Modified Event Deployment Plan
in Compliance with CDC and NYS Guidelines

Produced by

A Guilderland resident owned company.

ARE Event Productions
PO Box 38195
Albany, NY 12203

518.320.8648

info@areep.com

Prepared July 20, 2020

Background

The 2nd Annual Druthers Helderberg to Hudson Half Marathon was scheduled to be held on April 18 but was postponed to August 29 at the outset (mid-March) of the COVID-19 impact on the USA/NY. The event is owned and produced by ARE Event Productions (AREEP), a Guilderland area based business created in 2006 that is contracted by over 200 events annually to provide race management services and also produces several of its own.

Over the past several months, as the continued presence of COVID-19 has completely shut down our events, we have fully re-directed our focus to redesigning how a running “race” is experienced with the top priority being the safety of those participating, and all who are involved with the event. This document outlines those modifications and provides the specifics about how they would be deployed for this particular event, staged from the Altamont Fairgrounds on Saturday, August 29.

Overview of Attending a Running Race

Running races typically have the following components of the participant experience:

1. Arrival at venue (parking their vehicle)
2. Walking to and standing in a check-in area
3. Leaving the check-in area for another location (either returning to their car and/or finding a place to sit/stand/stretch/idle before the start)
4. Using the restroom (before / during [for longer races which typically supply them on-course] / after)
5. Going for a warm-up jog
6. Going to the start line (which may include corrals/formal staging of some kind)
7. Being on the course (running in the race)
8. Finishing the race / being corralled into a finish area where they receive their medal/food, etc.
9. “Hanging out” after the race
10. Returning to their vehicle / leaving the venue

Impact of COVID-19 on this Experience

The “gathering” nature of a traditional running event is what needs to be addressed, specifically the density of people. Pre-COVID, the most significant part of the experience that has crowding is the start line. The post-finish physical configuration/refreshments distribution methods have also traditionally been a relatively busy area. Ultimately the density of all of this is a combined product of three factors:

1. Number of attendees
2. The physical space they are occupying
3. The timeframe during which the event is occurring

Our plan is to radically modify the way in which all three of those components integrate to significantly reduce the density of the participants, as well as to enforce social distancing and the usage of masks for when social distancing is not possible or momentarily not occurring. The plans below should effectively make the experience of attending and participating in our race less of a risk than visiting a store or exercising on a busy path that is unregulated in its usage.

The Entire Event Occurs Outdoors

In the past, some races have utilized indoor, closed-air venues as a staging/check-in area (ie. a school gym). We will no longer do that while COVID-19 continues to impact us. (Note: This event occurred entirely outdoors last year. We did, however, offer the option in 2019 to pick up your bib/t-shirt from an indoor venue in the days prior to the race; we are no longer doing that. All items will be distributed outdoors.)

Spreading People Out Physically

Current guidelines indicate that no gatherings in excess of 50 can occur. While the language remains unclear on the specifics of what defines a gathering (ie. grocery stores and big box stores, etc. greatly exceed this in an indoor capacity) we would operate strictly to make it so that our runners are assigned in completely disparate groupings of 40, that are kept completely physically separate from other groups - and all are outdoors. In addition, they would be assigned to areas pre-event (both for parking and awaiting the start) that are so large that everyone can socially distance from everyone else.

Mathematical Overview (Based on 6’ for Social Distancing)

Square-feet per person: 28.27

Square foot requirement for 40 people to be (at a minimum) socially distanced from one another: 1,131 square feet

Our minimum that we would setup: 10,000 square feet (allocating 250 square feet per person,  a substantial increase from 28.27 of nearly 900% of square footage and a diametric increase from 6’ to 19’)

General Event Staging and Flow

When a participant arrives at the venue, they are directed to park in the numbered lot associated with their assigned group. Their entire pre-race experience, except for using a bathroom and doing a warm-up jog, occurs in that sectioned-off area.

Masks are covering their faces upon arrival and at check-in. Other than receiving their bib, using a restroom and receiving a medal, the event is essentially completely “touchless”. Hand sanitizer will be provided on-site at touchpoint locations.

Each group of 40 is individually brought to the large start area after the previous group, and then started 2 at a time every 10 seconds on a roadway that is over 30’ wide. Each group starts every 5 minutes. (Let it also be explicitly stated that events typically have at least a 10% no-show rate; with 40 max assigned per group, it is unlikely that more than 36 will be in a group.)

