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“WHAT DO YOU DO IF…” A Guide to Contingency Planning for Road Race Directors by Dave McGillivray

“WHAT DO YOU DO IF…” A Guide to Contingency Planning for Road Race Directors by Dave McGillivray. CONTINGENCY PLAN Who’s presenting today?.

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“WHAT DO YOU DO IF…” A Guide to Contingency Planning for Road Race Directors by Dave McGillivray

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  1. “WHAT DO YOU DO IF…”A Guide to Contingency Planning for Road Race Directorsby Dave McGillivray

  2. CONTINGENCY PLAN Who’s presenting today?

  3. It’s 90 degrees…I hear thunder…It’s the pothole from Hell…They ran out of ambulances…It’s starting to rain…The key person went home sick…The lead vehicle got lost…They didn’t obtain the permit…The bridge is going up…Someone died…The porta-potties are locked…The mayor is angry…The microphone doesn’t work…The road construction started early…We don’t have enough cups…A train is coming…The bibs are numbered wrong…The wind collapsed the tents…I thought YOU brought the zip ties…The forecast is for snow…The cops are on strike…The battery on the lift is dead… WHY ME?

  4. MURPHY’S LAW Yes, it applies to road races.

  5. WHAT DO YOU DO IF…? A Guide to Contingency Planning MURPHY’S LAW Anything that can go wrong, will go wrong! McGILLIVRAY’S LAW …And the EXPERIENCED event directoris PREPARED for it!

  6. PREPARATION If you’re not prepared for EVERYTHING, you’re not prepared for ANYTHING.

  7. Who knowswhat thisimage is?

  8. At least I’m not HIM! WHAT DO YOU DO IF…? A Guide to Contingency Planning

  9. WHAT DO YOU DO IF…? A Guide to Contingency Planning WHY ME???

  10. WHAT DO YOU DO IF…? A Guide to Contingency Planning

  11. WHAT DO YOU DO IF…? A Guide to Contingency Planning COMMON PROBLEMS IN ROAD RACES

  12. WEATHERPROBLEMS

  13. “SMOOTH AS SILK” …until the temperature hits 88 degrees with high humidity

  14. WHAT DO YOU DO IF…? A Guide to Contingency Planning WEATHER PROBLEMS EXAMPLE #1 • EVENT: • 1987 California International Marathon • Sacramento, California • Submitted by John Mansoor • CHALLENGES: • Hurricane winds of 50 mph • Driving rains • Falling trees • RESPONSE: • Took down banners and tents • Race went on despite weather

  15. WHAT DO YOU DO IF…? A Guide to Contingency Planning WEATHER PROBLEMS EXAMPLE #2 • EVENT:2007 Twin Cities MarathonMinneapolis-St. Paul, MinnesotaSubmitted by Brian Mastel • CHALLENGES: • Temperatures reached high 80’s • Fluid consumption exceeded budget • Record drop-outs and strained medical resources • RESPONSE: • Monitor and review hot weather plan with the Ops Team • Contacted the water supplier and bus companies early in the week to have additional resources on standby • Notify hospital ER's, followed Mass Casualty Incident plan

  16. COURSE DISRUPTION

  17. WHAT DO YOU DO IF…? A Guide to Contingency Planning COURSE DISRUPTION EXAMPLE #1 • EVENT: • 1992 KeyBank Vermont City Marathon • Vermont City, Vermont • Submitted by Joe Connelly • CHALLENGES: • Rail yard lost job sheet • Rail yard employees began to move trains • Runners were still crossing tracks • RESPONSE: • Course director parked vehicle on tracks

  18. WHAT DO YOU DO IF…? A Guide to Contingency Planning COURSE DISRUPTION EXAMPLE #2 • EVENT: • 2009 Fifth Third River Bank 25K Run • Grand Rapids, Michigan • Submitted by Kristen Aidif • CHALLENGES: • Heavy flooding left standing water on course route with less than one week left to event • Event was USATF 25K national championship • RESPONSE: • Quickly designed and certified new course • Notified participants and volunteers via email • Kept media informed throughout process

