Race Marshal Handbook 1
THE RACE MARSHAL HANDBOOK Introduction This entire document should be read by all officials - new and experienced. We believe that you volunteer to be a Marshal because you are an enthusiast, dedicated to the sport of motorcycling and/or motorcycle racing. You want to be involved at the races and promote the integrity and professionalism of the sport. As the ultimate enthusiast, it is your responsibility to be aware that there are certain elements of risk involved and motorcycle racing is inherently dangerous. An understanding of the basic guidelines and flag functions of Marshalling will serve as an asset when considering your purpose and responsibilities. This handbook has been developed by Motorcycling Australia (MA) and Senior International event officials to assist those officials that undertake duties and responsibilities required at MA permitted events. While the handbook refers specifically to the Australian Motorcycle Grand Prix, the principles, terminology, and disciplines referred to within the handbook, apply to all motorcycle events to one degree or another, including the Australian Motorcycle Grand Prix (AMGP) & World Superbike Championship (WSBK) race meetings. It is the attitude and skilfulness of the participants (competitor and official), more than merely the financial investment which makes these international events unique in the world of motorcycle sport and sets them up as prime examples of the standard that officials should aspire to. The intent of this handbook is to: Outline the structure and organisation of motorcycle sport, Outline the operational procedures and protocols as they apply to the marshals, Outline risk management procedures, Outline official s roles and assist in understanding what is required at an event/race meeting. We encourage you to take the time to read through the entire document. 2
CONDUCTING INTERNATIONAL MOTORCYCLE RACE MEETINGS International Motorcycle Race Meetings are large, complicated events run by a team of officials, who may only work together once or twice each year. They are watched by hundreds of millions of TV viewers around the world and the event must be conducted to the highest standards possible. The key to the events running efficiently is knowledge knowledge of your job, of your place in the overall organisation and, of what is supposed to happen at what time and at what place on the circuit. The first two needs are covered by the broad experience of most of the event officials, and by the information on the next few pages. The other key factor in the success of the event, is the discipline to comply with what is required of you. The actual circuit activity is detailed in the Minute by Minute schedule which is issued to each official at the start of the meeting. Keep this schedule with you at all times, and continually check a page or two ahead of what is happening so that you are aware of the next activities scheduled. Ensure you are where you have to be, at the time you are required. The Organisations and individuals involved with the AMGP and WSBK Championship Meetings are: 3
FIM - Fédération Internationale de Motorcyclisme The international controlling body for motorcycle sport. A small number of FIM officials come to each international event to give guidance to the local officials, and to provide consistency in decision-making around the world. MA - Motorcycling Australia The Australian National Federation (FMN) of the FIM and is the controlling body of all internationally authorised motorcycle sport in Australia. MA is responsible to the FIM to ensure that the event is conducted in accordance with the Regulations which govern the Championship. MA is responsible for coordinating the FIM licencing, National Officials Accreditation Scheme (NOAS) requirements and the development of the human resources, skill base and training for all officials. DORNA The FIM has awarded the commercial rights of the MotoGP, the Moto2, and the Moto3 Grand Prix Championships and the World Superbike Championship to Dorna Promocion de Deporte, S.A. (DORNA). DORNA in turn has a contract with the Australian Grand Prix Corporation (AGPC) as the promoter of the of the Motorcycle Grand Prix at Phillip Island (AGP), and with Phillip Island Superbikes as the promoter of the World Superbike Championship (WSBK), to conduct the Australian round of the Championships at the Phillip Island Grand Prix Circuit. AGPC Australian Grand Prix Corporation The promoter of the of the Motorcycle Grand Prix at Phillip Island (AGP), PIOPS The Phillip Island Grand Prix Circuit is managed by Phillip Island Operations P/L (PIOPS) which is contracted to provide the venue and infrastructure expertise whilst assisting in the conduct of the AMGP, in addition to being the promoter of the WSBK round. Event Officials - International In addition to the MA appointed and FIM approved officials such as the Clerk of the Course, the Chief Medical Officer, the Technical Steward, the Secretary of the Meeting and the Chief Marshal, there are a number of international FIM officials who attend the event, and they will normally work direct with and through the national senior officials. They are: FIM Race Director Responsible for ensuring proper observance of the various FIM World Championship Regulations and efficient running of the practice and qualifying sessions and races. 4
FIM Medical Director Responsible for liaison with the Chief Medical Officer appointed by the Organisers to ensure compliance with the Medical Code. FIM Safety Officer Responsible for the supervision of all aspects of safety and responsible for the safe conduct of the race meeting. FIM Technical Director Responsible for ensuring that technical regulations are correctly enforced and supervising scrutineering and protests of a technical nature. Event Officials Teams - National The local (essentially Australian based) officials that make up the sporting organisation of these Meetings are divided into a number of teams. Each team has a role to play and its own hierarchy of authority within the team. In total, these teams involve over five hundred officials at the event. The teams are listed below, (the name of the team is for administration purposes and relates to the allocation of credentials, sign-on, the collection of equipment and distribution of uniforms) Race Administration Team 01 The Secretary of the Meeting and the administration assistants. Includes officials specifically involved in the admin. side of the racing and the event organisation. Senior Officials Team 02 Senior officials working from Race Control, those in direct contact with Race Control, and the Chiefs of the specialist teams. Deputy Chiefs are usually listed in the teams of their specific activity. Race Control Staff Team 03 Time Table official, Radio Communicators, CCTV operators, Admin. staff and others working in Race Control. 5
