EHR GUIDELINES FOR ORGANISERS OF HILL RACES

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1 Draft 30/04/15 EHR GUIDELINES FOR ORGANISERS OF HILL RACES Introduction These Guidelines are put together by EHR to help you as Race Organiser (RO) comply with: 1. EHR Rules for Competition. 2. EHR Safety Requirements for Organisers of Hill Races. They are also to help you put together your Event Information Document (EID) that is to be submitted with your Event Registration Form, as well as an effective Event Management Plan (EMP). This is an important part of your insurance cover. Any RO requiring advice on the preparation of the documents required by EHR and referred to in these guidelines should contact the EHR Fixtures Secretary. Event Registration The EHR Registration Form should be completed by the RO and submitted along with the EID and Map of route to the EHR fixtures secretary. There are 3 types of registration form; one for Senior Events, one for Junior Events and one for relays. Events can be registered by an affiliated Club or other member organisation but still must have a named RO who takes overall responsibility for the running of the event. The purpose of this is to allow clubs and organisations to retain ownership of an event as members come and go, or step down from being RO. This also has additional benefits with regards to continuity and experience being retained within the event management team. Senior Event Registration Form this should be filled in for races aimed at senior competitors. The RO has the discretion to lower the age limit from 18 and allow juniors to take part as long as EHR Rule 4 is applied. Junior Event Registration Form this should be filled in for races aimed specifically at juniors and allows the RO to declare the race details for each age group. Juniors should compete in their own age group event when one is available (EHR Rule 2.vii). An RO can set their own age bands to fit their own requirements or those of a races series, league or Championships (EHR Rule 2.ix) so long as EHR Rule 4 is applied. Relay Event Registration Form this should be filled in for Relay Events and allows the RO to declare the race details for each leg. Assistant Race Organiser you may nominate an Assistant RO on the Event Registration Form. This should only be done if you have an appropriate person who works with you closely on the event management and is competent to operate as RO on the day should you

2 be unable to. It is to enable an easier transition should the designated RO find that they are unable to attend close to the event date. Event Information Document (EID) - The RO must prepare an EID which will be forwarded with the Event Registration Form and will form a part of the registration process. This document will be available in the calendar section of the EHR website for competitors to download prior to the event and should be used by the RO in general event publicity. The EID should contain the following where relevant to your event: Event Details. The start time, distance, ascent and category of the event. If multiple races and/or juniors also specify each race and the age group applicable to each race. Races should not start before the declared start time. An overview of the type of terrain and severity of the route which identifies any unusual characteristics of the event which are relevant to the competitors The level of experience required and any qualifying experience that the Race Organiser may set as an entry criteria. Safety Provision ie. Outline any First Aid Cover and/or emergency response available. A clear list of minimum personal safety Kit / Equipment requirements that are in place for competitors. Highlight the level of Navigational Skills which are likely to be needed during the race and advice on the type and extent of any course markings that will be in place. Outline methods of event entry and entry fee. Race Route a route description, identifying checkpoints, compulsory sections and areas where there is route choice. Identify available maps that would assist the competitors on race day, but also in the planning and preparation leading up to the event. Advise on recces, such as restricted areas. If a Bad Weather alternative is in place, this should also be highlighted in the Event Information Sheet. Information for competitors concerning specific race rules, retirement procedures, equipment to be carried, checkpoint number recording and checkpoint closing times. Age categories, Team Element, Awards, Presentation, Results Car Parking, Start / Finish arrangements and Facilities information at Race HQ. Any other information that may be useful to competitors on race day that may be particular to the event. Events will not be considered for a Registration unless the Event Information Document is submitted. The EID should be sufficient to allow competitors to establish their competence to safely complete the race and be able to recce, whilst avoiding areas restricted or highlighting any other matters for consideration prior to race day. A Route Map should be included along with the EID. NB. The EHR Event Information Document template is available for ROs to use, but ROs are free to submit in their own format.

