Elite Pro Cycling Task Force Guidelines
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Photo by Helen Richardson PRO CYCLING RACE MANAGEMENT GUIDELINES FOR THE COVID-19 ERA Cycling Event Task Force, Version 1.0 July 2020 Table of Photo by Brian Hodes 2 Overview 3-4 Medical Considerations and Guidelines 5 State, City and Local Guidelines 6-8 Event Management 9-10 Athlete And Team Guidelines 11-12 Fan Engagement Guidelines 13 Sponsorship Guidelines 14 Marketing Guidelines 15 Communications Plans 16 Ancillary Event Guidelines 2 RACE MANAGEMENT GUIDELINES FOR THE COVID-19 ERA Executive Photo by PhotoSport International This document is designed to • Cycling events interact with multiple governmental jurisdictions, each of which may have differing, overlapping or contradicting guidelines with respect to handling provide augmented tools and COVID-19 issues. guidelines for elite pro cycling • Everyone is learning how to adapt to COVID-19; no one has all the answers yet. race organizers during the • Governmental jurisdictions want organizers to come to them with a well thought-out COVID-19 era, building upon plan for their event, rather than asking for guidelines about how to run their event. and acknowledging the • Now, more than ever, public transparency and regular communication about the event is documents previously critical – to all participants, stakeholders, governmental jurisdictions, media and the published by the UCI (the public. international federation for • All events should establish the position for a high-level medical or COVID-19 Public cycling) and USA Cycling Safety Officer – and that person should be involved in all top decision-making around the event. (the national federation for • Clear power and the ability to modify or cancel aspects of the event should be invested cycling). It examines the in the Public Safety Officer and the health professionals involved in the event. required medical, civic, race • All medical guidelines should be widely publicized, distributed to all participants and management, athlete and stakeholders via all available methods, and communications regarding those team protocols during this guidelines should be regular and redundant. unprecedented time, and • The transparency and authenticity of the event has to be constant and well- suggests guidelines for fan communicated – acknowledge that improvements and changes may need to be made engagement, sponsorship, on a continuous basis. marketing and • Health guidelines and requirements for the race itself may be quite different and perhaps simpler than the guidelines for all of the supporting infrastructure for the event communications. – lodging, transportation, meals, fan engagement rules, etc. 3 RACE MANAGEMENT GUIDELINES FOR THE COVID-19 ERA Considerations & Guidelines Photo by PhotoSport International KEY CHECKLIST FOR ORGANIZERS 1 Involve State & Local Officials Each state, county and city jurisdiction has adopted specific £ Adhere to ALL state and local health guidelines health guidelines based on their current situation involving as established by relevant governmental COVID-19. Each jurisdiction has told event organizers that the jurisdictions. situation is fluid and could change at any time, depending on the Develop a ”health agreement” to be signed by expansion or contraction of positive cases, or future projections. £ all parties in the controlled group: race staff, Groups involved in events include governors, mayors, officials, volunteers, athletes, team support county/city council members, state/county/city health officials. staff, police, vendors, and VIPs. Create Committee / Conduct Internal Meetings £ This health agreement will include regular 2 temperature and general health checks, and Based on different situations within each jurisdiction, regular will track any possible meetings should take place including key event staff, civic exposure to COVID-19 in the 14 days prior to leaders and corporate partners. These meeting should be the event. transparent and should incorporate all the key issues (as Provide bracelets to those who have signed described in this document.) This group should appoint a £ and been approved under the agreement, committee chair who will coordinate reports and which will provide approved access to event communications with all stakeholders on a regular, scheduled and race forums. basis. Medical progress and updates should be included in weekly event agendas. £ Create an additional internal print and digital document – in addition to the agreement – to 3 Appoint a Medical or COVID-19 create awareness of all health guidelines and Public Safety Officer updates for everyone in the controlled group. A qualified Public Safety Officer should be a key participant in £ Create signage in high-traffic areas within the the event organizing committee. This person should be a event to remind everyone within the controlled medical professional with a high degree of understanding of pro group of health cycling. This can be a volunteer or paid position and should be a guidelines and updates. key participant in the planning and management of the event. This person shall be the medical leader on-the-ground during £ Public Safety Officer to be present at all event the event with a high degree of influence. meetings – to update all staff meeting, noting reality vs. perceptions. 