Skip to main content

Event Day Operations

This page organizes the event-day flow for events using NaviTabi, from reception through finish.

Before opening the venue​

  • Decide whether the event will proceed and announce cancellation early if needed
  • Open the management screen on the organizer device
  • Publish the event if you plan to make it public on the day
  • Confirm that the required categories are visible
  • If approval is required, check for pending requests
  • Share contact points and emergency response flow among staff
  • Prepare venue setup and charging areas if needed

Reception​

  • Check that participants are already logged in
  • Check that they can open the target category
  • If approval is required, guide them through request and approval on the spot
  • Match the participant list with display names if needed
  • Hand out paper maps or additional printed materials if there are any
  • Check early for device trouble
  • Place staff who can support app操作

Things worth checking at reception​

  • Whether the display name is set
  • Whether the participant is in the correct category
  • Whether the smartphone has enough battery
  • Whether location or camera permission has been granted where needed

Briefing​

  • Explain how to start and finish
  • Give a simple explanation of the punch method
  • Explain dangerous points and out-of-bounds areas
  • If using a Safety Tracking Event, explain how to use SOS
  • Explain how to contact staff if trouble happens during the event

Start​

  • Confirm in advance that participants can start, because play cannot begin without a display name
  • If possible, let them try a short practice or test course
  • Confirm that the Start button becomes active in the start area
  • For a mass start, confirm both the configured start time and participant waiting状態
  • For an individual start, check that participants opened the correct category
  • Trouble tends to happen just after the start, so prepare staff to answer questions

Notes for mass start​

  • Ask participants to keep the play screen open while waiting
  • Watch out for large time differences on participant devices
  • If play does not start automatically after the start time, check the start position and whether the participant is still on the play screen

For the detailed behavior of start settings, see Category settings.

HQ operation during play​

  • Check participant locations and progress as needed
  • Confirm that participants who started appear on the live screen
  • Watch for participants whose pace becomes unusually slow
  • Watch for participants whose location updates stop
  • Check whether anyone strays far outside the course or into restricted areas
  • Check whether everyone looks likely to return before the course closes
  • When an inquiry comes in, first separate the symptom and likely cause
  • In Safety Tracking Events, prioritize Warning states and SOS

For how to read the live view, see Live Monitoring.

If patrol staff are used​

  • Patrol while referring to the live location
  • Use live location assuming there can be errors and time lag
  • Combine phone calls with field confirmation when making decisions

Finish​

  • Check that participants can finish correctly at the finish point
  • Place staff who can support the finish process
  • If participants cannot operate the device because of battery loss or trouble, use your participant list for return confirmation as well
  • Prepare a manual way to record finish time if needed

Checks after finish​

  • Confirm that finished results are recorded
  • Review photos or records if needed
  • If deductions or manual corrections are needed, handle them with consistent criteria
  • Decide when to publish the results

How to think about result confirmation​

  • In categories that require photo checks, confirm that the photos are valid
  • Even if app records are incomplete, decide according to your announced policy whether other evidence is enough to accept the passage
  • If you use information confirmed outside the app, keep a record so it can be explained later

Things worth checking before awards​

  • Photo checks and manual corrections for top finishers are complete
  • DNF and cancellation handling is consistent
  • You can explain ties and shared rankings according to the pre-announced policy
  • Display names and alias names are appropriate

How to think about photo checks and manual corrections​

  • In photo-required categories, start by checking the top finishers first
  • If you accept photos taken with the standard camera, apply the same standard to all participants
  • Keep notes on the reason for any score correction or deduction
  • If results cannot be finalized immediately on the day, consider handling them as provisional results

If you hold an awards ceremony​

  • Announce the current result-finalization status before awards
  • If some categories are still under correction, consider publishing them separately after confirmation
  • In some cases, it is safer not to treat the live ranking as the final official result