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HomeMy WebLinkAbout2012 Gopher Badger Marathon _A, Rugg For C4,41A4Pit CITY OF OAK PARK HEIGHTS — GOPHER TO BADGER HALF MARATHON THIS AGREEMENT is made this 7 day of R V` . , 2012 between the CITY OF OAK PARK HEIGHTS, Washington County, Minnesota ( "City "), and Final Stretch, Inc., a Minnesota corporation ( "FSI "). RECITALS 1. Gopher to Badger Half Marathon Race. The City hereby authorizes FSI to organize and conduct a Half Marathon Race to be known as Gopher to Badger" (and/or the "Race ") in order to foster and promote tourism within the City and the St. Croix Valley and encourage commerce within the City. The Race will be run on August 11, 2012. 2. The Events. There will be a Half Marathon event that will start in Stillwater and go through the City of Oak Park Heights on its way to the finish in Hudson, WI. 3. Race Route. (See Map — "Exhibit A ") No route deviations shall occur in the City without the prior approval of the Chief of Police. Starting and Finish Line. The start line and finish line are out of the City's jurisdiction but miles 4 through about mile 6 are within the city limits. Limitations. FSI agrees that the number of gr be o Race participants for all races will be limited to a total of 950 participants. 4. Fees. FSI will pay to the City an impact fee of $500.00, which will be placed into a dedicated fund for City Park Development and Use Purposes. This impact fee will not be itemized as a separate charge on registration forms or other race related documents. This amount will be remitted to the City by August 5th, 2011. FSI may seek a waiver and/or reimbursement for good cause of this fee from the City Council within the 12 months from the date of this Agreement. This Impact Fee is not refundable if the race is not actually run, canceled or terminated due to non - compliance by FSI. 5. Traffic Control Points. The intersections of the following streets and roads on the Race Course within the City of Oak Park Heights will be controlled by Police at FSI expense unless the Chief allows approved event staff (provided and trained by FSI and as approved by the Chief of Police); such staff shall be equipped with proper NSTB compliant safety vests to be provided by FSI. A listing of volunteers specifically assigned to each Oak Park Heights TCPs (traffic control points) and the training received, will be provided to the Chief of Police by FSI events, to confirm all approved TCPs as assigned to volunteers will be manned on the day of the race. FSI events will also have available on race day alternate volunteers available to back fill in the event of no shows by those previously assigned. This listing and completed training will be provided no later than August 5th, 2011. In the event FSI does not provide the needed volunteer's the race SHALL not be permitted to run through the City. Traffic SHALL be allowed to cross the course at every intersection, runner traffic permitting. (a) Intersection of Hwy 36 and Beech Road (b) Intersection of Stagecoach and 56 Street North t' �r Residences with homes on the course shall receive a direct mailing from FSI, not later than August 9th, 2011, informing them of specific Race timelines and will be given a direct "hot line" number to reach on Race day, (Sample in "Exhibit B "); such HOTLINE number will be staffed at ALL TIMES, including prior to, during and through 7:00pm on the day of the event. 6. Garbage and Rubbish Removal. All garbage and refuse generated by the Race, including that left by spectators, will be removed properly and disposed of by sundown on the day of the Race. FSI will be responsible to reimburse the City for any subsequent cleaning determined to be necessary by the City as a result of the Race. 7. Portable Toilets. NOT APPLICABLE. 8. Road Closure Plan. No roads are to be closed in the City. (See "Exhibit C ") 9. Water Stops and First Aid Stations. Water and first aid stations will be established at the start, finishes, and throughout the racecourse in keeping with USATF Race requirements. All Aid Station workers shall carpool to any Aid Stations in the City so as to reduce any on -street parking. All on street parking by Aid Station workers shall be consistent with regular on -street parking requirements of the City. 10. Emergency Plan. The Race Emergency Plan will be designed and completed by FSI with the assistance of health experts. FSI will actively seek input from the City Police and other local public safety departments for the communities through which the Race will pass, and Lakeview Hospital Emergency Services. The Emergency Plan must be approved by the Chief of Police for the City and will then be affixed hereto as "Exhibit D ". 4 � Further, FSI will retain a qualified medical doctor (MD) with expertise regarding Races to review and approve the life safety aspects of the Emergency Plan. The City reserves the right to review and approve the MD, and FSI must provide proof to the City that the MD so selected has been retained for this purpose. FSI agrees to authorize the MD to cancel the Race as required to protect the health and safety of the Race participants. 11. Food, Liquor and Vending. FSI will not provide commercial food, liquor or vending, nor will they license others to provide these services to race participants in the City. This provision does not prevent FSI from providing food and nonalcoholic beverages to Race participants only and shall be consistent with the intent of this Agreement. 12. Insurance, Hold Harmless, and Indemnity. FSI agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement; and further, FSI agrees to provide to the City evidence of insurance coverage of at least $1,500,000 of combined single limits covering claims that might be brought against them that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." This proof of insurance shall be provided to the City Administrator not later than August 5th, 2011. 13. Public Information. FSI shall make extensive, deliberate, affirmative and documented efforts to notify property owners and businesses along the Racecourse of any restrictions that might be placed upon their movements during the Race. 14. Community Participation. The City shall work in good faith with FSI to encourage community participation in Race preparation and Race conduct. 15. Police Power. The Chief of Police or his designee will be contacted prior the start of the event to confirm that all traffic control points are covered and the route is safe for the start of the race within Oak Park Heights. FSI authorized personnel shall maintain and monitor a predetermined cell phone at all times on the day of the race, and such phone number shall be provided to the City Police Department. On the day of the race should continual attempts to reach designated cell phone by the City Police Department fail, the City may without further notice cancel the race and/or invoke other penalties. The City reserves the right to shut down the Race in the event the Chief of Police (or his duly designated agent) determines that the public safety is threatened, or the health or safety of Race participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Race in the Emergency Plan Should this occur, FSI shall abide by the ruling of the City and does herby waive any and all claims against the City should this occur. It is recommended by the City that FSI secure appropriate event insurance. 