Details

EVENT:  Teck BC Cross Country Championships-CANCELLED
DATES:   March 20-22, 2021
LOCATION:   Whistler, BC
VENUE:   Whistler Olympic Park (WOP), Callaghan Valley
HOST CLUB:
  Black Tusk Nordic Event Society (BTNES)

Course Maps

COVID-19 Safety Plan

The following plan outlines how BTNES will host events safely in a COVID-19 environment.

SYNOPSIS OF KEY POINTS 

General

  • All race participants are required to register on zone4.  This includes anyone coming to the race (racers, coaches, support staff, drivers, coaches, volunteers.)
  • Daily online pre-screening is required by all participants.
  • Strive to social distance by staying 6 feet apart and 
  • Everyone must wear a mask when not eating, warming up or racing.
  • Wash or sanitize hands frequently, especially after touching communal fixtures such as door handles.
  • Only essential team staff should be on site. Spectators including parents are not allowed.
  • Wax rooms are for coaches and support staff only. Masks are required and occupancy limits are to be followed.
  • No food services will be provided
  • If anybody experiences COVID-like symptoms they are to contact the Chief COVID Officer immediately (Dr. Simon Pulfrey 778-834-8183)

Racers

  • Athletes should arrive ready to ski their warm up and leave immediately after their cool down.
  • For younger athletes, clubs should arrange for coaches to meet younger athletes on drop off and look after them throughout their warm up to cool down.  Parents should remain in their vehicles.
  • No indoor spaces are available to racers. The day lodge is off limits to race participants. Athletes should remain in vehicles if they need to stay on site.
  • Wear a mask when not warming up or racing.
  • Don’t kiss, hug or high five, etc.
  • No spitting, nose clearing (snot rockets,) or shouting forcibly near other racers, coaches or officials.

FULL DETAILED COVID-19 SAFETY PLAN

BACKGROUND INFORMATION

  1. The COVID-19 Safety Plan for this event is based on the Return to Sport Plan for cross country skiing – Phase 3.  Link: http://www.crosscountrybc.ca/covid-19
  2. The Safety Plan includes an illness policy (Appendix A) and outbreak plan (Appendix B).  
  3. Cross country skiing is an individual, outdoor sport. There is no body contact. 
  4. The competition venue for this event is spread over a significantly large area, with an outside perimeter of up to 10 kilometres.  The physical area the event covers is between 8.5 and 74 acres depending on which competition courses are used.  This does not include the parking area.  
  5. A map of the venue (WOP), with the perimeter of the competition venue for the Trials marked off (including the entry and exit points on training/race days), is available at:
  6. Anticipated participant numbers per day (for 3 days):  250 athletes; 100 coaches and support personnel; 80 officials; 20 other volunteers.
  7. Liability protection pertaining specifically to COVID-19: https://www.viasport.ca/news/province-takes-action-support-return-sport

Legend:

  • Participants – athletes/competitors, coaches and support personnel, officials/volunteers, and others essential to the event.
  • Venue – venue operator, WOP
  • Competition Venue – area of WOP set aside for the event.
  • Coaches and support personnel – coaches, assistant coaches, wax technicians, parent helpers. 
  • Event Organizers – the Competition Committee.