3 Event Management Plan A template is available from the fixtures secretary on request. It will allow you to set out pre-race plans, and then analyse those plans post-race so that any self-assessment or feedback from 3 rd parties can be recorded for improvement of future events. The template is a valuable tool in helping the RO take all reasonable measures to provide a safe and well organised event as well as compliance with EHR Rules and Safety Requirements. Hill races are so varied that a template to fit all races and all local conditions is not feasible, so the template is a guide, for the RO to adapt or create one specific to the event to better reflect the requirements of the specific event. EHR encourages all its ROs to submit their EMPs with post-race analysis completed. EHR will then keep the information on file for new ROs to use in the future. This valuable feedback can also be used by EHR and other organisations as the rules, safety procedures and event management guidelines are constantly reviewed in line with our policy of continual improvement. NB. It is important that you reflect on areas where there is room for improvement as well as what works really well in respect of your event. It not only helps you as you prepare for your next race, but it can help other ROs and competitors as well as EHR in constantly reviewing best practice. Size of Field - give consideration to The maximum competitors that the race organisation can monitor and control in accordance with the rules and safety requirements. The environment so as not to cause lasting environmental damage minimising risks due to overcrowding as much as possible whether local facilities can handle the anticipated number of visitors and the effect on the local residents. Course Design the Event Information Document should accurately reflect the nature of the course. Ensure any unusual race features and/or exceptional hazards are identified in advance and accurately described. It is to the ROs benefit to highlight the risks and obstacles that competitors might not anticipate from normal experience. A Race Organiser should consider carefully how any course markings are advised to the competitors. Details of the type and extent of any course markings should be included in the EID. An RO should also consider the age of competitors. Junior races may need a higher degree of marking and marshalling. General route design should take the age and ability of the competitors in to account. Adverse Weather Conditions - Should weather conditions be so severe that the monitoring of the race could be extremely difficult or impossible, the RO should consider an alternative bad weather route or in extreme conditions cancel the event. This will be the RO s decision and should be taken as early as possible. If a safer bad weather alternative can be pre-planned then it would be helpful to identify it in advance.

4 Entry Procedure and Registration Qualifying Criteria if asking for any qualifying criteria or experience, please ensure that this is outlined in the EID and also that there is a way of gathering the relevant information through the Entry Procedure. The responsibility is on the competitor to declare their information accurately. No one has the absolute right to enter an EHR event and the RO may refuse entry on any grounds including doubts that a competitor can safely complete the event. The RO should consider full or random checks on competitors when asking for specific qualification standards. Entry Forms EHR provide race entry form templates that include the most important information that is needed. Consider whether this will be appropriate for your event. If you feel you need more relevant information then adapt the form to your requirements? The EHR standard race entry form risk statement attempts to protect race organisers from liability to the extent permitted by law but race organisers cannot exclude their own liability for causing personal injury or death by their negligence. The signature (competitor or parent/legal guardian as appropriate) on the form is the formal Indication that he/she is aware of the organiser s event information and requirements. Senior Race Entry Form: used for senior races including shorter ones in which older juniors can participate. Junior Race Entry Form: used for junior specific races. Relay Entry Forms due to variety of relays, an example is available for ROs to use as a template. Online Entry is an increasing feature in Fell Racing. ROs should apply the same standards to the information they require from athletes via the internet as they do with paper entry. Please note EHR Rule 10(iii). On rare occasions race numbers may be mailed out to competitors in advance of an event. In this instance ROs must ensure that they have a race day registration system to ensure competitors check in before starting the race. Entry Procedure Outline the entry procedure available to the competitors. On the Day, Pre-entry or both. Online or Paper entry or both? On the day registration procedure. ID or other requirements to pick up pre-entries? Mechanism for substitutions if relevant. Competition Numbers and other methods of Competitor Identification It is the ROs responsibility to have an accurate record of the number of competitors starting the race and the number finishing. Race Numbers are the method most widely used by ROs for identifying competitors and must be worn by all competitors when provided by the RO. Organisers should ensure that numbers are allocated and distributed in such a way that they facilitate the monitoring of