16. Use of City Parks. FSI will not be using any park in the city limits of Oak Park Heights for the Race. 17. City Costs. FSI must reimburse the City for all costs incurred by the City to allow such Race, including but not limited to City Police Department, Public Works Department, and Fire Department and as needed to safely conduct and maintain the Race and supporting events as agreed herein. A refundable cash deposit of $1,000.00 must be made to the City by FSI no later than August 5th, 2011. This amount shall serve as a security to the City and shall be reimbursed to FSI at such time FSI pays to the City all costs incurred by the City and/or penalties due The City shall invoice FSI within 60 days of the Race for all City costs incurred for the Race. 18. Naming Rights. Rights to the name "Race" and any logo or brand developed for the Race will remain the property of FSI. Registration of the name or logo as a trade name or trademark is reserved in FSI. 19. Term. The term of this Agreement is for nine (9) months unless terminated earlier by the City. 20. Failure on the part of FSI events to comply with specific provisions of this Agreement, including the providing of the preparatory documents and actions may result in the City implementing monetary penalties in the amount of $200.00 for each violation and/or the City's revocation of FSI's permission to hold this race within the City. The City will provide written notice to FSI for each violation and will bill FSI for such violation. The City may also conclude, through the decision of the Chief of Police that FSI has not provided the required documentation and in the required timelines and the City may then revoke the permission to hold the race within the City limits, as determined by the Chief of Police. It remains FSI's responsibility to provide the required documents in a fashion wholly consistent with the dates stated in this Agreement. IN WITNESS WHEREOF, the parties have set their hands effective the day and year first written above. Final Stretch Inc. By id Its OWNER STATE OF MINNESOTA ) 0 COUNTY OF 4 b The foregoing instrument was acknowledged before me this th day of August, 2012, by 1r °n the he is the duly authorized agent f► • Final Stretch, Inc. • •` - NOTI it ICLINIZ Notary Public T � MPIMUCApegiam Olnillik0A Egos .. t J api City o 1 ak P'• k Heights e JoAhseY) AT`F .T: r Cot �l At /'t�/S/#" t � .. 1( .iLe•Laitirikehreitrishrltor C D elo- t 1 e.s.t STATE OF MINNESOTA "'!� ) ss COUNTY OF WASHINGTON ) a i The foregoing instrument was acknowledged before me this ( of Au r•st, 012, l jrDerviJ•Bsm.JCt, e i Eric Johnson, Administrator, for the City of Oak Park Heigi s. �. tary Public ' " JENNIFER M. PINSKI NOTARY PUBLIC - MINNESOTA My Commission Expires Jan. 31, 2017 Exhibit A Route Map FINAL STRETCH, INC. P.Q. Box 121 Nerstrand, MN 55053 (507) 649-2322 GOPHER TO BADGER 2012 RACE PROPOSAL TO: City of Stillwater Washington County Sheriffs St. Croix County Sheriff City of Hudson — Deb Andrews DATE: Saturday, August 11 th , 2012. TIME: 8:00 AM Start — Registration begins 6:15 AM — Lakefront Park - Hudson. FROM: Final Stretch, Inc. — Mark Bongers ROUTE: Stillwater / Hudson — Start at the Browns Creek Trail parking lot on Neal Avenue. Go North to McKusick turn Right or East. Go 2.9 miles to N. Owens turn Right or South. Go .7 miles to Pine turn Left or East (Traffic guards at Olive and Owens — Owens and Pine). Go .6 miles to 3' turn right or south. Go .6 miles to 65 turn left or east. Go .4 miles to Paris turn south or Right. Follow Paris to Beach, crossover Hwy. 36. Go straight to Hwy. 21, approximately 4.4 miles to 22 " Street, turn left or east. Go .6 miles east to Hwy. 95, crossover Hwy. 95 (Traffic Guards). Go South or right to Rivercrest. Go Left or East on Rivercrest, follow Rivercrest to 94 bridge. WISCONSIN / HUDSON — Follow 94 bridge bike path to 35 bike path to first set of lights, go left or west, follow bike path to band shell, finish line, 1.7 miles from Park N Ride in Minnesota to Band Shell in Hudson. Please see map attached. TRAFFIC CONTROL: We will provide volunteer's to help out with each mile on the course. The course will be marked and coned to ensure the safety of the runners. We will abide by all City, County, and State regulations. We are hiring three Washington County sheriff deputies to help on the course for the Gopher to Badger. They would lead the runners and help with traffic control and then be present at the intersection of Hwy 95 and 22 Street to control traffic and allow runners through the intersection. Minnesota DOT has been contacted and permits are being issued for controlling this intersection. LIABILITY INSURANCE: We will provide required insurance and liability coverage for the Gopher to Badger Event. Additionally, we provide co- insurance to all regulatory agencies & governmental agencies. RACE SPECIFICATIONS: The staging area for the race will be located at the Hudson band shell. Busses will pick -up the runners on 2nd street right in front of the bandshell at 7:00 am. Participants will then be bussed to Brown's Creek Park in Stillwater were they will begin the race. Race will begin at 8:00 am barring any emergencies or problems. The race will finish in Hudson at Lake Front Park. 1 • .• • , . • : • . • ' • , • • . . . . . - • . . 1 .... g • . : ...• :. - Fol r4 • ..i . . • .• • .: • ..... ..- . ' ' 11 • : - ..: - • • • -. : . • . - - -. - . .:* . . 1 ;Ii.;■ g 9 • • 9 ' ' •• • • - - E .. • • • . - ' • . . • • . .. I E ... V • ? F. r g - 5 5. I :-.. 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Y .. .. ... _ . :... ...._....... .._........._ �.....t__. ..... .:.... e.. a r i - - vi > s o-arta� y ..._....... ... ".;.., ,. _._.. .. . . ..._..,....c • .. ....... .. . .. w..- .::._- ...ice <:- . ''''''•':1::'::::''''. - ..:'•:• .. • _ '•' :�w.'. _ r : � s t ••i I k i I Ci t r i i _ — t 1 Z .: X S (,-;.:.2....:::: ...:::.::::,_,..:• •:. s 1 ...;.: . .,_•..:,..,:, 'c.7•."-1,;;".".;i:::)•.;:•'•": � E •j � t �. s r ; I • - 1 2.� .. �1 _ - -=� � . T G 4 i' ° : tAt , mU4'4 S. - Z 1 MISS].. . - • ; . S B {�O Y net .A.;-, 1S 1 fv , aT 7. a r MMi s: a{ t z -/..."'"1 - 9- �?'•. � ls�. -' r - i'f • uN ii�Yt Pd N s .. .r Fit -.1:4 - i ',,z p s� , x a " * f L , • 1 ' I OTHER STAGING INFORMATION: Aid stations will be located off the road at 2.5, 5.0, 7.5, 10, and 12.5 miles throughout the course. Aid stations will include water or other drinks for the runners. Basic supplies of bandages and communication with the finish line if there is an emergency will be at each aid station. 911 will be notified first in the case of any emergency. EVENT SIZE: Approximately 1,000 runners —100 walkers. BENEFICIARY: Stillwater football) athletic programs. Hudson Cross Country Team. Children's Cancer Research Fund is the charity sponsor for the event. MERCHANT BENEFIT: Approximately 750 —1,250 participants and families from the 5 state region will spend the majority of the day in downtown Hudson and along the course through Stillwater and surrounding areas. Exhibit B Direct Mailing RECEIVED } tt''" AUG 2 2012 City of Oak Pa* Heights •• AM PM f� ice w Norrtrotrtern mmui flFANCIAE NETWORK' To Occupant: For the 16 year, the Gopher to Badger has the half marathon starting in Stillwater and finishing in Hudson. The event is on August 11, 2012 starting at 8:00 am at Brown's Creek Park on Neal Avenue. The event goes north on Neal Avenue, then right on McKusick Road, then right on Owen Street N, then a left on Pine Street W, a right on 3rd Street S., a left on Orleans Street (65 Street), a right on 4 Street (Paris Ave), across Hwy. 36 on Beach Road, a left on 59 Street and a right on Stagecoach Trail. This will take the runners south and out of Stillwater. The reason for this letter is to inform you of the runner congestion on these