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Preparation Before the Event

Even if you can publish an event in NaviTabi, safe and smooth operation still depends on advance preparation. This page organizes what to check before the event in chronological order.

Things to decide one to two months in advance​

  • Inspect the venue and candidate start and finish locations
  • Check whether communication is available at the start and finish points
  • Check GPS accuracy at the start, finish, and candidate checkpoints
  • Obtain permission for the venue or area if needed
  • Estimate the expected number of participants
  • Decide whether this will be a standard event or a Safety Tracking Event
  • Decide whether to also use paper maps or printed guidance
  • Check whether the Organizer Plan is required for your operation style
  • Finalize the date and venue and begin announcements
Check network and GPS conditions early

In NaviTabi, course information is loaded at the start point and records are saved at the finish point. Communication is especially important at both places.

How to choose the event area​

  • The start and finish points allow stable communication
  • GPS accuracy does not become extremely poor near the spots
  • Participants can stop and operate the app safely
  • Landmarks are not so similar that photo checks or field confirmation become difficult
  • Restricted areas and dangerous places can be explained clearly

Places that need extra caution​

  • Areas near tall buildings or indoor facilities
  • Deep forest or narrow valleys where GPS tends to drift
  • Places close to roads where it is hard to stop safely
  • Places with similar features that are easy to misidentify

What to keep in mind when placing spots​

  • Do not place spots too close to each other
  • Do not place them where they can be confused with the start or finish
  • Check whether the angle and standing position for photo taking are clear
  • For photo-required spots, choose an object that makes it obvious what should be photographed
Deciding the event style early makes later work easier

If you think together about approval-based entry, mass start, and Live Tracking as part of your operational policy, you will reduce rework later.

Things to finish one to two weeks in advance​

  • Create the event, categories, courses, and spots
  • Finalize the start, finish, checkpoints, and scores
  • Finalize punch method, competition time, and publication method
  • Prepare a short course for practice or operation checks if needed
  • Run a test to confirm that start, punch, photo taking, quizzes, and finish work correctly
  • Confirm that scores, photos, and route display work as intended
  • Prepare guidance for participants
  • Decide the reception flow, contact point, and staff allocation for the day
  • Prepare paper maps or printed control lists if needed

Things to confirm during this period​

  • Whether spots are too close to each other
  • Whether participants can easily understand where to stand for photo-required checkpoints
  • Whether there are places where loss of signal or location drift happens easily
  • Whether a multi-person test run is needed
  • Whether communication is stable at the start and finish locations
  • Whether the organizer device can be used comfortably at the place where results or awards will be managed

If entries are managed outside NaviTabi​

If you accept applications in another system, it helps to manage them together with the display name used in the app so matching is easier on the day.

Related setup pages:

Things to confirm during the final week​

  • Check that visibility settings are what you intend
  • If approval is required, check the status of participant requests
  • Send final guidance to participants
  • Confirm which screens organizers will use and who handles what
  • Decide whether paper backup methods are needed
  • Prepare mobile batteries, charging cables, and similar supplies
  • Check printed guidance sheets and emergency contact information
  • Prepare devices or monitors for live viewing if needed

Points to check in test play​

  • Whether the start and finish positions are appropriate
  • Whether spots can be approached safely
  • Whether Camera Punch and GPS Punch work as intended
  • Whether quiz content and display are correct
  • Whether there are places where signal loss or GPS drift occurs easily
  • Whether communication problems are operationally acceptable if they happen

What should be included in pre-event guidance​

  • Ask participants to install NaviTabi and log in in advance
  • If entry approval is needed, ask them to apply before the event
  • Tell them to bring a mobile battery
  • If necessary, tell them whether a paper map or compass is needed
  • Provide emergency contact information and meeting place

Guidance for participants is organized in more detail in Guidance for participants.