This COVID-19 Event Plan is a framework created by RunSignup, and should be edited and customized by the event to reflect the exact measures your event will take. This is NOT a complete plan and cannot be used as-is.

How to use this document:

Each state and municipality is different, and your requirements will not be identical to any other event. We have laid out a framework detailing the areas in which we see endurance events offering modifications for safety.

You should edit the entire document before submitting it. Some sections will require you to choose a modification option for your event and some will require more details specific to your event. You may also choose to remove or add entire sections.

It is recommended that you include photographs, videos, and/or diagrams to illustrate your distancing setups for packet pickup, start lines, porta-potty setup, and the finish line.

Event Summary

Include a description of your event, including:

Proposed distances and timeline for your 2021 event
Proposed total participation caps and maximum people at the site at any given time (for example: 800 total participants with 10 waves of 80 participants and 20 on-site volunteers ensuring no more than 100 people gathered at once)
History of the event
Community impact of hosting the event in 2021
- Any support for local businesses
- Encouraging health of the community
- Donations and/or fundraising for a cause
Any virtual option to accommodate participants who are not comfortable attending in person, as well as any individuals who don’t meet the COVID-protocols on race day.

Include an explanation of your commitment to safety. You may want to include:

Any articles or research that you used to determine the safety of the event.
Other events that you have hosted successfully and safely since COVID-19
Other events in the same space that you are familiar with and you can point to as an example of safe endurance events.

Registration Guidelines

Include any waiver provisions or additional agreements cited in your waiver and registration process. These may include things like:

Each runner will sign a waiver acknowledging the risk of COVID-19
Each runner will sign a guarantee that they will not show up to race if they have been exposed to COVID-19, exhibit any symptoms, or have a fever.
- Participants will be allowed to defer their registration if they are sick on race day to encourage compliance.
- Participants will have a virtual option with a longer completion window to allow participation in the event of last minute exposure or illness.
Each runner will sign an agreement to follow the social distancing requirements of the event, including:
- Maintaining a distance of at least 6’ from other people not in the participant’s household.
- Wearing a mask or other face covering at all times other than while actively participating in the event. This includes at the start line before stating, and immediately after completing the event.
- Participants will bring their own aid, including any needed food and a bottle or collapsible cup to use for water.
- Participants must carry the bottle or collapsible cup with them throughout the race.
- Participants will not linger post-race.
- Follow the direction of all on-site signage, staff, and volunteers without question.
There will be no on-site registration for the race. All registration will be done online, including pre-registration and race day registration.
- Registration will remain open on race day as long as space allows, but registration must be completed from home, before arriving on-site.

Communication Guidelines

Include all methods of communication pre-race and on race day, including things like:

Pre-race emails will include all conditions agreed-upon in the waiver
Pre-race emails will include all expected social distancing behavior
Pre-race emails will include the types of signage and markers to follow while on-site
On-site communications will be done by radio transmission, text messaging, or an app like RaceJoy.
Pre-race briefing will be available and/or required for participants to review the race day process and requirements.
Participants will be required to listen to and comply with all on-site directions from any staff or volunteers. Anyone not complying will be required to leave the premises immediately.

Packet Pickup Guidelines

This section outlines your plan for safely handing out race bibs and other swag. There are multiple options to proceed – choose and modify the best plan for your event. Examples of packet pickup plans include:

Plan A:

Packets will be mailed to participants before race day.

This option requires closing registration well in advance of the event
This option requires a clear back-up plan for anyone who’s package does not arrive on-time (I.E., limited packet pickup on-site).

Plan B:

Packet pickup at outdoor location over several days prior to the event, at an outdoor location.

Allow participants to indicate their preferred day and time window for packet pickup to ensure no crowding.
Staff/Volunteers will be spaced 6 feet apart from each other.
Signage or floor markings will indicate where participants should stand, six feet from staff/volunteers and each other
Plexiglass dividers will separate volunteers/staff from participants
Hand sanitizer must be available before reaching the pickup station, and at the exit to the station, as well as for each volunteer/staff
PPE (mask, shield and gloves) will be available to and required by all staff/volunteers
All participants must wear masks or other face coverings
Participant bibs will be dynamically assigned by the staff/volunteer to limit the need for lines and waiting.

Plan C:

On-site packet pickup on race day.

