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Covid-19 Info

 

XTERRA: Conquer the Crater & Element Racing

COVID-19 Statement

The team at XTERRA: Conquer the Crater and Element Racing have been busy reviewing the way we have traditionally run race events with a focus on athlete experience and race operations, so that when it is safe to hold races again, we can do so in a way that reduces the risk for athletes and volunteers.  As a result, we have developed a summary of best practice guidelines that will be implemented, effective immediately.  

For the last year our team has faced the reality of not being able to do what we care about the most – delivering world-quality race experiences for athletes of all levels in an effort to raise money and awareness that improves the survival rate and quality of life of children and their families impacted by paediatric cancer in Northeastern Ontario. With a diverse team of technical race experts, healthcare professionals, and event planners we have repurposed our focus and efforts into things we could control. As the world reopens and a new normal emerges, building on the best practices and successes of the international racing community, we have designed an event that will reclaim the confidence, comfort, and credibility that our athletes, volunteers, and host site have come to expect. We appreciate the commitment, passion, and perseverance that our community continues to display, and take motivation from it in everything we do. We are proud to share with you the reimagined path forward and can’t wait to see you at the races again.

Five Guiding Principles

Enhanced Hygiene

  • Hand sanitizer, hand washing stations and disinfectant wipes will be readily available around our race venues. Cleaning of common venue areas will be enhanced.  

 

  • Staff and volunteers will be provided with face coverings, face shields (if necessary), and gloves to be used while working in all athlete-facing areas. Athletes will be provided with face coverings at packet pick-up and we expect that athletes wear a face covering around our event venues. 

 

Screening & Education

  • Appropriate personal health, personal hygiene and safe support education and training will be provided for staff and volunteers in necessary functional areas. 
  • Our team consists of Public Health personnel and emergency medicine physicians and nurses that have developed guidelines and will train all staff and volunteers.  
  • Athletes and volunteers will be required to fill out a pre-race health questionnaire.
  • Additionally, no-touch body temperature screening may be instituted based on local outbreak cautionary status/level. Per the World Health Organization guidelines, individuals with a body temperature of greater than 100.4º Fahrenheit or 38º Celsius will not be allowed to race, volunteer or work.

 

Density Reduction

  • Our teams are instituting measures to increase space for athletes and supporting personnel in areas such as swim start, transition, and finish line.
  • In addition, we are making appropriate modifications to, or elimination of, non-essential race services like banquets, in-person race briefings, etc. 

Touchpoint Minimization

  • We will be reducing or removing touchpoints and points of interaction between staff, participants, and volunteers in many aspects of the event. We have redesigned and reimagined areas such as athlete check-in, expo, merchandise, transition area and finish line to minimize person-to-person contact.  
  • Aid stations will be reconfigured to minimize both athlete-to-volunteer and athlete-to-athlete contact. 

Athlete Self-Reliance

  • Through the Athlete Smart program, athletes will be empowered to determine their individual level of self-reliance to further minimize interaction and touch-points with race officials and volunteers.
  • Athletes will be encouraged to race smart by carrying nutrition and hydration while utilizing items such as hydration vests and event offered special needs stations.
  • Athletes should review and embrace Athlete Smart Tips
  • Our best practices will continue to evolve in line with the current environment. Races may be subject to further changes as we align with regional and local government recommendations. Additional correspondence regarding athlete expectations for gear and personal items will be communicated well in advance of race day.

 

 

 

 

 

 

Athlete Self-Reliance Tips

The following tips focus on the XTERRA athlete’s ability to be self-reliant on race days. These are skills every athlete should possess to assure their personal safety while training and their ultimate success on race day. Practice these skills today and repeatedly as you prepare for your event.

IN-TRAINING

BUILD SELF-RELIANCE AS YOU DEVELOP YOUR FITNESS

How do you carry nutrition? Your long training day prep should always include the tools you will use on race day. Practice using a hydration pack or race vest on long bike and/or run days. This will limit your need to utilize each aid station out on course and give you the ability to move through the course more efficiently. Make sure you have also practiced your nutrition plan during your long training rides/ runs so you have your it dialed-in for race day.

How well do you know your course?

Practice your planning skills so you can execute flawlessly. For training and racing, course knowledge is critical to success. The change in terrain and location of the aid stations and special needs will help you plan your day. Practice this by making similar plans for your training courses. Create time-based plans and have an “A”, “B” and “C” plan. This will help you prepare nutrition needs no matter what the day throws at you.

Can you change a flat? Fix a dropped chain?

Practice changing the tube or tubular of your bike before heading to your event. Do some dry runs while at home to make sure you are 100% comfortable if you need to change a tire or a tubular tire on race day. Also make sure to bring an additional tube(s) or tire with you to carry during the event in case you have to make a change. You can also drop an extra tube or tire into your bike special needs bag. If you are not totally comfortable with bike maintenance, have your bike tuned up by a mechanic prior to race weekend. This should include making sure your brakes are in good working condition, as well as checking your tires. If you plan to switch to a racing wheel on race day, make sure you have a mechanic check your bike with your racing wheels on.

PRE-RACE

KNOWLEDGE IS POWER

Nutrition-Plan well, shop early, pack right! Pack your bags a full week ahead of race day. This assures that you arrive at the event prepared with all your nutritional needs for race day. This includes any hydration, food, or any other nutritional items you plan to use on race day. You can use this Packing list as a guide and only check off the items when you place them into your race gear bags. Racing Gear Come to the event prepared with all your race day gear, including items such as your bike shoes, helmet, racing kit, wetsuit/ speed suit, etc. Only in an emergency should you purchase an essential race day item for use that weekend. We recommend laying out your swim, bike and run gear before you pack. Take a picture of each so you can refer and make sure you have not forgotten anything. Additionally, practice removing your wetsuit, simulating race conditions.

