Event Guidelines for Organisers - Triathlon Ireland | COVID-19 - Version 1.2.1 Release Date: 17 July 2020
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Triathlon Ireland | COVID-19 Event Guidelines for Organisers Version 1.2.1 Release Date: 17 July 2020 *Please ensure you are referring to the current version of this document. triathlonireland.com
Triathlon Ireland Event Guidelines for Organisers
These guidelines have been issued by Triathlon
Ireland following the Government’s publication of
‘Roadmap for Reopening Society and Business’.
The contents of this document are These guidelines are applicable for the event taking place immediately after a
currently only applicable to triathlon events taking place following phase staged phase is lifted and so long as it is
clubs in the Republic of Ireland and do four and their approval by the local deemed appropriate by the Event
not apply to Northern Ireland (NI). councils, landowners etc. Triathlon Organising Committee (EOC), Triathlon
Triathlon Ireland is seeking assistance Ireland is putting the health and safety Ireland, Government, HSE and the local
from Sport NI and the Northern of all athletes, volunteers, officials and councils.
Ireland Executive in order to create organising committee staff, first.
guidelines for our clubs in Northern Within these guidelines you will find The guidelines will be updated
Ireland. points that may be applied to any continuously according to the latest
information from the Government, HSE,
Sport Ireland, Sport NI and the ITU.
1. General
Covid-19 continues to cause significant Triathlon Ireland is following all the prompt medical care while participating
challenges. The transition period recommendations from the Irish in the event. Event organisers must put
following the outbreak will be long Government, the Northern Ireland in place preventive measures to stop
and the organisers of sports events Executive, Sport Ireland, Sport NI and the transmission of infection and put in
will be asked to implement all possible the European and International place mitigation measures to minimise
measures for respecting the social Triathlon Unions. The International the risk of infection. Event organisers
distancing and hygiene requirements. Olympic Committee(IOC) has advised must ensure that any athlete or
Our sport will be affected and we need that during the evolving Covid-19 participant in an event on their territory
to look into ways of conducting races outbreak, effective protection of the who needs immediate medical care is
in a safer way for the participants, the health and safety of athletes must given access to medical facilities.
event organising committee and the remain a priority. Under the IOC
spectators. We need to be creative and regulations, event organisers must
adapt to new ideas which should be ensure all athletes are covered by
shared among the entire triathlon family adequate measures to protect their
for everyone’s benefit. health and that they have access to
2. Individual Responsibility
It is of foremost importance that → Frequent hand washing by → As a general reminder, it is also
any person who thinks they may be participants using soap and hot water important that every athlete, coach
symptomatic should stay at home and not or alcohol-based (at least 65–70%) and team official is aware of the
partake in Triathlon activity until cleared hand rub for 20 seconds. indications found in this document
to do so by a Public Health Care Official. about the procedures to reduce
→ Avoid shaking hands or hugging. potential infections.
Triathlon Ireland have issued
recommendations in accordance with → Avoid touching their own mouth, nose → Washing hands and social distancing
the measures to reduce the general risk or eyes. are the most important measures to
of transmission from acute respiratory avoid the transmission of harmful
infections listed below: → Anyone who feels unwell (i.e. fever, germs and to prevent illness.
cough) should stay at home.
→ Participants should aim to keep at least
two metres distance from other people.
triathlonireland.com 2Triathlon Ireland Event Guidelines for Organisers
3. Roadmap for Return to Triathlon
Events and participants will be expected to fully comply with Government regulations.
Core concepts for us all are: As a triathlon community:
→ Maintain handwashing and respiratory hygiene; → Follow public health advice;
→ Keep 2 metres distance from other people; → Keep informed about disease in Ireland;
→ Be hyper-alert to, and isolate if you have → Support vulnerable people and maintain
symptoms-including flu like symptoms; solidarity in your community;
→ Reduce close contacts and duration of → Support healthcare workers and the HSE;
contact with people outside our house → Accept that measures can only be lifted
holds (have a micro community); in a slow manner and may need to be
→ Access advice and support for mental reintroduced if infection rate increases.
wellbeing and resilience;
phase three – 29 TH
June
Activity User Travel Activity Basis under Government
Roadmap for Reopening
→ Triathlon Events can resume Travel outside your Society and Business
with 200 participants region
• Public Health Measures
→ Limitations are placed on the • Group Exercise
numbers of spectators and
where social distancing can
be maintained. Social Distancing
Yes
phase four – Provisionally 10 TH
August
Activity User Travel Activity Basis under Government
Roadmap for Reopening
→ Triathlon Events can resume Travel outside your Society and Business
with 500 participants region
• Public Health Measures
→ Spectators can begin to • Group Exercise
attend live sporting events
only in accordance with both
indoor and outdoor number Social Distancing
restrictions and where social
distancing can be complied Yes
with.
4. Risk Assessment and Mitigation Checklist
Triathlon Ireland strongly recommends individually assess each area for your with all relevant stakeholders including
that each event organising committee event and what you can offer based on local councils, Garda, Medical Provider,
assesses their event using the Triathlon your venue. Triathlon Ireland strongly Water Safety team and Technical
Ireland Event Management and Safety advises the EOCs not to perform the risk Officials.
Plan. This template allows you to assessment alone; do it in cooperation
triathlonireland.com 3Triathlon Ireland Event Guidelines for Organisers
5. Participants’ Health Screening
Athletes racing in a triathlon event must You will need to self-isolate: throat, runny nose, blocked
monitor their health status continuously → if you have symptoms of coronavirus; nose, cough or wheezing;
(including taking their temperature and → before you get tested for coronavirus; → if you arrive in Ireland from any
monitoring for any symptoms) from 14 → while you wait for test results; other country - this includes
days before the event. → if you have had a positive test Irish citizens coming home;
result for coronavirus; → In contact with an infected person
→ if you have any cold or flu- or potentially infected person in
like symptoms, such as sore the 14 days immediately prior.
6. Use Of Mask/Mouth-Nose Face Covering And Rubber/Disposable Gloves
→ Triathlon Ireland strongly recommends → Please be reminded when wearing
the use of masks/mouth-nose face rubber/disposable gloves and masks/
covering and rubber/disposable mouth-nose face covering you still
gloves by volunteers, officials need to disinfect. The EOC must
and other accredited clients that communicate to everyone the proper
are in contact with athletes (e.g. use of masks/mouth-nose face
registration, transition zone, covering and rubber/disposable gloves.
start area, post finish area).
→ The EOC is only responsible for
→ Athletes are advised to wear masks/ providing masks/mouth-nose face
mouth-nose face covering and covering and rubber/ disposable
rubber/disposable gloves during gloves to its volunteers and along with
any non-competition activity a contingency amount for medical
(e.g.registration, race package needs. All other accredited clients
distribution/race package pick up). must bring their own equipment.
7. Medical Provisions and Recommendations to the Event Organisers
→ Soap and water or alcohol-based → The medical staff attending persons
hand sanitisers and tissues should who are ill should wear a mask and
be accessible in all common areas. rubber/disposable gloves, and dispose
of them immediately after contact
→ Towels are for single-use only. and cleanse thoroughly afterwards.
→ Isolate persons who become ill or are → Predetermine emergency contacts
suspected to be ill while at the event. with the medical provider.
8. Risk Communication and Awareness
→ It is important that all the COVID-19 → Have ample signage placed in messaging can be coordinated with,
provisions in place are communicated key areas of venue encouraging and assisted by, those platforms.
clearly to all participants and physical distancing
spectators in advance through → Add markings to the ground around → Have the race announcer make
social media, websites and through potentially crowded areas to announcements periodically to
all communication channels. encourage people to spread out; remind spectators about guidelines
→ Provide educational signage and and government regulation.