roads from about 8:00 am to 8:45 am, depending on the area in Stillwater. There will be officer throughout Stillwater assisting the runners and allowing cars through when possible. If possible, please avoid these areas or adjust your schedule to get around these traffic issues. Thank you for your understanding in this matter. We have spoken to the city council and the police department and are continuing to work with everyone in the community to ensure that this event will thrive and grow in Stillwater and surrounding communities. If there are questions, please feel free to give me a call on my cell at 507 - 649 - 2322. If you would like to see a course map of the event, go to www.finalstretch.com and click on Gopher to Badger and there is a link for race maps. If you would like to email me, please email me at mbongers @finalstretch.com. Sincerely, Mark Bongers Race Director Finalstretch, Inc. II Exhibit C Road Closure Plan NO roads in the City are to be closed for the Race. All race volunteers and traffic managers shall permit vehicular traffic to proceed consistent with State law and at no time shall the travelling public be prohibited from accessing public streets due to such race being held in anticipation of participants passing a particular road or intersection. If the roadway is clear, race volunteers and traffic managers shall permit the travelling public to proceed. O U' AC DA TE A C ERTIFICATE OF LIABILITY INSURANCE 0, /1812012 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: litho certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder In Neu of such endorsement(s). PRODUCER CONTACT NAME: Farbo Ins. Inc. PRONE FAX tar 1404 NW 7Th Street S Earl INC. No) ADDRESS: INSURERtSI AFFORDING COVERAGE NAM / Faribaul MN 55021 INSURER A : Nautilus Insurance Company 17370 INSURED INSURER B : Final Stretch Inc. INSURER C: PO Box 121 INz1R D : 12447150Th St E INSURER E: Nerstrand MN 55053 INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO TI-E INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, y � g E E XCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. 'L1R TYPE OF INSURANCE jr AuLaia sn VIVO POLICY NUMBER NIDPOLICY EFF POLICY EXP GENERALLUUIILRY IMDAKYY) PINUDIVYYYYJ LIMITS EACH OCCURRENCE S 1,000,000 X COMMERCIAL GENERAL UABILJTY PREMISES L Ea RENTED E 100,000 1 CLAIMS -MADE © OCCUR MED EXP (My one permn) $ 5,000 A NN201055 01/22/2012 01/22/2013 PERSONAL & ADV INJURY _ $ 1,000,000 GENERAL AGGREGATE S 2,000,000 t AGGREGATE mar APPLIES PRODUCTS- COMP/OP AGn S INCLUDED 1 POLICY 1 I .ITT n LOC $ auT0 IO $.E LIABILITY (Ea eaddert OMIT Ee eoddeK — ALL SCHEDULED 'This Insurance is issued pursuant to the BODILY INJURY (Perpsraon) S _ AuTOS AUTOS CANNED Minnesota Surplus Lines Insurance Act The BODILY INJURY (Per accident) $ HIRED AUTOS PROPERTY DAMAGE _ AUTOS Insurer is an eligible surplus lines insurer but (Per accident) S is not showier licensed by The State of _ S UMBRELLA LIAR OCCUR Minnesota. In case of insolvency, 'CitC►, pati EACH OCCURRENCE S EXCESS wtB CLAIMS -MADE Of claims is not guaranteed. AGGREGATE S DED 1 1 RETENTIONS S 1 1 WITS 1 I�FR WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE � OFF WASBER EXCLUDED? - - - ' N ! A E.L EACH ACCIDENT S R ye$ EL DISEASE - EA EMPLOYEE S DESORPTION OF OPERATIONS below EL DISEASE - POLICY LIMIT S DESCRIPTION OF OPERATIONS ! LOCATIONS (VEInSLES (Mash ACORD 199, AddllIanaI Remarks Schedule, if more space M required) Name /Date of Event: Gopher to Badger 8/11/2012 Certificate holder is name as additional insured if required by written contract CERTIFICATE HOLDER CANCELLATION DA E r t City of Oak Park Heights, Its employees, officers and assigns H tTH RE ` , ° E I BED NC IN n BEFORE ' PALL BEES 14168 Oak Park Blvd N ACCORDANCE WITH THE POUcY PROVISIONS. Oak Park Heights MN 55082 AUTHORED REPRESENTATIVE' .f}) ID 1888 -2010 ACORD CORPORATION. AM rights reserved. ACORD 23 (2010/05) The ACORD name and logo are registered marks of ACORD Exhibit D The Emergency Plan . , f in a 4. , , ,_...., ,_4,4, ,,_„ ,,,,,,..... tretc . , FINAL STRETCH, INC. CRISIS PLAN 2012 1 2/17/2012 1 of 23 I FINAL STRETCH INC. CRISIS PLAN 2012 3/1/2011 — version 2.1 Table of Contents Emergency Telephone Numbers 2 Crisis Management Procedures 3 _ First to Respond Emergency Protocol ....... ............................... 4 -6 _ Inclement Weather /Delay - Cancel Protocol ..................... 7 -9 _ Course Manager /On Site Manager Emergency Protocol 10 _ Course Manager /On Site Manager Emergency Checklist ...... 10 On -site Emergency Situation Analysis ......... ............................... 11 Types of Emergencies (in alphabetical order) .......... 12 -18 _ Accident with Death _ Accident with Injuries /Medical _ Assault/sexual Assault _ Bomb Threat/Explosives Fire _ Gas Leak _ Injury with Weapon _ Power Outage _ Protest Theft _ Traffic Accident _ Vandalism _ Weather (thunder storms, tornadoes) Lost Child Protocol ..................... 19 Incident Report ............... 20 Media 21 -22 _ Media Reference _ What to Know About Media _ Media Do's and Don'ts General Information and Notes .................. ............................... 23 2/17/2012 2 of 23 EMERGENCY TELEPHONE NUMBERS Emergency Police /Fire /Medical /Sheriff /State Patrol 911 Race Director — Mark Bongers 507 - 649 -2322 Course Manager — Steve Bongers 507 - 330 -5161 Mark Bongers 507 - 649 -2322 On Site Manager - Beth Staser 507 - 649 -7377 National Weather Service (recording) 763- 512 -1111 FBI 612- 376 -3200 FBI Non - emergency 612 - 376 -3200 MN State Police (Mon -Fri 8 -4) Non- emergency 651 - 297 -3935 Excel Energy (Electric) 800- 895 -1999 Excel Energy (Gas) 800 - 895 -2999 Poison Control 800 - 222 -1222 2/17/2012 3 of 23 CRISIS MANAGEMENT PROCEDURES 1. Volunteer or manager takes action necessary to create a safe environment, notifies authorities as needed, and alerts race director (see First to Respond Emergency Protocol, next page). a. 911, emergency b. Course Manager or On Site Manager 2. Site Manager follows up assures the volunteer has taken correct emergency action (see Site Manager Emergency Protocol). c. 3. Course Manager or On Site Manager arrives on scene. Team obtains facts, conducts "On -site Situation Emergency Analysis." 4. Manager contacts Race Director, if necessary. 5. Complete Incident Report Form where necessary. 6. Team takes any needed further action. 7. Determine if other staff should be contacted /on -site and media procedure. 8. Alert all parties to route media to Race Director. Race Director provides a simple statement to security and appropriate departments on procedures for responding to any incident inquiries. Follow - up Procedures (Post Event): 1. Team meets for post race debriefing. 2. Director presents facts. Team develops strategy and key messages. 3. Formulate basic media strategy and prepare spokesperson. a. Race Director drafts internal fact statement, as they are known at that time. b. Distribute to security for communications. Develop external statements if necessary. For each piece note date and time. 4. Consider existing and realistic internal communications. 5. Monitor situation. Update directors with internal and external statements as necessary or on established timetable. 