Athlete Guide

The Key to Your Schedule: The Athlete Guide is the key to your weekend – where you need to go and who you need to interact with. The XTERRA: Conquer the Crater Team are working to keep the contact points and crowds to a minimum and this is where you can find the details of these specifics for your race site. The more you know prior to arrival, the better you can plan your time. If you’ve raced before, don’t assume the information hasn’t changed from year to year or event to event. Athlete Guide: Read it again. Make sure to read the Athlete Guide a couple of times prior to arriving on site. Pay close attention to the number and location of aid stations, as well as your designated athlete check -in time and bike and gear bag drop-off time. Also make sure you have a parking plan for race day to limit the stress for race morning. Planning ahead of time will lead to a successful race day!

Family and Fans

Family is the ultimate energy giver on race day, but can also be the greatest stressor in the days leading up to the event. Don’t play host all weekend. Develop a specific schedule for meals and entertaining that allows you to achieve your pre-race goals and respects the needs of all members of your entourage. Plan ahead with your family/supporters so you know where to meet up with them postrace. It will be best to pick a location away from the immediate finish area to avoid larger crowds. You can also utilize the event Athlete Guide to determine a spectator friendly area along the course for family/supporters to cheer you on during race day!

RACE DAY

NAVIGATE YOUR DAY WITH CONFIDENCE

Race day will have some operations in place to help athletes navigate physical distancing. A Self-Reliant athlete looking to limit contact points can refer to the following key details on race day.

1. BIKE AND GEAR BAG CHECK-IN 

Take the extra time when packing your gear bags so that when you arrive on site for bike and gear bag check-in, you can drop off your bike and gear as efficiently as possible. Taking the extra time while packing your gear bags and checking your list twice will ensure you have everything you need for race day. Don’t forget to pack sunscreen in your swim to bike and bike to run gear bags as we will not have designated sunscreen volunteers. Hint – upon arrival on the race site, lay out your bags. Place all items that belong in each bag on top of the bag. Take a picture. Refer to the picture to make sure it is packed properly.

 2. SPECIAL NEEDS

Take advantage of the bike and run special needs bags. This is your opportunity to refuel during the bike and run course with the items you trained and practiced with during the weeks and months leading up to event day.

3. STUDY THE COURSE AND VENUE

Prior to arriving on-site, make sure you review the available course and venue maps. This will help you better understand how the venue is laid out, where to access parking and how you will flow through transition on race morning. Where possible, drive the bike and run course to better understand any turns, turnaround points or out-and-back sections of the course.

4. PLAN YOUR MEALS AHEAD OF TIME

Prior to arriving, make sure to check out local restaurants and eateries in the vicinity of the venue and your hotel. Make reservations far in advance. This way you can plan-out your meals ahead of time, including dinner the night before race day, and create a plan for breakfast on race morning.

5. RACE MORNING PREPARATION

Make sure you arrive on-site race morning with a plan to get in and out of transition as quickly as possible, limiting yourself to only the essentials while in the transition area. This includes checking your tire pressure and putting any last-minute nutrition on your bike.

6. FINISH LINE AND FAMILY MEET UP POST RACE

Set a designated meetup location for family and friends’ post-race. Make sure they know your A, B, and C plans and have a sense of where you may be at specific points of the race. To avoid crowds, set a location to meet up that is away from the finish line and allows at least 30 minutes post-race for you to recover and meet them.

 

XTERRA: Conquer the Crater & Element Racing

COVID-19 Withdrawal & Deferral Policies

 

Life, and COVID-19 happens—sometimes you can't race when you'd hoped to. Especially now during these changing times, athletes can no longer push themselves through races while ‘under-the-weather;’ and even the health condition of the host community must be accounted for prior to and on race-day. We know how disappointing this is and are right here with you. Check out our policies below that allow you to withdraw or defer your entry.

The Event and COVID-19

If the event is postponed or cancelled due to health and safety concerns relating to COVID-19 public health regulations athletes will be provided three options:

  • Withdrawal/Refund: 50% refund of the entry fee
  • Deferral: secured spot for XTERRA: Conquer the Crater 2022
  • Donation: you can choose to donate your entry fee to the Northern Cancer Foundation’s Miles Against Cancer Fund

All other self-withdrawals and deferrals will follow the standard event policies below. 

Withdrawals

Withdrawal requests must be received via withdrawal form during the following time frames in order to be eligible for a partial refund:

  • until 1 months prior to race day: 50% refund of the entry fee
  • until 15 days prior to race day: 25% refund of the entry fee
  • after 15 days to race day: no refund

Athletes wishing to withdraw may attempt to establish that the damage sustained by the organizer from his/her withdrawal is lower than the agreed-upon amount withheld by the organizer pursuant to these regulations.

One-day Triathlon Ontario licenses can only be refunded in case of a withdrawal within the refund deadline. 

Athletes who had deferred their registration from the year before are not eligible for any refund of the registration fee.

Refunds will be transferred to the credit card used during registration. 

Deferrals

  1. All deferral requests will be honored until 15 days out from the original event date. 
  2. The deferral program is only for XTERRA: Conquer the Crater Full Course Triathlon and XTERRA: Conquer the Crater 21K Trail Run races and not available for any other events events.
  3. Deferrals are only available for individual entries and not for relay teams, complimentary entries or sponsor entries.
  4. Athletes who elect to defer their entry forfeit any right for a partial refund, transfer or insurance refund.
  5. The deferral may only be used once, unless the race is postponed or cancelled due to COVID-19 regulations