University of North Carolina Wilmington

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University of North Carolina Wilmington Road Race Planning Procedure and Application Updated: July 2018 This form must be completed for all runs, jogs, triathlons, biathlons, bicycle races and

1 University of North Carolina Wilmington Road Race Planning Procedure and Application Updated: July 2018 This form must be completed for all runs, jogs, triathlons, biathlons, bicycle races and walkathons and similar events taking place on the UNCW campus without regard to sponsoring organization. General: A. The initial request to host a race must be made sixty (60) business days prior to the actual race date. B. Sponsoring organization must complete entire Road Race Planning Procedure and Application. C. Sponsoring organization must choose from one of four pre-mapped routes. D. Submit completed application to the Reservation and Event Services Office in the Fisher University Union Suite 2041, by ing the electronically filled-out or scanned document to clreservations@uncw.edu, or by fax to E. Sponsoring organization shall be scheduled to attend the next monthly Road Race Committee meeting to present application. F. The race sponsors will be required to have registration and waiver forms mandatory of all race participants. G. The race sponsors are required to obtain a certificate of liability insurance, naming UNCW as an additional insured for no less than $1,000,000 per occurrence and $3,000,000 aggregate and should be submitted to UNCW at least two weeks before the event date. H. The race sponsors will obtain insurance verification from all third party vendors, suppliers and marketers. I. Groups/organizations that violate the race provisions will be subject to the space/facilities usage penalties. Please complete all information requested below. Any changes to the event after approval may lead to revocation of approval. Race Application Form General Information Name of hosting organization/group: Name of Event: Event benefits charity: YES NO Preferred race route: 5K Certified 1 Mile Estimated number of participants (including number of volunteers/workers): Preferred date of event (mm/dd/year): Alternate date of event (mm/dd/year): Preferred start time of event: Estimated completion time of event: Registration start time: Contact name: Contact phone number: Alternate contact name: Alternate contact phone number: Race day contact name: Race day contact phone number:

2 Race Timer Will a race timer be used? YES NO If you selected yes, provide name and contact phone number: How will race route be marked (signage, etc.)? How will the post-race sweep/ clean-up be completed (volunteers walk route, etc.)? Food and Beverage Will food and/or beverages be provided to participants and/or volunteers? YES NO If yes, contact UNCW Catering at catering@uncw.edu or If so, what is the source of provisions (sponsors, hosting organization, etc.)? What is the dispensing method (self-serve, serving agents, etc.)? What type of provisions will be provided (fruit, water, sandwiches, etc.)? Where will stations be located (finish line, along the race route, etc.)? Parking for Event Will you need UNCW parking lots for your event? YES NO If yes, where is your preferred parking area on campus for event? Please visit UNCW Parking for Special Event parking information and rates. UNCW Facility Usage Will the event require use of UNCW restrooms or other facilities? YES NO If not, will you be providing portable toilets and wash stations? YES NO If you selected yes, provide name and contact number: If so, what facilities would you prefer to use (restrooms in Fisher Student Union, Softball Complex, etc.)? What is the estimated timeframe in which you intend to use the facilities? Please be aware of the hours of operation for UNCW facilities and the potential costs of usage outside of normal hours of operation.

3 Emergency Procedures Will you have emergency personnel on site for the event (EMS, First Responders, etc.)? YES NO If no, please provide detailed information as to how you will handle emergency needs of participants (volunteers certified in CPR/First Aid, etc.). If yes, please provide the name(s) and contact information for emergency personnel: Where will emergency personnel be staged (finish line, along race route, etc.)? Additional Considerations How and where will the event be advertised (social media, newspaper, etc.)? How do participants register for the event (in person, online, etc.)? What makes your event different from a typical road race (costumes, dye, obstacles, etc.)? Prior to the Road Race Committee meeting, you must submit your completed Road Race Planning Procedure and Application form as well as your preferred route from the four available pre-mapped routes. No road race will be scheduled during university closures. Any exceptions granted will be at the discretion of the Road Race Committee. Road races are subject to university and city noise ordinances. o No road race may begin later than 9pm. o All road races must conclude by 11pm. Insurance to be submitted to Risk Mgmt days prior to event (event dependent) EH&S will provide radios for event if requested EH&S will provide weather data for events Events with expected participation over 1000 shall have EMS contracted. If temperatures are expected in excess of 87 degrees EMS shall be contracted and multiple water stations must be in use. Events such as Color Runs, Zombie Runs, and eating events may require additional review

4 UNCW POLICE SPECIAL EVENT SECURITY REQUEST Type/name of event Date of event Location Time of event Requested start/end times to Approximate number of attendees Open to public (yes or no) Event contact person Phone Additional event contact person Phone For on-campus routes Certified 5k Route 1 Mile Fun Run Route Certified 1 Mile Route BILLING INFORMATION Fund number Budget authority name Title Department or organization name Address Phone Applicant name Signature Application date UNCW POLICE DEPARTMENT USE ONLY Supervisors $40 per hour (billed 4 hour minimum) Officers needed Security guards $35 per hour (billed 4 hour $15 per hour (billed 4 hour minimum) Posted date Billed date Completion date