2/17/2012 4 of 23 FIRST TO RESPOND EMERGENCY PROTOCOLS Injury or Death of a Race Participant or Spectator on Race Day All accidents or incidents including serious injury or death shall be handled according to the following protocol: 1. Immediate notification of the Emergency Service /Police shall be made by telephoning "911 ". A land based phone will be used if possible and the caller must make note of the exact location of the incident. The official /volunteer discovering the incident should stay with the injured person and designate one person to make the telephone call. 2. Notification should be given for medical assistance from the closest Medical Team Member, if possible and reasonable under the circumstances. If not, the person responding to the incident shall exercise reasonable efforts to offer first aid and /or other appropriate assistance. Volunteer personnel shall always defer to authorized Medical Emergency Personnel. 3. Notify Course Manager or On Site Manager. 4. Course Manager or On Site Manager will notify Race Director in a timely manner. 5. In the event of an accident or injury situation, after care has been rendered, Officials should attempt to obtain statements from all witnesses; at a minimum obtain names, addresses and telephone numbers of witnesses. 6. Medical assistance is headquartered at the finish line race. In no event should any Final Stretch, Inc. volunteer talk to the press, members of the public, race participants or other Volunteers about any emergency incident. Communication should be made only to the volunteer's direct manager who should in turn contact the Race Director. 7. Any communications required with the press shall be made by the Race Director. No other Volunteer is authorized to talk to the press, members of the public, runners or other Volunteers about any emergency incident. Communication should be made only to the volunteer's direct supervisor who should in turn contact the Race Director through the established communication network. Personnel should not discuss incidents between or among themselves, their family members or other volunteers except on a "need to know" basis in order to complete the medical injury reports or other forms, or otherwise to answer questions of the medical personnel. 8. Personnel shall always give their name, address and telephone number so that appropriate investigators may follow up. Incident Report Forms are completed where necessary. 8. Any requests for interviews of statements from investigators or insurance personnel shall first be referred to the Race Director. 2/17/2012 5 of 23 PROPERTY DAMAGE All accidents or incidents involving property damage only shall be handled according to the following protocol: 1. In the event of property damage and personal injuries, the protocol above dealing with injuries must be followed first and injured persons cared for before attention be given to damaged property and personnel shall always allow emergency personnel to take control of the situation. Then this protocol should be followed. 2. In the event of property damage only, Course Manager or On Site Manager shall be notified by the volunteer first noticing the damage. The volunteer shall stay with the damaged property until Course Manager or On Site Manager arrives and assist the manager in making a report. 3. Course Manager or On Site Manager shall notify the police if determined necessary to make an official report. 4. The volunteer shall report to the Course Manager or On Site Manager the extent of any damage to property, describing it in detail and taking names, addresses and telephone numbers of any witnesses to the damage. 5. A full report shall be made by the volunteer and the Course Manager or On Site Manager, forwarding the report to the Race Director. 6. The Course Manager or On Site Manager shall consult with the Race Director to determine that appropriate is taken. 7. Damaged property shall be removed only after Police Department officials have concluded their investigation and approved the removal. (e.g. automobile towed or pushed out of a public street.), if applicable. 8. Personnel shall always give their name, address and telephone number so that appropriate investigators may follow up on property damage investigations. Incident Report Forms are completed where necessary. 9. The protocol above dealing with personal injuries shall apply to property damage with respect to any communications with the press. No such communications are authorized by volunteers except by the Race Director. 2/17/2012 6 of 23 r. Other Incidents 1. In the event of eminent danger to race participants, volunteers, or spectators; immediate notification of the Emergency Service /Police shall be made by the volunteer first noticing the incident by telephoning "911". A land based phone will be used if possible and the caller needs to make specific note of the location of the incident. 2. In the event the police have been notified, the volunteer shall stay at the site until the police arrive and assist in making an official report. 3. The volunteer shall report to his /her Course Manager or On Site Manager the incident, describing it in detail and taking names, addresses, and telephone numbers of any witnesses. 4. The Course Manager or On Site Manager shall take action to correct the situation and /or notify the Race Director. 5. When appropriate, a full report shall be made by the volunteer and Course Manager or On Site Manager to the Race Director. 6. The Race Director will assure that appropriate follow up action is taken. 7. Personnel shall always give their name, address ad telephone number so that appropriate follow actions can be taken. Incident Report Forms shall be completed where necessary. The protocol above dealing with incidents shall apply with respect to any communications with the press. No such communications are authorized by volunteers except by the Race Director. 2/17/2012 7 of 23 • f • . Inclement Weather /Delay- Cancel Protocol Inclement weather warnings prior to Race Day shall be handling according to the following protocol: Final Stretch, Inc. will use its web site and media partners (both radio and television) as a warning system to race participants that higher (or colder) than normal temperatures are expected and what steps to take in preparing for Race Day. Inclement weather on Race Day shall be handled according to the following protocol: 1. If an impending weather situation is apparent, the Race Director shall make a determination whether to delay or postpone the race based on information obtained by the National Weather Service. The specific criteria used to delay or postpone the race shall be: * Lightning -If you can hear it, clear it. Resume in 30 minutes after the last thunder or lightning. *Heat -The race will be cancelled if the wet bulb globe temperature at the start of the race is > 69° F. * * Cold -The race will be cancelled if the ambient temperature at the start of either race is < -15° . F. * Ice -The race will be cancelled if the roads are icy and traction is deemed unsafe. (Wet bulb globe temperature considers effects of temperature, humidity, and radiant heat. A single index is computed using a weighted mathematical formula. A start WBGT of 21 °C resulted in MCI or midrace cancellation in several races. Twin Cities Marathon data show a rapid increase in the rate of unsuccessful marathoner starters above a start WBGT of 13 °C. The event experienced an area - wide MCI at a start WBGT of 22 °C with an unsuccessful starter rate of 160 per 1000 finishers. Conclusions: Marathons in northern latitudes ( >40 °) held in "unexpectedly" hot conditions when the participants are not acclimatized and the start WBGT is >21 °C often end in either race cancellation or an MCI. It would seem prudent not to start these races in similar conditions. The rate of unsuccessful marathon starters per 1000 marathon finishers plotted against start WBGT generates a curve that can be used to estimate a do not start level. The do not start WBGT for Twin Cities Marathon is 20.5 °C (69 °F) on the basis of this model.) This system for WBGT was devised: Generally Safe = Low Risk - <55 °F; EHS Risk begins to rise = Moderate Risk, 63 -67 °F; EHS Risk for all competitors is increased = High Risk - >68 °F; and * *Cancel or Postpone = Extreme Risk - >69 °F ( "Event Delay Threshold" = 69 °F). ( *EHS = External Heat Stroke) ROBERTS, W. O. Determining a "Do Not Start" Temperature for a Marathon on the Basis of Adverse Outcomes. Med. Sci. Sports Exerc., Vol. 42, No. 2, pp. 226 -232, 2010 Additional information used to decide shall include, but not be limited to: _ What time did the weather report come in? _ What areas are affected? _ How long will these areas be affected? _ Is there a risk of potential danger to race participants, spectators, or volunteers? 