2016 Official Race Handbook

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1 2016 Official Race Handbook Bar Harbor to Portland, Maine June 24-25, 2016 To register, or for more information on the race, visit our website at Version 1 Updated on 8/17/15 1

2 Congratulation on signing up for the first ever Rock Lobster Relay! Your team better be ready to have a great time, because we expect nothing less! In order to have the best possible time we expect that every member of the team will have read this handbook from all the way through. Safety is our number one concern for all the runners, and this handbook will inform you on the best ways to stay safe while have a great time with your 11 other crazy friends. This is a Before you arrive: Every group member has read the handbook Every group member must have signed a separate waiver The group must have all required safety gear At the start: There will be multiple waves. Pay attention to when your scheduled start time is so that you do not get pulled off the course to wait for TAs to be set up or be pushed forward with a time penalty because TA have been closed. During the race: Each van will need to have their official RLR signage posted in the rear and front of each support van at all times. Please follow all RLR arrows and signage. There are times where the runner must cross the street to follow the course. Please cross only where the official signs say to. When crossing the street, always give way to traffic. Please do not park in front of residential homes, driveways, or drive on their lawns. Please be respectful with your noise level on night legs in residential areas. At the finish: Enjoy the end of the race with your team with 2 complimentary Shipyard beers for each member of your team! Portland Pie will be giving each runner a free slice of pizza! Medical support: 2

3 There will be an EMT at every vehicle transition area who can help assess a runner and determine if emergency attention is required. If emergency attention is required please refer to the Getting Around the Course document your group received at the start to find the nearest hospital. 3

4 Table of Contents Introduction...5 Organizing a team.5 Racejoy App...5 Pre-Race Preparation..6 What you must complete..6 What to wear..6 Team Planning...6 Appropriate team name...7 Registration and Activities..8 Safety Check..8 Safety.9 Safety equipment 9 Driving/vehicle support..9 Running on the correct side of the road and intersections.10 Medical support.10 Required equipment.10 Recommended equipment..10 Running the Rock Lobster Relay..12 Transition areas.12 Vehicle transition area (VTA)...12 Standard team (7-12 runners)...13 Ultra teams (4-6 runners) Pack (6 runners)...13 Other team sizes 14 Vehicle parking...14 Runner check-in..15 Runner Exchange...15 Restrooms 15 Free exchange areas.15 Running team/member drop-out during the race..15 Support vehicle notes 16 Special note for night-time support..16 Starting Times 18 Posting Start Times 18 Course Description 19 Medical Support/ Emergencies 20 Finish Line and Prizes...21 Prizes.21 Team Photos 21 Bib Transfer (Exchange) Policy...22 Refund Policy..22 Cancellation Policy.22 4

5 Introduction Welcome to the 2016 Rock Lobster Relay: Bar Harbor to Portland, Maine! This handbook is your comprehensive guide to all things Rock Lobster! Please read the entire handbook carefully and thoroughly. It is very important that each member of your group read and become familiar with all sections of the handbook. If you have any questions after you read the handbook feel free to contact Erik Boucher either by or by phone: Organizing a team Start by recruiting 11 of your running friends to embark on this great adventure with you. Some of you may be thinking that you don t have that many running friends, but that is okay. Grab the 3 or 4 running friends you have and ask them to recruit 3 or 4 that they know. Before you know it you will have the 11 runners you need and a great new crew of running friends. Once you have your group choose a person that is organized and excited about the race to become the team captain. This person will have a big job to do, so they must be ready to take it on. If you can t find 11 other runners it s okay, you can have any number of runners from 4 to 12 per team. Racejoy App We are proud to be working with the app Racejoy in order to enhance our runners experience. Within the app you can track any runner that also has the app, so tell your friends, family, and team members about the app so they can see your progress. 5

