletesComp SecFriday of race week
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Misc Items for FoodComp SecFriday of race weekex Napkins, Garbage bags, lysol wipes, cutlery, cups, plates, kleenex
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Volunteers
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Confirm Chiefs for EventComp Chief5 weeks priorChief Job Descriptions Available Here
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Create Volunteer ScheduleComp Chief / Vol Chief2 weeks priorSee 'Volunteer Roles and Volunteer Schedule Sheets'
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Communicate Volunteer schedule and final detailsVol Chief1 week priorWhat shifts are they working, where to meet, when etc.
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Pre-event OC Meeting 2 Comp Chief / Comp SecTuesday of race weekFinal details, daily plan, weather contingency, emergency action plan
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Share volunteer list with Leads to gather feedback / update requirements Comp Sec / Vol ChiefWednesday of race week
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Chair Team Captain MeetingComp ChiefThursday of race weekOther area chiefs should attend if possible
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Ensure Leads understand what jobs to assign/delegateVol ChiefWednesday of race week
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Misc Jobs to be completed prior to event
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What outside field of play equipment must be dropped off? Comp Chief3 weeks priorex. Parking barricades/signage from the town/venue,
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What power/heat requirements are required? Comp Chief3 weeks priorex. Get propane, generators, heaters
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What outside field of play services must be completed?Comp Chief3 weeks priorex. Snowplow parking lot, service washrooms
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What inside field of play equipment is required?Comp Chief3 weeks priorex. Course signage, sticker board, vboard dropped
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Range Maintenance Range ChiefFriday of race weekex. Firing line is level, targets are all operational, set up soldiers, windflags
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Emergency Action Plan check inComp ChiefWednesday of race weekWhat is the evac plan, who are your first aid volunteers by day)
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Ropes for Targets rolled back to the targets for the pit to be rolledRange ChiefFriday of race week
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Roll the pit and compact snow behind the targets Range ChiefFriday of race week
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Zero Times confirmed, zeroing lanes assignedRange ChiefThursday of race week
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Venue set up items Comp Chief / Stadium Chief Friday of race weekex. Tent set up, picnic tables, corkboard for startlists/results, day lodge clean)
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Gas for Machines Fuel and Oil for equipement Comp Chief / Course ChiefFriday of race weekGerry cans of gas/diesel are onhand for groomer/snowmobile/generator etc
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Audio Equipment System TestComp Chief / Comp SecWednesday of race week
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Repair rifle racks Range ChiefFriday of race week
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Inventory cement blocks/sand bags/wood stakes for course signage installationCourse ChiefWednesday of race week
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Check for Zero paperRange ChiefWednesday of race week
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Check paint suppliesRange ChiefWednesday of race weekWhite paint – trays and rollers, black and orange spray paint for 50 m targets; white and black paint markers for air rifle targets
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Miscellaneous Race Office SuppliesComp SecWednesday of race weekinventory paper, stickers, pens, big garbage bags, second line scoring, first line scoring, zero paper,
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Update maps and adjust trail signs Comp Chief / Course ChiefThursday of race week
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Provide phone numbers of leads to BA for inclusion in the Team Captains ChatComp SecThursday of race weekComp Lead, Comp Sec, Chief of Range reccomended to be added
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Ensure Course colour signage matches invitationComp Chief / Course ChiefThursday of race week
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Use google sheet of registrant by category & day to finalize schedule, assign zeroing lanes, update budget etc.Comp Chief / Range ChiefWednesday of race week
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Post-Event Tasks
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Volunteer/Stakeholder Thank you EmailVol Chief1 weeks after the event
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Budget Debrief with OC and Biathlon AlbertaComp Chief3 weeks after the eventto go through budget actuals and confirm sanction fee etc.
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Spring Debrief with Biathlon AlbertaComp ChiefMarchwith other OC's to discuss changes for future years, lessons learned
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