now that covid 19 restrictions are being lifted in the uk – we have updated our risk assessment – taking our guidance from british cycling while taking our responsibilities to you our guest, our team and members of the wider community extremely seriously.
we have worked hard to re arrange our normal sportives to a different format so all involved are as safe from infection as possible
and are now working to the latest advice from british cycling –
the way forward – british cycling
we have run 2 x very safe and successful sportives this season – and look forward to organising many more
this is a work in progress – but our covid 19 risk assessment is as follows – this will be amended as we progress –
top dog events – covid 19 risk assessment – reviewed by – chris packman – on – 8 may 2021
*the hazard / risk is that event participants / event helpers / general public risk becoming seriously ill due to the transmission of the covid 19 virus during our cycling events or the event needs to be cancelled due to local outbreaks / restrictions*
pre ride
hazard
participants being in close contact with other riders and event helpers @ registration area
control measures
- have online entries only
- close online entry 1 x week before event
- post 1 x event rider number to each participant along with an arrival time and a start time 15 minutes later – so no standing in line to register at a desk to receive an event number pre ride on event day
- start riders in groups of up to 10 (guidelines say up to 15 x riders – but we feel this is too many for our local roads – and will try to set riders off in groups of 8 / 10) every 2 x minutes (guidelines say 45 x seconds)over 90 minutes
- no on the day entries / cash handling or registration area
hazard
having a large number of cyclists and event support vehicles on remote roads and passing through villages / communities
control measures
- we no longer have a “short” 30-mile route option on our sportives
- we focus all event support and resources on 1 x “long” event
- have a limit of 600 x participants per event
- give each entrant both an arrival and a starting time
- avoid riders stopping in any built-up area the event passes through
hazard
having to cancel an event at short notice due to a local or national covid 19 outbreak or lock down
control measures
- s i entries will keep all entry fees paid until the week after each event (looked into event cancellation insurance but none cover covid issues !!)
- in the event of a forced cancellation – all entrants will be offered –
- a transferred entry into the same event in 2022
- a transferred entry into another of our events in 2021
- a full refund of their entry fee (s) minus s i entries admin fee of 3%
hazard
event attracting riders from different areas – some of whom may have the disease
control measures
- encourage anyone – rider – supporters – event helpers to stay away if they feel unwell, are self isolating or have a recent positive covid test result
hazard
having to trace event participants if there is a covid outbreak among riders or in the area
control measures
- we have full contact details of every single participant who enters online – with the details stored on s i entries event database
- we will pass these details on to any relevant health or track and trace authorities should they demand it
event car parking
hazard
participants mixing with 3-1-5 health club members and other riders
control measures
- avoid the inside of 3-1-5 health club all together apart from the toilets inside the main entrance
- issue every rider with a time to arrive at the car park – 15 minutes before their start time
- park vehicles in every available space – as directed by 1 x helper
- all riders will get changed on car park – put number on bikes ect and head down to start area ready to go
starting area
hazards
riders congregating close to each other and event helpers
control measures
- have hq tent and desk in the start area
- have no rider registration desks
- have no entries on the day
- display “stay 1 x metre apart” signs in start area
- limit riders waiting to start to 20 x pax (2 x waves of up to 10 riders) – use cones and tape to mark 2 x lines of up to 10 x riders – 2 metres + apart (or have only the group about to depart in front of the new floodgate – and the next group waiting on the road side of the floodgate until called forward)
hazard
having large groups of riders on roads and built up areas
control measures
- have 45 x starting time slots over 90 minutes
- start riders in groups of up to 10 – every 2 x minutes
- maximum no of riders = 45 x 10 = 450 ( guidelines allow for 600 x riders)
- start quickest riders first followed by gradually slower riders – to prevent / reduce bunching or overtaking en route
- record every riders event number and start time as they set off (check these off against entry list once event underway)
hazard
protecting event helpers
control measures
- issue all helpers with gloves / face mask / hand sanitiser
- brief all helpers on the layout / operation of the start area and procedure
feed station
hazard
having many riders together @ feed station
control measures
- have 1 x feed station @ midway point – away from built up areas – on 60+ / 80 mile events – 2 x feed stations on 100 + events
- have tables well spread out – 1 x food and 1 x drinks under 2 x separate gazebos
- have a large open area where riders can stand apart from each other – 1 m +
- have bike stands to support / park bikes so riders can walk around without any tripping over bikes on floor hazard
hazard
protecting event helpers from infection
control measures
- issue helpers with gloves – hand sanitiser and face masks
- brief them on the risks and the plan to set up and run the feed station safely
hazard
protecting riders from infection
control measures
- issue guidance for feed station protocol in the event guidelines sent out to every rider prior to the event
- put signs about social distancing on each gazebo and bike rack
- have bike racks to hold bikes so riders can walk around (help maintain 1m + distancing)
- have hand sanitiser near and on each of the separate food and drink areas
- use individually pre-wrapped food items – laid out on tables for riders to help themselves to – for good covid and general food hygiene
- have 1 x helper to pour juice and water into rider’s water bottles while riders hold their own water bottle throughout – for good covid and general food hygiene
- have no cups – riders drink from their own water bottle only
- have bin bag lined dustbins near the tables for discarded packaging and empty bottles – to be retuned to event hq and disposed of in waste recycling centres asap (helpers tie these up without touching rubbish inside)
broom wagons
hazards
assisting with mechanical s / carrying riders and bikes in vehicles back to lancaster
control measures
- issue all helpers with hand sanitiser – face masks and gloves
- face masks and gloves to be worn if dealing with a rider out on the event or loading their bike onto the vehicle
- issue a face mask to the rider (s) being assisted and ask them to sit in the rear of the vehicle if being transported back to event hq
- open all windows if practical during the journey
- clean inside vehicle and change ppe once assistance has been given or back at event hq
finish area
hazards
many riders congregating after the event
control measures
- get riders to estimate how long they will take to complete this event when entering online – use this info to allocate start times
- have fastest riders start early and slower riders last – to ensure staggered finishing and event departure times
- have everything in the finish area – hq – goody bags and souvenir medal collection (we only give out medals that are bought online when entering the event)
- riders will cross the finish line – have their time logged by 1 x helper – help themselves to a goody bag from a table – collect a medal from 1 x helper if pre purchased – return to park and ride car park – get changed – stow bike and return home
hazard
keeping event helpers safe
control measures
- issue gloves – masks and hand sanitiser to all event helpers
- brief helpers on finish line set up and safety plans
hazard
keeping 3-1-5 health club members and staff safe
control measures
- avoid the club all together apart from the toilets inside the main entrance
notes –
our usual sportive s are held @ the large 3-1-5 gym / leisure / health club on the outskirts of lancaster – we use their large car parking area and have our event day hq and registration inside the clubs building
participants normally park up and come inside to register and collect their event number / enter on the day and pay cash
they then get ready and head to the starting area – across a main road around 200m from the club
participants congregate together on the lane down to the start line
we start them off in groups of around 12 x riders every few minutes between 0900 and 1030hrs
we usually have 1 x feed station around halfway through the ride – usually in a village near public toilets – manned by 2 x helpers
on arrival back at the finish our riders get presented with a goody bag and a drink / snack
once back at the health club riders come inside for a chat / hot drink / snack / collect pre purchased event medal
all our participants are then welcome to have a shower / get changed / use the clubs swimming pool / sauna / jacuzzi
*none of this will happen until the covid 19 pandemic is over – but we feel that our events can be run as safely as possible with the changes outlined above – but welcome all addition suggestions / feedback / advice*