6 Pre-Race Preparation What you must complete Prior to starting the race each member of the team needs to read and fully understand all aspects of the handbook. The handbook is your guide to completing the 200 mile course safely and efficiently. Each team member need to register separately online. This includes signing the waiver and recording an accurate pace time. The accurate pace time is critical because it determines what time your team will start their race. Make sure your team has all the required safety gear. Your team will not be allowed to start the race until you show the race staff that you have all required safety equipment. A list of the required gear is presented in the Safety section of the handbook. What to wear We ask that every member of the team is prepared for the unpredictable weather that Maine has. This includes hot summer days (90 degrees), to cool nights (40 degrees). Please also be prepared for extreme conditions such as heavy rain and wind. Team Planning Please come into the race with a set team plan. This is an intense 2-day event that takes careful planning and a knowledge of the plan from every member of the team. You will need to get your entire team together before the race to discuss your team plan. Here are a few points that should be discussed: Communication between vehicles What to do if a runner gets to a TA and the next runner is not there A vehicle or runner getting lost. Navigation is part of the race for both runners and drivers, we do put signs up but make sure your know your leg. Navigation and sleeping can be easier if there is a designated driver that is not running the race (something to think about) Resting for the off team 6

7 Refueling Running safety at night, first-aid, etc. Having a set plan will help your team deal quickly and effectively to any situation that might come up while your team is completing the race. Be sure that every member of your group knows the plan and can execute it. Appropriate team name There may be younger volunteers and groups helping out with the event or cheering on the event. Please make sure that your team name, attire, language, and the graphics on your van are appropriate when in their presence. 7

8 Registration and Activities Safety Check Before picking up your bibs and t-shirts you must go to our safety inspector. They will make sure you have all the required safety equipment (See safety equipment below). Only the team captain is needed to be at the safety check, but team members are welcome to come along. After this is done you may then go pick up your team packets. 8

9 Safety Your teams safety is our number one concern. Please follow all rules, as they are made to keep you and your team safe. The easiest way to keep your team safe is by having every member familiarize themselves with the handbook. Safety equipment The safety equipment needed in each van are: 6 reflective vests 2 headlamps 2 red rear flashing lights While running night legs the runner is required to be wearing a reflective vest, a headlamp, and a rear light. Runners are required to be wearing ALL safety equipment from 8:30 PM on Friday to 4:30 AM on Saturday. Anytime a team member gets out of the van between 8:30 PM to 4:30 AM they are required to be wearing a reflective vest. Driving/vehicle support Each team is limited to at most two support vehicles. Each team will be given two signs titled Van 1 and Van 2. These signs need to be posted in the rear window of your support vehicles. Each support vehicle can be no longer than 20 feet long. There are no trailers allowed to be attached to your support vehicle. Do not ask a friend to drive a 3rd vehicle for extra support. They will not be allowed to come into TAs and your team will be penalized or disqualified for having a 3rd vehicle. Each vehicle will need to have a seat belt for every person in the vehicle. Drive carefully! You will be traveling on picturesque roads along the Maine coast, and this can be distracting. Know the route that you will be driving and pay attention to signs. Take care to not block any traffic or residential driveways when cheering on your runner or any other runners. Please obey all posted speed limits and traffic signs. 9

10 Running on the correct side of the road and intersections Run on the same side of the road as the race signs (you may see an occasional sign on the opposite side, but never more than 1). This may mean that you are running with traffic at times. This is done to avoid crossing you at a busy intersection or by requests of the local police. Intersections: Please use caution when entering any intersections. There may be a police officer there to direct you across the intersection. Make sure to obey the officer and only cross when you are told. If there is no officer there to assist you, obey all traffic laws and RLR signs and only cross when there is no traffic, or a light allows you to cross. Medical support We do have a medical support plan to take care of any problems that may arise during the race. If you or a team member is in an emergency medical situation refer to the Appendix to find the Nearest Hospital to You. Required equipment Each vehicle is required to have the following equipment: 6 reflective vests 2 headlamps 2 rear flashing red lights Refer to the Safety section above for when equipment is required to be worn Recommended equipment This is a partial list of items we think your team should have with them in each van: Bright clothing for night legs First-Aid kit Cold/ice packs GPS for navigation between TAs Maine atlas Sleeping bags 10