→ Display COVID-19 health advisories ground markings for physical
at-venue and in all possible venue distancing in all areas where → Consider offering live athletes results
facilities and access routes, reminding spectators may congregate. tracking and/or live video stream to
everyone and encouraging to maintain YouTube or other internet streaming
high levels of personal hygiene, → Coordination with major social media services to encourage spectators to
including advice on hand washing, sites like Twitter and Facebook, watch and track athletes from home.
and minimising physical contact. Instagram should be set up so that
triathlonireland.com 4Triathlon Ireland Event Guidelines for Organisers
9. Participants’ Conduct
The following measures are everyone the proper use of masks/ → Detailed contact details of each
recommended to be in place: mouth-nose face covering and participant must be available to
rubber/disposable gloves. the organising committee.
→ Physical (at least 2 metres)
separation of athletes, officials, → Sharing of equipment should be → Inform High Risk Groups involved
spectators and volunteers. prohibited, in particular ensuring that with the event of the possibility for
water bottles and cups are not shared. serious consequences in case of
→ Athletes are advised to wear masks/ contamination and recommending
mouth-nose face covering and rubber/ → Anyone due to participate in the them to take preventive measures
disposable nitrol gloves during event who is feeling ill should or even not-participating.
any non-competition activity. not come to the venue.
→ Please be reminded when wearing → Ensure everyone is briefed
rubber/disposable gloves and through EOC website, social media
masks/mouth-nose face covering platforms and race briefings
you still need to disinfect. The on the protocols, for infection
EOC must communicate to prevention and control measures.
10. Venue Facilities
→ All working spaces and provided like hand wipes, sinks, or hand → Room doors must remain open
facilities must be organised in a way sanitiser immediately outside if possible and if not should be
that social distancing is respected. each portable toilet cluster; managed by volunteers for not
→ Increase the number of portable allowing the different participants
→ At the entrance of each tent/ toilets to lower the ratio of touching the door handles.
room, alcohol-based hand athletes per portable toilet;
sanitisers must be available. → Increase the physical footprint → Bins for safe disposal of
by adding some space between hygienic materials (e.g. tissues,
→ Provide disinfectant wipes and portable toilet to encourage towels, sanitary products) in all
advise venue cleaning staff to socially distancing in lines; rooms must be provided.
disinfect door handles, toilet handles, → Consider additional signage to
bathroom faucet handles, etc. in support physical distancing;
all areas several times per day. → Marking out 2 metre markers
to distance within the line;
→ The following recommendations → Schedule additional cleaning
should be in place for Portable toilets: or continue to sanitize
→ Provide ample sanitisation options throughout the event day.
11. Registration
→ Recommendation to conduct with access must be limited the Covid-19, they will be
registrations online in advance to the absolute minimum and asked to leave the venue;
of the event and do not allow social distancing in relation → Ensure Registration Staff and
for race day registration. to available venue area space Volunteers have Personal
must be considered when Protective Equipment available
→ If the race organisers allows determining the numbers; to wear and that no person is
race day registration: → For any case that persons are checking membership cards or
→ Restrict the number of people not following the established one day memberships without
inside the registration area. Those prevention procedures around protective gloves and masks.
triathlonireland.com 5Triathlon Ireland Event Guidelines for Organisers
Race Pack Distribution
Race package composition: → Only competition-essential organising committee. The maximum
materials should be included number of athletes (keeping to
→ All health measures must be inside the race package (e.g no the 2 metre distance) should be
in place for the preparation promo materials) whilst reducing predetermined/communicated in
of the race packages. packaging as much as possible. the tent/room (based on its size).
→ Timing chips and velcros must → The EOC must establish registration → All volunteers managing the
be disinfected according to times in specific time slots according registration tent are strongly
the recommendation from to numerical or alphabetical order recommended to wear masks/
the manufacturers. of the athletes’. The time slot mouth-nose face covering and
must be calculated according to rubber/disposable gloves.
