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					2011 Race Sanction
     Package




   Alberta Triathlon Association
        11759 Groat Road
          Edmonton, AB
             T5M 3K6

      Tel. 780-427-8616
    Toll Free. 1-866-888-7448
       Fax. 780-427-8628
   Email. psm@triathlon.ab.ca
   Website. www.triathlon.ab.ca




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RACE DIRECTOR’S ORGANIZING CRITERIA CHECKLIST

This tool is provided for your own use. Please do not submit it to Alberta Triathlon Association.

ADMINISTRATION
         Entry form created
         Ask for race day insurance fee or ATA membership number and expiration date
         Ask for race age (age on December 31) and birth date.
         List race contact name, telephone number and web site
         Application approved by ATA (see sanction timelines)
         Fax and e-mail information.
         Print ready application or disk provided to ATA for printing and web site
         Completed and submitted sanctioning application with deposit
         Complete and submit the equipment rental request form to the ATA.
         Applications mailed to last year's competitors
         Confirmation packages mailed
         Course map designed, completed, checked and posted on website.
         Accommodation info
         Reference to ITU, Triathlon Canada, and ATA rules applying
         Awards
         Other relevant info

GENERAL
         Computer timing system/separate splits
         One washroom per 30 athletes in vicinity, at least two inside transition zone
         Bib numbers for athletes
         Race numbers for bicycle
         Body markings outer, upper left arm, and outer, lower left leg.
         Announcer and PA

VOLUNTEERS
         Major intersections              Control spectators
         Course turns                     Food Services
         Transition zone security         Communications
         Aid stations                     Head Coordinators
         Body marking                     check-in
         Clean up                         set up


SWIM
         Determine number and position of swim buoys
         Measured with appropriate technology - laser tangent
         Turns greater than 90 degrees
         Turns always on either right or left (i.e. no slalom)
         Minimum 2 lifeguards for 100 athletes. Another lifeguard per 50 athletes
         Minimum 1 motorboats
         Swim caps provided/numbered on both sides or request they be supplied by athlete and have some for sale




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TRANSITION
     Athletes travel same distance
     3 metres between bike rack rows with bikes racked
     Clearly marked mount/dismount line
     Secure fencing
     Exit areas not less than 3 metres wide
     Separate cycle and run exits
     Plan to ensure safety of equipment and prevent theft
     Aid station located at exit from swim and exit to run
     At least two washrooms inside transition zone

CYCLE
     Measured with suitable instrument (i.e. Jones Counter or calibrated instrument)
     Sound road surface
     Warning signs
     All corners to be swept
     Turn markers
     Distance markings every 5km of bike course
     Numbers on bikes
     Areas of spectator involvement controlled
     Aid stations required?
     Lead and trail vehicles

RUN SECTION
     Measured with suitable instrument (Jones counter/measuring wheel)
     Distance markings every 1km
     Areas of spectator involvement controlled
     No cross over with bike or run course
     Traffic cones every 10m where no road
     Trail bike (follow last participant)

FINISH LINE/POST RACE
     Display clock at finish line
     Medical personnel
     Finish chute
     Marked finish line
     Various "headquarters" facilities
     Post-race food and fluid
     Massage therapy




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MEDICAL

      Qualified medical person
      Equipped ambulance at race site
      Designated hospital
      Ambulance has direct access to medical headquarters
      Medical spotters
      Medical tent/area
      First aid supplies
      Medical personnel and equipment at the discretion of MD
      Evacuation Plan
      Communication equipment
      Surveillance plan

COMMUNICATIONS
      Must have communication between key members of the race committee
      Swim course
      Run course
      Roving communication
      Medical tent
      Headquarters
      Bike course

OFFICIALS
      Motorbikes/drivers/helmets or dedicated vehicles identified
      Names/phone numbers of motorbike drivers or vehicle drivers to Head Official
      Compensation for drivers (gas $)
      Communications
      Entry list/print out of competitors to technical delegate
      Thank officials (volunteers)
      Officiating headquarters
      Competition Jury Rep identified
      Boat and driver to check water temperature day before race and before pre-race meeting
      Technical delegate speaks at pre-race meeting


AWARDS & BANQUET

      Awards to top 3 finishers all categories
      Post-race food - adequate food
      Post-race awards ceremony
      Alternate location for inclement weather of outside
      Thank sponsors, volunteers, key personnel, etc.




