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Final Joining Information
Your adventure in safe hands
Your Adventure in Safe HandsThe date for your Race the Sun Lake District Challenge is rapidly approaching!We are delighted to be the delivery partner of this event for Action Medical Research and I would like to thank you for taking part and being involved in what will be an incredible day.Our role is to ensure the smooth and safe delivery of the event. As part of your preparations, please read through this document carefully so you are fully prepared before your arrival at the Event Registration.
Ben Keen Managing Director
1 Event Overview & Dates
2 Event Hub
3 Event Registration
4 Event Start
5 Catering
6 Cycle Route
7 Canoe Route
8 Hike Route
9 Event Timings (approx)
10 Safety Briefing
Contents
1. Event Overview and Dates
Event Overview Race the Sun is a dawn to dusk triple challenge. Participants will help to raise essential funds for the UK-wide charity Action Medical Research.
The charity funds vital research to help sick babies and children. The funds help to save and change children’s lives through medical research, developing treatments, vaccinations and cures.
Participants will work in teams of 4 people to complete the 3 elements of the course between the sun rising and setting.Based from an event hub within Keswick, the 3 phases of the event are:
CYCLE PHASE From a staggered start (of 2 minute intervals), teams will cycle the first phase of the challenge, a sign posted and marshalled 40 mile route around Skiddaw.
CANOE PHASE Using open canoes, rafted together so there is space for the four team members, the challenge will be to navigate around a 2 mile course on Derwentwater. (Final route is dependant on weather conditions)
HIKE PHASE From the event hub in Keswick, participants will climb to top of Skiddaw. An 11 mile round trip on a marshalled and sign posted route via Latrigg car park.
Event Dates Saturday 11th September 2021Saturday 18th September 2021
• Safety briefing will take place online in the week leading up to the event. As a minimum, all team captains must attend.
• Event Registration will take place the evening before.
2. Event HubThe Race the Sun challenge is being operated as a ‘star event’. This means there is one central transition area (Event Hub) and participants will return to this area after each phase.
The event hub is a packing hall as part of the old Cumberland Pencil Factory. There is plenty of indoor space and facilities.
Event Hub Pencil Factory Packing Hall Southey Works Keswick, CA12 5NG
Venue Facilities • Large indoor Packing Hall used as Transition Area.• Team Bike racks• Each team has own transition space.• Large outside space with covered area and picnic benches.• Large event map displaying route• Live team updates and times projected on large screen• Extensive toilet facilities (no showers)• Parking for over 100 cars• Fish and Chip Van (Friday Evening only)• Local Coffee vendor (Friday Evening only)
Getting there by Car From M6 Junction 40.Follow signs for A66 Keswick. Ignore first sign for Keswick after approximately 16 miles. Continue on the A66 to the next roundabout. Take first exit. Continue to T junction turn left towards Keswick Town Centre. You will now see the Pencil Factory on your left. Take first left and follow the signs to the Event Registration.
>> Google Maps Directions >>
Getting there by Train/Bus The nearest train station is Penrith approximately 17 miles away. It is on the West Coast Main Line and is regularly served by trains from the north and south. A bus service (X5 or X4 bus) taking approximately 40 minutes connects Penrith Station with Keswick Bus Station. Keswick Taxis will meet trains by prior arrangement.
Event Hub Layout
Free Car parking for 100
Outside eating area. With sun/rain shade and picnic benches.
Race Arch
Packing Hall - Transition area.
Toilets
Direction of flow for participants between phases.
Direction to carpark.
3. Event Registration
Registration Friday Evening Participant registration takes place the between 18:00 - 21:00.Registration will take place in the Packing Hall at the Event Hub.
Participants have already completed the Doodle Poll and selected their registration times. Confirmation of your registration time and allotted start times will be emailed to you 1 week before the event. Please arrive at the allotted time. If you are going to be late, please get in touch.
Bike mechanics will be available to check suitability of bikes and helmets. Any bikes not road worthy will not be able to take part in the event.
