Keeping Safe Together - Safety Plan for 2020

GSAFE 2020 Trick or Trot Walk/Run Safety Plan
October 11, 2020

This safety plan is based on guidelines and requirements issued by Public Health Madison/Dane County and in consultation with the City of Madison Parks. We will continue to work with both agencies and our race managers at Race Day Events to revise/adapt our plans as needed. We are deeply grateful to the organizers of the Madison Gospel 5K Foundation for providing the first-out-of-the-gate blueprint for this safety plan.

Trick or Trot will begin and end at Penn Park (2101 Fisher St, Madison) and will offer an out-and-back course that will utilize the Quann Park and Wingra Creek bike paths as much as possible. The route, along with planned waves, will limit the need for participants to be in close proximity. The route also minimizes the use of city streets, reduces the need for the Madison Police Department to manage street/intersection closures, and seeks to increase the safety of participants, volunteers, and spectators.


The course will have 1 mile, 2 mile and a 3.1 mile markings, as well as clear markings instructing walkers to turn around at either the .5 mile or the 1 mile mark. 

Individuals (including children) from the same household may walk or run alongside each other at our event. Individuals who do not live in the same household will be required to maintain a 6 foot distance at all times during the walk/run.


Arrival and Start Area: 

  • Participants will be asked to arrive wearing face masks. Facemasks will be provided to participants who arrive without. 
  • Participants will arrive no earlier than 15 minutes prior to their SPECIFIC start time. If they decide to do a warm up, they will be required to do so AWAY from the course route and site. 
  • Besides staff, there will be NO MORE THAN 25 PARTICIPANTS ON THE PREMISES AT ANY GIVEN TIME. We will direct the participants to honor the 6 feet of space between participants while minimizing crowding. 
  • Upon arrival each participant will be screened and their temperatures will be checked. They will also be asked to complete and sign off on a brief health screener. Participants will be asked to stand at 6 feet intervals (marked off by tape) while waiting to be screened. 
  • After screening participants will move to a separate location to pick up their race bib and swag bag (if applicable). 
  • Participants will move to start area while wearing their face mask and bib. 
  • The start area will be positioned away from the packet pickup area between the restrooms and basketball courts. There will be cones and/or tape markings placed 6 feet apart so that the participants know where to line up. 
  • There will be a start truss and fencing at the start line. Once in the start area, there will be a staff member giving an audible signal for the participant to start at 30 second intervals. 


Course: 

● There will be directional arrows and cones to direct participants on the course. To minimize contact, the course will also be designed to be as self-explanatory as possible and will seek to have staff or volunteers only at critical points and intersections. 

● The bike paths are open to the public. Participants are advised to keep to the right, to be cautious of others, and maintain 6 feet of separation at all times. 

● Participants MUST keep to their right when possible to allow for safe passing at 6 feet of separation on the left. 

● Participants should make it known when passing by announcing they are passing left. 

● There will be up to three candy stations along the route. Instead of using buckets participants have to reach in to, we will have tables along the course route that volunteers (wearing masks and safety gloves) will place pre-made candy bags upon for participants to take as they pass by. 

● The water aid station will be located at the turn around point on Olin-Turville Court. Unopened single serving water bottles will be placed on tables for participants to take. 

● We will encourage participants to bring their own water to reduce crowding at the water station. Additionally, we will provide participants with water at the starting point if they need it to support themselves along the course. 


Finish Area: 

● After crossing the finish line, participants will directed towards an area away from the finish line where they will be offered a pre-bagged, packaged (unopened) race snack and individual bottled water. 

● Whether they take the snack/water or not, participants will be directed to IMMEDIATLEY leave the finish area. 

● If any participant is waiting for a family member, participants will be instruc


Size of Race 

On July 7th Public Health Madison & Dane County issued Order #8. We have planned our event to be in compliance with and we encourage all Trick or Trot participants, staff, and volunteers to adhere to Order #8.