ORGANIZER & VENUE CONSIDERATIONS

  1. Race registration will be online (Zone4).
  2. The Race Notice will outline the special requirements in place for this event due to COVID-19, and strongly discourage anyone that does not need to be on site from being there.  
  3. Individuals in higher-risk categories, such as older adults and people with underlying health conditions, or those living with or having consistent contact with those populations, should: 
    • not participate in any capacity, or 
    • do so in a very limited capacity, and with strict controls.
  4. All participants will be required to register on Zone 4, sign a Participant Agreement and commit to using a Self-Assessment Tool on a daily basis before arriving and for the duration of the event.  
  5. Communications: All details pertaining to the Event COVID Plan will be found on the Event website. Multiple media outlets may be used to ensure important messages are received – email, WhatsApp, social media, the event website, etc.
  6. A Chief COVID Officer has been appointed. This individual is an emergency doctor, an NCCP Comp-Int (T2T) trained coach and actively coaches with a local junior racing team.  The COVID Officer is a member of the Competition Committee, and their role is to:
    • advise Nordiq Canada, Cross Country BC, Whistler Olympic Park and the event organizers regarding their COVID-19 plan for this event, and b. provide oversight of the recommendations below and maintain a check list indicating they were followed, documenting by who and when:
    • ensure emergency protocols and designated-on site quarantine space(s) are in place as needed. Quarantine space will be in a designated wax hut. Assessment of potential COVID cases will be performed by CCO. Appropriate PPE and infection control strictly enforced.
    • ensure there is a central contact point for all participants for COVID-19 questions and concerns. Participants can access information on the event website  that will be updated regularly. Zone 4 will provide updates as required. Urgent questions and concerns can be addressed by contacting CCO directly by phone (778–834-8183.)
    • ensure their contact information is included in the race notice and posted on the event website in the event of a positive test within 48 hours of the completion of the event, 
    • ensure the Competition Secretary maintains a record of contact information for all participants in attendance (for notification and ’Health Authority’ contact- tracing purposes), and that this information is kept on file for 30 days following the event, 
    • ensure the venue operator maintains a record of all venue staff each day for the duration of the event and that this information is kept on file for 30 days following the event,
    • ensure there is a system (Zone4 registration file) to notify all participants if there is a positive COVID-19 case reported during or following a competition, and to inform Nordiq Canada and the event insurer for monitoring purposes (following external communications protocols), and
    • ensure coaches, officials and key volunteers are informed on safety protocols and Certified General Liability (CGL) reporting notifications. Must read COVID information document and be aware of communication plan.
  1. The Technical Building (Cross Country) at the competition venue will house the race office, timing room, the jury meeting room, and the first aid room. Only authorized individuals will be permitted to enter the building, and phase 3 guidelines for indoor spaces will apply (this includes physical distancing where possible, wearing masks, disinfecting equipment, etc.)
    • The number of officials in race office and timing room will be limited to those that are essential. Maximum capacities: Timing Office (7), Announcer’s Room (2), Race Office (6), First Aid Room (2)
    • Timing and race office cohorts will be maintained throughout the day, and for the entire event when possible.
    • Coaches will not be permitted in the race office or timing room. Communication with coaches/teams will be done electronically.
    • Marshalls will be posted at the front doors to the Technical Building to prevent entry of unauthorized people. The back doors will be locked from the outside.
    • Direct transfer of items (eg. race numbers) from the race office staff to teams is to be avoided.  Such items will be placed for pick up a on a table or in cubbies in the breezeway of the technical building. 
    • Start lists will be posted online no later than the evening before a competition, and hard copies will only be made available outdoors. 
    • The washrooms in the Technical Building will be available only to those working in the building and wheelchair athletes. (See Point 10)
    • The Flex Space across the breezeway from the Technical Building is to be used for volunteer warm up area and other volunteer services such as an indoor Jury meeting space. Athletes and coaches are not allowed in this space.
  2. Permanent wax trailers: 
    • Wax trailers will have appropriate ventilation. Fans should be on at all times and doors and windows open.
    • Only wax techs/coaches will be allowed inside. 
    • All individuals entering the wax trailers must stay physically distanced or wear appropriate face coverings at all times. 
    • Teams must agree to maintain a team attendance record which includes name, date and approximate time in and out.
  3. Washrooms 
    • Race Participants will use porta-potties in the area adjacent to the Technical Building.
    • The washrooms in the Technical Building will be available only to those working in the building and wheelchair athletes.

PARTICIPANT PRE-COMPETITION CONSIDERATIONS

  1. All participants will be required to:
  2. Only essential team staff should be on site. Spectators are strongly discouraged.
  3. Event participants will be separated from the recreational skiers.
    • Stadium Map
    • Venue Map
    • The event area (stadium area, race and warm up trails) will be separated by fencing from the recreational ski trails.
    • The day lodge is not available to the event participants.
    • Race participants should park in parking lots 2 and 3. There will be an athlete drop off area beside the Technical Building.
  4. Signage, fencing, and marshalling will be used to keep participants in specific zones (e.g., those that are arriving, getting their skis prepared, warming up, starting, finishing, warming down, departing, supporting, etc.). 
    1. Stadium Map
    2. Venue Map
  5. Full Personal Protection Equipment (PPE) will be considered for participants (officials/volunteers) who are at higher risk or in higher risk positions (eye protection, gown, gloves, face shields and masks).  The arrival of officials and other volunteers will be staggered based on their roles at the event. They will be encouraged to remain in their vehicles until they are scheduled to report to their station.
  6. Fencing systems (net fencing, link fencing, V-boards, etc.) – installation, removal and transporting will be handled carefully – rubber gloves and PPE will be used as necessary.  
  7. Venue equipment such as shovels, rakes, outdoor timing equipment, etc., will be assigned to one individual for the duration of the event (as much as possible), and sanitized as appropriate throughout the event.
  8. Team Captains’ and similar necessary meetings will be held virtually. 
  9. The organizers will ensure all participants entering the venue on training days or race days have face covering, gloves and hand sanitizer/antibacterial wipes on their person.
  10. Athletes will be expected to arrive at the venue changed and ready to train or compete. They will be restricted from using the venue facilities unless absolutely necessary (restrooms).  
  11. Participants will be required to bring their own skis, poles, ski boots, water bottles (filled), back packs, and other necessary equipment.  Sharing of these items will not be permitted.
  12. Participants will be asked to bring a fully sealable bag, with their name on it, to store all personal items in.
  13. Participants will be required to bring their own lunches, snacks and drinks.  The organizers will not provide food or drinks at the event.
  14. All “team equipment” such as radios, drills, wax tables, video equipment or skis will be sanitized as necessary. 
  15. Bib (or disposable pin on number) distribution will be done from a location outside the Race Office. The person-to-person transfer of bibs will not be allowed.
  16. Warm up activities will be conducted outside where physical distancing is possible (i.e. warm up loops or a designated area near the stadium).
  17. Ski preparation activities will take place in a well ventilated indoor space (established, ventilated wax trailers) – see point #9 (page #4) for details, or outside (see point #18 below), mask use will be enforced at all times and physical distancing whenever possible. 
  18. Club /team wax tents used for ski preparation and ‘team’ gathering points will be assigned locations.   