2. Based on information from the National Weather Service, if the Race Director determines there is risk of potential danger to participants, spectators or volunteers, the start of the race will be delayed until it is deemed safe to start the race. 2/17/2012 8 of 23 At the Start Line: 4. If the start of the race is delayed, announcements will be made. The start area will be evacuated and all participants, spectators and volunteers will be advised to seek shelter. 5. Periodic updates will be provided to participants on the weather condition. 6. Once it is determined safe to start the race, area assessments will be conducted to ensure safety prior to race start. These assessments will include: assessing the course to ensure it is free from debris, assessing the finish area, contacting local police. Along the Course: 7. If the start of the race has been delayed, the Race Director will be responsible for contacting Course Manager regarding any decisions to delay the start of the race. 8. Course Manager shall contact Course Marshals and Aid Stations in their respective areas and advise them to seek shelter. 9. The Race Director will keep Course Manager apprised of the status of the race start. Course Manager shall inform Course Marshals and Aid Stations in their respective areas. 10. Should a severe weather condition occur on the course: all volunteers, spectators and participants are encouraged to seek shelter in a building or in cars. The Course Manager needs to report the current status of protection and road conditions to the Race Director. At the Finish Line: 11. In the event the start of the race is delayed, the Race Director shall notify On Site Manager, who will take the appropriate action. 12. Should a severe weather condition occur at the finish area; all volunteers, spectators and participants will be encouraged to seek shelter. 13. The Race Director will be keep On Site Manager appraised of the status of the race start. General: 14. If an evacuation of the race is imminent, the proper authorities will be notified to help with the evacuation. An assessment will be made to determine if there were any weather - related injuries or deaths. Local authorities and the Race Director will determine clean -up efforts jointly. 15. The safety of the volunteers as well as participants and spectators is of primary importance. The volunteers need to take shelter in their cars, or nearby homes in the event of dangerous conditions. 16. Any communications with the press regarding a weather related incident shall be made by the Race Director. Volunteers are not authorized to talk to the press, members of the public, runners or other Volunteers about any emergency incident. Personnel should not discuss incidents between or among themselves, their family members or other Volunteers except on a "need to know basis" to complete the injury reports or other forms, or otherwise to answer questions of the Race Director, Course Manager or On Site Manager. 17. Personnel shall always give their name, address and telephone number so that appropriate investigators may follow up. 18. Any requests for interviews of statements from investigators or insurance personnel shall be referred to the Race Director. 2/17/2012 9 of 23 Course Manager /On Site Manager Emergency Protocol 1. Course Manager or On Site Manager determines if the situation poses an immediate safety hazard to self, volunteers, spectators or participants. If yes, have authorities been called? 2. Course Manager or On Site Manager determines if a medical situation is present. If yes, has medical been contacted? 3. Course Manager or On Site Manager determines if incident requires police presence. If yes, have police been contacted? 4. Course Manager or On Site Manager contacts Race Director: 5. Manager takes appropriate action to stabilize or correct the situation. 7. Manager gets facts regarding situation and names and number of witnesses. Incident Report Form completed where necessary. 8. Manager stays involved until relieved by Race Director. 9. The Race Director determines next steps based on information from security and witnesses. 10. Race Director analyzes: _ Current Situation _ Conduct Emergency Situation Analysis (attached). _ Write down facts (see attached security report). _ Determine facts, update schedule. Course Manager or On Site Manager Emergency Checklist _ Immediate Safety Hazard? _ 911? _ Medical Emergency & Course Medical? _ Other Police? _ Contact Race Director _ Stabilize /Correct _ Assist Director as needed Do not talk to the Media! TELEPHONE NUMBERS Police — Fire — Medical 911 Race Director 507 - 649 -2322 2/17/2012 10 of 23 • ON -SITE EMERGENCY SITUATION ANALYSIS Conducted by Final Stretch, Inc. management at each incident 1. What occurred? 2. Where in race? _ Block? _ Tent? _ Apartment address? Inside /Outside? 3. Who is involved? _ Sponsor? _ Spectator? _ Volunteer? _ Child or adult? _ Get names of all of the above. 4. Are all persons accounted for? 5. Number of spectators? _ Where are they? 6. Have emergency vehicles been called? 7. Injuries /Deaths _ Number of injuries? _ Weapons? _ Number of deaths? _ Have victims been taken to hospital? Which hospital? _ Who are victims - Sponsor, Spectator, Runner, Volunteer, Media, Child or Adult? _ Have families been contacted? By whom? When? 8. Determine other areas within the race course area that are connected with emergency. _ Does entire area need to be evacuated? _ Is everyone in a safe area now? If not, evacuate immediate area. 9. Media _ Determine number of media on- site /en route /notified (determine TV /print/photo) _ Determine one (1) safe, entrance /exit to direct media in /out of building, relay information to Race Director _ Determine spokesperson (same person for duration of crisis) _ Call and get them on -site (if they are not already) _ Coordinate how /when that person can be reached by media _ Determine central, safe location for press updates _ Mark location for reporters /cameras _ Determine what areas are safe for media to photograph, if any. _ Write out press rules and pass out to each one (similar to press conference). 10. Departmental _ Draft and distribute simple statement for departments /managers to use in case of media phone inquiries, spectator inquiries. Determine distribution system. _ Draft statement for Final Stretch, Inc. personnel responsible for communicating with staff, volunteers, media, public and officials. Determine distribution system. 