5 University of North Carolina Wilmington EH&S Event Request Intake This form must be completed for special events taking place on the UNCW campus without regard to sponsoring organization. This includes, but in not limited to, Road Races, 5Ks, Dunk Tanks, Inflatables and events with large tents, etc. Contact EH&S at with questions or additional guidance. This form gathers information so EH&S may: Review each event on an individual basis Review of emergency procedures (including EMS coordination as needed) Review contracts (do not sign a contract before EH&S review) Provide site visits and inspections (tents, dunk tanks, fireworks, bounce houses, etc.) Provide written approval of event Provide weather updates and guidance Provide radios as a source of staff communication for the event (reservation required) Event Information: Please complete ALL information requested below Event Name: Name of hosting organization / group: Date of event: Start time of event: am/pm Estimated completion time of event: am/pm Contact name and phone number (required): Alternate contact name and phone number (required): Type of event (list all that apply) (5K, dunk tank, inflatables, fireworks, fire pit, etc.): Estimated number of participants (include number of staff): Participants: Staff: Fund number/payment information (must be provided at least 10 business days before event): Cancellation Policy: Cancellation of events shall be communicated at least 24 hours prior to event scheduled start time or organizer may be subject to cancellation fee. Weather related cancellations exemption applies. Cancellations shall be reported to EH&S by calling the EH&S emergency pager. Dial , enter your phone number (including area code) and wait for an EH&S to return you call to confirm cancellation.

6 Emergency Procedures: A pre-event meeting is required before approval of events is awarded Events with anticipated attendance of <1000 EH&S must contact EMS to alert them of the event Events with anticipated attendance of will require EMS to be on site of the duration of the event Events with anticipated attendance of will require activation of the Emergency Operation Center For further guidance, please contact Landis Bullock at bullockw@uncw.edu or Additional Considerations: Weather Updates: EH&S will monitor weather conditions and, upon request, provide day-of-event forecasts. EH&S maintains authority to cancel events if severe weather is forecasted. Requests for day-ofevent forecasts must be submitted at least 48 hours ahead of event start time to griffinek@uncw.edu AND bullockw@uncw.edu. Generators (by hosting organization or vendors) Must follow UNCW purchasing policy Location must be approved and a fire extinguisher needs to be within 25 feet of generator and one extinguisher for each generator Extension cords: Only GFCI extension cords shall be used Schedule of Fees: Intake Fee: FREE Site visit for tent and other inspections: $50 Emergency Operation Center standard activation (4-hour minimum): $400/ first 4 hours & $100/ each additional hour Large-scale events or events with additional considerations may require additional fees EMS coordination Fee: $25 Radio usage Fee: $5/ radio (user assumes responsibility for equipment; replacement fee: $400) Cancellation Fee (outside of required 24-hour notice): Any predetermined event-associated fees plus $100 Below are the anticipated fees associated with your event based on the information provided. Other applicable fees may be assessed at event completion as needed. By signing below, I agree to pay all fees associated with my event. Event Fees Site visit (tents, dunk tanks, etc.) $50.00 Emergency Operation Center (EOC) activation - standard fee (4 hour minimum) $ EOC additional hour(s) $ EOC additional considerations To Be Determined EMS Coordination $25.00 Radio Usage fee (per radio) $5.00 Total Fees Event Representative (print name): Date: Event Representative (signature):

SUBMIT ROAD RACE APPLICATION After completing this application, please select this button to submit: UNCW 5K and Fun Run Route Information Certified 5K Route Start of the race can be at the following

7 SUBMIT ROAD RACE APPLICATION After completing this application, please select this button to submit: UNCW 5K and Fun Run Route Information Certified 5K Route Start of the race can be at the following locations: o K Lot o Amphitheater Restrooms can be made available at Softball Complex or FUU. Police o Officer needed at Randall/Wagoner intersection o Officer needed at Wagoner/Hurst intersection o Officer needed at Wagoner/Crews intersection o Security Guard needed at Racine/Randall intersection Certified 1 Mile Fun Run Start of the race can be at the following location: o Amphitheater Restrooms can be made available at FUU. Can be used as a night run with route being repeated as to achieve distance. o Night runs shall not begin after 9pm and shall be completed before 11pm as per city ordinance. Police o Security Guard needed at Reynolds/Cahill intersection Refer to following pages for route diagrams

Work Unit Plan to Acquire and Use an AED Revised April 2018

Work Unit Plan to Acquire and Use an AED Revised April 2018 EHS Use Only Work Unit: Building: Standing Work Order/Budget Information: Date of Application AED Approval Number: Approval Date EHS Signature: