28 Sep 20 by James Elson

2020 SDW100 Additional Information/ Guidelines

The 2020 South Downs Way 100 is scheduled to take place over the weekend of 7th-8th November. Whilst continuing to monitor all possible information, our intention is to organise this race and to do so in the safest possible manner. We have looked extensively at every single aspect of event weekend and the plan below goes as far as possible to reduce risk of transmission as possible.

Ultimately the event can be conducted safely, within government guidelines, almost entirely outdoors and with social distancing possible at all stages. All staff and volunteers will be provided with full PPE. This will be our sixth covid secure event of 2020 and we have a set of protocols that are both safe and sustainable. 

Things that can remain close to or the same as a ‘regular’ SDW100 (this is our ninth edition of the race):

  • Start and Finish
  • Regular frequent check points
  • Medical support
  • Number of volunteers
  • Number of staff
  • Timing system
  • Course Marking
  • Course Sweeping
  • Crew and Pacer Support and Access 
  • Overall timings and cut offs
  • UK Athletics Race Permit
  • Full Insurance

We must accept that for the time being, racing in the traditional sense with a mass start and regular aid stations is not going to be possible - UKA permit guidelines dictate that mass starts are not permitted. But with the following adaptations to our regular event weekend, we can mitigate for the risks concerned whilst delivering a great race weekend with as much of the traditional framework maintained as possible. Long distance trail races are by their very nature, largely self supported endeavours travelled solo or in a pair at relatively slow speeds (average between 3.4 and 4mph). Therefore many of the traditional ‘issues’ of mass participation or road events are completely removed.

Ultimately the safest way for a runner to take part in this event, is to arrive at the start line ready to run with their bib on which has been posted out to them in advance, having been dropped off by a member of their household. To run the course with their full mandatory kit and a supply of water and race nutrition on their person, topping up from the crew person(s) at all the crew access points. To complete the course, collect their awards and to travel home with their crew.

But of course we are still able to cater for the runner who is alone and needs support from us as organisers.

We expect approximately 350 starters and for there to be approximately 250 finishers.

The following articles are where the 2020 SDW100 has additional or adapted protocols specifically to reduce the risk of transmission. All must be adhered to and should be looked at as an extension of the regular race rules. All of the usual race information applies, these items are in addition to that information:

Two overriding principals apply:

Social distancing along government guidelines is mandatory and entirely possible at every stage of event weekend. Runners, volunteers, crews, staff and pacers should all maintain social distancing at all times.

Gatherings of runners/ volunteers or any groups should be kept to a minimum.

PRE RACE

If any runner, crew, pacer, volunteer or staff member has had any symptoms related to COVID-19 in the 14 days prior to race day then they must not attend the event.

Runners are limited to a maximum of 2 crew people and/or 2 vehicles at any one time on course. Eg. Runner may have two members from their household/ bubble in one vehicle, or two separate crew people each driving one vehicle each.

Runners must provide in advance of race day the name, email address and phone number of any person who is either crewing or pacing during the event - such that if an infection is reported post race, we can hear from them or contact them immediately depending on circumstances.

Spectators are not to attend the race ANYWHERE on course.

Runners must ensure their medical details and postal address are up to date on the race director registration system.

RACE REGISTRATION

Runners WILL still need to register on race day itself. All bib numbers with timing chips attached will be posted out prior to the race, however we will be providing you with a tracker at registration. This will be fixed to your bag by a volunteer in full PPE and must be handed back at the finish of the race.

Registration will still be available at Matterley Bowl for bag drop, toilets and emergency bib collection (if a runner forgets or did not receive his or her bib). Runners must attend registration for the minimum amount of time possible, and should make plans to move directly from there to the start to begin their race. Changing and showers are not available.  This will be open from 0445 - 0800 on race morning.

Camping is still available from 1600 on Friday. Nothing else will be open on Friday, just camping. All tracker collection and bag drop off will be on Saturday only.

There will be no kit check prior to the start, runners must have all mandatory equipment  on you at all times as per the normal race rules. Random kit checks will be carried out on course as usual by staff in full PPE.

Bag drop: Queue for bag drop (finish and checkpoint drop bags) will be socially distanced and marshalled. Bags must be pre-labelled prior to arrival. Bags will be handled by volunteer or staff in PPE but bags will be placed against other bags and therefore runners should sanitise hands before and after collection.

Toilets: Will be kept clean and sanitised

There will be no ‘in person’ Race Briefing, The briefing will be recorded via video and the link shared 72 hours prior to the start.

Start: There will be a rolling start. Runners may start any time between 0500 and 0800. If runners miss the 0800 start they may not start the race. Runners may not start before 0500 as the timing system will not be set up before then.

Runners may start whenever they wish between 0500 and 0800 but we ask you to be as honest with your projected finish time as you can be and aim for the following approximate starting windows:

  • 27-30hr: 0715-0800
  • 24-27hr: 0630-0715
  • 22-24hr: 0545- 0630
  • Sub 22hr: 0500-0545

All runners will have their temperature checked at the start from a socially distanced volunteer or staff in full PPE/ face shield -  via a temperature gun. Runners exhibiting temps above 37.8C will not be permitted to start. Runners should expect not to wait at the start for any reason, just to walk up, have their temperature taken and begin their race immediately. When runners cross the timing mat their time will begin and they will have 30 hours maximum to complete the event from the time they cross the mat.

Runners can start with or run with other runners in the event, but only in groups up to 6 maximum and must maintain social distancing at all times. Marshals will ensure social distancing is maintained throughout the start area. Solo runners can begin within intervals of 20 seconds of one another. Pairs or Groups will need to leave 30 seconds after the previous runner/ runners. The trail is wide from the start with plenty of room for groups to pass one another and other trail users whilst maintaining social distance if overtaking. Start times of 0500 - 0800 mean a quiet time of day on the trail in general regards other users. 

