Covid 19 Policy

Covid 19 Policy

XNRG's Covid 19 Policy

Our current stance, based on the available UK Government guidance and our own preparations for the Druid's Challenge on the 7th and 8th of November 2020
(Updated 12 October 2020)

In short:

  • We're taking steps to make our forthcoming events as safe as possible under the current guidance. If you enter an event, we'll be keeping you informed by email and on this website so you know how to prepare, and what to expect from us
  • Do not attend an event if you or someone in your household has symptoms of coronavirus, is self-isolating or is required to be in quarantine following a trip abroad

Before you arrive:
  

  • Please bring your own hand sanitiser to our events, and carry it with you, along with a face covering or mask. We'll also have hand sanitising stations available
  • Registration won't be available on the day. Instead, we'll have a small info desk to answer any questions at the starting venue
  • Arrive ‘run ready’ – whilst there are changing rooms on site, we are keen to minimise time and numbers indoors
  • We will be operating a limited minibus shuttle service to and from the local train station at Princes Risborough only. You must wear a face covering to use this service. Facilities are limited on site with limited indoor space so don’t be too early for your start time.

On the day: 

  • We will check your temperature before allowing you onto the event site and then issuing you a wristband and a timing tag
  • You will probably see many old running friends at the event – remember to keep your distance!
  • You will be required to wear a face covering when indoors – so remember to pack one!
  • Bag drop will be available (at your own risk) but we'd encourage leaving bags in cars or with supporters where possible
  • Pre and post-race refreshments will be available, but will be limited to hot drinks (and individually packaged cake at the finish).
  • We will have check points with individually packaged snacks, but it will be limited and not our usual buffet! We recommend you carry additional food
  • Bring your own cup for drinks at check points
  • There won't be a start line briefing - you'll be sent one to watch before you arrive
  • Medical support will be on site and available throughout the event

Our Covid-19 event harm reduction measures - full policy

We take safety seriously at our events, and the information below is taken from our Standard Operating Procedures document.

Responsible staff member: Event Director

Preparation (what we'll do before an event):

  • The Event Director will appoint a member of the event crew as a ‘COVID-19 Officer’, responsible for pre-event risk assessment and during event adherence with the procedures outlined here
  • A venue assessment to determine suitability to host the event under the procedures outlined below
  • A route assessment to determine suitability to host the event under the procedures outlined below
  • Participants to be informed of the procedures and practice in place for the event (by website information, emails and social media)
  • Contractors, staff and volunteers to be informed of the procedures and practice in place for the event (by the Event Director or his/her nominee)
  • A suitably trained and equipped medic/medical team will be on site
  • First aid kit, sufficient PPE and cleaning materials to be available on site
  • Event medical team to inform the local ambulance service of the event and their contact details

NOTE: These procedures are based on UK Government advice at the time of the event regarding minimising the risk of spreading and catching coronavirus.

It is our intention that our procedures support a hygenic environment, with appropriate social distancing and minimising physical contact between people, materials and structures.

Pre-event information about Covid-19 (how we'll keep you informed before you arrive):

  • Information will be made available to participants via the website, and through direct communication, of the measures we are taking at events to minimise the risk of spreading and catching coronavirus. 
  • Participants will be reminded not to attend an event if they or someone in their household have symptoms of coronavirus, is self- isolating or is required to be in quarantine following a trip abroad 
  • Participants and crew will be told to bring and carry their own bottle of hand sanitiser and to carry a face covering or mask at all times.
  • Pre event information will include a warning that failing to comply with our harm reduction measures may result in a person being required to leave the event.

Race numbers

We are not issuing race numbers at this event, this will reduce the need for queues.

Venues

  • The event risk assessment will determine what additional measures are required to meet the minimum standard, such as one-way routes, tape marking to highlight distance, signs, limiting numbers in buildings, etc, taking into account the latest Government advice
  • Participants and crew will be required to wear a face covering whilst indoors
  • The venue management will confirm what cleaning measures have been implemented prior to site hire
  • Signs will be displayed to remind everyone of the need to socially distance and use the hand sanitising materials available
  • ‘Hand sanitiser stations’ will be present for participants' use
  • The designated ‘Covid-19’ officer in our crew will mark the sign/venue as necessary to assist in social distancing, e.g. lines in front of any desks to enforce social distancing while queuing
  • A suitably trained and equipped medic/medical team will be on site
  • The Covid-19 officer will confirm the measures on the day are in accordance with the risk assessment and monitor that they are being adhered to by everyone there
  • The Covid-19 officer will draw on the advice of the medical team as necessary to achieve as safe an environment as possible.

