covid-19 mitigation running events plan
TRANSCRIPT
Running Events COVID-19 Mitigation
Plan
Guiding Principles For Planning
● Reducing participant density and creating policy surrounding physical distancing.
● Minimizing touch points including person to person and person to surfaces.
● Education and training about safety and best practices for racers, staff, and volunteers.
● Continual monitoring of mass gathering guidelines and event feasibility relative to community transmission, attendee populations, system preparedness, and economic impacts.
Registration and Pre-Event Communication
● Registration○ Registration will be completed online for event participants.○ Late registration will be handled through a text message app with participants using their own
device. For those participants without a mobile device, a sanitized mobile device will be provided for use.
○ Merchandise sales are encouraged before the event during the registration process (see additional information in merchandise section).
● Communication○ All policies and event changes are communicated to participants and volunteers through email.○ Updates and information posted on race website and social media channels.○ A full participant and spectator guide will be made available to runners 2-4 weeks prior to the
event.○ Live internet broadcast Q&A sessions and educational videos will be made available to attendees.○ Last minute communication will occur via text messages and in app alerts to all registered runners.
Athlete Check-in
● Athlete Check-in○ All packet flyers and coupons will be made available digitally. Bib numbers and timing chips will be
the primary item distributed at check-in.■ Any additional swag items will be pre-packaged.
○ Curbside packet pick-up will be made available to participants at a local retailer during the week before the event.
○ Check-in the day before event will be available outdoors with check-in booths spaced 10 feet apart and a single check-in person per 10x10 pop-up tent.
○ Ground tape and signage will be utilized to create physical distancing at all check-in locations.○ Bib numbers will be dynamically assigned to reduce touch points. This allows the participant to grab
the top bib number in the pile and the check-in volunteer can record the bib into the database. ○ Staff will be positioned at the back of the 10’x10’ tent, while runners will grab a bib number off the
table at the front of the tent to ensure physical distancing maintained.○ Encourage single family member to pick-up multiple packets.
Athlete Check-in Diagram
Expo and Merchandise
● Expo and Sponsors○ A limited expo will take place outdoors the day prior to the event with extended hours.○ Only major sponsors will have in-person presence. All other sponsors will be provided exposure
digitally through social media, digital race packets, and runner apps.○ Any Sponsor tents will be spaced at least 10 feet apart and will use physical distancing signage and
ground markings.
● Merchandise and Point of Sale○ Merchandise will be available through online registration and in an online store prior to the event
and can be picked up without transaction at the event.○ Any point of sale with be cashless and will adhere to retail guidelines for specific phases (face masks,
plexiglass, etc).○ Social distancing signage and ground markings will be placed in merchandising area.○ Apparel will not be available for try-on.
Volunteers and Staff
● Volunteer Check-in Procedures○ Volunteers will check-in via text or phone call within 48 hours before the event. ○ Volunteers over the age of 65 will be assigned lower risk and more physically distanced positions
(i.e. course monitor pointing directions, course setup, etc.).○ Volunteers will be provided an email or video conference briefing of their position prior to the
event.○ Volunteer shirts will be distributed on site at the various volunteer locations.
● Staff and Volunteer Guidelines○ Adjustments in volunteer and staff counts will be made to operate with minimum number needed.○ Volunteers / staff over the age of 65 will be assigned more physically distanced positions (i.e.
course monitor pointing directions, course setup, etc.).○ Adequate PPE and Prevention supplies will be made available for use (masks, gloves, hand
sanitizer, cleaning supplies, etc.).○ Protocol for frequent cleaning of high touch surfaces will be implemented.
Race Venue
● Size and layout○ The venue area will be spread out more with increased space between any booths or tables
allowing for physical distancing of participants and volunteers. ○ Stanchions and signage will be placed in the venue to keep separation between attendees. ○ Similarly, ground markings will be placed in areas of lines to maintain spacing.