Assign participants to a specific pickup window depending on their start time. Require that participants show up within the assigned window.
Staff/Volunteers will be spaced 6 feet apart from each other.
Signage or floor markings will indicate where participants should stand, six feet from staff/volunteers and each other
Plexiglass dividers will separate volunteers/staff from participants
Hand sanitizer must be available before reaching the pickup station, and at the exit to the station, as well as for each volunteer/staff
PPE (mask, shield and gloves) will be available to and required by all staff/volunteers
All participants must wear masks or other face coverings
Participant bibs will be dynamically assigned by the staff/volunteer to limit the need for lines and waiting.
If possible, use packet pickup for bibs only to allow participants to proceed directly to the race course without returning to their car.
- Have a separate station to pickup shirts and medals after the race

Ship shirt and medal separately

Drive-up packet pickup, in which the participant stays in their car, can also be utilized to reduce touch-points.

Start Line Guidelines

This section outlines your plan for a safe and distant start line. Plans vary depending on the size and specifics of the event – discuss the models below with your timer before submitting your plan to the municipality. Plan options include:

Start by reiterating your overall numbers from the introduction, including:

Total participant cap
Number of participants starting at a time (or within a time window)
Length of time between start waves
Maximum number of people within start area at a given time (including volunteers/staff)

Plan A:

One start-time with social distancing grid (small races only). Include your own example grid, and the time it will take to get all participants across the start line and onto the course.

Flags, dots, or other markings will mark a start grid that keeps all participants 6 feet away from other runners
Each line will move up to the front as the runners ahead start
Masks/face coverings required until after crossing the start line and separating from other runners by at least 6 feet.
No spectators in the start area

Plan B:

Limited wave start with corrals. Include your own corral sizes, indicate how corrals will be assigned, and indicate how corrals will be enforced. Include the specific wave times and numbers that you are proposing. Processes will vary depending on whether or not you have timing mats at the start; timing mats are recommended for flexibility.

With timing mats at the start:
- 10 athletes will start every 2 minutes
- X amount of space will be available for participants waiting for their start time and/or participants will be required to wait in their cars until their designated start time.
- Corrals will be determined by the following method:
  - Participants will select their corrals during registration; when a corral is full, it is no longer available.

Participants will indicate their expected finish time during registration and will be assigned corrals by speed (recommended if all participants must clear a designated area before the next corral can start).
OR
Participants will fill all corral spaces as they are available (available corral spaces marked with cones/flags/dots). When the corral is full, the group will start and then the next corral will begin to fill in. (Small events only)
- Text messaging or radio transmissions will be used to alert participants to the number of spaces in the next corral.
To ensure separation of corrals, two volunteers will keep a rope in at the back of the first corral and will move forward as the first corral takes off to ensure each corral stays separate.
Masks/face coverings required until after crossing the start line and separating from other runners by at least 6 feet.
No spectators in the start area

Without timing mats at the start:
- 10 athletes will start every 2 minutes
- X amount of space will be available for participants waiting for their start time and/or participants will be required to wait in their cars until their designated start time.
- Corrals will be determined by the following method:
  - Participants will select their corrals during registration; when a corral is full, it is no longer available. Participants MUST start with their assigned start; volunteers will be available to check bibs and ensure that participants are with the correct corral.
    - Text messaging or radio transmissions will be used to alert participants of the current and next corral to start.

Participants will indicate their expected finish time during registration and will be assigned corrals by speed (recommended if all participants must clear a designated area before the next corral can start). Participants MUST start with their assigned start; volunteers will be available to check bibs and ensure that participants are with the correct corral.
- Text messaging or radio transmissions will be used to alert participants of the current and next corral to start.
To ensure separation of corrals, two volunteers will keep a rope in at the back of the first corral and will move forward as the first corral takes off to ensure each corral stays separate.
Masks/face coverings required until after crossing the start line and separating from other runners by at least 6 feet.
No spectators in the start area

Plan C:

Time Trial start with one athlete at a time. Indicate how individual starts will be assigned or monitored. Processes will vary depending on whether there are timing mats at the start; timing mats are recommended for flexibility.

With timing mats at the start:
- 1 athlete will start every 10 seconds
- To determine when each athlete starts
  - Athletes will select (or will be assigned) a general start window at registration, and will line up when the start line is empty within that window.
  - All athletes will have a large start window and will start whenever the start line is open.
    - Text messaging and or radio transmissions will be used to alert participants of an available start line or overcrowding.
  - Masks/face coverings required until after crossing the start line and separating from other runners by at least 6 feet.
  - No spectators in the start area
- Without timing mats at the start:
  - 1 athlete every 10 seconds
  - Start order will be assigned ahead of time (recommended to assign numerically in order of start)
    - Participants MUST start in their assigned order
    - Additional volunteers required to ensure that the correct participant starts at each time
  - Masks/face coverings required until after crossing the start line and separating from other runners by at least 6 feet.
  - No spectators in the start area

Plan D:

Open Start/Finish with participants starting whenever they want/start line is open within a period of several hours. Indicate how you will prevent a mass start at the beginning or end of the start window.