Minibus shuttles

Minibus shuttles will operate with a limited capacity of driver plus 4 passengers, to and from Princes Risborough Station, starting at 07.15. Everyone on board will wear a face covering. Shelter is limited at the event HQ, so participants should not arrive too early for their start.

Car parking

The event car park is on site at Princes Risborough School, Merton Road (post code HP27 0DR), which opens at 07.00 – but participants should not come onto the event start location until 07.30. This location should also be used for participants being dropped off by taxi or by friends and then follow the signs to the Sports Hall.

Friends and Family

We ask competitors to assist us in keeping the event as safe as possible by limiting the numbers of friends and family that come onto the event site.

Arriving at the event

  • A common symptom of coronavirus is having a temperature above 37.8oC. Crew and participants will be directed through a screening point for a temperature check. Anyone with a temperature of 37.5oC or above will be taken aside for further investigation before being allowed to enter. Anyone with a temperature of 38oC or above will be refused entry - and anyone who has travelled to the event with that person will be reviewed
  • If the temperature check is satisfactory participants (and crew) will be issued with a wrist band, with their entry number written on it. 
  • The timing company will issue competitors with a timing tag on presentation of their wristband.
  • Hand sanitiser stations will be found across the site, including at the entrance, for everyone to regularly clean their hands.

PPE for our crew

Gloves, face coverings and hand sanitiser will be available on site for all crew. On arrival, crew will be:

  • Subjected to a temperature check by the medical team
  • Issued with a wristband
  • Issued with gloves that should be worn when handling food, and on other occasions as necessary (wearing gloves all the time can lead to poor hand hygiene, meaning any ‘infection’ can be passed from item to item)
  • Issued with hand sanitiser for their crew role eg check point
  • Crew may share vehicles to reach check points, and face coverings should be worn when doing so.

Information desk

There won’t be any registration on the day. An information desk will be staffed for any queries.

Bag drop

Participants are encouraged to leave bags in their vehicles. A limited area will be allocated for bag drop (at the participants own risk).

Toilets and changing

Facilities on site are limited. There are toilets along with limited changing areas, so we encourage participants to arrive ‘run ready’.

  • Toilets and corridors will be monitored for compliance with social distancing
  • Users will be required to wear face coverings 
  • Follow the one way system
  • Users must sanitise their hands before entering the building
  • Toilets will be cleaned with anti-bacterial cleaning materials after the start, before participants return.

Pre and post race refreshments

  • Water barrels will be available for participants to fill bottles – after sanitising their hands
  • A post race cafe will also be available serving hot drinks and cake (individually packaged in paper bags)

Briefing

There will not be a briefing on the day, instead participants will have access to an online briefing before the event.

Start times

From 08.00. Information about the start procedure to be adopted on the day will be added here when details are confirmed.

The route

The route will be reviewed pre-event and assessed whether there are pinch points that compromise social distancing, particularly where walkers, etc may be encountered. Options include deploying a marshal deployment to ensure distancing or amending the route.

The route is shared with other path users and participants will be reminded to run in single file, remembering to give people space.

Check points

Crew will be present at checkpoints to monitor and assist participants, without offering ‘hands on’ support, and:

  • Participants (including crew) must maintain social distancing at the check point
  • A queue system may have to be adopted if busy
  • Participants must use hand sanitiser before touching anything at a check point
  • Participants will be directed to a table with a water cannister and limited snacks
  • Participants will refill their own bottles
  • No cups will be used – participants must bring their own
  • There will be individually packaged snacks, but it will be limited and not the usual buffet. Participants will be advised to carry additional food

Medical aid

Separate SOPs outline action required in medical incidents. Where a person is at risk of harm and requires medical assistance, social distancing may be compromised to deliver it.

Recovery from the course

Any person withdrawing should be recovered in a minibus where possible, as such vehicles afford greater opportunities to maintain an appropriate distance
If a participant is withdrawing due to injury, the advice of the medical director should be sought as to the most appropriate form of transport

At the finish

  • No shaking hands of finishers
  • Medals put on a table for finishers to help themselves
  • Hand in timing tag
  • Collect T shirts

Trophies and prizes

To reduce numbers gathered on site, there will not be a prizegiving ceremony, and any trophies and prizes will be posted out to recipients after the event.

Post event

Any participant or crewmember who falls ill with coronavirus shortly after the event should notify XNRG. Details of persons present at the event may be passed to the NHS ‘Test and Trace Service’ 

Got a question? Email us on info@xnrg.co.uk