Trick or Trot staff have worked with Race Day Events to create a wave-based event where no more than 15 participants will enter the run/walk route every 15 minutes. This means, for our first wave, no more than 15 individuals will be released onto the course. Participants will be released by event staff one at a time (or in small groups if from same household) in intervals of 30 seconds. 15 minutes later, our second wave will be released in the same fashion. This wave-based schedule will continue through 4:30PM, allowing most runners and walkers to complete the route by approximately 5PM. 

In order to better ensure the course has no more that 25 participants on it at any time, walkers will have a shortened route length of 1 or 2 miles, with signs and volunteers clearly instructing them to turn around at the appropriate location. Runners will have the option of running the full 3.1 course. This plan takes into consideration the different speeds of walkers and runners as well as a certain percentage of day-of race “no shows.”


Mass Gatherings Outside

A mass gathering outside is permitted with twenty-five (25) individuals or less not including employees. Individuals must maintain physical distancing. Participants are advised to be cautious of others and maintain 6 feet separation at all times. If we exceed this number, we will request that each participant must wait in their car or off the staging site until 10-15 minutes before it is their time to begin their race. 


Registration Process 

Registration will be completed all online ONLY. There will be absolutely NO MONEY EXCHANGED. 

Participants will determine in advance which "Wave" they will start their run There will be a total of up to 8 waves. Participants will receive this information on the website as well as in their email. The actual Waves and start time are provided below. Each wave will occur in 30 minute intervals and only up to 25 participants can sign up. One participant will be at the start line unless the participants live in the same household. They need to maintain 6ft distancing at all times during the run/walk. There are no exceptions unless there is an emergency. The first wave will promptly begin at 1PM. 

Participants will arrive to pick up their packets at the Registration tent in Penn Park on Saturday, October 10th between the hours of 3p-7pm or on Sunday between the hours of 11:30AM and 1PM. Participants are required to maintain 6 feet of distancing from staff and other participants. 

All swag bags will be premade in advance. Participants MUST wear a face covering when picking up their swag at the race event site. 


There will be 2 lines to check in with two tables (8 feet) between participants and staff (Staff will be wearing a mask at all times) 


When the participant is called up by staff, there will be a mark on the ground where the participant should stand. Participants are advised to be cautious of others and maintain 6 feet separation at all times. Staff will ask for participant names. Then a staff member (runner) will grab their swag bag and give it directly to the participant. Commonly used areas will be frequently wiped down. 

As each participant completes their registration, our staff will sanitize their hands and wipe down the tables.

Swag Bags 

Pre-packaged swag bags will be provided to all participants who signed up to complete the race. Swag bags will be available for pick-up for individuals who signed up for our in-person walk/run starting Friday, Oct 9th at the GSAFE office (122 E Olin Ave, Ste 100, Madison) from 2PM to 6PM, and then again on Saturday, Oct 10th at the GSAFE office from 10AM to 2PM. Day of packet pick-up begins at 11AM at Penn Park.

Virtual walk/run participants can pick up their swag bags at the same time or have their items mailed to them within three weeks of the walk/run. Virtual event participants can also pick up their swag bags at the pick up days and times list above. 

Waivers 

An additional waiver will need to be signed by every Trick or Trot staff, volunteers, and participant regarding running/walking during the COVID-19 Pandemic. GSAFE will not be held liable for the risk.

Restroom Availability 

Restrooms will be available. However, the bathroom will be frequently sanitized between and after each use. We will also provide hand sanitizer, cleansing wipes and opportunity for volunteers to frequently wash their hands. 


Participant Safety Guidelines

TO ENSURE THE SAFETY OF THE PARTICIPANTS, STAFF AND PUBLIC, ALL PARTICIPANTS MUST ADHERE TO THE FOLLOWING REQUIREMENTS: 

● Participants are required to be completely self-sufficient. There will be only one water stop. However, prepackaged refreshments will be provided by the race. 

● Participants must follow all CDC safe distancing guidelines. 

● ALL PARTICIPANTS ARE TO WEAR A FACE COVERING UNLESS THEY HAVE A MEDICAL REASON, disability or under the age of 2. If someone is not able to wear a face covering during the race, it is recommended that they wear a face covering before and afterwards. 