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                                            UNDERTAKING form
                                          ATA SANCTIONED RACE

To:      The Alberta Triathlon Association (“ATA”)
From:
         (Insert name of race director)
Organization (if applicable):
       (Insert name of organization)
Date & Title of Event:
       (Insert date of event)


This document is to formalize that __________________________ (race director) wishes to apply for
sanctioning with the Alberta Triathlon Association for the 2011 season. The Alberta Triathlon Association will
confirm, at the latest, sanctioning with the association by December 1st, 2010. Upon confirmation of sanctioning
with the Alberta Triathlon Association, this form will serve as acknowledgement that the Race Director hereby
undertakes and agrees as follows:


1. The Race Director hereby agrees to perform and abide by the conditions and criteria of the ATA
   sanctioning package including:
      a. submission of a completed sanctioning by January 15, 2011
      b. knowledge of the ITU and Triathlon Canada Competition Rules and ATA Modifications (if applicable),
      c. All ATA bylaws and policies at the time of signing.

2. The Race Director further undertakes and agrees to pay all outstanding Sanction Fees no later than 30
   days prior to the date of the event. Failure to do so within the timelines specified for the Sanction Fees will
   result in a $500 penalty which will be added to the events total fees and subject to a further $500 penalty
   (total $1000 at this point) if fees are not paid within 45 days from the conclusion of your event.
         *Please be aware that payments of fees are the sole responsibility of the Race Director and it is
         not for ATA to remind Race Directors that fees are due.
3. The Race Director agrees to communicate 30 days prior to the event with the ATA Technical Delegate and
   a mandatory meeting the morning of the event with the ATA Technical Delegate to ensure all aspects of
   the sanctioning agreement have been fulfilled and to review the racecourse.
4. The Race Director will complete and email the Post Race Report to the ATA within 21 days of completion
   of the race and submit day fees, day member listing, and any accident/incident report forms (if applicable).
   Failure to do will result in a $500 penalty and subject to a further $500 penalty ($1000 total) if fees are not
   paid within 45 days from the conclusion of your event in addition to any other fees or penalties incurred.

This Undertaking shall be enforceable against the successors and assigns of the Race Director, and shall
ensure to the benefit of the successors and assigns of the ATA. Please note however that this agreement
does not bind the race director to host their sanctioned event. An event may be cancelled at anytime prior to
the event due to unforeseen circumstances, low registration turnout, and any other circumstances that would
put the either the event, participants, race director or ATA at risk financially, safety wise.
IN WITNESS WHEREOF, this Undertaking has been duly executed and delivered by the Race Director on the
date first written above.


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TYPE OF EVENT: (Check mark all applicable events)

            Triathlon:                            Sprint            Olympic            Half Ironman                Ironman
            Duathlon:                             Sprint            Olympic
            Aquathlon:                            Sprint            Olympic
            Para-Triathlete Friendly
            Winter Triathlon                  Distance & Events: _______________________________________
            Youth and Kids of Steel ®            Triathlon       Duathlon     Aquathlon    Splash & Dash



             Provincial Championship:             Jr. Provincials    Triathlon Provincials
                                                  Duathlon Provincials
                                                  Sprint Provincials
                                                  Long Course Provincials
                                                  Youth and Kids of Steel ®
                                                  Para-Triathlete Provincials
                                                  Off-Road Provincials




_____________________________________________________________________                                 Date:________________
Printed name of Race Director and signature of Race Director – (Electronic Signature will be accepted)
(If the Race Director is a society/corporation, an Authorised Signing Officer must sign on behalf of the society/corporation).




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                        SANCTIONING TIMELINE REQUIREMENTS