2/17/2012 11 of 23 TYPES OF EMERGENCIES SAMPLE STATEMENT . At approximately XX: XX today, a woman (DESCRIBE WHAT HAPPENED) at The 1. Crisis /emergencies that MAY require Final Stretch Race. Emergency units were Official comment: called and paramedics took her to XX _Accidents with Injuries hospital where she was pronounced dead. _ Medical (heart attack, fall) Her name has not yet been released pending _Traffic Accident notification of relatives. It is not clear yet how _ Vandalism the incident occurred, and the police are _Weather (tornadoes) investigating it. The police have thoroughly 2. Crisis /emergencies that DO require investigated the area and found it to be safe. comment: The race will continue as scheduled through _ Accident Resulting in Death (day), (date). _ Accident with Injury /Medical - Assault/ Sexual Assault ACCIDENT WITH INJURY /MEDICAL - Explosives/Threa DETERMINE - Fire 1. What happened? - Gas Leak 2. What time? _ Injury with weapon 3. Where? - Power Outage 4. Inside /Outside? _ Protest 5. Where in the race course did this happen? _ Theft 6. How many people were hurt? 7. How seriously? ACCIDENT RESULTING IN DEATH 8. Were they taken to the hospital? DETERMINE 9. Which one? 1. What happened? 10. When? 2. What time? 11. Was anyone killed? (See accident with 3. Where? death) 4. Inside /Outside? 12. How did this happen? 5. Where did this happen? 13. Have names been released? 6. How did this happen? 14. Were these race participants? Staff? 7. Was he /she taken to the hospital? Volunteers? Sponsors? Spectators? _Which one? 15. What is the condition of the victim(s)? _When? 16. How soon were Race officials and 8. How many other people were hurt? emergency personnel notified? _ How seriously? 17. Have victim(s) families been notified? _ Where they taken to the hospital? 18. Is this the first such incident at the race? _ Which one? SAMPLE STATEMENT _When? At approximately XX: XX today, a _ Were they staff, runners, spectators, (man /woman /child) was injured at the The volunteers? Final Stretch (name) Race. The Final Stretch 9. Is the area safe? staff immediately notified authorities, and 10. Is an evacuation necessary? he /she was taken directly to XX hospital. The 11. Have names been released? extent of her injuries is unknown at this time. 12. Have relatives been notified? The reason she (XX) is unclear, but it is being 13. Are there more specifics? investigated. The police have checked the 14. How soon was race medical personnel or (NAME) area thoroughly and it is completely emergency personnel notified? safe. The race will continue as scheduled 15. Is this the first such incident at the race? through (day), (date). 2/17/2012 12 of 23 ASSAULT /SEXUAL ASSAULT EXPLOSIVES/THREAT DETERMINE DETERMINE 1. What happened? 1. What happened? 2. What time? 2. What time? 3. Where? 3. Where? 4. Inside /Outside? 4. Inside /Outside? 5. Were there witnesses? 5. When did the call come in? 6. Is the assailant caught? 6. What did the caller say? 7. What security precautions has The Race 7. Who checked the area? put into place for streets? 8. Are police searching for the caller? 8. Do police have any information on the 9. Was the race evacuated? Why not? suspect? 10. When were authorities notified? 9. How soon were Race officials and 11. How and when were the Race officials emergency personnel notified? alerted? 10. What is the victim's condition? 12. When did authorities arrive? _ Was she /he taken to the hospital? 13. Was anything found? _ Which one? 14. Is the area safe? _ When? 15. How soon were Race officials and 11. Is this the first such incident at the race? emergency personnel notified? 12. How does Final Stretch, Inc monitor the 16. Is this the first such incident at the race? area /parking lot? SAMPLE STATEMENTS 13. Does the race use cameras, sound *At approximately XX: XX today, the Final detectors, security checks? Stretch, Inc. officials received a call warning 14. What precautions will the race take in the that an explosive had been placed along the future? race course. The Police immediately 15. Was the victim /assailant a race dispatched a bomb squad unit that conducted participant, spectator, staff, volunteer? a thorough and complete search of the area. SAMPLE STATEMENTS Nothing was found and the police have At approximately XX: XX today, a (man) verified that there is NO explosive device on (woman) was discovered, injured, within the the premises. As a result, the race started XX The Final Stretch (name) race course minutes later than usual (evacuated all at (STREET /LOCATION). The victim was spectators, volunteers and runners and is taken immediately to XX hospital. Police now re- open). reports indicate . At this time, no further details are known about the *At approximately XX: XX today, a incident or the victim's condition. Police are bomb went off in on -site and an investigation is underway. The the XX block of the Race Course during the race will continue as scheduled through (name) race. There were injuries (day), (date). or deaths. The following areas were damaged (list). The extent of the damage is still under investigation and dollar amounts are still being estimated. The police immediately dispatched a bomb squad unit that conducted a thorough and complete search of the race course. Nothing else was found and the police have verified that there are NO other explosive devices on the premises. As a result, the race (started XX minutes later than usual) (evacuated all spectators, volunteers and runners and is now re -open) (will be closed for the remainder of the day and will reopen tomorrow at TIME) (will not continue). 2/17/2012 13 of 23 FIRE DETERMINE GAS LEAK 1. What happened? DETERMINE 2. What time? 1. What happened? 3. Where? 2. What time? 4. Inside /Outside? 3. Where? 5. Was anyone hurt? 4. Inside /Outside? 6. How many people? 5. How was the leak detected? 7. How seriously? 6. How was it caused? 8. Pinpoint location of fire. 7. How many people were hurt? 9. How did it start? _ How seriously? 10. When did it start? _ Were they taken to the hospital? 11. Is the fire under control? How quickly was _ Which one? it under control? _ When? 12. What part of the race course was _ Were these staff, runners, spectators, involved? volunteers? 13. Names of those involved? 8. Have families been notified? 14. When did emergency personnel arrive -- 9. Does the area need to be evacuated? The city, fire, ambulance, other? 10. Is the gas company on the scene? 15. Was any part of the area evacuated? 11. Is it safe now? 16. For how long? 12. When is the race course expected to 17. Was the evacuation smooth? reopen? 18. Is the fire under control? How quickly was 13. What are symptoms associating with it under control? inhaling gas? 19. What is the extent of the damage? 14. What are potential health hazards? 20. Estimate when the area is usable. 15. What is the race's evacuation policy in 21. How soon were the marathon and such cases? emergency personnel notified? 16. How soon were the emergency personnel 22. What steps are being taken to ensure this notified? doesn't happen again? 17. Is this the first such incident at the race? 23. Is this the first such incident at the race? SAMPLE STATEMENT SAMPLE STATEMENT At approximately XX: XX today, the odor of At approximately XX: XX today, a fire broke natural gas was detected at the (LOCATION) out in the XX area of The Final Stretch, Inc. during the The Final Stretch, Inc (name) race. (name) course. By XX: XX it had been (Gas company name) was immediately completely contained, approximately XX dispatched to the scene and concluded there minutes after the first alarm sounded. was no need to evacuate the race course. Adjacent areas were evacuated immediately. (Gas co. name) attributed the odor to XX. The evacuation involved approximately XX Currently, this area (is /is not) open to the people. No one was injured in the fire. The public. The race will continue as scheduled extent of damage is not known. The cause of through (day), (date). the fire is under investigation. While the race course is open, the XX area will remain closed. 