Runners are asked please keep group sizes to a minimum out on the trail to make as much space as possible for other trail users.

No Spectators, pacers or crew will be permitted at the start except to drop a runner off.

IN RACE

Gates and stiles: Runners should not touch any gate or stile with uncovered hands eg. wear gloves or cover hands with sleeves to use.

Markings: Will be laid out as normal.

Masks/ PPE: Any check point location you visit, you must wear a mask unless you have an exemption. We will have disposable masks available at the entrance to all indoor checkpoints but of course if runners have their own they should bring them. Runners will not be permitted in any indoor location without a mask on.

Staff/ Volunteers are to wear PPE at all times indoors and/ or when performing duties in or outdoors. 

Check Point etiquette: Each checkpoint will be split into between 2 and 4 mini check points. Arriving at the checkpoint, runners may just run past, or head into the tent/ hall. A staked funnel with social distancing imposed will be laid out for runners coming to use the aid. All runners must use sanitiser as they enter a checkpoint. If any of mini checkpoints are empty, then a  runner can come straight in. The checkpoints will be tables set out length ways, with one volunteer managing each table. Runners will top up their bottles from the drinks provided and take any food that they need. One volunteer will marshal the entry process into the checkpoint/ sanitiser use and ensure no gathering in the check point area. Runners will take fluid and nutrition, then sanitise their hands again before moving out of the checkpoint on down the course.

Check Points: Due to National Trust not permitting check points on their land for the forseeable future, for any event over 30 people, we have had to move or remove some of the original check points. The changes are as follows. The maximum gap between any two check points remains at 12.5 miles

- Harting Downs has been removed as a check point and is now a crew location only.

- Bignor Hill has been removed as a check point and is now a crew location only.

- Kithurst Hill has been removed as a check point and is now a crew location only.

- Houghton Farm has been added as a check point, which falls directly between the two aid stations at Bignor and Kithurst that have been removed.

Those changes are reflected now in the final aid station table which is available by clicking here and the final crew table which is available by clicking here.

Runners will serve themselves drinks, including refilling bottles and bladders. The normal three fluid options will be provided: Water, Tailwind and Coke/ Pepsi. All food will be served in single serve packets only (once again hands are to be sanitised on the way in and out of every check point). The minimum food provided at every check point will be (single serve packets/ items):

  • Bbanana
  • Satsumas
  • Sweets
  • Nuts
  • Chocolate
  • Crisps
  • Scotch Eggs/ Sausage Rolls
  • Mini Cheese/ Babybel
  • Gu Energy Gel Packets
  • Tailwind
  • Coke/ Pepsi
  • Water

Hot Drinks: The check points providing hot water are unchanged. Runners will be given packeted milk, tea bags, coffee and sugar with wooden stirrers to make their hot drink in the hot cup that they bring as part of their mandatory kit as usual.

There will be no hot food anywhere on course apart from the finish. 

All of our sweepers will wear PPE/ gloves. Markings will be deposited at check points on arrival in bin bags and tied up.

Minibus: The sweeper minibus will operate as normal, our regular 17 seater bus. The maximum capacity of that bus will be 8 people including the driver to ensure social distancing and windows will be open as far as practical. The bus will be wiped down and sanitised after each use. Runners using the sweeper bus should wear a mask whilst on board. The driver will wear a mask whilst driving the vehicle.

Cut offs: Are as per normal - but are not fixed times during the rolling start. Any runner that misses a cut off will be informed at that check point or at worst, the following checkpoint if they are missed initially. Runners must stay within the relative cut offs for each check point. (eg runner starts at 0730, and arrives at Beacon Hill at 1030. The regular cut off there is 0855, but as the runner started at 0730 their cut off there is 1025, so they will be withdrawn at 1025 or later.

The medical team will operate a “Non” Standby at Aid Stations policy, but will attend when called in.  Ambulance Crews will be attending every incident in a minimum of Level 2 PPE (Gloves, Mask, Apron, Eye Protection) and reserves the right to pull anyone suspected of exhibiting Covid-19 Symptoms from the race with immediate effect. Where a runner, volunteer or crew exhibits COVID-19 Symptoms on race day, they are to be isolated from all other participants.  They will then need to be returned to “Home” to self isolate and arrange a swab test.

Logistics vehicles: There will be full provision of wipes and sanitiser and spray in each vehicle. 

General Public/ Other trail users: As always, runners should give way to other trail users and be especially courteous when passing walkers, bikers and riders. To make sure to maintain social distancing when passing any other user and particularly through pinch points on narrow trail or through gates and stiles to stand well back where appropriate and allow others to pass safely and at distance.

FINISH

Runners will be encouraged to move on as soon as possible from the finish line. A static medical team will work the finish as usual.

Award collection: Awards will be laid out on tables for collection by each runner

Provision of hand sanitizer will be available at all stages, the finish, the food and the drop bag collection areas.

Photographer will operate as normal, but socially distanced.

Food and Drink will be in single serve packs: Hot drinks, hot water, basic single serve supplies. Takeaway hot dog or veggie dog will be provided, pre wrapped and prepared.

Runners must take immediate onward transport with crew, family, friends or taxi to hotel/ home. 

No Changing or showers are available. Toilets are available and will be cleaned hourly. 

The shuttle bus will continue to operate but will depart at 1415 in line with the new final cut off, not 1215 as originally planned.

POST RACE

Any runner, crew, pacer or volunteer must contact us if they show any Covid-19 symptoms within 7 days of the race. 

If there is any reported transmission or risk of transmission post race then all parties with any possible risk will be contacted.