Event Planning Resources
Rogaine Organiser’s Checklist
Updated 20/10/2025
The Organiser is appointed by the NSWRA President to organise the event and engage the Course Setter, Mapper, Caterer, Administrator
& a Co-Organiser; plus other volunteers as required. Individuals can fit multiple roles.
This checklist is intended to remind the Organiser of tasks that need to be considered when organising the rogaine. Each rogaine is
unique & some tasks may be required which are not in this Checklist Plan for adverse weather on the day.
6 months prior
- Course Setter appointment
- Mapper appointment
- Hash House booking
- Course location & permission
4 months prior
- Administrator appointment
- Caterer appointment
2 months prior
- Entries open
- Course extents: for course location and size.
- HH (& ANC): Location(s).
Strava Heat: for track locations and usage. - Base Map: scale, topography, key features, paper size, for site inspections & GPS marking of features.
- Prelim layout: for land owner consents, 40 – 60 flags with unique identifier numbers.
- Draft layout: Course marking & vetting of flag locations.
- Final layout: controls with score numbers; vet for balance, clarity and completeness.
- Printing (Teslin): 1 per rogainer (+ spares), & 1 large A0 for HH corflute.
- Authorities: Councils, NPWS, State Forests, etc.
- Private owners, Aboriginal Land Councils etc.
- Site: location, access, parking, facilities, toilets, camping
- Facilities: Existing buildings, or temporary (hired), registration, catering, & assembly
- Booking; permission; agreement; payment, bonds, keys
- Water Drops: locations and access
- All Night Café: location, access and facilities
- Invite a community group and/or rogaine volunteers.
- Provide a meal at the finish, & at other times if needed.
- Plan menu, ingredients, suppliers, facilities & equipment.
- All Night Café (possible for 12 – 24 hour events only)
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.
Website
The event details can and should be published on the website before entries open. Fill in the event webpage template [download] and email it to the web admins.
Newsletter
Consult with editor.
Other
Invitations to local groups, letterbox drops, etc.