ultra x covid-19 registration and transmission mitigation policies

ultra x covid-19 new registration policy 

18/03/2020

New registration policy for Ultra X events.

We understand that given the current travel climate, people are going to be apprehensive about registering for races in case the event gets cancelled and they lose money. We are therefore excited to announce a new policy at Ultra X.

As of 19th March 2020, any new entrant to an Ultra X event will be offered a full refund (deposit and remaining balance) if the race gets cancelled or postponed due to Coronavirus.

Furthermore, if you are located in a country where travel complications due to Coronavirus would make it impossible for you to get to the start line (eg there are travel bans on your country of residence or you have recently contracted Coronavirus), or if you would face a mandatory quarantine on return to your country of residence, you can request a refund right up until one week before the race start date. We will refund your entry fee in full, even if the race goes ahead as planned without you.

So, for those of you looking at races but unsure of what will happen in one, two, or five months time, you are taking no chances by registering with us. Fire away!

 

ultra x 2020 events:
covid-19 transmission mitigation policy

06/08/2020

We regret to inform that, due to the ongoing Coronavirus pandemic and the associated travel restrictions, the following 2020 events have been cancelled. The dates for the 2021 editions of each race can be found below.

Ultra X Sri Lanka (20-27 March 2021)
Ultra X 125 Azores (24-25 April 2021)
Ultra X Jordan (2-9 October 2021)
Ultra X Mexico (6-13 November 2021)

 

22/06/2020

The staging of all remaining Ultra X 2020 events is subject to government guidelines and we will await further approval before a final decision is made.

The purpose of this document is to give runners as much forewarning as possible with regards to potential changes to their 2020 race.

To enable us to adhere to current guidelines and to play our part in reducing possible transmissions, we will be introducing the below outlined actions in 2020 (and possibly beyond where required). We must ALL play our part in enabling events to go ahead. Your understanding and help in implementing the below is required and appreciated. 

We follow the advice from the UK Foreign Office and from the tourism boards of each of our host locations.

Please note that other precautions may be added in due course.

Opening remark

48 hours before all races are due to commence, Ultra X will contact all runners asking them to answer a few questions. These will be designed to highlight any existing Covid-19 symptoms. If it is thought that a runner may have symptoms, they will be asked not to travel to the event and their place will be deferred to the next iteration. Furthermore, they may transfer their race entry to any other Ultra X event. Our aim is to do all we can to ensure that the virus is not being brought to our race.

We have taken the below precautions in an attempt to reduce significantly, if not totally, all ‘touch points’ between runners and crew.

General

~ PPE: All Ultra X crew will be provided with personal protective equipment (PPE). This includes, but is not limited to; nitrile gloves, face masks, and access to sanitiser. Crew members will have enough supply to change equipment multiple times a day should they think it necessary. 

Pre-race

~ Contact tracing: As is standard practice, we will be collecting contact details for all participants who register for our events. This will allow us to track and trace the steps of anyone who tests positive for Covid-19 and inform all necessary parties.

~ Briefings: All race briefings will be conducted virtually. All competitors will be sent a briefing video link during the week preceding the event.

~ Bus travel: For races which require bus travel, the number of buses will be expanded to ensure coaches operate at 50% capacity, allowing physical distancing measures to be maintained. Where buses have two entrance/exit points, one will be used for entering and the other for exiting.

~ Bib collection: Race bibs will be available for collection from race HQ one day prior to the race start. Competitors will be allocated a pick-up time to avoid groups collecting at the same time.

~ Kit checks: Runners will not be required to pass kit checks or to register at the event. Kit inspections will instead be conducted at random on course by staff wearing PPE. Any pauses caused by kit checks will be recorded and race times will be adjusted accordingly. Runners must be prepared to stop if asked. If a runner refuses they will be given a time penalty and this may lead to disqualification.

~ Bags: Runners will be required to ensure any drop bags or finish bags are clearly labelled with their name and race number prior to arriving. Bag deposit will function as a physically distanced drop-off with Ultra X crew in PPE collecting and storing bags, to transport and offload for the same procedure at campsites and at the finish line.

~ Pre-race temperature check: All runners will have their temperatures taken (by use of handheld laser style thermometer) by the race doctors. Any runner with an elevated temperature of 37.8°C (as recommended by the CMO) will not be allowed to start the race.

~ Race start: The race start may be a large starting window of up to one hour. This will be confirmed to participants one week before the race. Chip timing will be used so as not to impact overall race time. An appropriate gap must be maintained between all participants at the start line and throughout the entirety of the race.