● Shuttle buses for point to point courses○ Shuttle buses will be operated under the same circumstances as public transit
■ 1 rider per seat■ Face masks strongly encouraged■ Enhanced cleaning protocols
● Portable toilets○ Encourage runners to use the restroom before they arrive○ Hand sanitizer before going in and hand wash after exiting policy ○ Ground markings to encourage physical distancing○ Increased spacing between toilets○ Staggered start waves will help reduce attendee density using toilets at a given time
Race Venue
● Food Vendors○ Food vendors will operate under same guidelines as restaurants in the given Phase○ Ground markings will be placed to encourage physical distancing in order areas○ Contactless payments encouraged○ Tables and seating will not be made available○ Additional hand sanitizer and washing stations will be placed in the venue area
● Beer Garden○ No beer garden at the event to reduce congregating
● Sponsor booths○ A limited number of sponsor booths will be at event spaced a minimum of 10 feet between tents○ Only pre-packaged giveaways will be allowed placed on a designated giveaway table without
person to person contact.○ Signage educating participants on physical distancing will be present at each booth
● Cleaning practices○ A cleaning and sanitation team will be present at the event○ Cleaning team will regularly clean high touch surfaces
Gear Check
● System○ Only runners displaying their bib number will have access to the fenced gear check coral.○ Runners will bring gear in their own bag and place it on the ground distanced from other bags in a spot numbered
with their bib number.○ Volunteers wearing masks may visually spot check random bags upon entry for safety purposes.○ Depending on the size of the gear check coral, a limited number of runners will have access to the coral at a given
time (1 runner per 36 square feet).○ Runners will enter and exit from different sides of the coral.
● Layout○ Runners will enter and exit from different sides of the coral○ Ground markers indicating runner bib number locations○ Ground markers will also indicate physical distancing
Start Line● Start Wave System (actual density numbers may vary depending on Phase)
○ Participants will start in a “rolling start” system.○ Participants will self select a start time window (i.e. 7:00AM - 7:30AM).○ Up to 150 runners will be assigned each start window.○ Avg start line density will equate to 5 runners every minute.○ Participants will be timed based on chip start time and start windows will be a bit flexible without hard
cutoff times.
● Layout○ Start coral will be fenced to keep spectators back from runners.○ Signage will be placed in the start coral to inform runners of race guidelines and to keep moving.○ Spectator signage will encourage spectators to watch their runner take off and then leave the area and
watch the online broadcast and use the RaceJoy app to send the runner cheers.○ Hand Sanitizer will be placed at entrance to start chute.
● Spectators○ Spectator signage will encourage spectators to watch their runner take off and then leave the area and
watch the online broadcast and use the RaceJoy app to send the runner cheers and track them.
● PA announcing○ Emce will regularly announce runner guidelines and social distancing considerations for spectators.
Finish Line
● Layout○ Finish chute will be much longer than normal to allow for plenty of spacing runners coming into it
and grabbing shirt and medal.○ Tables will be setup for runners to grab their own shirt and medal based on size without the need
for a volunteer to hand it to them. ○ Bottled water will be available for runners to grab at the finish line.○ Grab and go pre-packaged snacks will be available for runners at the finish line .○ Finish line density is expected to be around 5 runners per minute (similar to start line density).○ Hand sanitizer stations will be placed throughout finish chute.
● Spectators○ Spectators are encouraged to track their athlete on the RaceJoy app and only come to the finish
chute when their runner is finishing.○ Spectators can watch their finisher live online and will be able to download the video and photo
finish of their athlete.○ Signage will be displaced for physical distancing as well as ground markings.
● Results / Awards○ Results will be available online and sent to runners via text message following their finish. ○ Awards will be made available at a local retailer the day following the race or shipped to runners.
Finish Line Diagram
Course and Water Stations
● Course layout○ Additional course directional signage and ground markings will be used to help reduce volunteer
monitor needs.○ Runners will also use RaceJoy app with audible gps directional cues and off course alerts to help
guide them.○ Signage for runner guidelines and in app alerts will be used for safety.
● Water and food stations○ Water station tables will be physically distanced between products.○ Limited touch points at each station.○ Hand sanitizer stations available.○ Grab and go pre-packed nutritional items will be available on tables.○ Water will be hands free operation or foot pedal operation.
● Volunteers○ Volunteers will be used only at key directional points to help runners navigate the course.○ Water station volunteers will only be used for restocking the station and not for handing out
product.
Medical
● General medical- ○ General first aid and medical will be provided by AMR and other local medical services. ○ 911 will be activated for all major emergencies.
● COVID19 medical plan- ○ Emails will be sent to runners educating them to stay home if they are sick or have been exposed.○ Multiple COVID 19 isolation tents will be available on site with extra masks for any runner,
spectator, volunteer, or staff that present with symptoms.○ Increased educational signage will be present throughout the area.
● Other emergencies○ PA system and runner app will be utilized for mass alerts sent to runners / spectators / volunteers /
staff.
