Covid 19 Risk Assesment and Guidelines

Both The Government and British Cycling have given Event Organisers permission to run Non Competitive Cycling Events from 5 September 2020 onwards 

We are working hard to re arrange our normal Sportive s to a different format so all involved are as safe from infection as possible 

This is a work in progress – but our Covid 19 Risk assessment is as follows – this will be amended as we progress –


Top Dog Events – Covid 19 Risk Assessment – Produced by – Chris Packman – on – 5 August 2020

*The hazard / risk is that event participants / event helpers / general public risk becoming seriously ill due to the transmission of the Covid 19 virus during our cycling events or the event needs to be cancelled due to local outbreaks / restrictions*


PRE RIDE

Hazard

Participants being in close contact with other riders and event helpers @ registration area

Control Measures

  • Have online entries only
  • Close online entry 1 x week before event
  • Post 1 x event rider number to each participant along with a starting time slot between 0900 and 1030
  • No on the day entries / cash handling or registration area

Hazard

Having a large number of cyclists and event support vehicles on remote roads and passing through villages / communities

Control Measures

  • Cancel all “short” 30-mile sportive s
  • Focus all event support and resources on 1 x “long” event
  • Have a limit of 270 x participants per event
  • Give each entrant a starting time slot between 0900 and 1030
  • Avoid stopping in any built-up area the event passes through

Hazard

Having to cancel an event at short notice due to a local or national Covid 19 outbreak or lock down

Control measures

  • Have S I Entries keep all entry fees paid until the week after event (looked into Event Cancellation Insurance but don t cover Covid issues !!)
  • Offer a place in future event or full refund if event has to be cancelled
  • Be prepared to refund every entry fee minus S I Entries admin fee of 3%

Hazard

Event attracting riders from different areas – some of whom may have the disease

Control Measures

  • Encourage anyone – rider – supporters – event helpers to stay away if they feel unwell

Hazard

Having to trace event participants if there is a Covid outbreak among riders or in the area

Control Measures

  • We have full contact details of every single participant who enters online – with the details stored on S I Entries event database

EVENT CAR PARKING

Hazard

Participants mixing with 3-1-5 Health Club members and other riders

Control Measures

  • Use separate designated car parks at the club
  • Event will use right hand car park – members will use front of club car park
  • Issue every rider with a time to arrive at the car park between 0845 and 1015
  • Park vehicles in every other space – 2m + apart
  • Use toilets just inside the club entrance – to keep riders out of the club (could hire and use portaloos – but they won’t be cleaned as well or often as club toilets)
  • All riders will get changed on car park – put number on bikes ect and head down to start area ready to go

STARTING AREA

Hazards

Riders congregating close to each other and event helpers

Control measures

  • Have HQ tent and desk in the start area – keep out of club building
  • Display “stay 1 x metre apart” signs in start area
  • Limit riders waiting to start to 24 x pax (4x waves of 6 riders)

Hazard

Having large groups of riders on roads and built up areas

Control Measures

  • Have 45 x starting time slots between 0900 and 1030
  • Start riders in groups of 6 – every 2 x minutes
  • Maximum no of riders = 45 x 6 = 270
  • Record every riders event number and start time as they set off (check these off against entry list once event underway)

Hazard

Protecting event helpers

Control Measures

  • Issue all helpers with gloves / face mask / hand sanitiser
  • Brief all helpers on the layout / operation of the start area and procedure

FEED STATION

Hazard

Having many riders together @ feed station

Control Measures

  • Have 1 x feed station @ midway point – away from built up areas
  • Have tables well spread out – 1 x food and 1 x drinks under 2 x separate Gazebos
  • Have a large open area where riders can stand apart from each other – 1 m +
  • Have bike stands to hang bikes so riders can walk around without any tripping over bikes on floor hazard

Hazard

Protecting event helpers from infection

Control measures

  • Issue helpers with gloves – hand sanitiser and face masks
  • Brief them on the risks and the plan to set up and run the feed station safely

Hazard

Protecting riders from infection

Control Measures

  • Issue guidance for feed station protocol in the event guidelines sent out to every rider prior to the event
  • Put signs about social distancing on each Gazebo and bike rack
  • Have bike racks to hang bikes and walk around (help maintain 1m + distancing)
  • Have hand sanitiser near and on each of the separate food and drink areas
  • Use individually pre-wrapped food items – laid out on tables for riders to help themselves to
  • Have 1 x helper to pour juice into rider’s water bottles (so no one else touches the juice bottles)
  • Have no cups – riders drinks from their own water bottle only
  • Have a supply of bottled water for riders to use to fill their water bottles from (no touching taps on usual 20 litre containers)
  • Have bin bag lined dustbins near the tables for discarded packaging and empty bottles (helpers tie these up without touching rubbish inside and dispose of bags in 3-1-5 Health Clubs commercial waste skips)

BROOM WAGONS

Hazards

Assisting with mechanical s / carrying riders and bikes in vehicles back to Lancaster

Control Measures

  • Issue all helpers with hand sanitiser – face masks and gloves
  • Face masks and gloves to be worn if dealing with a rider out on the event or loading their bike onto the vehicle
  • Issue a face mask to the rider (s) being assisted and ask them to sit in the rear of the vehicle
  • Open all windows if practical
  • Clean inside vehicle and change PPE once assistance has been given or back at 3-1-5 Health Club

FINISH AREA

Hazards

Many riders congregating after the event

Control Measures

  • Get riders to estimate how long they will take to complete this event when entering online – use this info to allocate start times – have fastest riders start early and slower riders last – to ensure staggered finishing times
  • Have everything in the finish area – HQ – Goody Bags and souvenir medal collection (we only give out medals that are bought online when entering the event)
  • Riders will cross the finish line – have their time logged by 1 x helper – help themselves to a goody bag from a table – collect a medal from 1 x helper if pre purchased – return to 3-1-5 car park – get changed – stow bike and go home

Hazard

Keeping event helpers safe

Control Measures

  • Issue gloves – masks and hand sanitiser to all event helpers
  • Brief helpers on finish line set up and safety plans

Hazard

Keeping 3-1-5 Health Club members and staff safe

Control Measures

  • Keep event participants and club attendees in separate areas and car parks
  • Keep everything to do with the event out of the club building
  • Use only the toilets in the club entrance
  • No post ride swimming / sauna / jacuzzi / shower / changing
  • No event riders or event helpers will go into the health club main building at all during the day

Notes –    

Our usual sportive s are held @ the large 3-1-5 Gym / Leisure / Health Club on the outskirts of Lancaster – we use their large car parking area and have our event day HQ and registration inside the clubs building

Participants normally park up and come inside to register and collect their event number / enter on the day and pay cash

They then get ready and head to the starting area – across a main road around 200m from the club

Participants congregate together on the lane down to the start line

We start them off in groups of around 12 x riders every few minutes between 0930 and 1030hrs

We usually have 1 x feed station around halfway through the ride – usually in a village near public toilets – manned by 2 x helpers

On arrival back at the finish our riders get presented with a goody bag and a drink / snack

Once back at the Health club riders come inside for a chat / hot drink / snack / collect pre purchased event medal

All our participants are then welcome to have a shower / get changed / use the clubs swimming pool / sauna / jacuzzi

*None of this will happen until the Covid 19 pandemic is over – but we feel that our events can be run as safely as possible with the changes outlined above – but welcome all addition suggestions / feedback / advice*