Sector Leaders Team 04 Senior trackside officials specifically in charge of each Sector of the track. Radio/Flag Marshals Team 05 Officials appointed to each Flag Post around the circuit to give flag signals to the riders while they are on the track and to communicate by radio with Race Control. Track Marshals Team 07 The Track Marshals around the circuit based at Track Marshal Posts. Their duties include recovering crashed bikes from gravel beds, assisting the Medical personnel (when requested to do so), clearing the track and ensuring any disabled bikes are delivered to the Mobile Recovery Units, and assisting the Recovery crews. The Track Marshals may check the track between each session (on instruction) and remove debris which could cause a hazard to competitors using the track. Pit Lane and Grid Team 08 Marshals who set up the starting grid before each race, and control motorcycles and people in Pit Lane during events and during pit walks. They also control the Pit Exit, acting under direction from Race Control. Scrutineering Team 09 Scrutineers who check all motorcycles for compliance with the rules at the beginning of the Meeting (and at other times if required), examine any motorcycles involved in accidents prior to being permitted to return to the track, and conduct tyre checking in international classes. Scrutineers work from the National Support Paddocks, Scrutineering Bay and International Pit Lane garages as appropriate. This team includes the International Class Tyre Checkers, who work from each garage during events, to record the quantities of tyres used by each team. Fire Marshals Team 10 Trained Fire Marshals that are strategically placed with Mobile Fire Units in Pit Lane and elsewhere around the circuit. 6
Recovery Team 11 Appropriately licenced Officials riding quad bikes that are supplied for this specific task by sponsors of the event. The Recovery Marshals each use a quad bike with trailer to carry disabled race-bikes. During the event, their primary role is to recover damaged and un-rideable bikes from around the circuit, and return them to the Paddock, or Scrutiny Bay as appropriate. The Recovery Marshals are also used before, during and after the event for the huge task of distributing and returning all trackside equipment and marshal equipment bins. Timing Team 12 National and support event Timekeepers working from the timing tower below Race Control, overlooking the Start/Finish line. Their task is to record the time taken for every lap of every competitor during all qualifying sessions and races, and to produce the printed results of each session and race. Paddock Marshals Team 13 Officials controlling the Paddock areas and the access gates out to the restricted areas. They play a major role in assisting the competitors to get from to their garages to the marshalling areas and back. Moto Taxi Team 14 Appropriately licenced Officials riding solo motorcycles that are supplied for this specific task by sponsors of the event, whose primary role is to return crashed or mechanically retired riders back to their boxes. They are also available to assist Race Control with a wide range of other duties that require mobility. Medical Team 15 Specially trained doctors, nurses and paramedical staff available to provide medical intervention. They are based in the Intervention Vehicles, on foot at Ground Posts and at the Medical Centre. Each Medical Emergency Response Vehicle is manned by an experienced driver, a paramedical officer and/or a doctor, and is equipped with portable medical equipment. 7
Equipment/Services Team 16 The team that handles anything that needs to be done, but which isn t part of someone else s job, for example; delivering water, extra fencing & erection of signs. This team will also assist with the sign-on tasks each morning, and happy hour each night. Maintaining the PA system is also part of this team s responsibilities. MOTORCYCLING AUSTRALIA POLICIES Motorcycling Australia (MA) is the Australian National Federation (FMN) of the Fédération Internationale de Motorcyclisme (FIM), the international controlling body for motorcycle sport. MA is the controlling body of all internationally authorised motorcycle sport in Australia. MA is responsible to the FIM to ensure that an event is conducted in accordance with the regulations which govern the Championship. MA has a set of rules and policies which apply to the conduct of motorcycle Meetings. By signing on to participate in the meeting, an official becomes a member of MA and a person required to comply with MA s Policies. These Policies and codes of behaviour apply to any activity held or sanctioned by MA and to any role held within MA affiliated organisations. Copies of all MA policies are available on the MA website www.ma.org.au 8
MA Code of Behaviour As a member of MA, or a person required to comply with MA s Member Protection Policy, you are required to meet the following standards regarding your conduct: Be aware of and act within the rules and spirit of motorcycle sport. Treat each person as an individual. Show respect and courtesy to all involved with the sport. Respect the rights and worth of every person, regardless of their age, race, gender, ability, cultural background, sexuality or religion. Respect the decisions of officials, coaches and administrators. Wherever practical, avoid unaccompanied and unobserved one-on-one activity (when in a supervisory capacity or where a power imbalance exists) with people under the age of 18. Display appropriate and responsible behaviour in all interactions. Display responsible behaviour in relation to alcohol and other drugs. Act with integrity and objectivity, and accept responsibility for your decisions and actions. Ensure your decisions and actions contribute to a safe environment. Ensure your decisions and actions contribute to a harassment-free environment. Do not tolerate abusive, bullying or threatening behaviour. Promote fair play over winning at any cost. Encourage and support opportunities for people to learn appropriate behaviours and skills. Support opportunities for participation in all aspects of the sport. MA Occupational Health and Safety Policy MA recognises the importance of providing all stakeholders, employees, volunteers, officials, contractors, visitors and participants with a safe and healthy work environment under their control. Objectives Our goal is to prevent all occupational incidents and injuries. Motorcycling Australia will achieve this by: Managing a workplace health and safety program for all Motorcycling Australia s stakeholders, Ensuring safety is a prime consideration in all operations and practices, Involving stakeholders in occupational health and safety matters and consulting with them on ways to recognise, evaluate and control workplace hazards, 9
Providing instruction, training and supervision to improve individuals understanding of workplace hazards, including safe work practices and incident reporting procedures. MA will implement and maintain an ongoing occupational health and safety program, including conduct regular inspections aimed at reducing workplace incidents. All stakeholders are responsible and accountable for the safety of their employees, contractors, officials, volunteers, participants, spectators and company property under their control. All employees, officials (whether voluntary or paid), competitors, associated competition participants, non-competitive participants and others are responsible for ensuring all regulations, procedures and safe work practices are followed at all times. All Stakeholders are expected to fulfil their obligations by: Following all safety directions, legislation, regulations and procedures, Reporting all injuries and safety incidents, Actively participating in safety initiatives MA Environmental Sustainability Policy MA is the governing body of motorcycle sport in Australia. MA is committed to the environment through development and promotion of an environmental program which is committed to incorporating principles of sustainability in motorcycle sport within Australia. Objectives MA s goal is to establish a culture of continuous environmental improvement across motorcycle sport in Australia. To achieve this, we will: Establish and maintain an Environmental Program, Comply with all relevant legislation, regulations, policies, local laws and site agreements that are designed to protect the environment, Implement a National Environmental Code and Management Plan that aims to prevent pollution, minimise the potential for adverse environmental impacts and explore improved environmental options, especially in relation to: o Noise emissions, o Soil and ground water contamination (eg, pit/motorcycle clean up practices), o Emissions to air (eg fuel vapour, dust, fumes, odour), o Protection of flora and fauna, o Discharges to water catchment areas (eg spills of fuel, brake fluids, coolant, oils, litter, degreasing, cleaning agents), o Protection of cultural heritage. 10
