1. “WHAT DO YOU DO IF…”A Guide to Contingency Planning for Road Race Directorsby Dave McGillivray

2. CONTINGENCY PLAN Who’s presenting today?

3. It’s 90 degrees…I hear thunder…It’s the pothole from Hell…They ran out of ambulances…It’s starting to rain…The key person went home sick…The lead vehicle got lost…They didn’t obtain the permit…The bridge is going up…Someone died…The porta-potties are locked…The mayor is angry…The microphone doesn’t work…The road construction started early…We don’t have enough cups…A train is coming…The bibs are numbered wrong…The wind collapsed the tents…I thought YOU brought the zip ties…The forecast is for snow…The cops are on strike…The battery on the lift is dead… WHY ME?

4. MURPHY’S LAW Yes, it applies to road races.

5. WHAT DO YOU DO IF…? A Guide to Contingency Planning MURPHY’S LAW Anything that can go wrong, will go wrong! McGILLIVRAY’S LAW …And the EXPERIENCED event directoris PREPARED for it!

6. PREPARATION If you’re not prepared for EVERYTHING, you’re not prepared for ANYTHING.

7. Who knowswhat thisimage is?

9. WHAT DO YOU DO IF…? A Guide to Contingency Planning At least I’m not HIM!

10. WHAT DO YOU DO IF…? A Guide to Contingency Planning WHY ME???

11. WHAT DO YOU DO IF…? A Guide to Contingency Planning

12. WHAT DO YOU DO IF…? A Guide to Contingency Planning COMMON PROBLEMS IN ROAD RACES

13. WEATHERPROBLEMS

14. “SMOOTH AS SILK” …until the temperature hits 88 degrees with high humidity

16. Driving rains

19. Fluid consumption exceeded budget

21. Contacted the water supplier and bus companies early in the week to have additional resources on standby

24. Rail yard employees began to move trains

27. Notified participants and volunteers via email

41. Media Relations DirectorLisa Hildebrand Lead / SAGVehiclesShauna Coleman Info Tent Sports Radio 107.5 Finish Line Announcer WFRVTV-5 VIP Tent OtherMedia Lambeau 2009 CELLCOM GREEN BAY MARATHON POST-START INCLEMENT WEATHER COMMUNICATIONS FLOW STAGE 2: EVENT CANCELED “DECISION MAKING BOX” Sean RyanRace Director(at Start) Cal KrommRace Ops Mgt(in vehicle on course) National Weather Service Dr. ObmaMedical Director Div. Chief Dan GunnPublic Safety Director Communications DirectorBonnie Cayemberg Water StationDirectorSarah Malooly Technology DirectorJanet Process Bus DirectorCindi Lawler LocalPublic SafetyDirectors Medical DirectorHeidi Gutschow Water Station Captains Medical Personnel NetNetTechs BusDrivers Public Safety Officers(Field) RUNNERS, VOLUNTEERS AND SPECTATORSMESSAGE: “Go to the nearest water station and wait for a shuttle to pick you up.”

43. Documentation provides emphasis and reference material.

46. Documentation provides emphasis and reference material.

47. Bring all key parties to the table BEFORE the race.

50. Documentation provides emphasis and reference material.

51. Bring all key parties to the table BEFORE the race.

52. Have constant follow up – Don’t assume everyone “GETS IT.”

55. Documentation provides emphasis and reference material.

56. Bring all key parties to the table BEFORE the race.

57. Have constant follow up – Don’t assume everyone “GETS IT.”

58. Have multiple fall back plans if possible (Plan B, Plan C, etc.)

61. Documentation provides emphasis and reference material.

62. Bring all key parties to the table BEFORE the race.

63. Have constant follow up – Don’t assume everyone “GETS IT.”

64. Have multiple fall back plans if possible (Plan B, Plan C, etc.)

65. Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it.

68. Documentation provides emphasis and reference material.

69. Bring all key parties to the table BEFORE the race.

70. Have constant follow up – Don’t assume everyone “GETS IT.”

71. Have multiple fall back plans if possible (Plan B, Plan C, etc.)

72. Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it.

73. Timing is critical–WHEN it happens is as important as WHAT.

76. Documentation provides emphasis and reference material.

77. Bring all key parties to the table BEFORE the race.

78. Have constant follow up – Don’t assume everyone “GETS IT.”

79. Have multiple fall back plans if possible (Plan B, Plan C, etc.)

80. Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it.

81. Timing is critical–WHEN it happens is as important as WHAT.

82. Make sure all information is CREDIBLE.

85. Documentation provides emphasis and reference material.

86. Bring all key parties to the table BEFORE the race.

87. Have constant follow up – Don’t assume everyone “GETS IT.”

88. Have multiple fall back plans if possible (Plan B, Plan C, etc.)

89. Centralize communication and crisis decision making… Have a Unified Command Center and know who is in it.

90. Timing is critical–WHEN it happens is as important as WHAT.

91. Make sure all information is CREDIBLE.

92. A solid race day communication system/plan is essential.

94. “If all other contingency plans fail, we do have one final backup plan…”

96. CRISIS MANAGEMENTRecognize when you are in over your head.

97. WHAT DO YOU DO IF…? A Guide to Contingency Planning CRISIS MANAGEMENT is the process by which an organization deals with a major unpredictable event that threatens to harm the organization, its stakeholders, or the general public. Three elements are common to most definitions of crisis: (a) a threat to the organization, (b) the element of surprise, and (c) a short decision time. (Wikipedia 2009)

98. CRISIS LEADERSHIPIf all else fails, hide behind a tree!

99. WHAT DO YOU DO IF…? A Guide to Contingency Planning REMEMBER DON’T PANIC!!!

101. WHAT DO YOU DO IF…? A Guide to Contingency Planning Three cornerstonesof CRISIS MANAGEMENT OPERATIONS What should be done immediately to solve the crisis? HUMAN RELATIONS How and when to deal with those involved?How to keep them focused on primary objectives? PUBLIC RELATIONS Who needs to know?How should the information be communicated?

102. MITIGATION & PREVENTION PREPAREDNESS Contingency planningandCRISIS MANAGEMENT…a neverending process RESPONSE RECOVERY

103. PREPARATION“By failing to prepare, you are preparing to fail.”Benjamin Franklin