Updated 25 May 2020

This document is for use during Alert Level 2 Assuming a gathering restriction size of 100 people.

This is a highly dynamic situation and we will continue to adapt and adjust as appropriate.

Purpose

Our mission has always been to get people of all ages, fitness levels and abilities into the outdoors having fun.

With the appearance of COVID-19 we also understand the importance of public health recommendations for gatherings, hygiene and physical distancing so want to ensure we can deliver events to the same high standard while meeting these expectations.   With the move to Alert Level 2 the focus for New Zealand is Play it Safe.  At Alert Level 2 – The aim is still to reduce close contact with strangers. It acknowledges that the virus is probably still with us, so we do need to behave differently to prevent it taking off again.

It is also important to us that we be as transparent as possible as to the risks to participant health and the process in case of further event cancellations.

This policy provides for the care of and allows flexibility for participants, staff and volunteers at Lactic Turkey Events. It meets the need to put safety first of all, while providing events that our participants have always loved and are desperate to return to.

Guiding References

Lactic Turkey Events Mission Statement

Health and Safety at Work Act 2015

Government Guidance Regarding COVID-19 Alert Levels

Individual Responsibility

Throughout New Zealand’s response to COVID-19 we have been asked to Unite against COVID and together individually we have all taken the steps to enable us to move down the Alert Levels and gain more freedom and flexibility in what we do.  We want to stress that this individual responsibility remains and is called for at all events.  It is important that you make decisions and take actions yourself that mean together as a group we can continue to enjoy these freedoms.

Individual responsibility factors to consider at all stages throughout the event process from entry, preparation, participation, finishing and afterwards include:

  • If you or someone you are in close contact with have symptoms of cold or flu, are unwell or who are waiting on test results for COVID-19 you must stay away
  • If anyone (or if anyone close to you) has been overseas or in self isolation within the last two weeks prior to the event you must stay away
  • If you are an at-risk person or you live with or have regular contact with an at-risk person(s) then you must stay away
  • Participants, whether they are event crew, volunteers, runners or support crew, must practice social distancing of 2 metres from people that are not in their bubble at all times
  • Participants, whether they are event crew, volunteers, runners or support crew, must take extra care with hygiene. Regularly clean your hands with an alcohol-based hand rub or wash your hands with soap and water, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing. coughing into elbow and avoid touching your eyes, nose, and mouth with unwashed hands.
  • Participants must not touch each other, or event staff unless they are from the same bubble. This includes hugs, high-fives etc across the finish line
  • Participants must use a handkerchief or similar or step 3 metres or more off the track when needing to spit, blow snot or expel other bodily fluids during the race
  • While out on the course, participants must keep a 2 metre distance between themselves and other participants not from their bubble. This includes making space for others to overtake by moving off the track and overtaking others in a respectful way, not charging past as in non-COVID times. Common courtesy is the best practice here
  • Participants must supply all their own water, food and other refreshments for the duration of the event. No aid stations will be available
  • We recommend that runners consider that their immune system may be compromised after the event due to prolonged or intensive activity and should take appropriate precaution
  • If a participant becomes unwell within the two weeks after an event we ask they notify us as soon as possible

Contact Tracing

The Ministry of Health requires all gatherings to have a system to record and retain the contact details of all people involved in or attending the gathering. For participants this will be through the entry process but you may be required to sign in on the day also.

To ensure Lactic Turkey Events can comply with this, all participants must enter any event via  our website at least 24 hours before the start. Spectators and non-participants will be required to register their attendance on the day also. This information will be available to the Ministry of Health for 4 weeks after the event.

Please NOTE! By entering, participants are agreeing to allow these details to be released to the Ministry of Health within the 4 weeks after the event.

We will use the Ministry of Health’s NZ COVID Tracer app as our Contact Tracing method – you will scan a QR code displayed at the venue on arrival to register your attendance.  Ideally you’ll have downloaded the app before you arrive.

Protocols on the day

In order to provide the safest experience for our participants, we’ll be implementing the following measures at our events:

  • Measures will be taken to minimise the use and sharing of event equipment. Equipment will be washed and dried before and after use. Frequently touched surfaces such will be cleaned regularly.
  • Staff and volunteers will maintain social distancing while setting-up and packing down the event centre. Masks and gloves will be available. Because our staff and volunteers will come in contact with many people, don’t be offended/scared to see them with a mask and gloves.
  • Toilets will be provided. Lactic Turkey Events will provide more toilets by ratio to participants than usual. Inside each toilet will be equipment to clean the toilet seat before and after use. There will also be hand sanitiser and/or handwashing facilities.
  • At registration, volunteers/staff will wear masks and gloves. Participants will be made to line up with careful distancing in place. Reminder signs and tape on the ground will be present where possible. We ask that you allow plenty of time to register and collect the necessary items for the event (race bibs, race packs etc).
  • Any pre-made race packs will be made with volunteers/staff wearing masks and gloves or proper hygiene measures
  • Electronic timing equipment and/or apps will be used to reduce exchange of equipment such as clipcards. Race bibs will be disposable single use or you will be allocated a race bib to keep for yourself for a series of events.
  • There will be no mass race briefing or prize giving. Race briefing information will be communicated via video on website/Facebook and/or emailed.  Last minute information will be communicated on posters around the venue or verbally at the start lines.
  • Participants will start in separate start waves at least 30 minutes apart. This will vary depending on the type of event. Each start wave counts as a gathering and must not exceed 100 people.  This includes spectators. Spectator numbers will be limited and if the 100 person limit is exceeded for a particular start wave, spectators may be turned away.
  • To manage separation of start waves throughout the entirety of an event the following will occur (it is essential the start waves stay separated for contact tracing purposes):
    • Each start wave will have different coloured race bibs and gathering areas
    • Participants must not gather with participants from a different start wave
    • Flags or signs will be available to show where each start wave will gather prior to the start and if required after the finish
    • Participants are asked not to arrive at the venue until within an hour of their start
    • Participants are asked prior to the event to nominate which start wave they would like to be in (this allows them to be in the same start wave with friends or family if desired)
  • Medical
    • Education and awareness training regarding signs and symptoms of COVID-19 will be provided to all medical and volunteer staff.
    • An isolation space will be designated and clearly identified to isolate staff, volunteers, participants or spectators who become ill during the event. The medical team will work with these people to ensure they stay isolated and can leave the event as soon as possible and seek professional medical help.
  • Spot prizes, merit prizes and any other similar giveaways will be handed to participants as appropriate at the finish line by volunteers/staff wearing a mask and gloves. Any item given will not be touched unless using gloves prior to being given to the participant
  • Participants are asked not to mingle for long after their finish at the venue. There will be spaces made available and indicated with signs or flags where participants from the same start wave can mingle with careful social distancing for a short time.

Refunds for event cancellations due to COVID-19 in the future

  • Events cancelled greater than three weeks before an event due to COVID-19 related circumstances – participants will receive an 80% refund less a $10 administration fee.
  • Events cancelled between 21 and 10 days before an event due to COVID-19 related circumstances – participants can receive a credit for another Lactic Turkey event of equal or lesser value or can be refunded 50%.
  • Events cancelled within 10 days of an event due to COVID-19 related circumstances – no refunds will be given. A credit valued at 50% of the entry fee can be put towards another Lactic Turkey Events event.