All employees, officials (whether voluntary or paid), competitors, associated competition participants, non-competitive participants and others will comply with MA s Environmental Sustainability Policy. SAFETY BRIEFING AND SITE INDUCTION NOTES FOR ALL OFFICIALS Please remember: You are here of your own choice, and you are responsible for your own welfare. You must be prepared for the entire event both physically and mentally and ensure you come with sufficient and suitable clothing and equipment. The following information applies to all officials at this event and will help you participate safely: While driving anywhere at the venue, respect all speed limits and direction signs, and park where requested. When you first arrive at the circuit, you must sign-on and check with senior officials where you are allocated for the day and what your role will be. Before leaving your designated post at any time, you must first advise your senior official. You are on duty from sign-on until relieved each evening, regardless of weather or other circumstances. Because of this, officials must prepare themselves for all extremes of weather. All officials must attend all relevant briefings - if you miss a briefing, report to your senior official for details before moving to your post or proceeding with your 11
12 duties. Do not vary any of your instructions unless required to by your senior official, or by Race Control. When first arriving at your post for the day, your first task is to check the equipment and general area. Report any problems, apparent danger, or shortages to Race Control or the responsible officials immediately. Read and understand the instructions on equipment such as fire extinguishers. Leave bags and equipment in a secure position where they will not delay your escape by blocking an escape route or by causing falls. Comply with the MA Anti-Doping Policy - do not take any drugs (including alcohol) which may affect your attention and judgement. If in doubt, ask. If you are injured in any way, report it to your senior official immediately. If appropriate, report to a Medical Officer so that the injury is identified, checked, and recorded. If at any time, you are unable to carry out your duties because of personal limitations or because of ill-health, report to your senior official or to the Secretary of the Meeting. Protect yourself from extremes of weather, sunburn, hearing damage, dust and dirt in your eyes. Wear suitable footwear for your duties, and gloves if you are likely to be handling hot or sharp material. You must not carry cameras while on duty, and you may not take photographs unless given permission by your senior official. While on duty, you may not seek autographs or photo opportunities from competitors, nor take work-breaks in the GP paddock in the hope of seeing competitors. Mobile phones and private radios must not be used while you are on duty, except where specific permission is given by a senior official. You must not use Social Media at any time to distribute information or photos you may have collected in your role as official. You may not use Social Media at any time, before, during and after the event to bring the sport into disrepute. Do not discuss any incident with competitors or the public as this may affect potential evidence should you be required to attend a hearing. Under no circumstances should any statements or opinions regarding any incident be made to television or the press. You must not drink (nor be affected by) alcohol prior to events finishing each day, nor may you use any drug which is likely to affect your alertness or judgement. You must not smoke whilst on duty, and trackside officials must not smoke at all while the track is closed for racing. Uniforms must be worn as supplied at all times, including caps which may be colour-coded for each type of duty being performed. The uniform remains the property of the promoter. You must remain behind the safety barriers at all times while the track is closed for competition, unless you are directly involved in incident response work, in
which case you should be exposed for the minimum time needed to complete the task. At all times, you must be alert to anticipate incidents and avoid debris and other dangers which may not be contained by the barriers. You must not to let the crowd or the giant TV screens distract you from your duties and activities on the track. You must abide by the MA and event OH&S Policies, which are drawn up to protect the interests of all persons attending the Meeting. OH&S concerns and identified hazards should be documented and reported on a Hazard Report Form. OFFICIALS HEALTH Written by: Dr Brent May Chief Medical Officer Your health is very important to us. This document details a few ways in which you can protect yourself and your health. Personal Health Management A number of officials have health issues at an event. Many of these have a pre-existing illness that has deteriorated. Most of these issues can be prevented by some simple measures that we hope you follow: Make sure your health is optimised before an event - see your GP Bring your medications and take them as prescribed If you have significant medical problems, or multiple medications, bring a summary from your GP and carry it with you at the event If you have an injury or illness that may prevent you from performing a particular role or function, please let us know prior to the event Bring Personal Protective Equipment - gloves, sunglasses, hat and appropriate clothing and footwear for your role 13
If you do have a significant health issue at an event, please notify your senior team member and be seen by the medical team but most importantly, look after yourself and your colleagues. Make sure you get plenty of sleep, sustenance, hydration and rest. Prevention is better than a cure! Occupational Health It is very important that you have the appropriate equipment for your role. This includes wearing personal protective equipment including ear plugs, gloves, appropriate footwear and weather protection (sunscreen, hat, waterproof clothing, etc) at all times. This will reduce the likelihood of an injury. You should also use mechanical aids and proper technique when lifting heavy weights. The environment around your track position is also important. Make sure you report any risks to your senior official and remove any hazardous material, particularly tripping hazards, from your area if safe to do so. We want you to have a safe and enjoyable event. The Marshals Kit Motorsport usually continues in whatever conditions exist at the time. It rarely stops because of weather and consequently you have to be prepared to continue your role whatever the conditions you face. You should be prepared for the worst. Experienced officials always wear or take (in a waterproof kit bag), the following items: Sunscreen and a hat/cap (as issued to you for the event) for sun protection, Sunglasses or protective glasses, with plastic lenses, long sleeved shirt and long pants, for sun protection if outside & not wearing overalls, waterproof footwear - comfortable leather boots are probably the best and do not melt like nylon footwear if exposed to flame. Remember you will be standing for many hours each day, Spare socks & shirt, Jumper or windcheater, Small towel that can be worn round the neck as a scarf in heavy rain, Parka and waterproof gloves in colder times, Leather gloves (gardening gloves will do) for trackside marshals - to protect your hands, Waterproof and windproof topcoat with hood - reaching below the thighs. It works better with matching pants. These should NOT be coloured bright yellow, red, or green, Other task-specific gear such as balaclavas for Fire Marshals, and ear-muffs if in you re in a position likely to expose you to excessive noise, Extra fluids and food in case of delays in local supply, Small, lightweight collapsible stool if you re on duty for a long time, 14
