COVID-19: Road Race Event Guidelines
- Follow state and municipal guidelines in relation to COVID-19
- Work with local officials ahead of time to ensure your guidelines are acceptable and there is agreement that the event falls within current local orders. (added 5/12)
- Require or strongly encourage all participants and workers to wear masks, for not only their own safety but for the safety of everyone on-site
- Published guidelines for participants should be non-negotiable and should be communicated frequently, prior to and during the event. (added 5/12)
- Have all published guidelines on hand for easy reference—you may be approached by local authorities or other individuals regarding your event guidelines. (added 5/12)
- Consider printing signs to use around the venue to encourage social distancing. Below are two downloadable signs provided by K&K Insurance. (added 5/22)
- Provide COVID-19 prevention supplies to event staff and participants—such as hand sanitizer with at least 60% alcohol, disposable gloves, trash baskets, disposable face masks and cleaners/disinfectants.
- Source from DiscountMugs
- Plan ways to limit in-person contact for workers supporting your events (suggestions contained on this page)
- If possible, identify a space that can be used to isolate staff or participants who may become ill at the event.
- Close event to spectators
- Develop ﬂexible refund policies for participants
- Encourage/Require event staff to stay at home if they are at higher risk for severe illness, or if they are sick or experiencing COVID-19 symptoms such as fever, cough or shortness of breath.
- Plan for additional staffing needs should a regular event staff member become ill or need to stay home due to being in a high-risk category
- Develop plans for limiting the sharing of equipment or the sanitization of equipment during hand-offs
- Determine how to hold driver meetings within social distancing protocols, keeping in mind any site-specific limitations such as access to PA systems or wide-spread internet access
- Provide consistent and informative pre-event messaging to participants and workers so that everyone arrives to the site with an understanding of the COVID-19 safety protocols
- Ask that anyone who is at higher risk for severe illness, feeling unwell, or who has been in contact with anyone that is sick in the last two weeks to stay home
- Describe your cancellation policy, so that drivers are not pressured to come to an event while feeling unwell
- Provide participants with protocols they are expected to follow – Social distancing, frequent hand washing, face covering, what to bring, etc.
- Describe to participants the protocols that workers will follow, so that they may make an educated decision about attending the event
- Ensure that event workers are aware of the safety protocols they will need to practice and will enforce them on-site
- Encourage participants to come prepared to protect themselves and their equipment
- Provide workers and participants with details on additional precautions that the Region is taking
- Do not provide community beverage coolers. Suggest participants bring their own, or have water available in opened cases, but not chilled. Shared coolers are discouraged to decrease the spread of the virus
- Use disinfecting wipes or disinfectant spray and disposable towels to wipe down equipment, supplies, shared work areas and surfaces between uses, shift changes and frequently throughout the day
- Clean frequently touched surfaces such as tables, counters, doorknobs, light switches, pens, keyboards, and cones (when used)
- Ensure there are plenty of hand washing stations or hand sanitizers in and around the facility, particularly high traffic areas
- Do not provide community food tables
- As much as possible, staff should keep a single radio with them and not hand off between staff members; before storing or when giving it to another staff member, wipe off the radio with a disinfectant wipe
- Close events to spectators
- Depending on the space available in the paddock, ask drivers to park 6’ away from other vehicles or as far as paddock space allows
- Add hand washing and sanitizer stations in and around the facility
- Only allow essential, on-duty workers are allowed in specialty work areas such as timing and scoring; when someone is not working a session, they should remain at their cars or follow social distancing protocols
- Consider placing flyers at key locations across the event site to remind people of social distancing and protective health protocols.
- Six feet of space should be kept between individuals for the entirety of the event, except in cases of participants that are part of the same household
- Staff may need to gently reinforce this requirement throughout the event
- Anyone who continues to ignore social distancing procedures even after staff input may need to be asked to leave
- Event staff should be required to wear cloth face coverings or masks
- Provide COVID-19 prevention supplies to event staff and participants if they do not supply their own
- PPE and sanitizer equipment source: DiscountMugs.com
- Remember to, and encourage others to, wash hands with soap and water for at least 20 seconds regularly especially after using the restroom, before eating, and after blowing your nose, coughing, or sneezing. Use hand sanitizer that contains at least 60% alcohol if hand washing facilities are not available. Avoid touching your eyes, nose, and mouth with unwashed hands.
- Suspend social aspects of the event, i.e. meals, parties etc.
- Discourage eating in indoor/enclosed locations
- Close all indoor eating or lounge areas to discourage “hanging out.”
- Limit physical contact; refrain and discourage hugs, handshakes and high-fives
- Worker lunches, if provided, should be pre-assembled for a grab & go service or have them delivered directly to workers. Workers should maintain 6-foot social distancing protocols while eating.
- Gate Entrance: If the region is responsible for controlling the track gate entrance, personnel should wear a mask and maintain as much distance as possible. If possible, consider handing out individual single pack sanitizing/antiseptic wipes after people sign the waiver. Gate personnel should sanitize their hands regularly. Region should coordinate with the track on additional steps.