  19. WHAT DO YOU DO IF…? A Guide to Contingency Planning COURSE DISRUPTION EXAMPLE #3 • EVENT: • 2009 Wine Country Half Marathon • Santa Barbara, California • Submitted by Matt Dockstader • CHALLENGES: • Jesusita Fire nearby evacuates 30,000 people, closes roads, jeopardizes air conditions and limits public safety personnel availability • RESPONSE: • Used website, email and local media to keep runners and volunteers updated • Last minute weather improvements allowed race to go on with limited public safety staff

  20. DATABASE/TIMING ISSUES

  21. WHAT DO YOU DO IF…? A Guide to Contingency Planning DATABASE/TIMING ISSUES EXAMPLE • EVENT: • 2008 Jingle Bell Run • Springfield, Illinois • Submitted by Alan Avery • CHALLENGES: • Organizer re-sorted the participant database after printing packet labels then sends it to timer • Database submitted to timer did not match physical bibs handed out to participants • RESPONSE: • Unused packets and numbers were quickly reassigned to pre-registered participants in alphabetical order

  22. PERSONNEL/PUBLIC SAFETYISSUES

  23. WHAT DO YOU DO IF…? A Guide to Contingency Planning PERSONNAL/PUBLIC SAFETY ISSUES EXAMPLE • EVENT: • 1979 Mardi Gras Marathon • New Orleans, Louisiana • Submitted by Mike Cambre • CHALLENGES: • With only weeks left, the New Orleans Police Dept. went on strike, eliminating all public safety support. • RESPONSE: • The event was moved to the Lake Pontchartrain Causeway which was shut down at both ends to accommodate the event.

  24. EQUIPMENT/MATERIALISSUES

  25. WHAT DO YOU DO IF…? A Guide to Contingency Planning EQUIPMENT/MATERIAL ISSUES EXAMPLE #1 • EVENT: • 2009 Pittsburgh Marathon • Pittsburgh, Pennsylvania • Submitted by Patrice Matamoros • CHALLENGES: • Days prior to the event, the cups from the water sponsor arrived. Upon opening the boxes, organizers discovered that the cups were styrofoam. • The sponsor insisted on their use. • RESPONSE: • Organizers used the cups and were “slammed” by the participants for safety and environmental concerns. New specifications were established for future events.

  26. WHAT DO YOU DO IF…? A Guide to Contingency Planning EQUIPMENT/MATERIAL ISSUES EXAMPLE #2 • EVENT: • 2007 U.S. 10K Classic • Marietta, Georgia • Submitted by Skip Breeser • CHALLENGES: • Water for a 7,500 participant race was parked in a secured compound with electronic metal fencing. • Lightening hit the gates the night before the event, disabling the electronic gate. • RESPONSE: • With minutes to spare, the fire department’s emergency response team cut the gate open.

  27. EVENT CANCELLATION

  28. WHAT DO YOU DO IF…? A Guide to Contingency Planning CANCELLATION EXAMPLE #1 • EVENT: • 2008 Miles for Moffitt • Tampa, Florida • Submitted by Susan Meadows • CHALLENGES: • Wildfires burning in Georgia and north Florida forced cancellation of the race the day prior to the event. • RESPONSE: • Disaster plan was executed – All participants, volunteers and general public were notified by email, radio PSAs, posters, all news media outlets, and board members at the event site on race morning • Event was rescheduled four weeks later.

  29. WHAT DO YOU DO IF…? A Guide to Contingency Planning CANCELLATION EXAMPLE #2 • EVENT: • 2003 Washington DC Marathon • Washington, DC • Submitted by Beth Salinger • CHALLENGES: • Iraq war began days prior to the event. Local officials urged its cancellation “due to security issues.” • RESPONSE: • Email went out Wednesday after which the phones and inbound email were turned off. • Several hundred runners staged their own Unofficial Washington DC Marathon on the same course without public safety support or registration fees.

  30. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset.

  31. BE PREPARED.You have no idea when the shit storm will ensue.

  32. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material.