Garbage bag, mainly to keep your kit bag in while in the rain and on the wet ground. A garbage bag containing dry clothing & a towel can be kept in your car - when you ve finished for the day, remove all wet, dirty clothes, dry off and put on the clean clothes, and you can drive home in comfort. Exposure Exposure to cold or heat can lead to a serious illness. You must be aware of the temperature and the environment and how to protect yourself from it. It is easier to prevent exposure than trying to deal with it once you are already suffering from its effects. Prevention includes having appropriate clothing and footwear, drinking plenty of fluids, reducing your alcohol intake and eating regularly. You should move to an appropriate environment early if you are suffering from the effects of exposure. A short break may prevent you missing a whole day! Keep an eye on each other. You may not notice the symptoms yourself but others may notice that you are acting differently. Changes in behaviour and level of alertness should warn others that you have a problem. Cold Exposure Often incorrectly termed "Hypothermia", cold exposure can lead to a number of stages before true Hypothermia - a core temperature of less than 35 degrees Celsius - exists. A cold, wet and windy day is the highest risk environment for cold exposure to occur. Risk Factors o Fatigue o Hunger o Alcohol o Dehydration o Drugs/Medications o Exhaustion o Medical problems - especially heart or circulatory problems There may be a variety of symptoms that exist with cold exposure. These include uncontrollable shivering, feeling like you can't get warm, loss of concentration, loss of coordination and lethargy. With further heat loss and hypothermia, you may also get confusion, drowsiness and respiratory problems - these are late signs and require URGENT medical intervention. Treatment of cold exposure includes Keep active Move out of the cold Remove wet clothing and replace with dry, warm clothing 15
Warm fluids and food Do not rub or massage, and do not give alcohol to the affected person Get medical advice if you or the person involved have significant symptoms or are not responding to treatment. Heat Exposure Heat exposure can lead to a variety of symptoms and may be made worse by associated sunburn. Symptoms of heat exposure may also be called "heat stroke", "sun stroke" or "heat stress". The highest risk is when there is a hot, dry, windless day with direct sun. The risk factors for heat exposure are similar to cold exposure but the emphasis must be placed on dehydration, heavy activity and exhaustion. Symptoms of heat exposure include high temperature, hot dry skin, dry tongue and lips, headache and rapid pulse. With more severe exposure there may be confusion, nausea and vomiting, dizziness and collapse - these require URGENT medical intervention. Treatment of heat exposure o HYDRATION - cool liquids (non-alcoholic) o Protect from the direct sunlight o Cool environment with circulating air o Lightweight clothing o Small regular meals Get medical advice if you or the person involved have significant symptoms, confusion, dizziness or are not responding to treatment. Marshals prepared for bad weather 16
NOTES FOR OFFICIALS WORKING TRACKSIDE Your first responsibility at an event is, of course, to look after yourself. This doesn t only mean protecting yourself from the weather but focusing on any element that can contribute to your safety. Ensure that you have adequate clothing and footwear, protection from the sun, rain and cold, protection from competition noise, plenty of water to drink, and extra food if you need it. Ensure you read and respect the Officials Health notes in the previous chapter. Check your own equipment before you go to your post. Getting organised at the start of each day is very important. Be prompt for sign-on, collect your lunch and drinks and be ready for the general briefing. Take notes if required and ask questions if you are unsure. Above all, listen. And remember that even though a lot of the information is directed at new officials, if you are an experienced official, there will always be something different, updated or out of the ordinary contained in the daily briefings. Pay attention and don t engage in private discussions until the briefings are concluded. After the briefing, make your way to your allocated position. You can walk or use the buses that are available to get to the remote points. You cannot use your own vehicle unless a special exception has been made by the Clerk of Course. When you arrive at your point, gather with your Sector Leader and other team members for a roll call and participate in the briefing specific to your sector. With the Sector Leader s help, organise yourselves into teams with agreed leaders, and discuss the exact positioning and responses for each of you. Setup the sector as required by your Sector Leader and discuss hand signals within the sector. Check the track, verges and arrestor beds for foreign objects (nuts, bolts, stones/dirt, motorcycle bits, oil, etc) Each morning, prior to the first scheduled international event, there will be a track inspection by the Clerk of Course and FIM Officials. At the scheduled time, 2 Radio/Flag Marshals must be positioned at each flag point and all other Track Marshals line up trackside in groups of 4, standing one metre apart, with equipment at hand (gloves, brooms, lifting straps, fire extinguishers, bucket of absorb material and absorbent towels and for the Friday inspection only, the 2 Medical Bales are brought trackside). Prior to starting the inspection lap, a request will be made to display 2 nominated Flags and a number board at each flag point. Although this may appear to be a trivial exercise, we cannot start until Race Direction is satisfied that all is in readiness, communication 17
channels are operating and that there are sufficient numbers of officials available to start the day s events. Risk Management Risk Management is simply the practice of identifying hazards and the resultant risks, assessing them, and then minimising or removing the risk. Report any risks you identify (preferably in writing, using a Hazard Report Form) around the circuit - it may be preexisting (such as a stake in the ground), or created by an incident, like a tyre wall being dislodged. Always place yourself in a safe position behind the 1st line of protection (safety wall) and once there, be prepared for the possibility of debris or a crashing motorcycle reaching your position. Plan your entry and exit points onto and off the track. Check run-off areas for danger (uneven ground, mud, holes, etc); be aware of the positioning of flag and track posts around you, and the location of fire extinguishers and other personnel and equipment (Medical, emergency vehicles, etc). Where you can, look after the safety of your fellow marshals and help protect them from risks as well. You must also consider your own health and ability to respond. If you are injured or become unwell at any time and unable to continue your duties, notify your