Revised BOK Event Entry Procedure

BOK event procedure and entry form updated.

BOK has recently renewed its “Clubmark” accreditation. During this process all the club’s governance and procedures are reviewed by an external adviser, matching them against National standards. Most aspects of the Club’s organisation were rated very highly, but our race entry procedure was assessed as failing to meet current standards. We therefore have to change the process.

Nowadays there is an expectation that the organiser of a potentially hazardous event will hold a list of participants and know their addresses and a contact telephone number. Best practice suggests that contact details of next-of-kin are also held in case someone becomes incapacitated during the event as the result of a serious accident or medical issue. It is also sensible to offer the opportunity for participants to declare voluntarily to the first-aid team treatable medical issues that could become important; such conditions might include Type 1 diabetes, epilepsy, or anaphylaxis to insect stings, but not well controlled long-term medical conditions. The possession of this data enables the event organiser to deal more effectively with the situation where a runner is missing and may or may not still be in the forest. Rescue and paramedical services will expect this information to be readily available.

There has been very considerable debate about the best way to collect this information. Initially the easiest and simplest way for the Club to gather the necessary information is for everyone to complete and print an entry form before arrival, and then supply it to registration at the time they enter the event. We are asking you to do this for the next few BOK events while we debate the optimum long-term solution. 

For the next few events:

Individuals with their own dibbers - complete one form and supply that form at the time that you enter your dibber onto the computer

Families with their own dibbers - need only complete one form per family, although all names should be on it.

If you are hiring a dibber, then the same form is completed, as usual; one form per dibber.

Club officials realise that some people will be irritated by this increased bureaucracy, but the Club cannot be seen to condone inadequate safety standards. We therefore ask for your patience and understanding as we trial and improve the proposed procedure. In doing so we will of course welcome your feedback and comment, and build it in for the future as we seek a more streamlined solution.

Howard Thomas (Chairman) & Chris Johnson (Secretary)


Other organisations such as the Fell Runners Association have already adopted a much more aggressive approach to safety, which includes naming and banning runners who fail to download at the end of an event, or who do not carry the mandatory safety kit. Every runner, for every race, has to sign a form stating that they have read the rules of the sport, accept its dangers and that they release event organisers from liability. FRA long races are a special case and we do not foresee such measures needing to adopted within orienteering, but they reflect the attitude and approach taken in a sport very similar to ours.