Start line breakout session2019 Bank of America Chicago Marathon Event Preparation Meeting

Session overview

• Start overview/objective

• Start team organization structure

• Start corrals

• Start gateways

• Start logistics (Side streets/security)

• Incident response

• Post-start responsibilities

• Sustainability

• Schedule of events

Start overview: Objective

Overall objective

• Build Start Line equipment and corral Systems

• Communicate important race information, updates and alerts

• Direct participants to the correct participant Facilities

• Sort and organize participants into corrals

• Monitor & ensure a safe environment

• Provide a great experience for all participants and volunteers

• Post-start teardown and clean-up efforts

Organizational Chart

Start corrals• Elites/American Development• AWD• Wave 1 (A-E)• Wave 2 (F-H)• Wave 3 (J-L)

Entrances• Gateways• Pedestrian Crosswalks – Jackson, Van Buren,

Ida B. Wells• Corral A-E Entrances (AB, CD, E)

Branding

Structure build

Start logistics• Side streets (N, E, W Monroe, Jackson/Ida B.

Wells scissorlifts, Mid Columbus)• Security

Start line composition

Invited Athletes (Wave 1)• Pushrim wheelchair athletes, Handcycles and

AWD• Elite Men and Women• American Development

Wave 1 (Red bibs) - 7:30 a.m. Start time• Corral A, B, C, D and E• Duos

Wave 2 (Blue bibs) – 8:00 a.m. Start time• Corrals F, G and H

Wave 3 (Orange bibs) – 8:35 a.m. Start time• Corrals J, K and L

Runners have bibs that correspond to corrals and gear check.

Runners must stay in their respective corrals.

• Start corral team

Start Corral team

Volunteer preference Last name: First name: Corral Captain Sagett HowardCorral Co-Captain Snow EdwardWave 1 Coordinator Miller LarryWave 1 Co-Coordinator Murphy JimWave 2 Coordinator Chan GaryWave 2 Co-Coordinator Musielak LenWave 3 Coordinator Anderson BarbWave 3 Co-Coordinator Miller CathyElite Supervisor Sytnick MegElite Co-Supervisor Sehgal MonicaAmerican Dev. Supervisor Tishberg BenAmerican Dev. Co-Supervisor Harris JohnathanWheelchair Supervisor Serota KeriCorral A Supervisor Campbell DonnaCorral A Co-Supervisor McEvilly MikeCorral B Supervisor Scnhecke TomCorral B Co-Supervisor Arrington Telaza

Corral C Supervisor Lahti David

Corral C Co-Supervisor Leroyer Robin

Corral D Supervisor Bendy Jeff

Corral D Co-Supervisor Baretzki Theo

Corral E Supervisor Hernandez Debra

Corral E Co-Supervisor Deroo Thibault

Corral F Supervisor Merrick Paul

Corral F Co-Supervisor Dewidehem Lucas

Corral G Supervisor Penson Tiffany

Corral G Co-Supervisor Blunt Kathleen

Corral H Supervisor Souaber Saadia

Corral H Co-Supervisor Richard Victor

Corral J Supervisor Yelich Cindy

Corral J Co-Supervisor Naboulet Carl

Corral K Supervisor Lewis Dionne

Corral K Co-Supervisor Dolen Samantha

Corral L Supervisor Marshall Kouri

Corral L Co-Supervisor Foster Elizabeth

Start corral responsibilities

Volunteer roles (Advancing corral video)• Rope holder/human chain

• Control forward movement of corrals• Corrals E and L will have volunteers in

front and back of corral• Gate keeper

• 2 volunteers – monitor entrance to corrals

• Sign holder• Front and back of corral• Hold lollipop signs

Pedestrian crosswalks

Jackson, Van Buren and Ida B. Wells pedestrian crosswalk supervisors

• Spotter towers• People movers• Gate ushers

Crosswalk closing times• Jackson – 7:40 a.m.• Van Buren – 7:40 a.m.• Ida B. Wells – 8:10 a.m.

Crosswalk video

Wave 1 Corral entrances

Seeded corral entrance supervisors• Spotter Towers• People Movers• Gate Ushers

Roles and responsibilities• Give directions to runners• Sort runners by bib• Keep entrances clear and moving• Close corrals at 7:20 a.m.

Runners will be instructed to enter specific gates based on their corrals.

Wave advancement and park entrance gates

Side streets

• North Monroe/Randolph

• Mid Columbus

• East Monroe

• Jackson/Ida B. Wells surveillance

Roles and Responsibilities

Branding and Structure Build TeamCoordinates all branding and signage set up and deployment

Ensures all event and sponsor signage is properly secured and hung per the provided branding deck

• Security detail for the Start line production.

