COVID-19 EVENT PLAN

Triathlon Hawke’s Bay has been working in conjunction with Triathlon New Zealand for an
event plan for us to successfully manage our upcoming events during the different alert

levels of COVID-19.

During the registration process and on event day there will be questions and procedures put
in place to assure all registered athletes that they feel safe and can confidentially attend the
event knowing that measures are put in place to reduce the risk of COVID-19.
At all times we want our attending participants to feel safe and understand all

processes that have been put in place for them.

Registration

Online registration process –
• Online registration process for all competitors, staff and volunteers asking specific
health questions and contact details as per WSNZ event plan.
• Registering participants will be asked to select a wave start time for their event which
also determines their registration time to prevent overcrowding.
• All registrations are to be reviewed prior to event day and any at risk registered
competitors, staff and volunteers will be politely asked not to attend the event and
recommended to contact the ministry of health helpline 0800 358 5453.
Event day registration process -

• Registered participants/volunteers and staff will be required to check in at event at
specific times to ensure no overcrowding and asked specific health questions again.
• If an individual turns up to the event and hasn’t completed the online registration
process, manual contact registration will be taken at entry gate of venue as per
WSNZ Event Plan.
• No “On the Day” registrations only changes to existing registrations will be allowed.
• All competitors will collect their transponder from an unmanned table where all the
transponders will be sealed and marked with name and distance. This will be
monitored to ensure no overcrowding.
• All details for registration with plans and directional flow for athletes will be sent to all
registered participants and good signage at venue.
• Any changes to participant’s details will get referred to registration manager to be
changed ensuring social distancing is adhered at all times.
• Registration to be held in the hall foyer with use of toilets. Main hall area and
other areas of school will be out of bounds and will be marked off accordingly.

Race Briefing –
• Race briefing will be via an online format and will need to be reviewed by athletes
prior to arriving onsite.
• Race Director to send race briefing and all details for event after registration closes to
all registered participants prior to the event taking place.
Transition –
• Transition area will allow for at least 1.5m between participants and at least 5m
between the rows of people. With the staggered start times this will also reduce the
number of people in transition at any one time.
• Bike racks will be marked with tape and measured and put in place prior to event
participants entering venue.
• Hand sanitizer will be in place and required to be used by athletes entering and
exiting transition.
Race start –
• The start format will be small waves of 5 people at a time starting 1 minute apart or a
rolling start 10 secs apart to ensure social distancing. Competitors will pick their start
times during registration process.
• Utilising our timing gear we don’t need to physically time each competitor. Once they
cross the timing mat their time will start.
During event –
• During the event itself all participants will be required to take a proactive approach to
all situations to ensure the COVID-19 plan is being adhered to. If it is not working,
then it will be reviewed, and a new approach put in place.
• Recommendations for social Distancing and passing at a wide berth at least 1.5m
while on course.
• Event Staff and volunteers will be given an induction and required PPE for their
specific area.
• Regular reminders on PA system and also signage throughout the event for social
distancing and regular hygiene measures are done.
Finish Area –
• Additional boxes will be placed around the finish area for transponder self-return
• Timing chips will be disinfected prior to and post event.
• Aid stations will be self-service, and volunteers will monitor to ensure that athletes
only touch what they take. There will not be an aid station at the finish line to
encourage people to keep moving.
• Athletes are required to leave venue ASAP after finish with online prize giving being
available later that evening post event.
Spectators –
• During the current restrictions with crowd gatherings NO SPECTATORS will be
allowed to attend the event. This will be reviewed on a regular basis and when
information comes to hand.

Cleaning and Hygiene –

• The toilets onsite have wash basins and will have additional soap and hand towels
supplied by Tri HB in them for use. They will be monitored for cleaning during the
event by a dedicated cleaner.
• There will be increased cleaning for all areas. This includes bathrooms, working
areas and all high touch points throughout the venue.
• There will be disinfectant wipes available for staff to use
• Hand sanitizer will be spread around the venue and be available for everyone to
use.
• The number of rubbish bins will be increased to allow people to be able to dispose
of items easily and frequently. Rubbish bins will be emptied regularly
• All equipment and high touch points including bike racks, signage and vehicles will
be disinfected prior and post of use
Volunteers and staff –
• All Volunteers and staff will receive a full health and safety plan and induction prior to
event beginning.
• If workers inform management that they are not comfortable or do not feel safe
coming to the event, or feel that their health might be at risk due to age or immune
vulnerability, this will not be used as a prejudice against this person. If they believe
that any Health and safety Guidelines are not being meet or need to be reviewed
they are to immediately report this to the Race Director.
• All volunteers and staff will be provided with appropriate PPE and safety equipment if
required to do the task they have been assigned to.
• At the start of each day and the end of each day there will be a safety
meeting/debrief and this will be a chance for all volunteers and staff to give their input
on whether the measures are working that are in place. Adjustments will be made if
not.
In Summary –
• At the start of each day and the end of each day there will be a safety
meeting/debrief and this will be a chance for workers to give their input on whether
the measures are working that are in place. Adjustments will be made if not.
• During the event itself Participants, Volunteers and workers will be required to take a
proactive approach to all situations to ensure the COVID-19 plan is being adhered to.
If it is not working, then it will be reviewed, and a new approach put in place.
• Post event a full debrief will take place to review what additional measures were
required and how the plan needs to be updated and changed for future events.
• As with all events, should there be a time where the safety of participants and or
workers are at risk the event can be halted until such measures are put in place to
ensure the safety of everyone onsite.
If at any time there is any questions in regards to the Event Safety Plan please contact Race
Director on events@trihb.kiwi or 0275601378.