senior marshals and report to a medical team for guidance. Don t struggle through the day - it can put you, your fellow marshals, and the riders at risk. In simple terms, if you are aware of anything that could create a problem for anyone at some stage, discuss it with other marshals, report it to your Sector Leader, and work out what can be done to remove the risk. All incidents that involve injury, contact between motorcycles & people, barriers, and/or official vehicles, or observation of a rule infringement are required to be the subject of a written Incident Report. Each of us must continually focus on the need to maintain a safe environment - we must work at minimising risks and do what we can to ensure that everyone enjoys our sport without incident or injury. The race-track may be considered a workplace by the authorities and we have active OH&S policies and procedures to evaluate and manage hazards. All injuries must be reported to the Medical Team, and certain injuries must also be reported to Worksafe by the event management. In carrying out their duties, Marshals must keep in mind the need to protect themselves and others from unnecessary risks, particularly during incidents. This includes 18
nominating a team member to monitor the track whilst recovering bikes to warn Marshals if another bike crashes in the same area. Be prepared to carry out those procedures for which you are trained and equipped. Only nominate for fire response when you are completely confident in your safety and competence to combat fires. The Medical Marshals are appointed to assess and recover riders, apply first aid and carry out advanced medical procedures. They should not be more than seconds away from attending any incident. At such times, and particularly if the medical treatment at the incident site is prolonged, it is the role of the Track Marshals to protect everyone with the Medical Bales until the rider is removed or the FIV s arrive. Marshals removing medical bales after attending an incident TRACKSIDE OPERATIONS COMMUNICATION SYSTEMS The circuit is well served with communication systems and it is critical that each system is used correctly and that proper procedure is observed. The prime purpose of each system is to provide Race Control with information from around the circuit, and for Race Control to be able to issue the appropriate instructions to any particular official, or team of officials. None of the systems should ever be used for side-chat or useless information. A log of transmissions over each communications channel is maintained at all times, so that detail can be cross-checked at a later time. Each trackside sector has a range of communication systems whereby contact is maintained with other sectors, and with Race Control. 19
Race Control communicates with all groups using the following dedicated channels: Race Control the primary communication channel directed by the Chief of Communications that is used for all scheduling, operational and race incident control. Users: Sector Leaders, Pit Lane Officials, Start Line Officials, Support Event Officials, Scrutineering Teams, Course Marshals, Administration and Moto Taxis. Medical the medical operations communication channel directed by the Medical Communicator that is used for all medical operational and race incident control. Users: Ground Posts, FIV s, Civil Ambulance and Medical Centre Marshals Comms the primary communication channel directed by the Marshal Communicator that is used for all marshal instruction and scheduling, operational and race incident control. Users: Radio Flag Marshals and Track Marshals Services the primary communication channel directed by the Services Communicator. that is used for recovery movements, shuttle bus management, water re-supplies, paddock management and Muster shed catering. Users: Recovery Quad Riders, Equipment/Services team and Paddock marshals A specific time will be listed in the Minute by Minute schedule from which the radios and the Trackside Flag Network must be manned until a specified time each evening, including between sessions and while motorcycles are on the track. Any Official who is allocated a radio to use while performing their duties must be familiar with and adhere to the Radio Use Protocols. For information on the correct use of radios, which is critical for the efficient management of the event and safety of all participants, please refer to your Senior Official, attend the appropriate briefings and ensure you have read and understand the relevant radio communication information documents. TURNS OR CORNERS Turns are numbered sequentially around the track in race direction, with Turn 1 being the first turn after the Start Line. Any position between two turns can be designated by the use of decimals. For example, a position which is half way between Turns 8 & 9 is designated 8.5. Use this format at all times when identifying a position around the track. We also specify whether a position is on the Left or Right from a riders perspective of race direction thus the position above would be 8.5 Left or 8.5 Right. This numbering system applies to Flag Marshal Posts, Track Marshal Posts, Ground Posts (medical posts), access gaps in the protective barriers, and other positions or locations around the track. 20
SECTORS The circuit is divided into a number of sectors, each sector being an area of the track under the control of a Sector Leader, and containing a variable number of Flag Points and Track Marshal Posts. Each sector is numbered according to the post number where the Sector Leader is normally stationed. The Sector Leader will allocate personnel to Radio Flag Marshal duties and create small teams of Track Marshals and distribute them in the sector in the most efficient way to deal with incidents. Each Sector Leader has the authority of an Assistant Clerk of Course within his/her sector and is responsible to the Clerk of Course for all activity in the sector. It is their job to see that their sector is set up and equipped to carry out all the routine functions required, and to cope with whatever incidents may happen Although Marshals are expected to react to incidents autonomously, the normal race hierarchy will continue to function during incident situations. The Sector Leader will take control of any situation in their Sector and will see it through to restoration of normal conditions unless a more senior official arrives to take charge. In all cases, marshals should remain calm, not over react, and stay within hearing distance of a senior official with radio contact with Race Control. If the Sector Leader is not present, the Senior Flag Marshal present will take charge until the Sector Leader arrives. The Sector Leader will remain in charge of the overall incident site (and in radio contact with Race Control) except that specialist officials must have seniority with regard to their area of expertise e.g. the doctor present will take charge of any medical matters. 21
