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Participant Preparation and Event-Day Flow

This page is the reference page to use when you want one place that summarizes what should be told to participants.

How to use this page​

  • Organizers can use it as a base when preparing participant guidance or handouts
  • Reception staff can use it to organize what to check before the start
  • Participants themselves can use it to review all advance preparation in one place

If participants only need a short page for the操作 at the venue, it is easier to direct them to Participant Guide - Join a Safety Tracking Event.

Installation and device settings​

Ask participants to install the latest version of NaviTabi.

Settings worth checking in advance​

  • Location services: ON
  • Airplane mode: OFF
  • Battery saver mode: OFF
  • Wi-Fi: OFF
  • App location permission: Always Allow
  • Background App Refresh on iOS: ON
  • Mobile data on iOS: ON
Settings are required for background location transmission

If location permission is insufficient, location may stop being sent after the screen is closed.

One sentence that is useful in participant guidance​

Set location permission to "Always Allow". If it is only allowed while using the app, location sharing may stop after the screen is closed.

Event-day flow​

1. Before the activity starts​

  • Launch the app near the event location
  • Select the target event from nearby events
  • Run the Location Sharing Test
  • Enter your name and the assigned number to confirm operation
  • Tap Start Sharing Location and confirm the shown name and number
  • Confirm that the screen shows location sharing is active

What organizers should check before the start​

  • Whether participants opened the correct event
  • Whether they entered the assigned number correctly
  • Whether GPS or communication trouble appears during the test
  • Whether they are carrying the smartphone in a way suitable for the activity

If some participants fail the test, it is better to separate the cause before the start so confusion during the event is reduced.

2. During the activity​

  • Participants do not need to operate the smartphone except in emergencies
  • If SOS is needed, they send it by long-press
  • They can check battery level and connection status if necessary

Things worth explaining for during the activity​

  • In places without communication, SOS may not arrive immediately
  • Even while sharing location, they normally do not need to keep watching the screen
  • If battery becomes low, they should contact the organizer early

3. After the activity ends​

  • Long-press the Stop button to end sharing
  • Confirm that sharing has ended

Things worth explaining after the finish​

  • If they forget to stop, location sharing may continue
  • If the organizer asks for finish confirmation, it is safest to show the screen in person
  • If device trouble prevents stopping, they should report it to the organizer

How to use SOS​

  • Long-press the SOS button to send it
  • Add a message if needed
  • If there is no mobile signal, immediate delivery may not be possible

What to mention when explaining SOS​

  • Use it when injured, unwell, or when the organizer should know immediately
  • If sent by mistake, also tell the organizer by voice or phone
  • Out of coverage, it may not send until the participant moves to where signal is available

What to bring and general cautions​

  • A fully charged smartphone
  • Mobile battery
  • Rain protection
  • A running pouch or other carrying method

Suggested outline for organizer guidance​

This order usually works well when explaining the feature to participants.

  1. Installation and device settings
  2. What to do before starting on the day
  3. Basic rules during the activity
  4. How to use SOS
  5. How to stop sharing after the finish

Example text​

Before joining, update NaviTabi to the latest version and set location permission to "Always Allow".
On the day, open the app near the venue, enter the assigned number, and run the Location Sharing Test.
If everything works, tap "Start Sharing Location" and confirm that the screen shows sharing is active.
During the activity, you do not need to operate the smartphone except in an emergency. If you need rescue, long-press the SOS button.
After finishing, always long-press the Stop button to end location sharing.