→ Ensure your timing provider the size of the registration tent/
has safety measures in place room, the number of athletes and → Athletes are advised to wear masks/
to ensure social distancing and the number of registration slot. mouth-nose face covering and
issue of timing equipment. rubber/disposable gloves during
→ A distance of 2metres between the race pack pickup process.
→ Athletes should provide their athletes must be respected inside
own masks/mouth-nose face the race pack pickup tent/room → Sanitisers must be available at
covering, disinfectant wipes and at the waiting area outside the entrance of the room.
and rubber/disposable gloves the tent/room. The spacing must
if willing to use them. be marked on the floor by the
Bag Drop-Off/Collection
→ Volunteers are strongly predetermined/communicated in → There will be delivery and
recommended to wear a mask the tent/room (based on its size). collection times for the bag for
and rubber/disposable gloves. each range of bib numbers.
→ The athlete leaves the identified
→ A distance of 2metres between athletes bag on the corresponding spot. → Athletes are advised to wear masks/
must be respected inside the tent/ mouth-nose face covering and
room and at the waiting area outside → The athlete must anticipate delays rubber/disposable gloves during
the tent/room. Where possible the as they may encounter queues. the bag drop-off process.
spacing should be marked on the floor
by the organising committee. The → For collection you must show your
maximum number of athletes (keeping bib number and the volunteers
to the 2 metre distance) should be will deposit it on the table.
12. Staffing/Volunteers
→ The social gathering of the EOC → The number of volunteers must
team and its volunteers must be be reviewed and kept down to
kept to an absolute minimum. the absolute necessary. Could
volunteer sessions be staggered?
→ All volunteer training sessions should
take place via online platforms or on site → Ensure Staff/Volunteers are educated
while respecting social distancing. on social distancing protocols.
13. Spectators (Phase 4)
Spectators should follow the social
is recommended to create a venue → If seating is available, a 2m distance
distancing rules that are requested by the layout where the event can be between the seats should be planned.
HSE: viewed from multiple locations.
→ Social distancing should be respected in → All the flows within the venue
all the areas where spectators should be one-directional.
are located. In this regard, the EOC
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14. Media Services 15. Technical Official
→ Accredited media representatives must → Triathlon Ireland will review and if possible
be limited, taking into account social optimise the size of the technical officials’ team
distancing and the available space. and number of staff traveling to an event.
→ The wearing of masks/mouth-nose → Accommodation arrangements should
face covering and rubber/disposable consider the social distance and
gloves when interacting with people is Triathlon Ireland will prefer arranging
strongly recommended to be enforced. single occupancy where possible.
16. Athlete Briefing
The EOC should look into ways of conducting the race briefings electronically, so as to reduce pre-race social interaction.
Athlete Briefing:
→ All race information must be → All guidelines should be communicated → EOC should create an online
provided to the athletes online to the athletes including normal Q&A forum for athletes to have
prior to the event date. event policies and procedures, when the opportunity to contribute
to arrive at the venue depending questions or feedback online.
→ Record the briefing and distribute on assigned race start times,
via email, you tube, social media changes to event based on physical
platforms and any other forms of distancing and increased hygiene
online communication method. measures, courses, rules, etc.
17. Transition Zone Check In/Out
→ The technical officials and volunteers → The time slot must be calculated for wiping down equipment after
involved in the process are strongly according to the size of the transition officials have checked the equipment.
recommended to wear masks/ zone, the number of athletes and
mouth-nose face covering and the number of check-in gates. → Athletes are advised to wear
rubber/disposable gloves. masks/mouth-nose face covering
→ The distance of 2m between athletes and rubber/disposable gloves
→ All processes must be simplified must be respected at the waiting during the check-in procedure.
and kept to the minimum with the area outside the transition zone.
goal that athletes are spending as
little time as possible at the venue. → All the equipment checks must
be carried out as visual checks.