11 Tent Towel and a couple pairs of clothes to change into Warm clothing Rain gear Cooler Food and snacks Trash bags (Trash can only be dumped at VTAs) 11

12 Running the Rock Lobster Relay Now that you have registered, you are ready to start the fun and crazy adventure of the Rock Lobster Relay! The start of the race begins 6 AM June 24th in Bar Harbor. Though this is the official starting time of the race your team may not be scheduled to start anywhere from 6 AM to 4PM. Your teams starting time depends on your teams projected pace. Yours team s bib number will be made up of the team s number and the runner s number. Example: Bib number means that you are on team 001, and you are runner number 02. The runner s number should match up with the initial leg that they will be running. So for example the first runner s bib number should end in 01, the second 02, the third 03, etc. all the way up to the 12th runner. If your team is an Ultra team and is only running with 6 runners, you may throw away numbers 7 through 12. Transition areas Transition areas (TAs) are the areas where one runner s leg ends and another s begins. There are 36 legs of the race and 35 TAs, along with 5 VTAs. There will be RLR staff and volunteers at each TA to assist your team with checking in your next runner and checking out the runner that finishes there leg. Vehicle transition area (VTA) A VTA is a physically larger area than normal TAs. They can accommodate both support vehicles from each team and give room for teams to spread out and set up places to sleep if desired. In some VTAs parking is tight so if your team plans on staying for an extended amount of time, you may be asked to move to a remote parking area near the VTA. The VTAs are at TA numbers 6, 12, 18, 24, and 30. These areas will typically have bathrooms or port-o-potties, showers, trash, and recycling, but not all will. Each of VTA will have an EMT. If anyone on your team is having issues and would like to talk to the EMT, do not hesitate. Please leave these areas as you found them, and respect the organization that is allowing us to use these areas by treating the area with care. Please, do remember to keep the noise down (honking, yelling, slamming of doors) as there may be other teams in this area who are sleeping. 12

13 Standard team (7-12 runners) Once your team has established a rotation, you must stick to this rotation throughout the entire race. If you go out of rotation, your team will be disqualified. If you are a 12 person team, your first runner must also run leg 13 and 25. If your team composition is less than 12 members your team rotation will be different. Please see Other Team Sizes below to understand your rotation. If your team is using two support vehicles, then only the first vehicle is required to be at the start line. Make sure your vehicle has the RLR signage in the window. Before the first handoff is made make sure your runner is checked in with the TA staff. Once the handoff is made have your first runner check in with the TA staff, this is so we know your runner completed the first leg. Once vehicle 1 has dropped off their last runner at TA #5, they then should proceed to TA #6, also known as Vehicle Transition Area (VTA) # 1. Here vehicle 1 will pick up their runner and vehicle 2 will drop off their first runner. Note: This will only apply if your team is using 2 support vehicles. After vehicle 1 picks up their last runner, they can relax at the VTA, go to a restaurant, hit up a hotel, or head to the next VTA. Having both support vehicles meet at the VTA at the right time will take careful planning, so please plan ahead! Ultra teams (4-6 runners) Ultra teams will have the choice of rotating their runners like a standard team, or running up to 3 legs at a time. You will need to keep your rotation, but the choice is yours to run 1, 2, or 3, legs at one time. 6-Pack (6 runners) A 6-Pack is a team that has 6 runners and is looking for another 6-Pack group to be paired with. This is a good way to run the same length as a standard team without having to know 11 people that run. When you sign up to be a 6-Pack team you will be asked if you have a preference on being runners 1-6 or Make sure to discuss this with your team. 6-Packs do not get to choose their other team and though we do ask your running preferences they are not guaranteed. 13