Changing How The Race Starts

In 2019 at this specific event, we had approximately 2,300 runners cross the start line in 4.5 minutes. Per above, our new plans for starting an event would take 4 hours and 42 minutes to start that same amount of people, thereby a decrease in the density at the start of nearly 6300%. Emphasized: at this ratio, a 2300 person event goes from 4.5 minutes to start to pushing 5 hours. This reduces a course location that may have seen 60 people per minute (ie. a quarter mile into the race at a rate of 1 person per second) to barely less than one per minute (1 person every 63 seconds - where it previously was 1 person every 1 second).

The Start In Detail / Radically Changing the Experience

This change is substantial, and by having the runners start only two at a time and only 40 people maximum every 5 minutes, the event now more resembles a time trial (ie. a ski race) than an interpersonal competition.

1. Multiple groups of 40 people that are fully socially distanced within each group and kept separate from all other groups. Accomplished by assigning each participant (in advance) to a specific group and the physical setup of fencing to create the separate staging areas.
2. All participants must have a mask on at the start. It can be lowered once they begin and are not within 6’ of another runner (whether passing/getting passed, etc.)
3. Each group of 40 people starts 2 at a time every 10 seconds (total duration of 'activity' to start each wave is 3:10; and then a 1:50 gap until the next group starts its first 2 people)
4. Each separate group starts 5 minutes apart [from first runner of each group] (ie. Group 1 at 8AM, final starter in Group 1 at 8:03:10, Group 2 starts at 8:05:00)
5. Total time to start ALL groups (waves) is ultimately contingent upon the number of groups of 40 people, of which we would anticipate, at max, 20 groups (and will verify by early August). If 20 groups, the start will take 1 hour and 35 minutes (after Group 1, 19 groups remain, 19 groups * 5 min = 95 minutes)
6. Per taking 95 minutes to start everyone, this also allows for people to arrive at the venue in a significantly staggered fashion; further enabling extensive separation/optimal utilization of the space. From another perspective, the arrival “density” will be substantially less than any shopping center parking lot, while utilizing a proportionally much larger area - and keeping everyone outdoors once they arrive, in guaranteed spaces that enable complete social distancing.

Running on the Course

As the start occurs over 95 minutes, and within each respective group, only 2 people starting every 10 seconds (therefore just 12 people per minute) - the densest it would be is at the start due to people running different paces/spreading out, and the start already mitigates any crowding. Furthermore, we would separate people into groups that are not homogeneously based on pace, which would further assist with keeping them separate throughout the event; and if passing is to occur, ideally will be runners of considerably different speeds so that the passing occurs quickly.

Per all this, the event is essentially conducted in a highly spread-out, single file format. This dramatically modifies (and improves) the logistics for communities as it provides for both the ability to not need to close any roads (ie. cones placed down the shoulder, runners are spread out in the shoulder) and thereby not to have a significant impact on traffic. In essence, we are creating what happens organically when people go out for a run around their own neighborhood.

Getting Water on the Course

All participants must carry their own bottle. We will exclusively provide bottle refill along the route; the runner must hold their bottle while masked, we provide masked staff who simply press the button on the cooler or pour the water. No actual exchange of physical items, just the filling of the bottle. Events are now cupless.

Crossing the Finish Line

The finish, being the farthest point into the race, is the least dense.

In 2019, this event was started "en masse" (corrals were used for separating by pace but it was a single "mass start") - it took 4.5 minutes for everyone to cross the start line; and the separation between the winning time and the slowest time was roughly 2.5 hours.

Per above, based on the 2019 event size, a general application of this concept thereby adds an additional 4 hours and 42 minutes of finish activity (because it would have taken that long to start everyone based on our COVID-19 start modifications) - thereby spreading everyone participating across 7 hours and 12 minutes of passing the finish line.

For 2020, with our estimated max number of groups at 20 (so a max of 800 individuals over the course of the day), it would take 2.5 hours of finish activity (2019 data) + the 95 minutes for the start = 4 hours and 5 minutes for everyone to finish.

(800 people over 4:05 = 1 person every 18.3 seconds --> barely 3.25 people per minute; a single group of 40 people therefore is spread out over more than 12 minutes.)

Preventing Post Race Congregating

Before the onset of COVID-19, the finish area often has sections that are designed to foster a communal opportunity to closely share in the accomplishment. This includes the tapered nature of a finish chute, as well as the method with which the refreshments area, beverages, post-race massage, and any potential entertainment are setup/staged/operated.