Stage Timeline                                 Items to be submitted
       Previous ATA events may apply for          Date of Event
1       sanctioning any time maximum 16 months     Location of Event
            prior to the event. They will be given                  Title of Event
            priority if undertaking form is received                Distance of Triathlon/Duathlon/Winter
            before October 31 the year prior to the                  Triathlon/Auqathlon, etc.
            event. New events will be given                         Race Director‟s full name
            consideration November 1 the year prior to              Race Director‟s email
            the event. The deadline to submit a
            proposed date is November 30 the year
                                                                    Letter of Intent – emailed to ATA
            prior to the event.
                                                             Note: An insurance certificate may be requested at this
           Following the approval of the date, location
                                                             stage but will only be issued once sanctioning form in
            and race director will be officially posted on
                                                             completed.
            the Alberta Triathlon Association website
                                                             Important: No request for sanctioning an event
        Note! Please note race website links and race        will be accepted after November 30th, 2010.
        director emails will not be active until stage 2     The ATA will have a zero tolerance policy on
        has been completed.                                  this point.
        The estimated time for the ATA to approve
        Stage #1 is December 15 prior to the event
        date.
2       Following the approval of Stage #1:                     Completion of Sanctioning Documents
         A sanction number and ATA logo will be                Description of the course components including
            issued/provided to be placed on the entry            distance and specific map details of the course
            brochure, online registration section for the        components (swim, bike, run, transition) and what
            race site, posters etc.                              municipalities the course takes place in.
         Race link and contact information will be             If this is a first time event, a list of the municipality
            activated on the ATA website.                        contacts must be included. (Example: A copy of the
                                                                 letter that was sent to the municipality requesting the
        The estimated time for the ATA to approve                race to be approved or copy of the completed permit
        Stage #2 is up to 14 days depending on the               application)
        number of applications requiring to be                  Only the MS Word documents of the sanctioning
        reviewed.                                                package will be accepted for 2011.
                                                                                       th
        Upon approval of event, an invoice for ATA           Due Date is January 15 , 2011
        sanction fees will be issued to the event.
                                                             Note: Submission of sanctioning package does not bind
                                                             the event or race director to any formal contract. The
                                                             event may still be cancelled if deemed necessary and will
                                                             not incur any penalty for the ATA




3          Stage 3 must be completed and received              Sanction Fees must be received for all events by
            by April 1, 2011                                     April 1, 2011 – only cheques will be accepted
                                                                Finalized detailed maps if there are any changes from
        Failure to not submit fees by this time will             previously issued maps (see map checklist)
        result in loss of sanctioning by the ATA                 *Please remember, once this process is completed, course
                                                                 may not be changed unless authorized by the ATA and your

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                                                                    assigned Technical Delegate
             It is suggested therefore that submission of
             sanctioning fees be submit as soon as                 Required copies of city, provincial and federal
             possible before this date so as no to incur            government permits if issued unless insurance
             loss of sanctioning – post dated cheques               certificate is needed to obtain other permits.
             may be submit and marked April 1, 2011 to
             the ATA                                               Final copies for city, provincial and federal permits are
                                                                    due without exception by April 1.

                                          st
                Will be completed May 1 , 2011                    Event captain names and contact information must be
4                                                                   submitted to Technical Delegate
             Following the approval of stage #3, the ATA           All races using the Calgary PODS must submit dates
             approved Technical Delegate will be your               for use of the POD and a credit card to pay for the
             liaison with any matters relating to change of         delivery of the POD
             course, timing, and any other matters relating        Equipment arrangements must be finalized and a
             directly to the race.                                  $1000 deposit by cheque or credit card must be
                                                                    received by the ATA.
                                                                        *Note this deposit will be returned upon return of all
                                                                        equipment within 3 days after the event.




             Must be done day of race or within 24 hours           Submit race results in excel format to the ATA office
5            after the event.                                       or post events online in some form acceptable to the
                                                                    ATA (event website & results company‟s website is
                                                                    acceptable).
                Must be done 21 days following the event.         Post race report
6                                                                  Payment of day fees
             Following the submission of the stage #5, Day         Submission of all participants information including:
             Member Fees must be submitted to the ATA. If           1. First Name, Last Name, Email Address, ATA
             Race Director‟s Post Race Report is submitted          Membership Number, Day Membership Number
             within 14 days after the event, the applicable        Submission of any accident/incident report forms
             day fee rebate will be issued ($3 per                 Submission of any other outstanding fees and
             participant) and a copy of the Technical               penalties.
             Delegate‟s post race report can be requested
             from your Technical Delegate via email.


The approval of any stage is conditional to meeting all sanctioning requirements and guidelines.




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Important Notes regarding 2011 ATA Sanctioning:

  1. In a effort to promote the GREEN INITIATIVE, we are making it mandatory for all race directors to
     submit all forms via email using the ATA Race Sanction Package in MS Word format.


  2. As a requirement of sanctioning, all non-ATA members and non-member teams must pay a $20 fee.
     The responsibility to collect this fee will be upon the race director unless participants purchase a day
     membership online at the ATA website. The ATA will expect payment no less than 21 days after the
     event (which is an extension from last year as all fees must be submitted by cheque). However, if
     online registration is done through the ATA, race directors will not be responsible to collect the $20
     non-member fee per participant. Failure to pay fees on time will result in a $500 penalty, followed by
     another $500 penalty if non-ATA member fees are 45 days late. This was not enforced at a high level in
     2010 due to staff turnover but will be enforced in 2011.
             MEANING – if you are leaving the province the day after the race or have other obligations,
             make sure you do this before leaving or doing anything else. The ATA has extend the time
             frame for submission of these documents.