14 Once the RLR staff pairs you with your partner 6-Pack we will exchange the captain s contact information. We do this because there is planning that needs to be worked out between the two groups. Things like team pace, and when each group is expected to meet at VTAs is important to discuss with your partner 6-Pack. Other team sizes If you are looking to complete your team, we suggest that you use the Facebook or options on your team page to find other runners looking to join a team. If you cannot, or do not want a full 12 person team your rotation will be a little different than others. Every member of the team must still choose a leg (1-12) that they will be consistently running. After that your team can discuss who will fill the empty spaces. If after choosing your legs, leg 3 is still empty, for example, your team will have to decide who will run leg 3, 15, and 27. This does not need to be the same runner. The three legs can be done by the same person or a different person each time. Legs can not be split by runners. Remember that if you have 2 support vehicles, they cannot both be at a regular TA. Please plan accordingly when deciding who will fill empty legs. Runners may need to switch vans or the order may need to be planned according to who is in what van. Vehicle parking Please pull your vehicles into the parking areas as directed by the event staff. Do not block any entrances as runners and other vehicles will be looking to get into the TAs. Be very vigilant when approaching a TA. There could be many pedestrians and spectators cheering on runners. Do not stop your runner at the entrance of a TA. Please do not take up more spaces than your vehicle needs, even if the parking area is empty. We ask that both support vehicles do not go to every transition area, as some TAs are smaller than VTAs and will have less staff to coordinate vehicles and runners. Both support vehicles are only permitted to be at a TA at a VTA. Runner check-in When your team enters a new TA you must check-in with a RLR staff member. It is your responsibility to check-in with our staff, we will not seek out every team that comes into the TA. Remember that much of the staff at the TA will be volunteers and they are 14

15 giving up their time to help you have an enjoyable race. Please be courteous to them and thank them whenever possible! Runner Exchange At each TA there will be a relay exchange zone where the next runner will wait to be handed-off the snap bracelet from the previous runner. The exchange zone will be clearly marked and only the runner on deck will be allowed in this area. All other team members should be at least 20 feet away from the transition zone. Please do not park on any lawns near residential areas or block any driveways Restrooms There will be port-o-potties at every transition area. Please do not pull over on the side of the road to relieve yourself; make your way to a TA. Free exchange areas A free exchange area is one that does not have a specific exchange zone. You will be given a distance along a road, and your team can choose anywhere along this distance to exchange the slap bracelet. There will not be any event staff along the free exchange zone. Make sure to plan ahead with your group where along the free exchange zone you will meet to exchange runners. Running team/member drop-out during the race This is a difficult race and it may lead to one or more of your teammates dropping out during the race for a variety of reasons. Runner Drop Out: If this happens, please proceed by doing the following: 1. Notify a staff member at a TA of your team name and the name of the runner that has dropped out. 2. As a team you will need to decide out of the remaining runners who will pick up the legs that the dropout runner was going to run. For example, if runner 9 drops out after running their first leg, any remaining runner can then run leg 21 and 33. It does not need to be the same runner each time. The new runner of the leg will need to run the entire leg. There will be no splitting of legs between runners. 15

16 If a runner drops out in the middle of their leg another team member will need to finish that leg. A 13th member will not be allowed to join the team to complete the extra legs. Once a runner drops out they will not be allowed to rejoin the race. Team Drop Out: If your team decided to drop out, you must notify a RLR staff member of your team name and number. Support vehicle notes This course travels through 34 beautiful Maine towns and can only be possible with the support and help from each town s local authorities (Police and Town Management). Please adhere to the following, so that we can continue the race in the future: Do not stop on the sides of roads where the shoulder is narrow or where you may obstruct traffic, or the flow of the race. Observe and obey all traffic laws. Be sure to give local traffic extra courtesy, as these are their roads we are using. Pacing runners, or following runners with your team vehicle is not permitted! Have your vehicle signage clearly visible in the front window of both support vehicles. Please do not litter. We suggest you bring a couple trash bags in each support vehicle to keep your vehicle clean, and so you can discard your trash at designated areas. Please be considerate of the residential area during the nighttime hours by not making excessive noise (honking, yelling, slamming doors). Do not litter. Please keep a couple trash bags in your vehicle to collect trash in. You will only be able to dumb trash at VTAs. Special note for night-time support During the night-time hours we allow a support van to stay near the runner while they are completing their leg if the runner does not feel safe running the leg alone. The rules regarding this include: 16