We would substantially modify this experience in the following general ways:

1. Refreshments are pre-bagged and handed out as bags (as opposed to the pre-COVID method of "open grabbing" by athletes with their own hands into boxes, etc. of bananas, bagels, handling sandwiches, etc.)
2. Beverages: Athlete must carry their own bottle - we will provide water bottles at the finish line as well for those who desire to take one along with a water refill.
3. No massage offered
4. Entertainment: Removal of live band/replaced by sound system/IPOD (unless a live band is allowed if they meet certain criteria)
5. Usage of a much larger space to move people along (both the physical space and use of fencing/barricade)
6. Significantly Reduced density at finish thereby spreads people out more at the finish line, and by having their medals quickly given to them and food accessible in a bagged fashion will effectively eliminate the type of crowding that typically occurs at a finish line. In addition, for all of these touch (/close) points, all associated individuals (ie. staff/participant) will be masked.

Miscellaneous Items

1. Packet Pick-up (getting their bib/shirt, etc.): Done over several days (reduce crowding) - all done outdoors under large, open-air tent
2. Medical Support: Provided by our venue (and also covering the entire route), available in essentially the same format as always, with the added precaution that runners will participate with their masks and need to cover their mouth/nose if receiving medical attention
3. The removal of awards for the event. This will help to lessen the competitive aspect, most notably to thereby also reduce “close finishes” where someone has “something on the line” to finish ahead of someone else.

Why Still Hold The Event

This question is first best addressed by asking why do they exist in the first place? The answer is not because companies exist to produce them - rather companies, like AREEP, have come into existence because people find fulfillment, happiness, and a tremendous sense of accomplishment in completing a race. For many, running is a life-changing hobby that they pick up as an adult, often to control their weight and to improve their health. The running community of the Capital Region is strong and highly active, with literally hundreds of events held annually, most of which benefit (fundraise for) non-profit organizations. (Ours benefits the Mohawk Hudson Land Conservancy.)

For many, it is the race - and not going for a run - that is the focus and keeps them motivated to run. One of the saddest things we’re seeing people post on Social Media is that they’ve lost their motivation. Their events are not happening. We are in the midst of a dire time, and the focal activity/outlet/hobby for literally thousands of people in our region has been shut down since March. Considering that the racing season basically ends at Thanksgiving, for both those who participate and those who produce the events, we haven’t had a race experience since the fall of 2019.

Because of our communal will and desire to run, organizations and companies such as the Albany Running Exchange and AREEP came into fruition. We have been a full-time business for over a decade, employing members of our own community and utilizing the services of countless other companies that provide services and infrastructure to create these events.

As such, the plans outlined above have been developed to provide an opportunity to radically modify the participant experience so that they can still feel the thrill of running through that finish arch - but without the crowd. To take what people both can continue to do - and have been encouraged to do - and to provide it in a manner on par or safer than visiting a brick and mortar store. To enable my company to offer this hybrid experience that enables us to remain a viable, solvent business so that we can make it to the other side of this pandemic, no matter how long that may be during a time for which we have been otherwise decimated. For the non-profit beneficiaries of events to continue to have a way to fundraise. For the numerous companies that sustain these events, such as food and drink vendors, tent and portable toilet companies, t-shirts/merchandise, truck rentals, signage companies, EMS, event venues, and many more. And for the communities, themselves, and the businesses within, who will see an increase in customers as a result.

Desired Route

https://www.mapmyrun.com/routes/view/3261924190

1. Altamont Fairgrounds (AF) to Arlington St → RIGHT on Danvers Road → RIGHT on Route 146
2. RIGHT on Hawes Rd (Mile 2) → LEFT on Frederick Rd (Mile 3) → STRAIGHT onto Meadowdale Rd (Route 202)
3. RIGHT on Depot Rd (Route 201)
4. STRAIGHT on 201 onto Stone Rd
5. LEFT onto Ostrander Rd
6. Take Ostrander past Mile 7 and Mile 8 and then LEFT onto Route 146 which is taken for ~4 miles
7. Return to AF by reversing how the course begins (LEFT on Danvers Rd and LEFT on Arlington Rd)

Key Perks of Route

1. Does not cross any major roads (runs alongside Route 146 but never crosses it)
2. Besides Route 146, it is run entirely on low trafficked roads
3. Relatively few turns (easy to mark / manage)
4. Minimal volunteer needs (a person at each turn to supplement the marking)
5. Narrow footprint (ie. miles 4 and 10 are physically near each other - advantageous for event staff/support)