  3. As an incentive to submit “race director‟s post race report” on time, the ATA will refund race directors
     $3 per non-member fee if RD Post Race Report is received within 14 days after the event to
     psm@triathlon.ab.ca.

  4. All provincial championship events will have an ATA representative, strictly to preside over the event.
     The ATA will provide provincial championship medals to the race as well. Races may submit to host
     provincial by sending an email to psm@triathlon.ab.ca no later than December 1st, 2010. No new
     events will receive consideration for hosting provincials.


  5. All races will be required to submit a complete participant information list in Microsoft Excel format that
     will include only the email and ATA # or Day Membership # of each participant along with the Race
     Director‟s „Post Race Report.‟ All lists received will be held in the strictest confidence in accordance
     with the Canadian Privacy Act and used to verify the number of registrants and inform participants of
     ATA benefits of membership. Failure to comply with this policy will result in the „Race Director‟s Post
     Event Report‟ being received incomplete and subject to a $500 penalty, with an additional $500 penalty
     if the Race Director‟s Post Event Report, participants‟ list and previously issued $500 penalty is not
     received 45 after the date of the race. Complete lists and race report must be submitted to
     psm@triathlon.ab.ca

  6. As always, please remember that the weekend you have in 2011 will be your weekend for your event
     within a 150km radius until you decide to no longer sanction with the ATA or cancel your race. If you
     cancel your race in 2010, you are not guaranteed to obtain the same date in following years. What is
     meant by „your weekend‟ is that if your event is held on the first weekend in May, then your event has
     priority on that weekend within a 150km radius. Please note that races will not be given priority on a
     new weekend if other events outside of triathlon change dates (i.e. Canada Day, May Long Weekend,
     Calgary Stampede). You may select to change your date if there are no other conflicting races that
     weekend; however that will require ATA approval. You may also request to have a permanent date
     issued to your race (i.e. Canada Day) however this date will not be subject to change without ATA
     approval.

  7. Maps are subject to change only when authorized by the ATA or Technical Delegate. The Technical
     Delegate has the right to refuse sanctioning on the day of the event if not properly informed of course
     changes that he/she sees as a safety issue to participants. It is therefore the responsibility of the Race

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   Director to make sure they are in constant communication with their assigned Technical Delegate prior
   to the race.


8. It is understood that completing the sanctioning packages and submission to the ATA acknowledges
   that you, the race director, has read and understood ALL that is written in this document and agree to
   comply with all new policies.

9. For the 2011 season, as advertised in 2010, the ATA will not be paying for your Technical Delegate‟s
   mileage, food and hotel if they require it. It is therefore the responsibility of the RD to pay their TD upon
   arrival to their event for all expenses incurred. We will still be paying them their honorarium for being
   ATA‟s technical delegate and head official at your race, but the responsibility of all other costs for the
   TD will be upon the race director and the event. It is therefore recommended each race certify a
   technical delegate with the ATA so that no race will have to pay any additional fees beyond what the
   ATA owes to the TD. Races in Edmonton, Red Deer and Calgary will not be affected as there are
   multiple technical delegates in those areas. However, any race outside of these cities may want to
   certify an individual within your community as a technical delegate to save costs. Certifying a TD is as
   easy as a 4 hour course in Edmonton/Calgary (which is free of charge) and shadowing two events.
   Please feel free to contact the ATA for further explanation.

10. Water Temperature: As many of you know, water temperature in Alberta varies from lake to lake and
    from day to day. To maintain the integrity of sanctioning with the ATA, the TDs will be instructed to
    uphold the ITU guidelines for minimal water warm in 2011 more strictly than in past years. To clarify,
    the minimal water temperature of an event for any distance must be 12C with a wetsuit worn by all
    participants and the distance of the swim shortened by half. Temperature must be measured at
    the furthest point from the start and at the start line. Further discussion is taking place on this issue at
    the TriCan level and will be passed along to TDs and RDs if there is any change.