Start window will be X hours, with an estimated X number of participants starting over the course of an hour.
X amount of space will be available for participants to wait in a socially distanced manor, and/or cars will be accessible for waiting.
Volunteers/staff will monitor the start line area and require participants to return to their car or safe waiting area if too many participants are attempting to start at once.
Radio transmitter and/or text messaging will be used to communicate when the start line is empty.
Participants may only start with members of their immediate household
Start window has X amount of flexibility to accommodate a situation in which too many participants show up at the end of the window.
Timing mats are recommended at the start; without timing mats, additional volunteers are required to confirm the start time of each individual participant.
Masks/face coverings required until after crossing the start line and separating from other runners by at least 6 feet.
No spectators in the start area

Plan E:

Multi-Day Open Start/Finish with multiple start windows spread out across multiple days. Indicate whether participants will pre-select their day or show up on any day, and how you will prevent a mass start if participants show up at the same time.

Start window will be X hours, with an estimated X number of participants starting over the course of an hour.
X amount of space will be available for participants to wait in a socially distanced manor, and/or cars will be accessible for waiting.
Participants will either:
- Be allowed to start on any day/time within the start window

Will select their start day during registration, but can start at any specific time on that day.

Volunteers/staff will monitor the start line area and require participants to return to their car or safe waiting area if too many participants are attempting to start at once.
Radio transmitter and/or text messaging will be used to communicate when the start line is empty.
Participants may only start with members of their immediate household
Start window has X amount of flexibility to accommodate a situation in which too many participants show up at the end of the window.
Timing mats are recommended at the start; without timing mats, additional volunteers are required to confirm the start time of each individual participant.
Masks/face coverings required until after crossing the start line and separating from other runners by at least 6 feet.
No spectators in the start area

Runner Support Guidelines

This section outlines your plan for a safe runner aid (food and beverage) and safe porta-potty usage. Indicate your expected number of participants at any given station, as well as any volunteer touch-points. If not providing aid, indicate how you will ensure that participants are hydrated to prevent other types of medical issues.

Porta-Potty Guidelines

Indicate the exact number of porta-potties expected, and how you will keep them sanitized. Types of information include:

X number of porta-potties will be on-site, spaced with X number of feet between them and no more than 4 porta-potties in a pod.
- This will be X number of participants per porta-potty, or X number of participants per porta-potty at each wave start.
Ground will be marked outside each porta-potty with dots/flags/cones to keep line socially distanced.
Hand washing stations will be provided, with soap and signage reminding participants to use it.
Hand sanitizer will be available in each porta-potty as well as outside each porta-potty.
Volunteer/staff will be on-site at all times to monitor sanitation of each porta-potty and restock as needed.

Aid Station Guidelines

Indicate the level of support you will provide, and any safety measures required because of the reduced aid. Strategies for handling aid include:

Plan A:

Reduced aid with limited touch points. Indicate how many aid stations you will have and how many volunteers/staff will be required at each.

Water will be available in cups at aid stations, set far enough apart for each runner to grab their cup without touching another cup.
- Volunteers/staff will prep each cup while wearing gloves and masks.
- Volunteers/staff will move the filled cups to the table for pickup one at a time.
- Participants are encouraged to carry hydration packs or bottle and use their cups to refill their personal hydration to limit the number of aid stations they stop at.
- Participants must throw their cups in the trash following use
Participants must move through the aid area promptly. If they cannot, participant must put on a mask/face covering.
Nutrition (gels, etc.) will be pre-packaged and set out by volunteers so that participants can grab their own without touching other packages.

Plan B

Hydration aid with no touch points. Indicate the mechanics of your water dispenser and any volunteer needs to operate the station.

Water and/or other hydration options will be provided.
Aid stations will have self-serve, foot-pedal water jugs for participants to refill personal hydration devices/water bottles.
- For longer distances or hot weather, require participants to carry hydration devices and make sure signage and volunteers remind runners of the policy before they start running.
- Staff/volunteer will be on-site to monitor the station, remind runners to distance if waiting, and troubleshoot any issues with the water jugs.
- Staff/volunteer will have access to bottled water as backup if the water jug fails.
No food available at stations; participants will be reminded to bring their own.

Plan C:

No aid. Indicate how you will communicate the policy with participants and ensure their safety.