• Primary objective is to assist event staff and volunteers to create security controls to avoid, counteract or minimize security risks. Act as a visible deterrent to any outside threats.

• Participant and volunteer security checkpoints.

Interior Security/Team

Start volunteers will need to check in at the Harrison Volunteer Compound.

Start Volunteer Check-In: Harrison Volunteer Compound

Start line key volunteers: Radios and bullhorns

Start corrals channel

• Start Line Manager

• Corral Captain

• Corral Co-Captain

• Wave 1 Coordinator

• Wave 1 Co-Coordinator

• Wave 2 Coordinator

• Wave 2 Co-Coordinator

• Elite Corral Supervisor/Co-Supervisor

• American Development Supervisor/Co-Supervisor

• Wheelchair Supervisor

• Corral A Supervisor/Co-Supervisor

• Corral K Supervisor/Co-Supervisor

• Corral L Supervisor/Co-Supervisor

• Corral B Supervisor/Co-Supervisor

• Corral C Supervisor/Co-Supervisor

• Corral D Supervisor/Co-Supervisor

• Corral G Supervisor/Co-Supervisor

• Corral H Supervisor/Co-Supervisor

• Corral J Supervisor/Co-Supervisor

• Corral K Supervisor/Co-Supervisor

• Corral L Supervisor/Co-Supervisor

• Gateways Captain

• Gateways Co-Captain

• Entrance Supervisors (AB, CD, E)

• Jackson Supervisor

• Van Buren Supervisor

• Ida B. Wells Supervisor

Start line key volunteers: Radios and bullhorns Start logistics channel

• Start Line Manager

• Start Logistics Captain

• Branding Captain

• Branding Co-Captain

• Branding Crew

• Structure Build Crew

• Security Coordinator

• North Monroe/Randolph Team

• East Monroe Team

• Mid-Columbus Team

• Jackson Team Channel

Start line: Radio etiquette

• Radio channels are used to transmit official race business only.

• Avoid discussing sensitive or medical issues on open channels unless directed by Race Officials or Dispatch.

• Good radio etiquette demands that all users limit their communication to essential radio calls only.• Consistency is important! Everyone

communicating the same reduces mistakes.• Listen to radio communication that may indicate

special instructions needed in your area.• Keep your radio with you at all times.

• Avoid stepping on other transmissions.

• Delay to speak, wait for the beep to talk

• Request ear piece – easier to hear in noisy environment

• Dispatch is listening to all transmissions and is available to pass along messages to other channels.

Start Team: Event Alert System• Visual teardrop flags

• PA announcements

• Information towers

• Credentials

• Overhead gateway arches

• Mobile app

Safety team includes:• Safety manager • Designated safety coordinator

Safety coordinators will be focused on:• Personal preparedness equipment (PPE)

• Event staff and volunteers are wearing necessary safety equipment including helmets, safety vests, etc. for their role

• Forklift safety • Forklift operators drive at appropriate speeds, wearing seatbelts, etc.

• Environmental safety • Supply and equipment storage, secure overhead structures, secure fencing, etc.

Safety program overview

Grant Park evacuation zones

Start line evacuation

Imminent evacuation

• If need to evacuate the start line with no expectation to re-enter the park:

• Open corrals and gateways to expedite evacuation

• Participants can shelter at designated locations and/or move away from danger

• Event staff and volunteers rally at designated shelter unless instructed otherwise

• PA System will be used to communicate evacuation to participants

Alternate start

• In the event of participants staged in corrals with expectation of severe weather:

• Participants in corrals will be moved to shelter under Mid-Level Columbus until weather passes

• Those that have not entered park yet will be stopped at access points

• Alternate start will be set up in new location, including new initial route to maintain integrity of course distance

• PA System will be used to communicate evacuation to participants

Evacuation roles and resources

Roles

• Manager• Facilitate the evacuation process for event

area • Identify appropriate shelter location based on

GP Zone • Designate personnel for additional emergency

roles

• Co-manager• Lead the evacuation process to the

appropriate shelter location • Responsible for wearing the fluorescent vest

and leading the team to the shelter • Responsible for holding signage for team to

follow to the shelter

• Communications • Responsible for communicating with the

entire team with the bullhorn

Resources

• Designated evacuation lead(s) for key facilities

• Grant Park emergency shelter checklist & map

• Fluorescent vest(s)

• Bullhorn(s)

• Emergency evacuation lollipop(s) (or other signage)

All area leads will be provided emergency preparedness documents to review with staff

Area managers: • Conduct a safety, evacuation and communications briefing for event staff and volunteers in your area at

the beginning of every shift.