● All participants, on race day, will be given a mask provided by Trick or Trot. 

● Participants must be in good health and symptom free from any illness for at least 2 weeks prior to the event. 

● If someone was called by a contact tracer and told that they were in close contact with someone who was positive and that they need to be quarantined, they CANNOT ATTEND the race if they are still within their 14 day quarantine period. 

● After picking up their bib number and upon approaching the start line, participants are required to start immediately on the staff member’s audible cue. Participants will not be allowed to congregate or conduct any race preparation (warm-ups, stretching, adjusting or changing apparel, etc.) in the start area. 

● Participants MUST approach the start line ready to run. 

● It is required that everyone maintains 6ft distancing at all times. Passing someone during the race is NOT an exception. When passing, participants being passed should always remain on the far right side of the path. Participants passing on the course must adhere to “no drafting” rules which include being no closer than 10 feet behind or in front of or 6 feet beside other competitors whenever possible. Participants may pass only when it is safe and clear of others. Before passing, participants must be sure they can safely remain 10 feet behind and then 10 feet in front of the participant being overtaken before merging back to the right-hand side of the pathway. The slower runner must give way to the faster runner. 

● Participants ONLY event. Spectators are not allowed to join the participants during the race. Please DO NOT promote any spectators to join you on course or at the start and finish. 

● Upon completing the race and crossing the finish line, participants must continue moving towards the exit of the finish area. Participants are required to leave the finish area and PROCEED IMMEDIATELY AWAY FROM THE EVENT as soon as they complete the race. NO CONGREGATING of any type will be permitted either before, during, or after the event. 

● FAILURE TO ADHERE TO ANY OF THE STATED RACE REQUIREMENTS WILL RESULT IN THE PARTICIPANT BEING ESCORTED OFF THE RACE SITE. IF REQUIRED, LAW ENFORCEMENT WILL BE INVOLVED. 


Trick or Trot Staff and Volunteer Guidelines 

TO HELP ENSURE THE SAFETY OF THE PARTICIPANTS, STAFF AND PUBLIC, ALL TRICK OR TROT STAFF & VOLUNTEERS WILL ADHERE TO THE FOLLOWING REQUIREMENTS: 

● All volunteers are to arrive no sooner than 15 minutes before the designated start time listed on our Trick or Trot volunteer sign up form 

● All Trick or Trot staff and volunteers will wear face coverings. 

● All Trick or Trot staff and volunteers will be screened. If someone was called by a contact tracer and told that they were in close contact with someone who was positive and that they need to be quarantined, they CANNOT VOLUNTEER in the race if they are still within their 14 day quarantine period. 

● Hand sanitizers will be provided and available at Registration, Start/Finish line, water and candy stations, and refreshment table. 

● Two separate check in tents will be used to allow for swag bag pick up and spacing. 

● Registration is ONLY available online and the only exchanging of goods will be for participants to pick up their swag bags, water, pre-made candy bags, post race and post-race snack bags and water. 

● All surfaces will be wiped down with sanitizer between participants. 

● 6 FEET OF SEPARATION WILL BE MAINTAINED BY ALL STAFF AT ALL TIMES and will be required by participants at Packet Pickup and strongly encouraged on the run/walk. 

● Timed starts of 1-2 participants per minute per 7 min window will prevent large groups from being on the course at one time. 

● There will be restrooms available. Restrooms will be closely monitored and frequently cleaned between usages. 

● There will be one water station. Additionally, there will be up to three candy stations as well as post-race refreshment table with prepackaged food in separate but individualized bags. 

● There will be separate Start and Finish Areas. 

● Bib Pickup, Parking, Start and Finish are all spaced out to limit crossover of participants. 

● The course is designed so that there will be a limited route of two-way traffic. 


General Guidelines 

Volunteers must register for a specific category ahead of time

● Please check your email before attending Trick or Trot to review the most up-to-date Volunteer Guidelines before the event. 