ON COURSE CONSIDERATIONS – DURING INSPECTION/TRAINING AND COMPETITION

  1. Installations and repairs (fences, V-boards, start/finish timing equipment, etc.) in the competition area will be handled carefully – rubber gloves and PPE will be used as necessary.
  2. Physical distancing will be required at all times, including the ski preparation area, warm-up area, start area, finish area and warm-down area.  
  1. Physical distancing will be maintained in communal areas, such as wax trailers or in washrooms, between races and heats on the day the sprint races are held. 
  1. Participants will carry face coverings with them at all times (except for athletes when they are competing).  The face coverings should be used whenever possible and must be worn when physical distancing is not possible.
  1. Media activity will be limited and conducted in a manner to allow for physical distancing (or virtually, if possible).
  1. Physical distancing will be maintained for special Jury meetings, protests meetings, etc.  When possible these meetings will be held outdoors.
  1. On training days, times may be assigned to clubs/teams regarding access to the venue, course inspection/training and departure from the venue.  Additional protocols will be established to limit contact between clubs and/or teams and with event organizers as much as possible. 
  2. On competition days, times may be assigned to athletes (and to clubs/teams) regarding access to the venue, course inspection/training and departure from the venue. Additional protocols will be established to limit contact between clubs and/or teams and with event organizers as much as possible.
    1. Event organizers will minimize the number of laps to avoid course loading.
    2. The different categories will have their start times staggered throughout the day (more than usual) to minimize the number of participants at the venue at any one time.
  1. Race formats:
    1. The number of athletes that can compete in a day will not be limited.   
    1. Individual Start: 15 second intervals may be used, but organizers may choose to increase the time gaps between the end of one category starting and the beginning of the next to avoid potential congestion on the course and in the start area. Another possibility is the use 30 second interval starts.
    1. Mass Start: this format may be implemented as before with each start category (or consecutive start categories where it makes sense) forming its own race cohort. There can be up to 100 athletes in a start (i.e. a cohort), provided these athletes do not interact/pass athletes from other mass start groups while on course. Organizers may choose to increase the time gaps between the waves of athletes starting, and/or increase the spacing between the start positions of the athletes.
    1. Sprint Heats: this format may be implemented as before with each start category (or consecutive start categories where it makes sense) forming its own race cohort. If necessary organizers may choose to increase the time gaps between the waves of athletes starting, increase the spacing between the start positions of the athletes, reduce the number of athletes moving up to the quarter finals, and reduce the number of athletes per heat.
    1. Members of a race cohort can compete against each other in mass starts and sprints in subsequent days (e.g. a multiday event).  Once the event finishes, participants should not participate in a new/different race cohort (i.e. mass start or sprint) for 14 days.  This restriction does not apply to individual start races.
  1. The number of officials in the start and finish areas will be limited to the minimum number required,   and face coverings will be worn by these individuals when physical distancing cannot be maintained.  Officials spread out around the competition course can easily maintain the necessary physical distancing.
  1. The person-to-person transfer of competition bibs will not be allowed.  
    1. Disposable pin on paper numbers will be used.  
    2. The athlete must take their bib home with them. 
    3. A timing chip will be assigned to the athlete for the duration of the event. They wear the same chip for all races. 
    4. The chip is handled by athlete only and placed in a collection bag for washing and sanitizing after the final race.
  1. Race category groups (cohorts) will be kept separate through scheduling and separate marshalling pens in the stadium. 
  1. Clothing racks will be appropriately spaced so that athletes can access them safely. Clothing bags will not be used.
  1. The finish area will be large enough to allow athletes to ski through, rest a moment and remove chips and bibs. Athletes will not be allowed to collapse in the finish zone.
  1. A sanitization station may be set up in the finish area. If so, self-serve face wipes (paper towels) and tissues would be made available, as would containers (with lids) to dispose of the used tissues.
  1. Athletes will not be allowed to linger in the finish or warm-down areas and will not be allowed to access their (own) recovery drink until they are outside the finish area. Once they have completed their race they will exit the finish area, and once they have finished their warm-down they will exit the venue unless they are waiting for an award to be presented specifically to them.
  1. Race Officials and Volunteers: Specific COVID Plans for Race Officials can be found here: 
    1. Timing Officials – Appendix C
    2. Race Office Officials – Appendix D
    3. Course Officials – Appendix E
    4. Stadium Officials – Appendix F