- Limit tower access to essential workers only. If rotating positions, leave the tower until your next scheduled session
- Regions should consider using the Small Event Steward Model when possible, to reduce the number of required officials
- If a participant meal is provided, have the food served and provide to-go containers so people may take it back to their camping and paddock areas
- Results Distribution:
- Regions should consider posting qualifying and race result files on the region website throughout the event for electronic access.
- For results distributed at the event, place copies in an easily accessible location, open-air preferred, so that participants can pick them up with no-contact.
- Online registration should be left open so that at-event walk-ups can register for the event with little/no contact.
- Regions should utilize ticket office/registration buildings with individual walk-up windows that help maintain physical separation and protection from splashes/sprays. Limit the number of people allowed in the registration building to 10.
- If the above is not available, regions should hold registration in an open area like an open garage or outside.
- Registrar stations shall be 6 ft apart.
- If room permits, place a storage tote or second table in front of the Registration table to create separation and keep participants back an acceptable distance.
- If registration is held indoors:
- Limit the number of people permitted inside based on the size of the room, keep 6 feet apart.
- Mark the floor indicating where people should stand—use a bright color like blue or green painters tape
- Use different doors for entrance and exit, when possible
- Once available, utilize online waivers through registration software (National Office is actively pursuing this capability)
- Do not handle clipboards. Have waivers sitting in a place accessible by the participant. Sanitize hands before and after handling the pen.
- Registrars should not handle membership cards or driver’s licenses.
- Use scanners to scan membership cards OR
- Ask member to hold it up and visually check the validity OR
- Use member look-up in the Member Account Portal to verify membership
- Have wristbands or event credentials on a table for participants to pick up or have registrar just hand it to the participant to put on. Wristbands should be separated prior to opening registration.
- Express Tech/Tech Check-In
- Utilizing free standing plexiglass barriers for tech workers is encouraged. Here are two sources for barriers: Displays2Go.com or Shoppopdisplays.com
- Regions are encouraged to pre-print event logbook stickers (Event name, track, region, date) that drivers can place in their logbook rather than having tech worker sign/handle the logbook
- Please reference the race memo for the temporary expiration extension for Annual Tech Inspections. Race Memo 20-03
- Have drivers remain in cars for those that weigh car/driver together. Limit the number of pushers allowed in the scale area, while observing 6 feet distance, or allow drivers to drive on and off.
- Limit tech plan to non-invasive checks unless there is a protest. Have the driver perform functions to verify equipment, whenever possible
- Event Tech Stickers – The region’s distribution process should be modified to incorporate low/no contact and social distancing.
- Do not IMPOUND ALL. One of the primary goals of impound all is to bring all the drivers and crews together. This is counter to social distancing.
- Impound Guidelines:
- Drivers must stay at their cars and should not move around to socialize.
- Only crew members essential to the vehicle inspection should be in Tech or Impound
- Driver meetings may be held if they are outside and social distancing protocols can be followed however, holding meetings over the PA, FM radio stations, via live stream and/or via email is preferred.
- Worker meetings may be held if they are outside and social distancing protocols can be followed; otherwise worker meetings may be held over the radio net
- Add information about COVID-19 procedures to your normal meeting content and allow for Q&A.
- Virtual meetings can be held the day before. Options for virtual meetings include:
- Includes timing & scoring, registration, race control (for road race and time trials), sound, etc.
- Each specialty location should be equipped with appropriate disinfectant, hand sanitizer, etc.
- Minimize number of people in the work area, ensuring 6 feet of separation
- Strongly encourage/mandate workers to wear masks (provide PPE to workers at no cost when necessary)
- Disinfect all shared work areas—including computer equipment and radios—between staffing changes and at the end of the day
- Disinfect all shared equipment before and after use
- Each specialty location should be equipped with appropriate disinfectant, hand sanitizer, etc.
- Includes pit, grid, start, sound, flagging, paddock, etc.
- Limit to 10 workers per specialty area
- General social distancing protocols should be followed
- Encourage workers to wear masks when a 6-foot distance cannot be followed
- Use baggies to transport disinfected equipment, supplies to corner stations and other specialty locations; disinfect after use
- Disinfect all shared work areas and equipment between staffing changes and at the end of the day.
- Only essential, on-duty workers are allowed in specialty work areas
- If canopies/tents are used, leave sides open or removed
- No Pace Car rides
- Limit to driver only, if they are able to also operate the radio
- If two people are required, the driver should wear a mask, allowing the communicator to operate the radio; if the radio can still be used with a mask, it is advisable for both to wear masks
- Disinfect shared equipment and supplies before and after each use; use baggies to transport either contaminated or disinfected equipment.
- Assign household members together, when possible
- Keep corner teams together at the same station during the entire event
- All personnel drive separately to the station, when possible; if this is not possible, do not fill the transport vehicle to capacity and have passengers wear masks
- Each person in the vehicle should wear a mask
- Disinfect interior before and after use
- Medical and Fire Personnel should follow protocols outlined by their employer and local/state recommendations
- Hold outside and follow social distancing protocols
- If social distancing cannot be achieved, trophy presentations should be eliminated.
- No physical contact
- Utilize “No Contact” trophy presentation (i.e. set trophies on table/podium steps for pickup).
- If used, distance podium steps
- If used, do not share the microphone