~ Physical distancing: Physical distancing measures will be in place and marshals will ensure runners maintain appropriate spacing between each other throughout the start process. 

~ Symptoms: Each runner will be required to complete a declaration upon arrival at the event to ensure they are not currently infected by Covid-19 and have not had, or knowingly been in contact with, someone experiencing any of the following Covid-19 symptoms in the past 14 days:

– Cough
– Shortness of breath or difficulty breathing
– Fever
– Chills
– Muscle pain
– Sore throat
– Recent loss of taste or smell

Aid stations

~ Entry: Runners must sanitise hands at designated entry and exit points to aid stations. Runners will only be permitted into the aid station areas if physical distancing can be maintained and will be held at an appropriately distanced interval prior to the aid station if others are utilising the checkpoint when they arrive.

~ Water refills: Runners will refill their own water bottles and must ensure no contact is made between their bottles and the lips of water taps, subject to the risk of disqualification.

~ Medical care: There will be no non-urgent medical treatment provided on course.

Overtaking runners/members of the public

~ Physical distancing: Runners must always be prepared to observe physical distancing on course and to slow down/stand aside to allow members of the public to pass safely without issue (at a minimum distance of 2m). Runners should call from behind if they wish to pass a slower moving runner ahead and ask them to move aside. If being passed, runners must move to one side of the trail allowing the widest possible distance between themselves and the overtaking runner.

Campsite

~ Sleeping areas: All runners will be given designated sleeping areas which they must adhere to. Campsite accommodation will be expanded to allow appropriate distancing to be maintained. Tents will be pitched at least 5 metres apart. In some cases, competitors will be provided with individual tents. In larger tents, tape will be used to separate sleeping areas.

~ Sanitiser: Anti-bacterial hand gel will be made available at the hot water station at meal times. All runners will be required to use this gel before they have access to the station. An appropriately spaced queue will again be required when accessing the hot water station. Breaching this will put a competitor at risk of disqualification.

~ Communal areas: All communal seating areas will be arranged with an appropriate distance in between each chair.

~ Eating utensils: There will be a strict ban on the sharing of eating utensils.

~ Medical care: As usual, we will have our team of doctors within the race, provided to us by Exile Medics, with whom we are also continuously monitoring the situation. They will be available 24 hours a day at all races.

~ Symptoms: If a competitor displays symptoms of Covid-19, there will be procedures in place to offer quarantine to the concerned competitor.

Finish line

~ Medals: All finisher’s medals will be individually packaged, and runners are to collect these themselves at the finish line rather than being presented with them. Runners must use the hand sanitiser provided before and after collecting awards.

~ Bus travel: Coaches from the event finish will operate at 50% capacity to allow for physical distancing.

~ Onward travel: Competitors will be advised to arrange onward travel swiftly after the event and will be encouraged not to share transport.

    6 Comments

    1. Julie Kerr

      Need to keep spirits up ❤️❤️

      Reply
    2. Mazin

      I want join with this race I’m from Qatar

      Reply
    3. Julia

      Thanxx for updating
      I only not understood about the ones who signed up before Covid-19. Do we get our deposite back in case the race not possible due to Covid-19 extension?

      Reply
      • Jamie Sparks

        Hi Julia. Yes, all participants will be entitled to a full refund should the event not go ahead due to Covid-19 (regardless of when they signed up).

        Reply
    4. Marek

      Hi, should we proceed with balance of payment for Jordan per deadline (3 months ahead ie by 3rd Aug) or wait till email on Aug 8th? Thx!

      Reply
      • Jamie Sparks

        Hi Marek. We have extended the deadline for balance of payment to 1 month before the event (3rd September).

        Reply

    Submit a Comment

    Your email address will not be published. Required fields are marked *

    6 Comments

    1. Julie Kerr

      Need to keep spirits up ❤️❤️

      Reply
    2. Mazin

      I want join with this race I’m from Qatar

      Reply
    3. Julia

      Thanxx for updating
      I only not understood about the ones who signed up before Covid-19. Do we get our deposite back in case the race not possible due to Covid-19 extension?

      Reply
      • Jamie Sparks

        Hi Julia. Yes, all participants will be entitled to a full refund should the event not go ahead due to Covid-19 (regardless of when they signed up).

        Reply
    4. Marek

      Hi, should we proceed with balance of payment for Jordan per deadline (3 months ahead ie by 3rd Aug) or wait till email on Aug 8th? Thx!

      Reply
      • Jamie Sparks

        Hi Marek. We have extended the deadline for balance of payment to 1 month before the event (3rd September).

        Reply

    Submit a Comment

    Your email address will not be published. Required fields are marked *

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