2/17/2012 14 of 23 INJURY INVOLVING WEAPONS POWER OUTAGE DETERMINE DETERMINE 1. What happened? 1. What happened? 2. What time? 2. What time? 3. Where? 3. Where 4. Inside /Outside? 4. Inside /Outside? 5. How many people were involved? 5. Was anyone hurt? 6. What weapons were involved? How many? _ What is /are the victim's condition? 7. Was anyone hurt? _ Were they taken to the hospital? 8. How many? _ Which one? 9. How seriously? _ When? 10. How did injuries happen? _ How many people? 11. What is /are the victim's condition? 6. Pinpoint location of power outage. 12. Were they taken to the hospital? 7. How did it start? When did it start? _ Which one? 8. Is it a race issue or a City issue? _ When? 9. What part of the race is affected? 13. Was anyone killed? _ Is the race affected? 14. Was the assailant caught/arrested? _ Will the race continue? 15. How soon were the race and emergency 10. When was (the gas co.) notified? personnel notified? 11. Are power crews on -site now? 16. Was the area totally /partially evacuated? 12. What is the extent of the damage? _ For how long? 13. Estimate when the power will return? _ Is it safe now? 14. What steps are being taken to ensure this _ When will it be safe? doesn't happen again? 17. Is this the first such incident? 15. Is this the first such incident at the race? SAMPLE STATEMENT SAMPLE STATEMENT At approximately XX: XX today, a At approximately XX: XX today, a main (man /women) was injured in a dispute with electrical power unit went down as a result of another (man /woman) at (location). The (broken line from street repair, car accident, injured party received (type of injury and power surge). As a result, power is out in where). The full extent of the injuries is (area) of (city). (Gas co. name) crews were unknown at this time. The victim was taken to on -site within minutes, and are working to (hospital). The reason for the dispute is repair the problem. No one was injured as a unclear, and the Police Department is on -site result of the outage. The race will remain and conducting an investigation. The other open. The race will be held as scheduled, party involved is /is not in the custody of (day), (date). police. This is an isolated incident. The race will continue as scheduled (day), (date). 2/17/2012 15 of 23 PROTEST DETERMINE THEFT 1. Who is the protest group? DETERMINE _ Name of group 1. What happened? _ Group leader name 2. What time? 2. What time is it planned (if known)? 3. Where? 3. Where (if known) 4. Inside /Outside? 4. Inside /Outside? 5. What was taken? 5. How many people? 6. How much? 6. Type of protest - violent/non- violent 7. Were monitoring devices in place? _ Was anyone hurt? 8. Do we know if the suspect left the _ How seriously? marathon? 7. How and when did it start? 9. Has there been an arrest? 8. How and when did it end? 10. How soon were race officials and 9. Is the protest under control? emergency personnel notified? 10. What part of the race area was involved? 11. Was anyone hurt? 11. Is this legal in the confines of the race? 12. Have they been assisted? Taken to the 12. How soon were race officials and hospital? emergency personnel notified? 13. Was a firearm /weapon involved? 13. What steps are being taken to ensure this 14. Is this the first such incident at the race? doesn't happen again? SAMPLE STATEMENT 14. Is this the first such incident at the At approximately XX: XX today, the (store) on race /(area)? the Final Stretch, Inc (name) race course was SAMPLE STATEMENT robbed of (merchandise /an unknown amount At approximately XX: XX today, a of cash from table /register). The unarmed protest/demonstration occurred in the area suspect entered the (store /location) via the XX are of Final Stretch, Inc (name) race main door. Race personnel and several course. By XX: XX it had ended after volunteers were asked to step into the back approximately XX minutes. The room of the (store /artist's booth). The protest/demonstration group (NAME), suspect then took (merchandise) and protesting /demonstrating for /against (money) from the cash register and left. (CAUSE). This was a peaceful protest, no Neither race officials nor volunteers were one was injured, and no property was hurt. The dollar value of the merchandise and damaged. The race will continue as cash has not been determined. Police are on- scheduled (day), (date). site and conducting an investigation. The race will continue as scheduled. 2/17/2012 16 of 23 TRAFFIC ACCIDENT VANDALISM DETERMINE DETERMINE 1. What happened? 1. What area of the race course, area was 2. What time? vandalized? 3. Where in the race course did this happen? 2. Where specifically? 4. At which intersection? 3. What happened? 5. How many people were hurt? 4. What time did this happen (overnight, 6. How seriously? etc.)? 7. Were they taken to the hospital? 5. Inside /Outside? 8. Which one? 6. Type of damage 9. When 7. Estimated cost of damage 10. Was anyone killed? (see Accident with Death) 8. When was this discovered? 11. How did this happen? 9. Is this legal in the confines of the race? 12. Have names been released? 10. How soon were race officials and 13. Were these race participants? Staff? emergency personnel notified? Spectators? Volunteers? 11. What steps are being taken to ensure this 14. What is the condition of the victim(s)? doesn't happen again? 15. How soon were race officials and 12. What are the clean up efforts? If any? emergency personnel notified? 13. Is this the first such incident at the 16. Have victim(s) families been notified? race /city? 17. Is this the first such incident at the race? SAMPLE STATEMENT SAMPLE STATEMENT At approximately XX: XX today, an act of At approximately XX: XX today, a traffic vandalism was discovered in the XX area of accident occurred at the intersection of (XX) the Final Stretch, Inc (name) race course. near the Final Stretch, Inc (name) race The damage occurred at (address /specific course. There were (XX) vehicles involved. location) and extent of the damage is The Course Manager /On Site Manager (slight/great). Damage costs are being immediately notified authorities. (No one was estimated at this time. Clean up efforts are injured /the victim(s) were taken directly to XX (under way /planned). The Police are hospital. The extent of injuries is unknown at investigating this crime. The race will this time.) The reason for the accident is continue as scheduled (day), under investigation. The police have checked (date). the area thoroughly and it is completely safe. The race will continue as scheduled through (day), (date). 2/17/2012 17 of 23 WEATHER (TORNADO, THUNDER STORMS) DETERMINE 1. Repeat the current weather forecast from Doppler radar. 2. What time did this come in? 3. What areas are affected? 4. How and when were the race participants, spectators, volunteers alerted? 5. Was the race area evacuated? _ Why? _ Why not? _ Where were they evacuated? _ When were they evacuated? 6. When were authorities notified to help with evacuation? 7. When did authorities arrive? 8. Is the area safe now? 9. What areas were damaged? 10. Are clean -up efforts underway? 