Marshal Posts There are three basic types of marshal posts around the circuit and there will be a number of these in each Sector: Flag Posts - (Radio/Flag Marshal Post) - where 2 Flag Marshals are located, flag signals are displayed, incident reports are relayed and where flag marshals receive radio directions from Race Control. Track Marshal Posts strategically placed positions where Track Marshals and their equipment are located for immediate response to incidents. Some isolated Track Marshal Posts may be issued with radios so that they are in direct communication with Race Control. Ground Posts - where Medical Marshals and their equipment are located. TRACK PROTOCOLS HOT [CLOSED] and COLD [OPEN] Tracks The Course Car circulating on track displaying RED lights (closing lap) or GREEN lights (opening lap) and/or Race Control announcing the status of the track by radio is used to indicate which state of readiness the track must be in. Closed track A track-closing lap is identified by the Course Car completing a flying lap with red roof lights flashing (or a red flag from the car window) and sirens sounding, to indicate that the track must be prepared as if for racing. The track may also be declared Closed by using the radio network. When the track is closed, all persons and emergency vehicles must remain behind the barriers until there is an incident requiring a marshal response. Marshals and medical staff must be standing and alert at their posts, ready to respond to an incident or an instruction from Race Control. No one may cross a closed track or be in front of the barriers unless an incident requires it. An incident, usually a bike and rider crashing, will require Track and Medical Marshals to move in front of the barriers to respond to the needs of the rider in difficulty. Otherwise, if there is a need to move in front of the barriers while the track is closed, perhaps to remove stones or debris, the proposed action should first be cleared with Race Control using the radio. 22
While the track is closed - At all times, stand up, remain alert and face oncoming competitors unless your specific duty requires otherwise (radio/flag marshal with Yellow flag should always face race direction). Be prepared for high speed vehicles and incidents of any nature, at all times. If an incident occurs in your vicinity, try to protect yourself from flying debris.; Do not take photographs, use mobile phones, smoke, or sit down (unless authorised by the Sector Leader). The giant TV screens can be a distraction and must not distract you from your responsibilities; Do not lean on guardrails or debris fences - they are designed to move when hit by out of control motorcycles; Unless your specific duty requires it (eg: flag marshals while flagging) do not station yourself in the approach side of any access gaps in fencing; Your prime consideration must be to protect yourself from danger, then your fellow marshals, then the riders and others in trouble. Open track The track can be opened by the Course Car proceeding on an opening lap with green lights flashing or displaying a green flag and siren sounding. The track may also be declared Open by Race Control using the radio network. Race Control may simply announce the status of the track by radio and when this information is received by sectors, a cross-check with the Sector Leader must be completed before any person moves into the restricted areas. Officials may relax while the track is open and move about, behind and in front of the barriers, checking the track etc. as a part of their duties. Photographers may cross an open track, but still only under the direction of marshals. Once the Course Car has passed your position while opening the track, or if an open track call has been received from Race Control, you may enter the circuit to inspect the track for debris etc. One radio flag marshal must remain on the Radio Flag Network at all times, and warning flags should still be used to warn motorcycles and other official vehicles of possible danger ahead perhaps marshals clearing the track. While the track is OPEN Use the opportunity to check your equipment and Use the opportunity to check the track. Kick off or pick up gravel & stones from the track, (do not sweep the circuit or apply any fluid absorption material unless instructed to do so by the Clerk of Course) Be ready to return to your post immediately, if circumstances change. Use the opportunity to sit down, eat and drink or have a toilet break. If the track is not opened following a session or race, then the track remains closed and the restrictions are under a closed track. If there is an urgent reason to approach the 23
track, you must gain Race Control approval first so that they know that marshals may be on the track. Incident Response by Marshals Track marshals and Medical teams should not be caught unaware when an incident occurs. In advance, work out between your Sector Leader and yourselves, how your sector will operate. Ensure you have a plan to identify: who will go to the front of the bike and to which side, who will go to the back of the bike, who will collect debris, who will carry the fire extinguisher, who will carry medical bales if required, how Medical teams will respond and how/when to assist if required who will check the track and who will be ready to call dangerous situations to the other responding marshals. Apart from the delay caused and the fact that further damage or injury may be caused by not having the right equipment with you, nothing looks worse than a marshal having to return to the post to get equipment that should have been taken in the first place. If an incident happens close to your position, be alert and prepared to move to avoid a bike or debris that could place you in danger. In responding to an incident, always be aware of the oncoming traffic and which flags are being displayed to offer you some protection. When your role has finished at the incident, quickly move back to your marshal post using the least exposed route, keeping an eye out for incoming bikes at all times. Incident response; Do not move in front of barriers until you are required to do so. Check that the appropriate flag signals are being shown for your protection, Check the movement of marshals around you, and ensure that all the likely equipment is being carried to the incident fire extinguisher, lifting straps & medical bales as appropriate, Get as close to the incident as you can from behind the barriers before moving out from behind the barriers. Take care when moving down from the barriers onto the ground, Try to approach any incident with the oncoming traffic in front of you, Be aware that dust can prevent you from seeing oncoming traffic, Your priority is to remove the bike and debris and place Medical bales to protect injured riders and Medical teams, then, Check with the Medical team at the incident scene in case they need your assistance, 24
Remain exposed for the minimum time necessary to complete your task then get back behind the barriers when returning to your post from an incident, ensure that one of the team has full view of oncoming competitors. Wherever possible, never turn your back to oncoming traffic whether entering or leaving the circuit or while at the incident scene, unless another marshal is keeping watch for you. Dealing with bikes and riders at an incident If the rider appears OK and the bike is OK to attempt a restart, (not leaking fluid or damaged to such an extent that it would endanger other competitors) then marshals may assist riders to start the bike and re-join the event. While attempting to push start a bike, marshals should encourage the rider to stay clear of the track until the bike starts and not put themselves at risk if the rider steers to a hazardous position. If unable to be started, push, or carry the motorcycle (using lifting straps as required) from the track, verge or gravel bed and take them to a safe area behind barriers. Recovery quad bikes will be on hand to remove the damaged bikes from your Sector and return them to the pits as quickly as possible. The Medical team always provide the medical response. If you believe you have a medical situation, and there are no attending medical team members, use the appropriate hand signal to get your radio flag marshal to inform Race Control of the need for medical assistance. During incidents, each marshal is responsible for his or her prearranged task, and others must be prepared to assist but not interfere with this. After an incident, check the track for any oil/debris if safe to do so, and inform flag marshals if any problem on the track is observed. In any case, the Flag Marshals should display the lack of adhesion flag for any bike that crashes on the track until they can confirm track integrity. Leave the incident scene and return directly to your protected position as soon as you have no further reason to remain exposed to danger in the area. Where oil or debris is present on the track, no track cleaning is allowed until clearance is given by Race Control. Track marshals generally have no authority to prevent stopped competitors from working on their bike or from participating further in practice or races. With the current one bike regulations it is not uncommon for a rider to attempt to ride a damaged bike back to the pits as they believe that is a faster option than utilising the recovery service. Track marshals can only stop a rider from returning to the track after an accident if the bike is leaking fluid or is damaged to such an extent that it would endanger other competitors if returned to the track. 