POST COMPETITION CONSIDERATIONS

  1. Awards ceremonies will be conducted virtually with the awards mailed post-race (can be done per club), or modified significantly to:
    1. Limit spectators (including coaches, teammates and family). Only those individuals receiving an award will be present.
    1. Accommodate for physical distancing and avoid person to person transfer of items (i.e. awards).
    1. Allow for photo opportunities taking into consideration the above guidance.
  1. Participants will be required to leave immediately after their warm-down (following their competition) and not linger, chat, or socialize within the competition area or at the competition venue.
  1. Athletes, coaches, officials, volunteers and others attending the event must contact the Chief COVID-19 Officer if they test positive within 48 hours from the conclusion of the competition – so that the Officer can initiate the proper protocols.

APPENDIX A:  ILLNESS POLICY

In this policy, “Team member” includes an employee, contractor, volunteer, participant or parent/spectator.

  1. Inform an individual in a position of authority (coach, team manager, program coordinator) immediately if, you feel any symptoms of COVID-19 such as fever, chills, cough, shortness of breath, sore throat and painful swallowing, stuffy or runny nose, loss of sense of smell, headache, muscle aches, fatigue, loss of appetite, nausea or diarrhea.

See BCCDC website for a full list of symptoms: http://www.bccdc.ca/health-info/diseasesconditions/covid-19/about-covid-19/symptoms

  1. Assessment
    1. Team members must review the self-assessment signage located throughout the facility each morning before their shift/practice/activity to attest that they are not feeling any of the COVID 19 symptoms.
    2. If Team Members are unsure please have them use the BC COVID-19 self-assessment tool https://bc.thrive.health/covid19/en.
    3. Managers/coaches may visually monitor team members to assess any early warning signs as to the status of their health and to touch base on how they are regarding their personal safety throughout the workday/practice/activity.
  1. If a Team Member is feeling sick with COVID-19 symptoms:
    1. They should remain at home and contact Health Link BC at 8-1-1.
    2. If they feel sick and /or are showing symptoms while within the sport environment, they should be sent home immediately and contact 8-1-1 for further guidance.
    3. No Team Member may participate in a practice/activity if they are symptomatic.
  1. If a Team Member tests positive for COVID-19
    1. Follow the direction of health officials.
  1. Quarantine or Self-Isolate if:
    1. You have travelled outside of Canada within the last 14 days.
    2. You have come into close contact with someone who has tested positive for COVID-19.
    3. You have been advised to do so by health officials.

APPENDIX B:  OUTBREAK PLAN

If any individual reports they are suspected or confirmed to have COVID-19 and have been at the event they must inform the COVID-19 Officer.  They will then execute the Outbreak Plan (pg. 29) provided by viaSport 

APPENDIX C: TIMING OFFICIALS DETAILED PLAN

  1. All should come with their own masks, hand sanitizer, a few pairs of rubber gloves and disinfectant wipes.
  2. All should wear masks and maintain 2 m. distance whenever possible.
  3. Timing office maximum capacity is 7 people.
  4. Have hand sanitizer available in different spots of the office.
  5. Make a suitable schedule of sanitizing common touch surfaces of the timing office (to be determined by the Chief of Timing.)
  6. Athletes and coaches should not enter the Technical Building.  If Race Office staff need to communicate to them directly it should be done outside the building’s front door or through the opening window facing the stadium. 
  7. Start and Finish Area officials should maintain 2 m. distance from athletes at all times.
  8. In an interval start race, the Starter should replace the wand after the athlete has departed and before the next athlete moves to the start line, maintaining 2 m. distance throughout.
  9. In an interval start race, the Assistant Starter should keep the next starter at least 2 m. back from the start line until the wand is replaced. This spot could be marked with a cone or similar marker. 
  10. In an interval start race, the late start lane should be set to allow for 2 m. distancing.