5 competitors and do not give rise to confusion during race monitoring. The RO should indicate how they expect the athletes to display their numbers during the event. ROs should endeavour to use waterproof numbers which are readily available. Other systems such as clip cards, wristbands or dibbers may also be considered EHR encourage the use of numbers which contain, either on the lower face or the reverse side, information such as emergency contact details or medical conditions for the competitor to complete. Retirement Procedures for competitors should be set out in the EID that is made available to competitors before the event and openly displayed on the day of competition. Each event will have their specific characteristics and ROs should set a policy that leaves competitors in no doubt what is expected of them in terms of reporting their retirement, whilst also accepting that the event marshalls as well as any first aid and emergency services in attendance also have a role to play in such reporting especially when a competitor needs assistance. The EHR Safety Requirements for Competitors compliment what the ROs set out in their Event Information Sheet. RACE MONITORING AND RESCUE PROCEDURE It is important that: The RO can accurately identify the athletes on the start line and the total number. The RO can accurately identify the athletes who complete the race. The RO can accurately account for those that abandon the race including any that did not start after registering on the day. ROs of races in exposed terrain should monitor the competitors in the event area consistent with entry requirements based on competitor experience. The RO has a plan for the timescale and method of trying to account for missing persons efficiently and a rapid response procedure for initiating search and rescue. The RO considers what level of medical cover is appropriate for their event and how it is best deployed. Discuss this with those approached to provide your medical cover. The RO considers whether the event can benefit from the use of radios, telephones or other wireless methods of communication? RACE MARSHALS Their duties differ a great deal at different races and even at different locations within races, so the RO should ensure that all marshalls are aware of the general safety monitoring and procedures of the race, but in addition any duties or matters that are relevant to their particular marshalling point. Consider issuing each marshalling point with a written list of their responsibilities as well as important contact information should they have to deal with an incident? It is important that when a Race Organiser places marshalls in position to fulfil a particular role that they have the appropriate fitness, skills, experience and are equipped to carry out their role. In some circumstances the demands are unlikely to be met by a single person. Race organisers should consider whether to place additional marshals at any of the locations.

6 Race Officials Some ROs may have access to experienced or accredited race officials. It is useful to document their details and how you utilise these officials in the EMP. Relays Relay legs will be treated as if they were a standalone race in respect of the EHR Rules for Competition and the requirements set out in this document. ROs have discretion to decide whether competitors are allowed to take part in more than one leg. Where juniors are involved, EHR Rule 6(ii) applies. Because of the Team element of relay events ROs may adopt a system where Team Managers or Captains take responsibility for ensuring that all competitors in their team(s) are fully aware of the Rules and Requirements. It is in the ROs best interests to seek the confirmation from the Team Manager or Captain that this has been done. Equipment EHR want to emphasise that the RO is best placed to decide on the minimum kit requirements for their event. The competitors MUST accept the ROs requirements as a condition of race entry. These requirements should be set out in the Event Information Document and may be amended on the day of the event subject to the prevailing conditions. Once having set out conditions the responsibility is full on the competitor to comply with those conditions. The RO should perform full or random kit checks to ensure that whatever requirements they specify on the day are met and at liberty to DQ competitors adjudged to be in breach of the event rules. EHR will emphasise in the Safety Requirements for Competitors that it is for the Competitor to abide by the event equipment requirements. Should they fail to do so, the responsibility for that lies with the competitor. Results Prompt results help with event monitoring. So endeavour where possible to have some form of early results whether electronic or paper. Set out in the EMP how results will be collated and published. Car Parking and Facilities It is extremely important that traffic management is planned effectively before the event. Consideration also needs to be given to ensure that adequate toilet facilities are available and in many venues refreshments, changing facilities etc. Any Other Information Events in Hill Running vary greatly across the UK. As RO you will perhaps have specific local issues that need to be addressed. Make sure that these are taken in to account when putting together your plan.