25
Be observant. If there is a collision between bikes or with a barrier, you may be required to fill in an Incident Report Form stating what you saw, using simple diagrams. If you are completing a report, remember to only state the facts, do not make assumptions. Note on the report any remaining problems such as damaged fencing, signage, verges, infrastructure etc. Working with the Medical Teams The medical team will automatically respond to attend a rider with suspected injuries. As a Track Marshal, do not approach or touch a rider or immobile person unless requested to help by medical staff. It is an FIM regulation that Track Marshals never touch or manhandle any competitor whether injured or not. Use simple hand gestures to guide riders to a safe location. Be prepared for sudden irrational behaviour or disorientation in their movements. In the event of an incident, the usual role of the Track marshal is to protect the Medical Team using the Medical Bales, and provide other assistance if requested. The use of Medical bales is guided by the Medical team s estimate of how long their response will take before clearing the scene. In all cases, Medical bales will be carried to an incident scene where the rider has not moved from the scene. Race Control may also issue instructions, or local judgement may be applied. Medical responses are listed as: Code 1 Short rescue o Rider will be cleared from the scene within 1 minute. Code 2 Long Rescue o Rider will be cleared from the scene within 1 to 3 minutes. o Medical Hay bales required to protect casualties and officials. Code 3 Yellow code o Rider seriously injured, rescue will take longer than 3 minutes. o Hay bales required to protect casualties & officials if event not stopped. Fire response The likelihood of fire at a motorcycle event is remote but possible, and we must all be alert to spilled or leaking fuel and other fire risks Fire extinguishers are issued to each track post around the circuit for use by the trackside marshals. Marshals should check the equipment on first arriving at their posts and familiarise themselves with its proper use. One marshal should carry an extinguisher to each crashed motorcycle in case it is needed. For further back up, we also have three fire units with trained fire marshals ready to enter the paddock and pit area as well as the track. 26
FLAG USE GUIDELINES These notes detail how the flags will be used for all motorcycle activities at International (FIM) Motorcycle Road Race meetings. All flags, regardless of colour or design, are now waved when displayed at dedicated flag points around the circuit. Note: Stationary flags (flags displayed motionless i.e. not waved), are only used in pit lane for specific tasks. Green Flag Always waved Indicates the track is clear Method of use: The green flag is waved at the first flag post following an incident where the flag posts are displaying yellow flags to signify the track is clear. It is also waved at each flag post for the first lap of each practice session and of the warm up session and for the sighting lap and for the warm up lap prior to races. Not only does it indicate that the track is clear, it gives all riders the chance to confirm the location of the flag posts. 27
Single Yellow Flag Always waved Indicates there is danger ahead beside the track Method of use: One waved yellow flag must be displayed at the 3 (three) flag posts prior to any incident and is shown to all riders where there is a danger ahead BESIDE THE TRACK*. *This may be a single crashed bike and rider or multiple bikes and riders on the verge, in the gravel trap or on a bitumen or grass run off area but not actually on the track. The white line on the edge of the track defines the border of the track. 1. The radio flag marshal at the post prior to the incident must wave one yellow flag. 2. The next post back should also show one waved yellow flag and the flag marshal should raise the other arm to indicate to the 3rd post back that waved yellow flags are being shown at two posts. 3. The flag marshal at the 3rd post must also wave one yellow flag, and hold out one arm horizontally to let the next post know that they do not need to show their yellow flag. That is, a rider approaching an incident beside the track requiring the display of yellow flags, should see one waved yellow flag, (by marshal with one arm out-stretched) then one waved yellow flag (by marshal with one arm raised), then one waved yellow flag and no arm signals. After the incident, he should see a waved green flag to indicate all is clear. Note: Single waved yellow flags are used to cover fallen riders, stopped riders or officials cleaning up in the circuit run off. Marshals should be aware that motorcycles rarely end up on the inside of a corner after falling, they usually tend to travel, more or less, in a straight line towards the outside of the corner. Keep in mind that a rider that has fallen or has stopped in a run off, or marshals that are attending, may be in danger. Use the single waved yellow flag with this in mind. Double Yellow Flags Always waved Indicates there is a hazard wholly or partly blocking the track Method of use: Two waved yellow flags must be displayed at 3 (three) flag posts prior to any incident and is shown to all riders where there is a danger (a bike and/or rider) ahead ON THE TRACK**. 28
**Double yellows are waved if a single crashed bike, a rider or multiple bikes and riders have actually ended up on the track. There may be bikes and riders on the verge, in the gravel trap or in the run off area as well but double yellows are only shown when the hazard is actually on the track. 1. As there are two flag marshals stationed at every post, the radio flag marshal at the post prior to the incident must wave one yellow flag. The post s second flag marshal must also wave another yellow flag simultaneously. 2. At the next post back, the radio flag marshal should also show one waved yellow flag and that post s second flag marshal must wave another yellow flag simultaneously. The radio flag marshal should raise the other arm to indicate to the 3rd post back that waved yellow flags are being shown at two posts. 