Discussion: Rogaine schedules

The year 2014 has been notorious for late breaking info on rogaines. Seems like last minute to me. If these events lack participants perhaps it is due to the inability for racers to make travel plans in two weeks.
Many of us work. We have to deal with time off do that. Plus the airline prices usually to up as dates approach. So there is some coordination involved.
Let's face it , there are only so many rogainers in the US. For good participation race directors need to consider those who travel,from afar.
I applaud those who do put on the rogaines. It is a tough job. But they should bear in mind the above.
A month lead in time for the pertinent info for a rogaine is insufficient.

Indeed we have in one instance released detailed information less than two months before a rogaine, and this can certainly make things complicated for someone trying to plan their season.

Our 2015 schedule of wilderness navigation races is set and will be published shortly; the dates of our events of 24-hour and longer duration are known. However, event details may not be available until closer to the event date because of permitting considerations. The fact that there is not detailed information doesn't mean that the event isn't happening; it most commonly means that we are required to not release the details or collect registration money until the permit is final.

Around here this trend may be seen for all types of orienteering. In the pre-internet days info had to get to clubs in time for a monthly cycle of paper newsletters. Now there seems to be an assumption that by putting brief details on the established online calendar, there's no need for anything else until quite late.

In WA the rogaine calendar is published two years in advance but unless you know who the setters are, you won't find out the location until about six weeks prior.

what is pre-internet?

That's before you wake up in the morning.

So what are the details that rogainers want well in advance? I would imagine (a) schedule, (b) closest airports and hotels (both (a) and (b) to be able to get the tickets), (c) fees and deadlines, and (d) exceptions to the rules. Anything else?

We publish a ton of details, most aimed at first-time rogainers or those moving up to longer distances. Most of these details don't change year-to-year, but if we mention some or most of them in conjunction with a specific date and a specific jurisdiction, we are in for trouble before the permit is final.

Just need to know the date and approximate location.

Yes, date and nearest town is the minimal info. That at least gives a participant where to fly and stay. But, if permits are held until the last minute and then are not given, that is counterproductive. Then I have my air and hotel and no race.
As far as two years in advance for WA Rogaines, I think not. 2013 was a WA event that turned out to be a championship race and was only a go a few weeks before. This year similiar. They added a 24 hour option, an afterthought. Until then it was a shorter event.
NY this year vaccillated between two adjacent weekends and was very close to the date before the exact weekend was revealed. Sure, permit problems. I understand. But from a racer point of view still problematic.
Keep working on your races, guys. I applaud you for it. But think of the racers and our necessary plans we must make in advance.
Boost your attendence by early info so we can act.

That's the Western Australia WA, 2015 and 2016 calendars have already been set. Approval for each event is ideally applied for upto a year in advance by the setters for that event. You'd hope to have approval 6 months in advance to enable field work to start (make that 5 months according to our setting and vetting manual).

"Ideally" and the calendar has been known to get changed if it conflicts with an important event (e.g. Mothers Day; Aus Champs Rogaines don't count as important).

The West Aust schedule isn't helpful in this case anyway - we (thankfully) don't need to rely on people flying in to make our events viable. But if we moved an Aust. Champs rogaine two weeks before the event you'd certainly hear some noise.