17 Your vehicle will need to drive ahead of the runner by a ½ mile to a mile and wait for the runner to go by, then drive forward by a ½ mile to a mile again to wait for the runner to pass again. This can continue until the leg is completed. You must not drive next to your runner at anytime. When you pull over do it in an area that is not blocking any traffic, businesses, or residential driveways. Your vehicle needs to be pulled completely off the road and not obstructing any traffic or other runners. 17

18 Starting Times The starting time of your team is determined by the 10k mile pace that each team member supplies us with when they register online. It is important that each member of the team gives an accurate time. If a team arrives at a transition area too early; you may be held back (to slow down) or be moved ahead by 1 or 2 transition areas to speed up. You may be held back because the TAs ahead of you are not set up yet, and you will be pushed forward because we want to get people off the course by 5 PM on Saturday. There will be a minimum team average pace of a 10 minute mile. A runner may run slower than that, but the overall team pace must be 10 minutes or faster. Team Captains: If you think you or one of your team members has made a mistake on their mile pace time you can the race director at with any changes prior to June 17th. Posting Start Times Your team s start times will be sent to you in an and posted on our website/ on your team page on or prior to June 5th. Only if your team roster is complete. 18

19 Course Description A complete set of maps and directions can be found on our website. Please print them out from there. You can also find the course map on the Racejoy app. We do our best to mark the 200 mile course, but it is your team s responsibility to know the route and navigate it appropriately, this is all part of the fun and adventure of the race. Please follow all course signage and any instructions that are given to you by event staff. If you are running, please run on the same side of the road that that signs are on, and cross only when signs, event staff, or police tell you to. If a runner in front of you is on the wrong side of the road, do not follow them, follow the signage (if you can, let them know they are on the wrong side). Medical Support/ Emergencies 19

20 Keeping your team safe is our number one concern. We will be providing EMTs at every VTA in case of any injuries or concerns. EMTs are not equipped to handle any major emergencies. If anyone in your group is in an emergency situation please call 911 or refer to the Nearest Hospital document in the Appendix. During the race there will be a close line of communication between the medical staff, the race staff, and the local authorities. Our plan is to be able to get to any team that is in need of assistance. 20

21 Finish Line and Prizes The finish line will be located at the in Portland s Old Port. This is where your team will wait for your last leg runner to come through. Make sure you cheer as loud as you can when you see your runner coming down the home stretch! After your last runner finishes move over to the finishers circle to receive you team medals! This will be the final step to completing your first Rock Lobster Relay. There will be a finish line expo going on as well as a band playing. Stay a while and enjoy your finish with pizza by Portland Pie Co. and beer from Shipyard! Tell stories to the people in your other support van or swap stories with other teams! This is your time to relax and relive the great adventure you and your 11 other friends just embarked on. Prizes We will be holding an award ceremony at the end of the race. Make sure to stick around to receive you awards! If for some reason you leave before the ceremony happens, we will mail your awards to the team captain. Team Photos Make sure to stop by the team photo area to get your team picture taken! All photos will be free to download within a week after the race. We will also have a camera crew taking action photos that you will be able to download for free! 21

22 Bib Transfer (Exchange) Policy We do allow bib transfers for this race, but only to people who will be taking your place on the same team. You cannot transfer your bib to someone that will be on another team. Bib transfer is very easy and you can manage it by yourself on you Run Sign Up page. There will be $5 fee to do this. The person you will be transferring your bib to will need to fill out their own registration and sign the waiver. Refund Policy A refund will only be given to the team captain. If you want to drop out of the race and you are not the captain you will need to notify the captain of your team so that they can delete you from the roster. If you are a team captain and you and your team will no longer be racing you can get a refund through your team page on Run Sign Up. Please note that you will not receive the transaction fee back. Be sure that this is what the whole team wants before requesting a refund. Cancellation Policy Although it is rare, things do come up that may cause the race not to be run, for example, hurricanes, large storms, states of emergency, terrorist attacks or a wet bulb index of >105. All of these things would cause the race to be unrunable and therefore would need to be cancelled. If the race is cancelled for any of these reasons it will not be postponed and refunds will not be given. 22

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