All food and hydration is BYO and participants should arrive on-site with everything they need for the race.
Pre-race communications will remind participants of this policy, as well as volunteers a packet pickup and signage and staff/volunteers on-site on race day.
For longer distances or hot weather, require participants to carry hydration devices of an appropriate size and make sure signage and volunteers remind runners of the policy before they start running.

Course Guidelines

Use this section to describe how long the course will need to be open to accommodate the extended start time, how runners will be spaced on course, and any other safety considerations specific to COVID-protocols. Points of note include:

The course is expected to be open from x time to x time to allow all runners to finish.
If the race begins or ends in the dark, the course will be lit by X auxiliary lighting or participants will be required to bring their own light source (I.E., a headlamp).
There are X number of feet (side-to-side) on course, allowing participants to pass with X amount of distance.
Participants must put on a mask/face covering if they can not stay distanced on course, unless doing so is unsafe.
Participants may not run 2 or 3 people across because it blocks others from passing safely.
Volunteers on-course will be limited to a lead bike, sweeper, and a single volunteer at key/easy to miss turns.
Indicate any additional course marking that will be used to reduce reliance on volunteers.
Participants will be encouraged to use the RaceJoy tracking app as backup for course markings.
- For difficult to follow courses or ones that are open for an extended period of time, participants are required to use RaceJoy for the off-course alerts.
If the course has any out-and back section, indicate the distance between sides and whether participants will need to wear masks on that section to ensure distance.

Finish Area Guidelines

Indicate what you will do to prevent mingling at the finish line and get participants off-site promptly. These actions include:

At the Finish

Keep the finish area as separate from the start area as possible to minimize crowding.
Participants are required to put on their mask/face covering immediately after crossing the finish line. Have additional masks available for any participants that dropped/lost their mask.
Mark a finish chut of at least 50’ before setting up any aid stations or medal pickup to encourage movement away from the finish area.
Set up X number of stations for participants as they leave the finish area (2-4 depending on number of participants finishing)
Any food/hydration will be pre-packaged and setup by a volunteer/staff member with gloves for the participant to grab.
- Each station will have hand sanitizer for the participant and volunteer/staff
- Medals and/or any shirts still remaining for pickup will be organized and set out for speedy handout, with ample spacing for pickup.
- Signage on-site will remind participants to leave promptly, with volunteers/staff reiterating the message to anyone lingering.
No spectators are the finish area
- Use RaceJoy or other tracking option so supporters know when their participant is done.
- Participants getting picked up should meet their supporters in the parking area rather than at the finish line.

Awards

Indicate your plan for handing out awards safely. Options include:

Plan A:

Awards handed out at the finish. (Only if all participants start at the same time)

Have awards set up at the finish line, and hand them out to participants in the order that they come in (by age/gender group as appropriate.

Plan B:

Host awards as soon as feasible after conclusion of the race.

Maintain a safe area for participants to wait with ample distance, or require them to wait in their cars. Encourage waiting only if they may have won an award.
Use radio transmission, text messaging, or RaceJoy to alert participants when it is time for awards.
Mark proper spacing area around the awards setup.
Have awards set out on a table and allow each winner to take the award as their name is called.
Encourage prompt departure after awards.

Plan C:

Host awards virtually.

Encourage prompt departure of all participants
Use social media, zoom, or another technology to host an awards ceremony virtually
- Mail awards

Offer easy/socially-distant pickup

Have all awards be items that can be used virtually, such as a gift card for an online shop.

Plan D:

Eliminate awards.

Volunteer Management

Use this section to indicate what measures you will take to both keep your volunteers and staff safe, and to ensure your volunteers and staff keep your participants safe. This includes measures like:

Masks will be required of all volunteers and staff
Hand sanitizer and gloves will be available to all volunteers and staff at all times
Back-up volunteers will be available for any volunteer who is unable to attend due to COVID-19 exposure or any symptoms of COVID-19 (including but not limited to a fever).
- Back-up volunteers will be available on race day, but will not show up unless contacted by a volunteer manager.
All volunteers and staff will be required to attend a pre-race virtual training to review COVID-19 protocols and the measures implemented to keep participants safe.

Additional Sections

Your race may require additional sections, including but not limited to:

On-site medical plan
Any health checks such as temperature checks or medical apps used to confirm the health of attendees.
Adaptations to be made depending on the positivity levels of the area
Travel and/or residency requirements

Covid-19 Event Plan Framework

Event Summary

Registration Guidelines

Communication Guidelines

Packet Pickup Guidelines

Start Line Guidelines

Runner Support Guidelines

Course Guidelines

Finish Area Guidelines

Volunteer Management

Additional Sections