→ The EOC must establish transition
check-in times in specific time → The officials may need to do a
slots according to numerical order physical check. In this case, sanitary
of the athletes’ last number. wipes will be available to athletes
18. Competition
Event Format start should be a single channel Transition Zone
similar to an airport check in.
→ Only non-drafting events should be → It is recommended that the organiser
organised for the Age Group athletes. → The start order should be determined provides each athlete a minimum of
from the organiser and all waiting 2 metres space in the transition.
Start athletes must be advised to stay
away from the start area until the → Athletes should be allowed to
→ It is recommended that all events time of their rolling start wave. keep their race equipment at their
implement a rolling start system transition spot.
in specific start waves with the → Exact time intervals will need
provision of a waiting area for the to be given to all athletes and
athletes respecting the 2m social athletes are not allowed to line
distancing. The queue to swim up outside of these times.
triathlonireland.com 7Triathlon Ireland Event Guidelines for Organisers
Bike → A different team of volunteers must be → Medalist photo at the post-
allocated serving the athletes and a finish area is not allowed.
→ For all events, only non-drafting race different team for collecting the used
formats should be used. bottles/equipment → Following the finish, all athletes must
be directed to an open space where
→ Overtaking must be at least 2 metres. → For standard-distance events and they can have access to recovery
shorter, only water should be provided. drinks and food. Multiple stations
→ The EOC will provide the best possible should be provided within this space
athletes’ distribution on the bike → For any other distance, only food for distribution of these supplies.
course. in packaging should be provided.
Volunteers should wear single use → All recovery stations must be
gloves when handling packages. self-served. If not, a transparent
panel must isolate the athlete
→ An athlete should not be in from the volunteer.
position to touch anything else
on the aid station serving table → Food provided must be
Run than that he/she has selected. individually factory wrapped.
→ It is recommended to create Penalty Box Area → Proper food hygiene practices
courses that are loops by avoiding must be followed.
out and back sections and with → No penalty box will be in
as few laps as possible. place for sanction events. → The medical tent should be
attached to that location.
→ The athletes are recommended → Timing penalties will be applied
to avoid running directly behind to the athletes overall time → Athletes must avoid lying or
another athlete at a distance less at the end of the race. sitting down at the finish(without
than 4metres. If the distance is less, any medical need/ problems). A
it is recommended to be either at a Mixed Relay Exchange Zone minimum number of volunteers will
45-degree angle or alongside the other be available to support the athletes
athlete and avoid facing each other. → A line must be drawn within the and make sure that the athletes
exchanging area. When the finishing are not congregating at the post
Aid Stations athlete passes this line, the next finish area. These volunteers must
athlete from the same team starts wear rubber/disposable gloves and
→ All volunteers are strongly without any physical contact. masks/mouth-nose face covering.
recommended to wear masks/
mouth-nose face covering and → Adjacent corridors must be provided → Ensure your timing provider
rubber/disposable gloves. for incoming and outgoing athletes. has safety measures in place to
ensure social distancing and safe
→ The aid stations on the bike Finish Area return of timing equipment.
course should be operated
according to the existing plans. → The finish chute must be split into
2 metres wide finishing lanes to
→ All aid stations on the run course must prevent the athletes from coming
operate on a self-servicing base. closer than this distance.
19. Competition Jury Hearing 20. Medal Ceremonies/Prize
→ The hearing of the Competition Jury, if Giving
required, should take place in a location
where social distancing is respected. → Medal ceremony must be cancelled for 2020.
→ All members of the Competition Jury must → Any prize giving should be completed
keep 2metres distance from each other electronically or by post.
and the persons attending the hearing.
21. Junior Events
→ Social distance guidelines → Ensure parents are at → Review benefits of manual
and rules as above. finish line to collect. timing over chip.
→ Additional volunteers for corralling → Ensure race information is sent out
juniors at end of race. to parents in advance of event.
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