  33. 2009 CELLCOM GREEN BAY MARATHON POST-START INCLEMENT WEATHER COMMUNICATIONS FLOW STAGE 1: SEVERE WEATHER* SPOTTED “DECISION MAKING BOX” Sean RyanRace Director(at Start) Cal KrommRace Ops Mgr(in vehicle on course) Dr. ObmaMedical Director Div. Chief Dan GunnPublic Safety Director National Weather Service Water Station DirectorSarah Malooly Local Public SafetyDirectors Water StationCaptains Public Safety Officers(Field) *SEVERE WEATHER = LIGHTNING OR TORNADO

  34. Media Relations DirectorLisa Hildebrand Lead / SAGVehiclesShauna Coleman Info Tent Sports Radio 107.5 Finish Line Announcer WFRVTV-5 VIP Tent OtherMedia Lambeau 2009 CELLCOM GREEN BAY MARATHON POST-START INCLEMENT WEATHER COMMUNICATIONS FLOW STAGE 2: EVENT CANCELED “DECISION MAKING BOX” National Weather Service Sean RyanRace Director(at Start) Dr. ObmaMedical Director Cal KrommRace Ops Mgt(in vehicle on course) Div. Chief Dan GunnPublic Safety Director Bus DirectorCindi Lawler Technology DirectorJanet Process Water StationDirectorSarah Malooly Communications DirectorBonnie Cayemberg LocalPublic SafetyDirectors Medical DirectorHeidi Gutschow Water Station Captains BusDrivers NetNetTechs Medical Personnel Public Safety Officers(Field) RUNNERS, VOLUNTEERS AND SPECTATORSMESSAGE: “Go to the nearest water station and wait for a shuttle to pick you up.”

  35. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race.

  36. INVOLVE ALL DEPARTMENTS.Avoid “we were neither asked nor informed.”

  37. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race. • Have constant follow up – Don’t assume everyone “GETS IT.”

  38. DUHThere’s one in every crowd.

  39. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race. • Have constant follow up – Don’t assume everyone “GETS IT.” • Have multiple fall back plans if possible (Plan B, Plan C, etc.)

  40. PLAN BA good back up plan never hurts.

  41. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race. • Have constant follow up – Don’t assume everyone “GETS IT.” • Have multiple fall back plans if possible (Plan B, Plan C, etc.) • Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it.

  42. COMMAND CENTERJust pick someplace.

  43. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race. • Have constant follow up – Don’t assume everyone “GETS IT.” • Have multiple fall back plans if possible (Plan B, Plan C, etc.) • Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it. • Timing is critical–WHEN it happens is as important as WHAT.

  44. TIMINGYou go inside BEFORE the giant wave of doom hits.

  45. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race. • Have constant follow up – Don’t assume everyone “GETS IT.” • Have multiple fall back plans if possible (Plan B, Plan C, etc.) • Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it. • Timing is critical–WHEN it happens is as important as WHAT. • Make sure all information is CREDIBLE.

  46. CREDIBLE INFORMATIONMake sure it’s objective and verifiable .

  47. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race. • Have constant follow up – Don’t assume everyone “GETS IT.” • Have multiple fall back plans if possible (Plan B, Plan C, etc.) • Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it. • Timing is critical–WHEN it happens is as important as WHAT. • Make sure all information is CREDIBLE. • A solid race day communication system/plan is essential.

  48. COMMUNICATIONS PLANFunction over fashion

  49. WHAT DO YOU DO IF…? A Guide to Contingency Planning • BEST PRACTICES FOR CONTINGENCY PLANNING • Being PREPARED is the biggest asset. • Documentation provides emphasis and reference material. • Bring all key parties to the table BEFORE the race. • Have constant follow up – Don’t assume everyone “GETS IT.” • Have multiple fall back plans if possible (Plan B, Plan C, etc.) • Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it. • Timing is critical–WHEN it happens is as important as WHAT. • Make sure all information is CREDIBLE. • A solid race day communication system/plan is essential. • Accept that you can’t anticipate EVERYTHING.

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