2017 AJC Peachtree Road Race Crew Chief/Committee Meeting June 12, 7:00 p.m.

Agenda Welcome - Rich Kenah Dates, Updates, and Reminders – Caryn Lamphier Event Alert System (EAS) – Rich Kenah Medical – Dr. Johathan Kim, Sam Shartar, Dr. Lekshmi Kumar Communications – Lisa Tanner Military Race - Rich Security – Rich Q&A Breakout Sessions

Dates, Updates, Reminders… Welcome, Jenny Akor – Volunteer Coordinator! 2017 Volunteer Shirt! Crew Chief Shirts…. Welcome, new Crew Chiefs! 2370 volunteers so far…. 2016 Crew Chief Gift…see me after your breakout session

Communication is KEY! It’s time…. VolunteerLocal – CALL with questions! Your responsibilities are to tell volunteers, including but not limited to: What (race name and specific assignment) When (date/start and end timeframe) Where (specific location/address) Parking and parking pass (if applicable) Get their RSVPs Notify ATC (Caryn/Jenny) of cancellations

Race Day Parking Updates START Volunteer parking pass emailed today FINISH CREW CHIEFS Parking registration via Chronotrack emailed today Cantoni (in by 6:00 a.m.) Grady (in by 6:00 a.m., until 12:00 p.m.) Park Tavern (in by 6:00 a.m.)

Important Dates, etc. June 15 – send appreciation shirt numbers June 27 – 7am/7pm EAS Conference Call (for those not here tonight) June 28 – goal to have your jobs filled June 29 – Packing Day….. Late June – CPR webinar available for viewing July 1&2 – crew chief check-in July 2&3 – Expo, start/finish set-up July 4 – race day! Monday, July 10 – crew chief party! 6-8 pm

Event Alert System The Event Alert System (EAS) will be used to communicate the condition of the race course and other event related locations to participants, volunteers, and staff. Colored signage will be located at the start line, along the course, and in the finish area indicating the levels which range from Low (Green) to Moderate (Yellow) to High (Red) to Event Cancelled (Black). The colored signs will also include short messages. Pre-race, all event staff, volunteers, and participants should familiarize themselves with the anticipated event conditions, safety procedures, and the Event Alert System. On race day, everyone should stay tuned to PA announcements and the flag warning system at the start, finish, and water stations along the course for the most accurate, up-to-date event conditions.

Potentially Dangerous Conditions ALERT LEVEL EVENT CONDITIONS RECOMMENDED ACTIONS EVENT CANCELLED Follow Official Event Instructions Extreme conditions Event cancelled Participation stopped/ follow official event instructions HIGH Potentially Dangerous Conditions Dangerous conditions Slow down/ observe course changes/ follow official event instructions/ consider stopping MODERATE Be Aware of Worsening Conditions Use Caution Slow down/ be prepared for worsening conditions LOW Enjoy the Event Good conditions Enjoy the event/ be alert

Communications Timeline Event Alert System Communications Timeline Date Action Who delivers 8am - July 1 Medical Team and Race Director set initial Alert Level Place on website in banner area and WEB EOC July 2 Medical Team and Race Director review Alert Level and adjust if needed Place on social media channels and post at the Expo 8am – Sunday July 3 Medical Team and Race Director review Alert Level and adjust if needed If no change, no action. If change, place on website in banner area, WEB EOC, social media channels and at the Expo. If Red or Black…text message and Email alert sent to participant Race Day 4am Other Race Day Updates Medical Team and Race Director make decision on alert level for start of race As needed if conditions change If change, place on website as homepage banner, WEB EOC, social media channels and announce at start line If Red or Black…WEB EOC Updated, text message and Email alert sent to participant

Peachtree Race Director and Medical Director RACE DAY COMMUNICATIONS ATC Executive Director Race Communications (David Ziskind) Code Red Messaging (Only if black flag) AFCEMA JOC HAM Radio Operators ATC Staff/ Race Committee Communications (Jay Holder) Course Aid Stations Start Area Finish Area Social Media Website Emails Jack Abbott David Gillam Brantley Sherrer Dan Dachelet Finish Announcer – Stage Announcer – Press Crew Chiefs Section Leaders Kyle Clay Start Announcer Volunteers Volunteers * Any decision to move to a black flag (stop the race) must involve the ATC Executive Director Crew Chiefs Volunteers Volunteers

Event Alert System Instructions Aid Station Event Alert System Instructions WHEN WHAT COMMUNICATION 30 mins before first participant arrives -- Post the Event Alert System Sign on Metal L Bracket Tower roughly 30 meters before the first aid station table. -- If fluid station has two sides, you will have two Metal L Bracket Towers. Use one on each side of the road. -- Keep the other three color signs handy in case you need to change the color throughout the day. Confirm with your HAM Operator the current alert level color to be posted. Change of Color Update Received by HAM -- Change color sign immediately Confirm with your HAM Operator that appropriate color has been updated. If color starts at or is raised to red. Use Bullhorn to notify participants as they pass. Short message will be given by HAM Operator to crew chief. If color is changed to black Change color sign immediately Use Bullhorn to notify participants the race has been cancelled and ask participants to follow instructions that have been give to crew chief by HAM Operator

SAMPLE CAUSES FOR RED OR BLACK FLAG WITH POTENTIAL ACTIONS TAKEN NO ACTION SHOULD BE TAKEN UNLESS ADVISED BY HAM OPERATOR CONDITION POTENTIAL ACTION/MESSAGING HEAT HIGH ALERT DIRECTIVE -- Move Flag to Red and/or use bullhorn to encourage participants to slow down and take plenty of fluids. Call out of a possible re-route to a shortened race course ahead. BLACK FLAG DIRECTIVE -- Move Flag to Black. Use bullhorn to advise participants that the race has been cancelled due to heat. Still provide fluids but move volunteers into road way to encourage participants to stop, hear messaging and offer suggestions on best way transport methods home or COP. LIGHTNING -- Move Flag to Red and/or use bullhorn to let participants know that there is lightning in the area and to watch for any further instructions or updates at the next aid station. -- Move Flag to Black. Use bullhorn to advise participants that the race has been cancelled due to lightning. Request participants to clear the street, find shelter and/or push to local MARTA Station. Ask volunteers to go back to their cars or other shelter. TORNADO -- Move Flag to Red and/or use bullhorn to let participants know that there is a potential for severe weather in the area and to watch for any further instructions or updates at the next aid station. -- Move Flag to Black. Use bullhorn to advise participants that the race has been cancelled due to a potential for severe weather in the area and to watch for any further instructions or updates at the next aid station. Request participants to clear the street, find shelter and/or push people to go to the closest MARTA Station. AUTO ACCIDENT OR OTHER POLICE ACTION ON COURSE -- Move Flag to Red and/or use bullhorn to tell participants that there could be a slow down ahead or a possible reroute of the course due to police activity. -- Move Flag to Black. Use bullhorn to advise participants that the race has been cancelled due to a police related matter on the course ahead. Provide fluids and offer participants suggestions on how best to find transportation back to the start/finish line area.

MEDICAL

COMMUNICATIONS HAM Radio Operators Radio Communications Course Aid Station Crew Chiefs Start Area Finish Area

MILITARY RACE

RACE DAY SECURITY

Q&A, Wrap-Up Got Questions? Breakout Sessions EXPO – in events area START – Back of Community Room FINISH – Singleton Room COURSE/COURSE WATER – Front of Community Room MEDICAL – Julia Emmons Board Room, upstairs