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Emergency & Contingency Plans

USA Triathlon Sanctioned Event Logo

Races are rain or shine unless we determine that race conditions are dangerous. This will be based on a prudent decision made on race management in consultation with local safety officials. Every effort will be made to conduct the race; if the race is cancelled there will be no refunds. This position is consistent with USAT recommendations and with the protocol of sharing the risks associated with the sport of triathlon. Each athlete must accept any such risk for their entry fee paid including other amenities paid for such as t-shirts, insurance, and online administrative fees. All fees collected are used to develop and produce the event, including all race supplies. In the event of inclement weather, Acts of God, or unforeseen circumstances, we reserve the right to alter, cancel or eliminate any/all portions of the race. The following procedure will be followed:

  • The race director in consultation with local safety officials will make the final decision to delay, adjust or cancel the race.
  • The decision will be posted on the website and communicated at the race venue via the PA announcing system.
  • In the event of unsafe swim conditions the event will be changed to a duathlon. 

In the case of an emergency please dial 911. Safety personnel will be on site to attend to any emergencies before, during and after the race. Lifeguards will be monitoring the swim course and volunteers in conjunction with park ranger and other safety personnel will be monitoring the bike and run course. Volunteers will be instructed to contact 911 in the case of an emergency.


Inclement Weather Plan

In the case of rain and thunderstorms on race day we will enact the following safety measures, which will help keep athletes safe and have been developed by our safety professionals in consultation with USAT triathlon. Our goal is to do everything in our power to host a complete race. We will delay or shorten race courses if only if necessary. Cancellation is our very last resort and will only be considered after all of the following measures have been taken on race day.  

  • In the case of only rain or clear weather we will plan for an on-time starts and complete all races as planned.  
  • In the case of lightning we will delay the race starts to at least 30 minutes after the last lightning strike within the area. We will not race on course if lightning is present, but will continue to race when the lightning ceases and has moved from the area.  
  • If lightning is present during a race we will stop the race and pull athletes off the course. Athletes wishing to continue may get back on course 30 minutes after the last lightning strike. Any racer wanting to continue on to the bike or run will do so at their own risk. Racers will not be allowed to swim with lightning present. Once we are clear of lightning we will restart or continue the race.
  • In the case of prolonged lightning and storms in the area, we will start races later in the day and potentially adjust race distances by shortening them.
  • If inclement weather is predicted we may adjust race courses, race distances or eliminate segments of the race so to keep athletes safe and close to our base camp and shelter in the case of quickly approaching storms.

Cold Weather

Our race is scheduled in Ohio on January 1st. Cold weather, snow, ice, and freezing wind chills could be a part of the race day weather. Please prepare for these conditions. Dress warmly! Clothing should provide an internal layer that allows evaporation of sweat with minimal absorption, a middle layer that provides insulation, and a removable external layer that is wind and water resistant and allows for evaporation of moisture. Toes, fingers, ears, and skin should be protected the most.  Remove wet clothing as soon as practical and replace with dry, clean items. If you are doing multiple races, it is advised you have dry clothes to change into following each race. In between races please return to your cars or other designated warmer stations to get out of the cold. In the case of inclement weather, cold temperatures or excessive snow the following event changes may be made:

  1. Races may be shortened, delayed or have a time limit imposed.
  2. Aid stations may be self-service with water and sport drink.
  3. Aid stations may not play music or have decorations.
  4. As a VERY LAST RESORT the race may be cancelled and will not be rescheduled. (5) Refunds cannot be give under any circumstances.

Hot Weather 

Our race is scheduled in Ohio in July, which could mean hot weather or even potential storms. We encourage you to prepare for these potential conditions. Here are some helpful tips:

  • Hydrate Well and Fuel well in Advance: Be sure you drink plenty of fluids and eat nutrient rich foods in advance of the race.
  • Wear light clothing, a Hat and Sunscreen &: Wear apparel that’s light in color, lightweight, and has vents or mesh. Wicking fabrics are a must. Consider wearing a cap—or better yet, a visor—and sunglasses to reduce heat build-up in your head. Pre-run, apply a broad spectrum, sweat-proof sunscreen of SPF 30 or higher to all exposed skin.
  • Lower your Expectations: Accept the fact the race will likely be more difficult than anticipated. Every 5°F rise in temperature above 60°F can slow your pace by as much as 20 to 30 seconds per mile. Start slower than planned, and make getting to the finish running strong your main goal. Run by perceived effort rather than mile splits.
  • Use the Aid Stations: At the aid stations, take one cup of water to drink, and another to pour over your head. If necessary, slow and/or walk at aid stations to get enough fluids. Be sure you drink and eat as necessary throughout the race.
  • If necessary stop and walk. If you get overheated or tired, stop and walk. Use the aid stations to rest.