4 RACE MANAGEMENT GUIDELINES FOR THE COVID-19 ERA Communications Plan Considerations & CONTROLLED UNCONTROLLED GROUPS GROUPS Guidelines (continued) 1 2 4 Establish and Monitor Internal Protocols Clear procedures and protocols (see ‘Key Checklist’ opposite) must be established within the controlled group – including anyone who is part of the production and management or GOAL STRATEGY ACTION participation within the event. This includes all staff members, race officials, state, country, city police, volunteers, athletes and team support personnel (mechanics, soigneurs, directors/managers, communications), vendors, and VIPs, hospitality guests or dignitaries that will be inside the event forum. KEY CHECKLIST FOR ORGANIZERS 5 Establish External Protocols Clear procedures and protocols must also be established for all £ Develop parallel guidelines and protocols for those participants expected to participate in the event who are the uncontrolled group: media and the public. NOT part of the controlled group – the “uncontrolled group,” including the credentialed media and the much larger group of public fans and spectators. £ Create printed and digital guides including all key protocols for both groups. Create a Two-Pronged Communications Plan £ Set up Communications Plans for media 6 distribution, to help promote public awareness of all guidelines. Once appropriate protocols have been established and approved by the full event organizing committee, communications plans should be established for both the controlled and the uncontrolled £ Distribute plans to all key partners – including groups. These communication plans will include specific city, state local entities, as well as sponsors, to directives on guidelines and expected behavior all parties within enhance and promote awareness of key both the controlled and uncontrolled groups, and will cover guidelines and protocols. specific interactions between the two; for example, allowable media access to athletes and team members. £ Create redundant signage for media staff in mix zones and press rooms, including specified access points and reminders on conduct, UCI Recommended Steps Upon Positive Tests distancing and mask use. During Race £ Create redundant signage at all event access • If a rider tests (+) for antibodies (serological testing) they have a passport to points (start and finish line, festival and complete the rest of the season with NO further testing needed. They are exhibition areas, VIP/hospitality zones) considered exposed/ recovered and immune at least for the near future. No one emphasizing social distancing and mask use. knows how long that is, so this assumption does carry risk. • Otherwise the rider needs to have a (-) Sars CoV 2 PCR nasal swab 3-10 days £ Develop and distribute event reference maps BEFORE arriving at the actual race venue to enter the “team bubble”. with logistical information of access zones and designated areas and protocols for fan Pre Race engagement. • Rider needs to have a SECOND (-) Sars CoV 2 PCR nasal swab within 72 hours of the start of the race to enter the “peloton bubble”. • For races > 10 Stages, in competition testing will also be done, details yet TBD. “Pooled” samples will be used to reduce materials needed. • If a rider tests (+) for Sars CoV 2, the race medical coordinator determines course of action, but obviously the rider is pulled out. 5 RACE MANAGEMENT GUIDELINES FOR THE COVID-19 ERA Guidelines Photo courtesy Circuit Sports KEY CHECKLIST FOR ORGANIZERS 1 Identify Health Officials Seek out, identify and include all state, county, and local health £ Develop plan that closely aligns with priorities officials that are part of the chain of command that are part of the and directives from state, local or city officials. hosting jurisdictions and involved in the planning, oversight and management of public events. £ Create Mass Gathering Check List and share pro-actively with State/Local governments. Place Health Officials on Event Committee 2 £ Create an event-specific “mass gathering” Ensure that appropriate health officials from each relevant check list, and proactively share with all jurisdiction are identified, and involved with event organizing relevant health officials. committee. Ensure that all relevant health officials