11. Race Directors will have to sign off on the total number of volunteers needed as a minimum for the
    event and for each portion of the race. Failure the correct amount of volunteers at each portion of the
    event will result in loss of sanctioning the day of the event. The number of volunteers will be approved
    by the ATA upon submission of documents January 15, 2011

12. Water Safety: To make sure all events understand the importance of water safety, the ATA is paying
    particular interest this year is making sure proper procedures are being followed. According to ITU
    rules, for every 100 participants there must be 2 certified lifeguards on hand at the event either in a
    motorized boat or on surf boards. For every additional 50 participants, another lifeguard is required.
    There must also be at least one motorized boat on hand for every 200 participants. Anything over 200
    participants will require at least 2 motorized boats. Anything over 800 participants will require 3
    motorized boats. For every 150 meters of open water swim, each event will be required to have at least
    one volunteer/lifeguard station in that quadrant
        a. An example would be if you have a 1500m course with 150 participants you would need: 1
            motor boat, 3 lifeguards and an additional 9 water craft devices that are manned by either
            lifeguards or volunteers.

13. Medical Personnel: For each event their must be a minimum of 2 individual with a minimum
    certification of First Aid Training provided by either St. John‟s Ambulance, Canadian Red Cross, the
    YMCA or any other association approved by the ATA.




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                                    FORM #1: EVENT INFORMATION
GENERAL INFORMATION
Please print neatly and complete in full.
Event:

Location:               Date:

TYPE OF EVENT: (Check mark all applicable events)

            Triathlon:                      Sprint           Olympic          Half Ironman              Ironman
            Duathlon:                       Sprint           Olympic
            Aquathlon:                      Sprint           Olympic
            Para-Triathlete Friendly
            Winter Triathlon            Distance & Events: _______________________________________
            Youth and Kids of Steel ®      Triathlon       Duathlon     Aquathlon    Splash & Dash



            Provincial Championship:        Jr. Provincials    Triathlon Provincials
                                            Duathlon Provincials
                                            Sprint Provincials
                                            Long Course Provincials
                                            Youth and Kids of Steel ®
                                            Para-Triathlete Provincials
                                            Off-Road Provincials



Total of Volunteers at the Event:

Signed off by:

DISTANCE OF EACH EVENT:
      Triathlon               Swim:              Bike:                             Run:
      Duathlon                Run:               Bike:                             Run:
      Aquathlon               Run:               Swim:                             Run:
      Winter Triathlon:       Run:               Mountain Bike:                    Ski:
      Youth and Kids of Steel ® Triathlon
              Age div.
              7 and Under     Swim:              Bike:                             Run:
              8-9 yrs.        Swim:              Bike:                             Run:
              10-11 yrs.      Swim:              Bike:                             Run:
              12-13 yrs.      Swim:              Bike:                             Run:
              14-15 yrs.      Swim:              Bike:                             Run:
              16-19 yrs.      Swim:              Bike:                             Run:
              18-19 yrs.      Swim:              Bike:                             Run:

        Youth and Kids of Steel ® other events


RACE DIRECTOR INFORMATION:
Race Director:
Mailing address:
City:                                                    Postal Code:
Tel. # :                                                 Tel. Wk#:
Fax #:                                                   other:
Email.                                                   Web page:

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AFFILIATED ASSOCIATION: (IF APPLICABLE)
Association:
Contact name:
Mailing address:
City:                                                     Postal Code:
Tel. # :                                                  Tel. Wk#:
Fax #:                                                    other:
Email.                                                    Web page:

TECHNICAL DELEGATE REQUESTED (PROPOSED):
Technical Delegate:
Mailing address:
City:                                    Postal Code:
Tel. # :                                 Tel. Wk#:
Fax #:                                   other:

Note: You may request a specific technical delegate but you are not guaranteed that the person will be assigned. ATA
will assign the most economical technical delegate.

AGE DIVISIONS: (list specific age divisions): What is the minimum age?

       Check mark the age divisions that will be used:
                 5 Year Age Divisions
              (16-19, 20-24, 25-29, 30-34, 35-39, 40-44, 45-49, 50-54, 55-59, 60-64, 65-69,
              70-74, 75-79, 80+)

                  10 Year Age Divisions
               (16-19, 20-29, 30-39, 40-49, 50-59, 60-69, 70-79, 80+

PRIZE MONEY: Will prize money be offered?             Yes or     No

Brief Description of Prize Money
Breakdown:_______________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
                                Only complete this section if prize money will be awarded.


       Maximum # Entries:              Individuals:                        Teams:

       Entry Fees:                     Individuals: $                      Teams: $

PERMITS/LETTERS OF PERMISSION: (Check mark and attach copies with application)

          Police          RCMP            City/Town                   Municipal District

           Other: _________________________________________________________



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I have read and understand the guidelines and competition rules as set by the ATA, TriCan and the ITU. I have read and
agree to abide by the ATA Sanctioning Requirements.