3. The radio flag marshal at the 3rd post should also show one waved yellow flag and that post s second flag marshal must wave another yellow flag simultaneously. The radio flag marshal must hold out one arm horizontally to let the next post know that they do not need to show their yellow flags. That is, a rider approaching an incident on the track requiring the display of two yellow flags, should see two waved yellow flags, (at a post with a marshal with one arm outstretched) then two waved yellow flags (at a post with a marshal with one arm raised), then two waved yellow flags and no arm signals. After the incident, he should see a waved green flag to indicate all is clear. Note: Two waved Yellow flags are used to indicate to oncoming riders that there is a hazard a rider, bike and/or official, actually ON THE TRACK. It is obvious that a rider and/or bike that has fallen and is still on the track, or a rider attempting a restart and is still on the track, will be a danger to himself and oncoming riders. The use of two waved Yellow flags has been introduced to convey the warning of an increased risk to everyone when something is actually on the track. Riders passing under yellow flags The reasoning behind displaying yellow flags at three posts is to give more warning to oncoming riders, earlier than would otherwise be the case. The waved yellow flag(s) with raised arm is especially useful on long blind corners where the first post displaying waved yellow flag(s) cannot be seen from the post that needs to show the last waved yellow flag(s). The disadvantage of this process is that it can shut down long sections of the circuit because of one incident. The section of the track covered by yellow flags, (either single or double), that is, from the first yellow flag(s) a rider encounters prior to an incident, to passing the waved green flag immediately past the incident is known as the Yellow Flag Zone. 29
When a rider is passing waved yellow flags, he may not pass another rider until he passes a waved green flag, unless that rider has withdrawn or is off the track. FIM regulations - Process of redress - When a rider passes another rider in a Yellow Flag Zone, there is an allowance for him to redress the situation instead of suffering a penalty. To do this, a rider after having realised he has incorrectly passed another rider should raise one hand and let the rider he passed move ahead of him again. If this happens, no penalty will be imposed. Both the passing and the redress move, if observed by marshals, must be reported to Race Control. Blue Flag Always waved Indicates to a rider that he is about to be overtaken Method of use: Wave the blue flag as the slower rider approaches your flag point. A waved blue flag indicates to riders that they are about to be passed, probably within your sector. The blue flag seems to cause the most confusion of all but in reality, is simple to apply. It does require a high level of awareness to decide when it should be used. During practice and qualifying sessions, bikes will be in and out of the pits and until the bike and tyres are thoroughly warmed up, a rider may be proceeding at a substantially slower rate than that of other riders who have been circulating for some time. The flag is displayed only to significantly slower riders likely to be soon passed in these circumstances. The use of the blue flag in races is slightly different and it is much easier to decide who should receive the signal. The blue flag should be shown only to riders about to be lapped. Carefully monitor the positions of the lead and tail-end riders and it is reasonable to get the assistance of others at the post to help you do this. Blue flags should not be displayed to riders racing each other on the same lap, and who are of reasonably equal speed to each other. 30
Red and Yellow Striped Flag (lack of adhesion flag). Always waved The flag is shown waved to all riders. Riders are expected to take note and assess the track themselves. Method of use: It is waved whenever any material (oil, water, debris etc) is on the track and is likely to decrease the traction available to a rider. Any incident involving a bike hitting the actual track must be covered by showing the lack of adhesion flag at the post immediately preceding the incident, until it can be ascertained that there is no danger present and the track is considered clean. Err on the side of caution as it is better to assume that there is some sort of hazard on the track, particularly after an incident, than to display no flag at all. When the bike has hit the track, it is good practice to display the lack of adhesion flag until such time as the track surface has been checked and confirmed as OK. NOTE: Rain falling in a sector requires the use of a waved white flag with diagonal red cross as well as the waved lack of adhesion flag. Both flags, side by side, are shown waved to all riders. Riders are expected to take note and assess the track themselves. White Flag with Diagonal Red Cross Always waved This flag is shown waved to all riders. Riders are expected to take note and assess the track themselves. Method of use: When drops of rain are falling in their section of the track this flag is waved by marshals. Race Control should be advised when this flag is being displayed. When rain is falling in their section of the track marshals should wave the lack of adhesion flag as well as waving the white flag with the diagonal red cross. Race Control should be advised when these flags are being displayed. Red Flag Always waved This flag is shown waved to all riders. Riders must stop racing and return to grid or pits. Method of use: The red flag is waved to stop a race or practice session. It is used only on direct orders from the Clerk of the Course. This instruction will come from Race Control to the 31
Flag Marshal via the radio comms. system and the flag marshal should respond immediately. Black Flag with Orange Disk and Number Board Flag waved and board held stationary Black flag with orange disc is waved and number board is displayed to all riders. Rider with number displayed must stop racing and immediately leave the track at the earliest safe place. Method of use: Race Control will advise of a rider s number which will be configured on the number board. The waved flag and the number board shall be displayed and remain on display until Race Control advises for them to be withdrawn. This flag and board are used to convey instructions to one rider only. This flag and board is only used after specific instructions from Race Control, and indicates the motorcycle has a mechanical problem likely to endanger the rider himself or others and must immediately leave the track. White Flag - MotoGP Events Always waved This flag is shown waved to all riders. Indicates to riders that they may now come into the pits to change bikes. Method of use: This flag may only be used upon specific instructions from Race Control. The white flag is waved at all the flag marshal posts. This flag indicates to riders may now come into the pits to change bikes. White Flag - World Superbike Events Always waved This flag is shown waved to all riders. Indicates to riders that it is raining at some parts of the circuit. Method of use: This flag may only be used upon specific instructions from Race Control. The white flag is waved at all the flag marshal posts. This flag indicates to riders that it is raining at some parts of the circuit. 32
Contact details: Motorcycling Australia Phone: +61 (3) 9684 0500 Fax: +61 (3) 9684 0555 Email: mail@ma.org.au Suite 125, 9 Hall Street Port Melbourne 3207 Victoria Australia PO Box 134 South Melbourne 3205 Victoria Australia Phillip Island Circuit Phone: +61 3 5952 2710 Fax: +61 3 5952 3160 Email: info@phillipislandcircuit.com.au Back Beach Road, Phillip Island 3922 Victoria Australia Post: RMB 500GP Cowes, Victoria 3922 Australia Australian Grand Prix Corporation Phone: +61 3 9258 7100 Fax: +61 3 9510 7285 Email: enquiries@grandprix.com.au Level 5, 616 St Kilda Road Melbourne 3004 Victoria Australia PO BOX 577 South Melbourne, VIC 3205 Australia 33