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Apply for an event

General

There is two procedures for applying for IOF Events and this page is divided into two sections:

Major Events (World Championships; World Cups and Regional Championships)
World Ranking Events (WRE)

Major Events

The annual application period for IOF Major Events is 1 May to 1 January. Events that have not got an organiser appointed can be applied for as soon as possible and will be managed by IOF as soon as possible.

Plan for applying - key planning documents

IOF Events Application Overview

Use this document to do long term planning and see which events that are open for application in the current application period and the coming. The document contains:

a list of all application periods for coming IOF Events (+ 5 Years)
a list of all appointed IOF Events (Date and Venue)
a list of appointed and coming IOF partner events; major national orienteering events and major international sports events.

IOF Policy on conflicting events dates

This document describes the priority order of deciding event dates. It also contains a calendar with event periods for IOF FootO Events. The calendar can be found in Appendix 1: IOF Event Period Calendar for Foot Orienteering Events.

IOF Event fees

This document is produced once a year. IOF Council decides on fees in their autumn meeting each year. The fees are set for the coming application period, which means that the events differ for how far in the future fees have been set. Event fees for the application period 2019-05-01 to 2020-01-01 were decided on the autumn 2018 meeting. All figures in the tables of this document are expressed in EURO. The fees are also found in the Application Notes and Forms documents for each event and finally written into the contract that the IOF signs with the organising federation after an event has been appointed.

Key planning Documents

Open Applications

Open Events for current application period are found in the list. This snapshot is last updated 2019-07-17. If you have questions on the status or application procedure, please contact IOF Office.

Application "end date column" description:

ASAP= normal application period is passed. Contact IOF Office or Commission before applying and apply as soon as possible. Applications will be processed as soon as possible. Application form and guidance notes can be found below.
01/01/2020 = normal application period. Apply at the latest 01/01/2020. Application form and guidance notes can be found below.
Evaluation = Applications are received and are currently under evaluation
TBD: Contact IOF Office or Commission for more info if you have thoughts about applying for this event.

Current Application Notes and Forms

All events have an application form and often also an application notes document. The Application notes document describes the event and important notes to make a good bid and application.

World Ranking Events (WRE)

Normally, the idea to host an IOF WRE Event comes from either a national Organiser or the member Federation. The Organiser and the Federation agree on this and also appoints and IOF Event Adviser. The formal application for a World Ranking Event is done by the Federation in IOF Eventor.

Rules and Guidelines

The IOF World Ranking System defined in The World Ranking Scheme Rules which also contain some basic requirements. Many rules for WRE can also be found in the the Competition rules. For specific guidelines in each discipline, se links below:

Rules FootO
Rules MTBO
Rules SkiO
Rules TrailO
WRE Guidelines FootO
WRE Guidelines MTBO
WRE Guidelines SkiO
WRE Guidelines TrailO

Application time and late applications

FootO

Events taking place 1 January to 31 March should be applied for 6 months prior to event date.
Events taking place 1 April to December 31 should be applied for 1 June to 30 September (the year before the competition).
Late applications may be accepted. A late fee of EUR 50 / WRE competition will be charged for applications received later than 1 January, provided that the application is approved.

MTBO

Apply for events 1st June to 30th September the year before the events.
Late applications will usually not be accepted.
If you have a late application after 30 September, please contact IOF MTBO Commission ([email protected]) before applying.
In order to reduce costs of travelling and to make long travelling distances more attractive, the IOF MTB Orienteering Commission will only accept applications for two World Ranking Events on a weekend. Federations that organise WMTBOC or a WCup Round are encouraged to apply for a world ranking weekend in conjunction with the Major Event.
There is no limit on the number of WREs that a Federation may nominate each year but the IOF MTBO Commission will coordinate the WRE calendar and make sure it fits well into the International MTBO Event calendar for the season. If you have questions on the time of your events, please contact please contact IOF MTBO Commission ([email protected]).

SkiO

Apply for events 1st June to 30th September the year before the events.
The SkiO season starts 1 November.
Late applications will usually not be accepted.
If you have a late application after 30 September, please contact Adrian Wickert, IOF SkiO Commission, before applying.

TrailO

Events taking place 1 January to 31 March should be applied for 6 months prior to event date.
Events taking place 1 April to December 31 should be applied for 1 June to 30 September (the year before the competition).
Late applications may be accepted. A late fee of EUR 50 / WRE competition will be charged for applications received later than 1 January, provided that the application is approved.

Where to apply for WRE? - IOF Eventor

A WRE responsible person from the Federation should log in to IOF Eventor as a Federation administrator and fill out an electronic form for each WRE. Click the menu Administration/Events/Apply for World Ranking Event, choose discipline and click Next. To help in the communication between the Organiser and the Federation, there is a Word-template available, see the Documents and Forms section below.

The Organiser sends mandatory information to the Federation. The word template (see templates below) may be used to collect information form the organiser to the Federation.
The Federation formally applies in IOF Eventor
IOF Office and Commission processes the application using IOF Eventor
IOF Office formally approves the application in IOF Eventor
The Event becomes visible in the IOF Eventor Event Calendar

Approval period

IOF Office and discipline commissions will manage applications after 30th September. The approval could sometimes be conditional. For example: deviations must be processed according to agreement and Event Adviser must be assigned in time. Late applications are processed at the end of every month and applications with deviations will take longer time to process.

WRE allowance

There is no limit on the number of WREs that a Federation may nominate each year.

WRE Service Fee for IOF members in Group 1-5

3 EURO per entered athlete. Minimum 120 EURO. Max 600 EURO. An invoice will be sent to the federation the month following the WRE competition and the number will be adjusted to the correct number of entries. To find the link to your federation membership group, follow link: Link to membership groups.

WRE Service Fee for members in Group 6 and 7

1 EURO per entered athlete. Minimum 40 EURO. Max 200 EURO. An invoice will be sent to the federation the month following the WRE competition and the number will be adjusted to the correct number of entries. To find the link to your federation membership group, follow link: Link to membership groups.