11. Will the race re -open? _ Estimated day /time 12. Was anyone hurt? (See Accident with Injury) 13. Was anyone killed? (See Accident with Death) 14. Is this the first such incident at the race? SAMPLE STATEMENT At approximately XX: XX today, race officials learned of severe weather heading to the (city) area. Race officials notified race participants, spectators, and volunteers of the situation and appropriate safety measures were taken. After the storm, the race course was assessed. There is no damage or injuries. As a result, the Final Stretch, Inc (name) race will continue through (day), (date)., at 4:00 p.m. There were no injuries to any race participants, spectators, vendors, sponsors or volunteers. However, (winds, trees, etc) damaged the areas (list areas damaged). The extent of the damage is still being assessed and dollar amounts are being estimated. The police and the Final Stretch staff are on -site throughout the race course. As a result, the race (will start/started XX minutes later than usual) (evacuated all race participants, spectators, vendors and spectators and is now re -open) (will be closed for the remainder of the day and will reopen tomorrow at TIME) (will not continue). 2/17/2012 18 of 23 LOST CHILD PROTOCOL 1. CaII to inform all parties of a lost child. 2. Indicate where the child was last seen. Be as specific as possible. 3. If possible, give a physical description of the child: name, gender, age, race, and description of clothing, anything else that would be helpful. 4. Once the child is found he /she will be taken to the command center. 5. TELL THE PARENTS TO STAY AT THE COMMAND CENTER OR STAY WITH LAW ENFORCEMENT!! 6. If the parent is lost, have the child also remain at the post race food area. Follow the same child procedure. LOST RUNNER PROTOCOL 1. Call to inform all parties of a lost runner. Keep track of the party who indicated they had a lost runner. Keep them and bring them to command post or pass off party to race officials or law enforcement. 2. Indicate where the runner was last seen. Be as specific as possible. 3. If possible, give a physical description of the person: name, gender, age, race, and description of clothing, anything else that would be helpful. 4. Command Post call race timing personnel to find the lost runners race number. 5. Once the runner is found he /she will be taken to the command center to be reunited with party who indicated lost runner. 6. TELL THE REQUESTING PARTY TO STAY AT THE COMMAND CENTER OR STAY WITH LAW ENFORCEMENT!! 2/17/2012 19 of 23 RACE INCIDENT REPORT Date: Time: AM PM Location: Persons Involved: (list additional on separate sheet) 1 Person Involved Name: Address: City: State: Zip Code: Phone: ( ) Age: Other: 2 Person Involved Name: Address: City: State Zip Code: Phone: ( ) Age: Other: Was 911 called? Yes No Was the Involved Injured? Yes No (if yes, complete the injury section) Witnesses: (List additional on separate sheet) 1) Name: Phone: ( ) 2) Name: Phone: ( ) 3) Name: Phone: ( ) Type of Incident: Accident Assault Bomb Threat Fire Gas Leak Injury with Weapon Power Outage Protest Theft Traffic Accident Vandalism Weather Description of Incident: Action Taken: Description of Injury: Was First Aid Given? Yes No By: Describe aid given (in detail): Transported: Home Hospital Finish Area Stayed on site Other: Person Completing Report: Date: Manager Name: Follow -Up by Office: 2/17/2012 20 of 23 Media WHO SHOULD COURSE MANAGER/ON SITE MANAGER CONTACT? If media representatives are in restricted areas uninvited (i.e. for something other than an organized event the media were contacted about) the Course Manager or On Site Manager should immediately contact: Mark Bongers, Race Director 507 - 649 -2322 MEDIA DO'S AND DON'TS DO be polite in all of your dealings with the media; treat them with the same courtesy you extend to runners, volunteers, and spectators. DO ask the reporter of photographer for his or her name, the name of the media organization they work for, and the nature of the inquiry. DON'T volunteer information to media representatives or feel pressured to respond to questions. Always remember to refer media to the Race Director. DO offer to locate the Race Director or spokesperson who can speak with the reporter or photographer. DO ask the reporter or photographer to wait for the Race Director or spokesperson at a designated area, or, if safety is an issue, escort the reporter or photographer to another pre- determined waiting area. If necessary, station a guard to prevent media representatives from wandering. DON'T forcibly try to prevent the media from doing its job— asking questions and taking pictures. Do not touch a photographer's camera or try to cover the camera lens. If a situation is extremely sensitive, escort the media outside the building and inform those present that Final Stretch, Inc. policy does not allow media inside the area during crisis situations. Again, offer to locate the Race Director or spokesperson, and again, station a guard with the media to prevent representatives from wandering. DO respond to the media by saying something similar to: "Mark Bongers, who handles publicity for Final Stretch, Inc., would be happy to help you. I'II contact him for you if you would please give me your name, the news organization you're with, and what you need." 2/17/2012 21 of 23 WHAT TO KNOW ABOUT THE MEDIA Who is the media? The media is groups of print and electronic news gather organizations. They gather information and present it to their readers, listeners or viewers. It is very competitive and each media outlet wants to get the information to the public before the other. Although aggressive, most reporters are not hostile and do not have a hidden agenda. How can the media help the race? The media is an obvious and attainable means of communicating and this provides the race with the opportunity to show the public what it is. The media is interested in the race as a human interest, peek at what people are doing on the weekend, etc. story. Although a crisis situation appears to be a time when the media is not wanted, it can actually be a very positive opportunity for the race to portray its image as a caring entity within the community. How do the media respond so quickly? Most media outlets have police radio scanners; as soon as the police are called to the scene of a crime, news organizations are aware of the situation, have the location of the incident, and the basic information as to the nature of the incident —at the same time police do. The general public has a fascination with the media and often will call news organization with potential stories. A witness to a crime, or even someone who received poor service, is likely to contact a newspaper or television station to tell their story before reporting it. What do the media know? That depends on where the information came from initially. Typically, a photographer or news crew that responds to a "spot news" or crime scene has minimal information and needs to gather the information in a timely manner so that the correct information is presented to the public Why can't volunteers /supervisors /managers talk to the media? It is very important that the race director assess a situation and determine what media response, if any, is appropriate. In addition, that response must be clearly thought out and clearly presented so that there is no room for error on the part of the media. Legal issues also need to be assessed before information is disseminated. What if the media becomes overzealous? If the personnel (the first people the media will come in contact with at the race) are polite and firm, it is doubtful that any photographer would be belligerent. However, if the camera is on and a microphone put in a person's face, the person should remain calm and state that information will be made available as soon as possible. Then, escort them to the pre- determined media gathering spot and contact Mark Bongers, race director. I I 2/17/2012 22 of 23