For many events, competitors carry Electronic 'Dibbers' which record their visit and time at each control around the course.

Loan arrangement for SI Equipment to YHOA Member Clubs

Club contacts

Each club should have 2 contacts (preferably with telephone numbers and e-mail addresses) who can be contacted with requests for loan and any other relevant information or queries. To contact the SI Equipment Officer, follow this link.

Request for Event/Coaching use of SI equipment - normal procedure

The request for the use of the SI equipment should be made when the club registers the event or coaching session using the appropriate BOF Event Registration Form with the YHOA Fixtures Secretary. Availability or Non-availability will be confirmed to the submitter of the request. If the event is not being registered with BOF then contact the SI Equipment Officer.To contact the Fixtures Secretary, follow this link

Request for other uses of SI equipment

Requests for other uses of the equipment should be sent to the SI Equipment Officer, who will check the availability of the equipment. Preference will be given to YHOA events or coaching sessions. If there is a clash of use, then the SI Equipment Officer will co-ordinate whether it is possible to split the equipment to satisfy both uses. Availability or Non-availability will be confirmed to the submitter of the request.

There are two sets of SI equipment, the large set (80) controls and the small set (40) controls. If you only need the small set then please say so.

Cancellation of request for use

A message should be sent, by e-mail or post, to the SI Equipment Officer and all the YHOA club Fixtures Secretaries to inform everyone involved quickly so that anyone else who might have an interest in using it can arrange to do so.

Report of equipment usage

Clubs must send a copy of the YHOA SportIdent Equipment Usage form to the YHOA SI Equipment Officer after the event (spare forms should be available in the SI Equipment Box or an electronic copy can be obtained from the Equipment Officer). The form requests information on equipment received and passed on including contact names. Also required are the number of controls used in the competition area for the event (not including Start & Finish) and the number of YHOA E-Cards hired out to competitors. The YHOA SI Equipment Officer will pass the usage information to the YHOA Treasurer, who in turn will inform the appropriate Club Treasurer of the charges for the event.

Please also report on

• Batteries replaced and/or batteries needing to be replaced.
• Fixing plates replaced and/or needing to be replaced.
• Any other consumables used.
• Faulty control units.
• Lost dibbers.

Charging rate

Clubs will be charged 75p per control used for an event and 50p per hired E-card. An invoice will be raised by the YHOA Treasurer for the hired E-cards used and Controls and sent to the appropriate Club Treasurer.

Conditions of Loan of SI Equipment to YHOA Member Clubs

1. For the equipment used the cost of hire will be:
   • Base Controls (used on courses) £1 per control per event (single day) when loan is paid off. Clubs will be invoiced for usage.
   • Epson T-90 Thermal Split Time Printer £10 per day
   • E-cards Rented 50p per e-card per event (single day). Clubs will be invoiced for usage.
2. The equipment must be returned in good condition after an event.
3. Any losses and damaged or non-working units should be reported to the YHOA SI Equipment Officer.
4. Lost or terminally damaged controls will be charged at the current market value (currently Base Station £68, Master Station £74, Alloy Stake & Fixing Plate £14). The insurance will be invoked if thought appropriate by YHOA.
5. Lost or terminally damaged e-cards will be charged at the current market value, currently £18.
6. The YHOA equipment is insured for lost, stolen or damaged equipment but carries a £50 excess. Please note that the equipment should be stored in a secure place when not being used at an event. A copy of the Insurance Summary of Cover is lodged with the equipment and extra copies are available from the YHOA SI Equipment Officer.
7. Collection and return of the equipment, either to the central storage location or to the next user should be arranged between the clubs to their convenience. Any transfer costs will be borne by those groups. Please ensure that the equipment remains with one person for collection by the next user.
8. A SI Equipment Usage form must be completed and sent to the YHOA SI Equipment Officer, preferably within 3 days of the event but no later than 7 days after the event date. This is to ensure that an audit trail exists of the inventory and also signifies the whereabouts of the equipment. Any enquiries with regard to the location of the equipment should be lodged with the YHOA SI Equipment Officer.
9. It is accepted that clubs may have a requirement to borrow a limited amount of the equipment for testing software or training purposes. It is essential that this is agreed with the YHOA SI Equipment Officer and that the time span is kept to a minimum to ensure that no long term borrowing occurs.