● Please plan to arrive at least 15-30 minutes early to your assigned location. 

● Walk-ups will not be accepted and you must be at least 16 years of age to volunteer. 

● Please try to limit your personal items. We will not be able to provide a bag check but a small backpack will be permitted for you to wear. GSAFE is not responsible for any lost or stolen personal items. 

● If you need to cancel, please contact: info@gsafewi.org or (608) 235-5467. 

Additional Guidelines due to COVID-19 (Prior to Event) 

● Please follow us on social media and check your email before the event to receive the most up-to-date information and volunteer guidelines

● Take care of yourself prior to the Race Day so you are healthy to participate and volunteer. Here are some tips: 

○ Stay home when you are sick, except to get medical care. 

○ Cover your coughs and sneezes with a tissue, then throw the tissue in the trash. 

○ Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing. If soap and water are not available, use hand sanitizer that contains at least 60% alcohol. 

○ Avoid touching your eyes, nose, and mouth with unwashed hands. 

○ Clean frequently touched surfaces and objects per use.


Additional Guidelines due to COVID-19 (Race Day) 

● Once you have arrived at your designated volunteer location, a volunteer leader will again discuss the most up-to-date guidelines to ensure everyone’s safety. 

● Please plan to wear a face covering/mask during your shift. If you do not have a mask, we will provide you with one. 

● You will also be asked to follow the below guidelines to help us keep our participants and volunteers safe during our event. 


Additional Steps to Educate and Decrease the Spread of COVID-19 


We will: 

● Post CDC and Forward Dane promotional material to help educate and decrease the spread of COVID-19. 

● Display signs (physical and electronic) prior to and throughout the event to ensure the safety of our volunteers and participants. Handshakes and “high-fives” are often exchanged at meetings and sporting events, and these can be ways in which COVID-19 can be transmitted from person to person. We will provide promotional material to discourage these actions during the gathering. 

● Provide COVID-19 prevention supplies to event staff and participants. ○ Including: hand sanitizer that contains at least 60% alcohol, tissues, trash baskets, disposable facemasks, and cleaners and disinfectants. 

● Clean frequently touched surfaces and objects with detergent and water prior to disinfection, especially surfaces that are visibly dirty. 

● Plan for staff absences. Event staff need to stay home when they are sick, or they may need to stay home to care for a sick household member or care for their children in the event of school dismissals. 

● Consider alternatives for event staff and participants who are at increased risk for complications from COVID-19. 

● Promote messages that discourage people who are sick from attending events. 

● Identify a space that can be used to isolate staff or participants who become ill at the event. 

○ If any staff member or participant becomes sick at our event, we will separate them from others as soon as possible and help them leave the event and get the care that they need. 

○ We will work with the local public health department and nearby hospitals to care for those who become sick. If needed, contact emergency services for those who need emergency care. 

○ If you become sick: Public transportation, shared rides, and taxis should be avoided and disposable facemasks should be worn by persons who are sick at all times when in a vehicle. 

● Work closely with local public health officials to assess local capacities in the area. During a COVID-19 outbreak, resource limitations among local healthcare systems and/or law enforcement can influence the decision to postpone or cancel our event. If possible, we will plan alternative ways for participants to enjoy the events virtually. 

● Stay informed about the local COVID-19 situation by following the guidelines and recommendations put forth by the CDC and Forward Dane. 

● Update and distribute timely and accurate emergency communication information. 

○ Identify everyone in your chain of communication (for example, event staff, participants, suppliers, vendors, and key community partners and stakeholders) and establish systems for sharing information with them. 

○ Maintain up-to-date contact information for everyone in the chain of communication. 

○ Identify platforms, such as a hotline, automated text messaging, and a website to help disseminate information. Update key community partners and stakeholders regularly. 

○ Share information about how you and the emergency operations coordinator or venue planning team are responding to the outbreak. 


These recommendations and guidelines have been adopted from the Centers for Disease Control Prevention, Forward Dane, and Industry Leaders.

 

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