Everyone:• Review Hands only CPR• Stop the Bleed Certification (training available race week)• Monitor weather and dress accordingly• Be aware of surroundings and report anything suspicious

Race week preparedness actions

Start Team: Personal BelongingsVolunteers, event staff and vendors are strongly discouraged from bringing bags or personal items with them on race day. As a public safety measure, any items left unattended will be removed from the area and disposed of. These items will not be made available at a later time.

If you must bring a bag or personal items with you on race day, we encourage you store your items in a small bag that can be worn while you fulfill your race role. DO NOT store, hide or leave any personal items, backpacks, packages or clothes along or near the race course, including the start and finish line areas in Grant Park.

You are responsible for any items you bring with you on race day. Again, any items left attended will be removed from the area and will not be made available at a later time.

Start Team: EMS and ID Signs

Street Pole ID Signs

EMS Locations • NE Monroe/Columbus (#M290)• NW Jackson/Columbus (#J280)• Columbus, Westbound Ida B. Wells (#S275)• Gear Check – Near Red Gear check on LSD

Golf Cart Locations (C131N, M301, J280, C341, C441)

Emergency Exits

Evacuation Procedure• Wave 1 (Corrals A-E) move north on Columbus

to seek shelter in lower Columbus• Corral Supervisors will walk corrals

forward and stay in A-E order• Wave 2 (Corrals F-K) move north on Columbus

and turn runners east onto Randolph• If given all clear, reverse direction to reload

corrals

Post start: What is your next role?

Post Start: Start Team Roles

• Removing, measuring, rolling and the red snow fencing. (Corrals F, G, H, Crosswalks).

• Picking up clothing, water bottles and any other debris on streets. (Corrals A, B, E).

• Sliding and organizing the LAS-Barricades on the side of the street (do not remove the legs). (Corral J).

• Sliding and organizing all A Frames to side of the street, remove all A Frame signage (Corral K, L).

• Helping remove signage and other equipment within the corrals, corral entrances and at the Start Line. (Corrals C, D, Entrances).

• Collecting Corral Lollipops and protect Start Line before Wave 2 (Elite Corral).

Sustainability

• Start Line Sustainability Program Coordinator: Nancy Leibforth

• Clothing Collection:• Corral volunteers to collect clothing in clear

plastic bags, placing filled bags to the sides

• Corral volunteers to move bagged clothing onto two 24’ box trucks that will run North on Columbus to Monroe upon runners clearing Jackson

• Green Team maintenance works will make sweep, collecting remaining plastic bottles and Heatsheets

• Recycling toters available for plastic bottles• Clothing Recipient is IL AMVETS

Schedule

Saturday 10.12

• 11:00 a.m.: Start Line walkthrough (full group, including Wave 1)

• 3:00 p.m.: Grant Park closure

Sunday 10.13

• 3:00 a.m.: Start Line Logistics Roll Call at GOPS Trailer

• 4:00 a.m.: Start Key Volunteers Begin check-in at HVC

• 5:00 a.m.: Ped Crosswalks Open

• 5:30 a.m.: All Participant Facilities Open: Gear Check, Info Services, Corrals, etc., General Volunteers check-in at HVC

• 5:50 a.m.: AWD athletes arrive at West Monroe

• 6:00 a.m.: Wave 1 Radio Check

• 6:15 a.m.: Elites Arrive via bus

• 7:00 a.m.: Wheelchairs Access Start

• 7:05 a.m.: Wheelchairs behind Start Line

• 7:15 a.m.: National Anthem

• 7:20 a.m.: Wheelchair start – men

• 7:21 a.m.: Wheelchair start – women

• 7:22 a.m.: Handcycle start

• 7:23 a.m.: AWD start

• 7:26 a.m.: Elite Athlete Introductions

Schedule (cont.)

Sunday, 10.13 cont.

• 7:30 a.m. Wave 1 start

• 7:40 a.m. Jackson crosswalks closes

• 7:40 a.m. Van Buren crosswalk closes

• 7:45 a.m. Start corral teardown/repurpose plans begin (clear clothes from Wave 1 start)

• 7:50 a.m. Begin advancing Wave 2 towards the start

• 8:00 a.m. Wave 2 start

• 8:10 a.m. Congress crosswalk closes

• 8:15 a.m. Clear clothing from Wave 2 start

• 8:20 a.m. Begin advancing Wave 3 towards the start

• 8:35 a.m. Wave 3 start

• 8:50 a.m. Start corral teardown/repurpose plans continue (measure and roll snow fence, break down A Frames, remove signage from LAS barricade and fences, clear clothes from Wave 3 start, follow behind Wave 3 runners to pick up signage, etc.)

• 8:55 a.m. Approx. time last runner crosses Start Line

Thank you