May Community Conversation: Creating a Welcoming Environment

The May instalment of our Community Conversation series once again brought together members (as well as a visitor from Canada!) to discuss how we can create a more welcoming environment for newcomers at events and club activities.

The session focused on the experiences of people taking their first steps into orienteering and explored practical ways clubs and volunteers can help participants feel comfortable, supported and eager to return.

A key theme throughout the discussion was the importance of having a consistent and recognisable face to welcome people at events and activities. Having a dedicated volunteer, or group of volunteers, whose role is to welcome newcomers, answer questions and help people get started is vital in creating a positive first impression. Knowing there is a friendly face available can help reduce uncertainty and build confidence from the outset.

The group also highlighted the need to keep information simple and accessible. Orienteering involves a lot of jargon, niche procedures and formats that are second nature to experienced participants but unfamiliar to those new to the sport. Avoiding jargon and providing clear, straightforward explanations can help make events feel less intimidating and more accessible.

In terms of on-the-day support, a range of ideas were shared. These included providing a ‘toddle course’ for the smallest children, offering a small number of “warm-up” controls close to the event centre that newcomers can try with support from an experienced club member, and allowing participants to run a second course without paying an additional entry fee. All of these approaches help people build confidence, develop skills and get more enjoyment from their first experiences of the sport.

Other things that were discussed to improve event experience included wearing name badges, encouraging newcomers to compete in pairs, allowing entry on the day and using SI when possible.

Another strong message was that people are more likely to stay involved if they have fun and feel part of a community. It was discussed about the importance of creating social opportunities around events and club activities, helping newcomers connect with others and enjoy the wider experience of being involved in orienteering. While learning navigation skills is important, ensuring that people leave having enjoyed themselves was seen as equally vital.

The conversation also explored the role of newcomer packs and how clubs currently use them. Participants felt that a physical welcome pack handed to newcomers can often be more effective than information sent by email. With many people already receiving large volumes of digital communication, a physical pack provides something tangible that can be referred back to after an event.

There was interest in developing a more consistent approach across Scotland while still allowing clubs to tailor information to their local circumstances. One suggestion was for Scottish Orienteering to produce a set of core resources that clubs could incorporate into their own newcomer packs. Ideas included:

• An introduction to different event levels and course options
• A guide to control descriptions and common map symbols
• Junior record cards and information for young participants
• A welcome letter providing an overview of the sport and what newcomers can expect

These resources could then be adapted by individual clubs to include information about local activities, training opportunities and club contacts.

The importance of maintaining contact with newcomers after their initial involvement was also discussed. Participants suggested that a follow-up contact around three months after a person’s first event could provide an opportunity to check in, answer any questions and encourage continued participation. This was seen as a simple but effective way of helping newcomers feel valued and connected to the club and the wider orienteering community.

The discussion demonstrated the enthusiasm across the Scottish orienteering community for making the sport as welcoming and accessible as possible. While many clubs are already doing excellent work in this area, sharing ideas and good practice helps us learn from one another and identify opportunities for further improvement.

Thank you to everyone who contributed their experiences and ideas. The insights gathered will help inform future work and support clubs in continuing to provide positive experiences for newcomers across Scotland.