Race Director Signature: __________________________________ Date:

Race Director Printed name:

OFFICE USE ONLY:

Signature:                                                  Date:

ATA Sanctioned Event#:


Comments:




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                         FORM #2: INSURANCE CERTIFICATE REQUEST

INSURANCE CERTIFICATE REQUEST

The ATA liability policy provides coverage for the Race Director, race committee, sponsors, volunteers, and clubs
functioning on behalf of the production of this event. Any other entities aside from the above named requesting to be
covered by this policy must be listed as Additional Insured. Certificate of Insurance will be issued to all entities listed
below that request proof of insurance. Copy as required.

Please note: Certificate holders are those who do not require to be added to the insurance. Additional insured are those
who are requesting to be added to the insurance.

Certificate Holder:      Name:
                         Address:
                         City:                              Postal Code:
                         Contact Person:           Tel.
                         Relationship to event:


Additional Insured:      Name:
                         Address:
                         City:                              Postal Code:
                         Contact Person:           Tel.
                         Relationship to event:


Additional Insured:      Name:
                         Address:
                         City:                              Postal Code:
                         Contact Person:           Tel.
                         Relationship to event:


Additional Insured:      Name:
                         Address:
                         City:                              Postal Code:
                         Contact Person:           Tel.
                         Relationship to event:




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318fea80-7d6d-4209-9ce3-88fddc2b1692.doc Page 15 of 27
                                           FORM #3: SWIM COURSE
SWIM COURSE

Distance:

Average water temperature:
       Temp 1       Date:                  Temp 2       Date:        Temp 3      Date:

        Total Temp                         divide by 3 = Average Temp

Total of Volunteers for the Swim:

Signed off by:


SWIM START:
        Pool:
      Number of lanes:           Lane length:          Swimmers/Lane:

            Lake Start:
                   Beach            Water              Mass          Wave

Swimmers per wave:          Time between waves:           Multiple Laps or One Loop Swim:

Acceptable methods of measure for open water: (check the box for the method used)
                 Survey         Radar             Ice Measure
                                              (steel tape measure for frozen conditions)

Describe Swim Start Procedures:



DISTANCE:        Measure #1        Date:
                 Measure #2        Date:                  Average:

Signature of Person(s) performed measurement: __________________________

Printed Name of Person(s) performed measurement: __________________________


Other: Please describe in full on an attached sheet.

COURSE MARKINGS:

Type of Buoys:                  Number of Buoys:

Distance between Buoys:

How are turns identified?




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SAFETY:
Swim Caps provided:                  Yes     No
Pre-Numbered:                        Yes     No            Water station at end of swim:         Yes     No
Wet suits allowed:                   Yes     No            Recommended:                          Yes     No

Explain check-off system for counting participants into and out of water:

Number of certified lifeguards:           Type of Certification:
Number of Boats:                  Type of Boats:
Number of Paddleboards:

Location of medical crew:

Explain Communication System on Course:


Explain Rescue Procedures:

Additional Information
Please include any other important information or comments, summarize minor revisions/improvements from previous
year.)



SWIM COURSE MAP:

LAKE APPLICATION – must include a detailed map showing: location of start, buoys, turns markers,
boats/paddleboards, safety/medical personnel, direction of swim etc.

POOL – must include a detailed map showing: location of start, safety/medical personnel, direction of swim, exit from
swim area

Name of Swim Coordinator: _________________________ Tel. # home:_____________________

Signature of Swim Coordinator: ______________________              Date: _________________________




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318fea80-7d6d-4209-9ce3-88fddc2b1692.doc Page 18 of 27
                                          FORM #4: BICYCLE COURSE
BIKE COURSE

ACCEPTABLE METHODS OF MEASUREMENT:
  Cycling Computer (calibrated to a 5 km measure) – at least 2 readings are required
  Google Maps

DISTANCE:        Measure #1         Date:
                 Measure #2         Date:                   Average:

Signature of Person(s) performed measurement: __________________________
Printed Name of Person(s) performed measurement: __________________________

Total of Volunteers for the Bike:

Signed off by:



SAFETY:
Notice of bike check and use of ANSI-approved helmets on application:
   Yes     No

Describe how and when bikes and helmets will be checked for approval:

Aid Stations: Number:

Location of medical crew:

Signs Used:                                 Yes               No
Waterproof Signs:                           Yes               No
Road hazards marked/monitored:              Yes               No
Turnaround marked/monitored:                Yes               No
Approaching traffic warned:                 Yes               No
Medical crew on course:                     Yes               No
Personnel issued safety vests:              Yes               No
Personnel issued stop/slow paddles:         Yes               No
Personnel trained by police:                Yes               No
Lead vehicle used:                          Yes               No
Lag vehicle used:                           Yes               No

Explain control and monitoring of intersections with stop signs or lights:


Explain control and monitoring of minor intersections and intersections where marshals are not present:


ROAD/BIKE LANE CONDITIONS:

Surface Type:

Surface/corners swept clean:                          Yes              No

Number of lanes available for cyclists:           #

Residents/businesses along course notified:           Yes              No


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How is cycle lane separated from traffic:              Closed           Controlled      Open

Explain:



Explain Communication System on Course:


DRAFTING REGULATIONS:
Number of stationary draft marshals:               #
Number of mobile draft marshals:                   #

How will participants be notified of drafting regulations?


Explain procedures for monitoring and reporting drafting incidents:


What will be the penalty for drafting (i.e. stop & go penalty, time penalty, penalty box):


Additional Information
Please include any other important information or comments, summarize minor revisions/improvements from previous
year.)


BIKE COURSE MAP

Show location of all monitored major and minor intersections, police, traffic marshals, medical personnel, drafting
marshals, personnel, signage and aid stations etc. Also indicate changes in surface type if applicable. If possible, also
include a copy of a regular street/road map with the course highlighted.
_____________________________________________________________________________________


Name of Bike Coordinator: __________________________ Tel. # home: _____________________

Signature of Bike Coordinator: _______________________ Date: ___________________________




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FORM #5: RUN COURSE
RUN COURSE


ACCEPTABLE METHODS OF MEASUREMENT:
  Cycling Computer (calibrated to a 1 km measure) – at least 2 readings are required
  Google Maps

DISTANCE:        Measure #1        Date:
                 Measure #2        Date:               Average:

Signature of Person(s) performed measurement: __________________________

Printed Name of Person(s) performed measurement: __________________________

Total of Volunteers for the Run:

Signed off by:

SAFETY:

Aid Stations:    Number :

Signs Used:                                               Yes            No
Waterproof Signs:                                         Yes            No
Road hazards marked/monitored:                            Yes            No
Turnaround marked/monitored:                              Yes            No
Approaching traffic warned:                               Yes            No
Medical crew on course:                                   Yes            No
Personnel issued safety vests:                            Yes            No
Personnel issued stop/slow paddles:                       Yes            No
Personnel trained by police:                              Yes            No
Lead vehicle used:                                        Yes            No
Lag vehicle used:                                         Yes            No
Does run course cross/parallel cycle course?              Yes            No

If yes, explain how runners are separated from cyclists and how area is monitored:


Explain monitoring of intersections with stop signs or lights:


Explain monitoring of minor intersections and intersections where marshals are not present:




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ROAD CONDITIONS:
Surface Type:
Surface/corners swept clean:                                   Yes            No
Number of lanes available for runners:                     #
Residents/businesses along course notified:                    Yes            No

How is running lane separated from traffic:
                                                      Closed           Controlled    Open
Explain:

Traffic Density:                                      Heavy            Moderate        Light


Explain Communication System on Course:

Additional Information
Please include any other important information or comments, summarize minor revisions/improvements from previous
year.


Explain control and monitoring of minor intersections and intersections where marshals are not present:


RUN COURSE MAP
Show location of all monitored major and minor intersections, police, traffic marshals, medical personnel, personnel,
signage and aid stations etc. Also indicate changes in surface type if applicable. If possible, also include a copy of a
regular street/road map with the course highlighted.

Name of Run Coordinator: __________________________ Tel. # home: _____________________

Signature of Run Coordinator: _______________________ Date: ___________________________




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FORM #6: TRANSITION AREA
Total of Volunteers for Transition:

Signed off by:

Will there be a mandatory bike drop off:                      Yes              No

If yes, when will participants be notified?___________________________________________________
Please Note - Participants must be made aware at least 3 months prior to the event.