Should we have inclement weather or excessive heat the following event changes may be made:

  • Race courses may be altered or races may be shortened, delayed or have a time limit imposed.
  • Aid stations may be self-service with water and sport drink and may not play music or have decorations.
  • As a VERY LAST RESORT the race may be cancelled and will not be rescheduled.
  • Refunds cannot be give under any circumstances.

IN THE CASE OF A HUMAN CAUSES THREAT 

CALL 911, Then Run, Hide, or Fight

Purpose: In the case of an incident at one our events, we have prepared a simple response plan, based on recommendations created by the Department of Homeland Security and local Law Enforcement. These events often happen without warning, and can be unpredictable. We have created this plan in the event of such an incident.

You can learn more at: https://www.dhs.gov/what-to-do-bomb-threat# & https://www.dhs.gov/private-citizen

The Basics

  1. First, if you experience any type of an emergency at one of our events please first call 911. You can also alert a race official, staff member or volunteer. They will have a direct line of communication with emergency officials. We will alert the appropriate authorities and enact the appropriate response plan (detailed below).
  2. Second assess the situation, and, if able, get to safety. If you feel a threat, please first get to safety. This may include, running, hiding, ducking, laying down, going off course to shelter, or getting away from the threat. If you are in the midst of a race event, please stop racing and get to safety. Your time is not more important than your safety.
  3. Third, report into family, friends and race officials. Once you have found a safe place, and if able, please alert family, friends, and race officials. You can email, call, text us at 937-572-5018 or mick@zoomracingusa.com. We request you touch base with our staff so we know you are okay and safe.
  4. Someone will contact you about collecting your belongings. If you have to leave in the case of an emergency, we will find a way to get you all of your belongings. We will secure them until you or someone you know is able to retrieve them. We will work with local law enforcement and authorities to secure your things.

Run, Hide, Fight: The Department of Homeland Security has developed the run, hide, fight protocol. In the case of an emergency, there might not be time to enact an emergency plan. Chaos may ensue, and things move very quickly. With that in mind, Department of Homeland Security recommends you take any the following actions. Run. Hide. Fight. There is no right way to respond, and each situation is different. So, they recommend doing any or all of the following:

  • Run: Get away from the threat as soon as you can.
  • Hide: Get out of the line of sight or the vicinity of the threat. This may mean ducking, finding shelter, barricading yourself in, or using natural obstacles to hide from the threat.
  • Fight: Should the threat be imminent or should you feel called to engage the threat, you can fight. This can take many forms, but it has the goal of stopping the threat and saving additional lives.

Pocket card found at: https://www.dhs.gov/sites/default/files/publications/active_shooter_pocket_card_508.pdf

Our Emergency Protocol: In the case of an emergency, threat and/or an uncertain situation that could potentially endanger lives, we will call 911 and alert the appropriate authorities. In conjunction with local authorities, we will assess the threat and take appropriate action.

  1. In the face of a threat, we may need to stop the race. We will consult local law enforcement in this decision. In this case, a race official, staff member or law enforcement officer will inform you that the race is stopped. They may hold you on course and not allow you to proceed until the threat has been eliminated. This is for your safety. If the race is stopped or cancelled we will give you further directions on how to return to the start finish line or parking area to retrieve your things. We will additionally stop all timing, and results will reflect this. We will make a note in the results to reflect this situation. We will only post times for people who completed the entire race before the race was stopped. We will not be able to provide refunds under these circumstances; we apologize for any inconvenience this may cause.
  2. In the face of a threat, we may need to delay the race. We will consult local law enforcement in this decision. In this case, a race official, staff member or law enforcement officer will inform you that the race is delayed. They may hold you on course and not allow you to proceed until the threat has been eliminated. This is for your safety. Should the race be delayed, we may allow you to continue racing once the threat has been eliminated. This is optional. If the race is delayed, we will not be able to adjust your finishing time. Should you want your finishing time, we will make a note in the results to reflect the delay. We will not be able to provide refunds under these circumstances; we apologize for any inconvenience this may cause.
  3. We may need to cancel the race. We will consult local law enforcement in this decision. In this case, a race official, staff member or law enforcement officer will inform you that the race is cancelled. This is for your safety. Should the race be cancelled due to a serious threat we will not be able to provide refunds under these circumstances; we apologize for any inconvenience this may cause. Race cancellation is a last resort, and will only be used for your safety.