APPENDIX D: RACE OFFICE OFFICIALS DETAILED PLAN

  1. All should come with their own masks, hand sanitizer, a few pairs of rubber gloves and disinfectant wipes.
  2. All should wear masks and maintain 2 m. distance whenever possible.
  3. Timing office maximum capacity is 6 people.
  4. Have hand sanitizer available in different spots of the office.
  5. Make a suitable schedule of sanitizing common touch surfaces of the timing office (to be determined by the Race Secretary.)
  6. All distribution of items from the Race Office to coaches and athletes should be done without direct contact.  This can be done by pick up of items at a table or assigned “cubbies” in the technical building breezeway.
  7. Athletes and coaches should not enter the Technical Building.  If Race Office staff need to communicate to them directly it should be done outside the building’s front door or through the opening window facing the stadium. 

APPENDIX E: COURSE OFFICIALS DETAILED PLAN

  1. All should come with their own masks, hand sanitizer, a few pairs of rubber gloves, and disinfectant wipes.
  2. All should wear masks and maintain 2 m. distance whenever possible.
  3. Have hand sanitizer available at the entrance to the storage bunker.
  4. Tools should be assigned to one person OR if to be shared they should be disinfected after use.
  5. At the end of the day, Sabre vert2go, is sprayed on the bins and racks. The surfaces are 99.9% sterilized in 5 min. without wiping.

APPENDIX F: STADIUM OFFICIALS DETAILED PLAN

  1. All should come with their own masks, hand sanitizer, a few pairs of rubber gloves and disinfectant wipes.
  2. All should wear masks and maintain 2 m. distance whenever possible.
  3. Have hand sanitizer available at the entrance to the storage bunker.
  4. Tools should be assigned to one person OR if to be shared they should be disinfected after use.
  5. In an interval start race, the late start lane should be set to allow for 2 m. distancing.
  6. Finish Area officials should maintain 2 m. distance from athletes at all times.
  7. Finish Area officials should discourage athletes from collapsing in the Finish Area and should have the athletes leave the area after a brief recovery.
  8. Athletes should take their pin-on numbers home to dispose of them.
  9. Portable clothing bins will be used for transporting athletes’ clothing from the start area to the finish area. There are 32 separate boxes in each of 4 ski mounted “racks.” Athletes will get a plastic bag to put their clothes in and then the bag will be placed in the box with the number that corresponds with their bib number. A volunteer will pull the clothing to the finish area where the athletes will pick up their clothing bags.  The volunteers will then sanitize the bins for the next group to use. The bins can be accessed from both sides to allow a minimum of 2 metres between athletes at all times. For sanitization, a product, Sabre vert2go, is sprayed on the bins and racks. The surfaces are 99.9% sterilized in 5 min. 
  10. Chip collection.  After their final race, finish area officials will direct athletes to toss their chips into a tub with the following bleach solution.  Chips should stay in the solution for at least 1 minute and up to 4 hours. Bleach soaked chips should not be exposed to sunlight. Chips should be rinsed with water and air dried.
    1. 1:50 Bleach Solution for Sanitizing Chips (approximately 1000 ppm)
    2. 20ml (4 teaspoons) household bleach + 1000ml (4 cups) water
    3. OR 100ml (7 tablespoons) household bleach + 5000ml (20 cups) water
  11. COVID Marshalls are a new group of officials Under Chief of Course (see Appendix G.)
  12. Stadium Map
  1.  

APPENDIX G: COVID MARSHALLS DETAILED PLAN

  1. All should come with their own masks, hand sanitizer, a few pairs of rubber gloves, and disinfectant wipes.
  2. All should wear masks and maintain 2 m. distance whenever possible.
  3. Covid Marshalls will be stationed at points of high traffic flow in and around the stadium to ensure proper distancing is followed.
  4. Covid Marshalls will be stationed at entranceway to buildings to ensure safe capacity is not exceeded. At the entranceway to the race office building,  
  5. A Covid Marshall will be stationed at the entranceway to the race office building, making sure unauthorized people do not enter.  If somebody needs to speak to a race office official, the marshall will contact them and have them come outside.