Mount/Dismount Signs Used:                                    Yes              No
Bike racks used:                                              Yes              No
Bike rack Type:

Square footage:
Fencing:                                                      Yes
Fencing Type:

Security personnel:                                           Yes

Aid station:                                                  Yes
Aid Station Location:

Athlete-control on entrance and exit:                         Yes              No
Volunteers equipped with vests and signage:                   Yes              No

Personnel to observe that helmets, chin straps,
bikes racked etc                                              Yes              No

Will teams have a separate transition area                    Yes              No

Type of Surface:
Has surface been swept for glass and debris:                  Yes              No

Is a change room available                                    Yes              No
Change Room Location:

Signs indicating swim entrance/exit                           Yes              No
Signs indicating run exit                                     Yes              No
Entry from swim non slippery?                                 Yes              No
         Details:

Is transition secure from vehicle & pedestrian traffic        Yes              No

TRANSITION AREA MAP
Show location of entry/exit from swim, cycle, run and finish area. Direction of movement
through the area, location of aid stations, timers labelled swim/bike/run, location of Race
Headquarters, medical, layout of bike racks and location of any other additional support facilities.

Note: All athletes should have equal distance.
Note: Space is to be made available for the ATA booth.

Additional Information
Please include any other important information or comments, summarize minor
revisions/improvements from previous year.


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Name of Transition Coordinator: ________________________ Tel. # home: _____________

Signature of Transitions Coordinator: ______________________ Date: __________________




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FORM #7: RESULTS AND TIMING
Race Results must be provided to the ATA within 24 hours of the race and in excel format or posted on the events
website or a results company‟s websites.

Timing system used?

Brief Description of Timing Program:

Timing System references:


Back-up Timing system used?:

Location of Timers:               Start # of Personnel                  #

                                  Swim exit # of Personnel              #

                                  Run exit # of Personnel               #

                                  Finish line # of Personnel            #

                                  Other:       # of Personnel           #


How many personnel will be responsible for the following duties:

                                  Timer                                 #

                                  Wrist Tabs                            #

                                  Back-up system                        #

Will the results be posted at the end of the race.
                                                                  Yes          No

Will the results be distributed to the athletes is some format.
                                                          Yes            No
Additional Information
Please include any other important information or comments, summarize minor revisions/improvements from previous
year.




Name of Timing/Results Coordinator: ______________________ Tel. # home: ___________

Signature of Timing/Results Coordinator: _________________________ Date: ____________




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FORM #8: MEDICAL PLAN
MEDICAL PLAN

Medical provided by:

Contact Person:               Tel. #:

Name and address of nearest medical facility:


Tel. #:

Medical Aid Personnel #1:                   Tel. #:

Level of certification & by whom (First Aid Certification is minimal):


Medical Aid Personnel #2:                   Tel. #:

Level of certification & by whom (First Aid Certification is minimal):



Safety:
Does medical personnel have access to communication.
                                                               Yes             No

What will be the route taken to the nearest hospital or medical facility.


What is the distance to the nearest hospital or medical facility.

Additional Information
Please include any other important information or comments, summarize minor revisions/improvements from previous
year.



Name of Medical Coordinator: ______________________ Tel. # home: ___________


Signature of Medical Coordinator: _________________________ Date: ____________




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MAPS
Please provide detailed maps of the swim, bike, run and transition. Describe the road surface for the bike and run. Please
note that no section of the event can cross each other.
Item                                         Symbol            Swim           Bike         Run             Transition
Railway Tracks                               --------                                        
Lifeguards                                      +               
Medical                                        ++                                                              
5K Markings                                    5K                              
Aid Station                                   AID                                            
Ambulance                                     AM                                                                  
Announcer/PA                                  ANN                                                                 
Boats                                          B                
Bike Racks                                     BR                                                                 
Bridge                                       Bridge                                          
Canoes                                         CA               
Clock                                        Clock              
Finish Chute                                 Chute                                                                
Communications                               COM                                                                  
Cell Phone                                     CP                                           
Dismount Line                                  DL                                                                 
Entrance from Bike                            EFB                                                                 
Exit to Bike                                  ETB                                                                 
Exit to Run                                   ETR                                                                 
Fence Lines                                     F                                                                 
Finish Line                                   FIN                                                              
Hay Bales                                      HB                              
Km Marker                                      K                                             
Life boards                                    LB               
Microphone                                     M                
Megaphone                                     MP                
North                                          N                                                               
Police                                         P                                             
Radio/Walkie-Talkie                           RWT                                                              
Scaffolding                                    SC                                                                 
Start                                       START                                           
Toilets                                         T                                                              
Timing/Results                                T/R                                                              
Transition Area                                TA                                                               
Turn Buoys                                     TB               
Volunteer                                      V                




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