During registration, The Event Hub team will inform teams that:• Each team member has the appropriate emergency kit highlighted in the packing list • Each team till be given:
4 x Route maps including emergency contact numbers 8 x Event team numbers (2 each). Participant should write name, contact number and emergency contact number on back of race numbers. These are to be fixed: 1 on front of bike, 1 on rucksack.Safety pins and small cable ties to attach Event Team numbers.
FRONT BACKFig.1
NOTE: Participants with allergy or medical conditions will have a red cross placed on their race numbers.
At the Friday night registration bring with you: • Bike and Helmet
This will be checked by our cycle mechanics. The bike will be left indoors and securely over night at the Event Hub. Please bring a lock with you if you’d like extra security. Ensure you have already filled your water bottles. You should also carry a spare inner tube for your particular bike and one pump per team. NOTE: The cycle route is all on tarmac road or cycle path. Please use a road or hybrid bike. Mountain Bikes are not suitable.
If you do not have your own suitable bike, please consider these 2 hire companies:• Country Lane Cycles • British Bike Hire
• Canoe ClothingThe appropriate clothing is detailed on the Kit List. This must include footwear which will get wet! You do not need to have a wetsuit or swimming costume for this section. We would recommend that you complete this part of the challenge wearing the same clothes that they use for the bike. However, if you wish to bring separate clothes for this section then you should bring them along.
• Hike Clothing and RucksackThe appropriate clothing is detailed on the Kit List. You should be prepared for any type of weather. You must include:• Suitable footwear i.e walking boots or walking shoes. Trainers will not be allowed.• Full waterproofs Jacket and Trousers• Warm layers• Hat and gloves
• Event snacks and energy productsSpend time preparing these before arrival and have them available in your transition area.
Please: Prepare your equipment and clothing before arrival at Event Registration.Ensure you have packed all essential safety clothing and equipment. This will be checked by the Event Marshals.Arrive at your allotted time slot. Each team will only have 30 minutes for registration.Arrange your equipment in 2 separate bags or boxes. This will make your transitions between phases quicker.Hang around after you’ve prepared your transition area and have some food and drink and enjoy the atmosphere.
Please leave all of your equipment and bike in your vehicle until you have registered and and collected your Event Pack.
>> DOWNLOAD THE KIT LIST >>
4. Event Start / Finish
At the Event Hub - Start Saturday Morning The event hub will be open from 05:45First wave departure will start from 06:00Teams will then depart at 2 minute intervals
Please arrive at the allotted time. If you are going to be late, please get in touch.
Once you’ve collected your bikes, head to the start line. You will be given:Any updates due to change in the route or hazards.Your timing chipYour team’s GSM tracker
Participants have already completed the Doodle Poll and selected their start times. If you have not completed the form, you have been allotted a start time at random. These can not be changed.
Confirmation of your start time will be emailed to you 1 week before the event. If you arrive at the event venue before your allotted time slot then our event marshals will ask you to wait before entering the start area.
How will the team be timed? Timing Chips On arrival at the event start, your team will be given an electronic timing chip wrist band. At the start and finish of each event phase, this timing chip must be ‘dibbed’ to record your time.
Teams will be given a strict 5 minutes to transition between phases before your time will automatically restart - so better get yourselves organised!!
NOTE: During the canoe phase, your time will only be counted once you start canoeing. If there is a delay as you wait for a canoe to become available, your time will be stopped.
The results of your times will be available live in the Event Hub. This means you can check your placings against the other teams.
The full results will be available after the event and will be sent to you.
Trackers Each team will be given a GPS tracking device. This will also record your basic times. It is mostly used to monitor your teams progress around the event route.A weblink will be sent you prior to the start of the event so you can pass this on your supporters back home so they can also see how well you’re getting on!!
At the Event Hub - Finish On completion of the event and crossing the finish line, you will receive:
Your Event Medal!A celebratory bottle of local beer or glass of fizzy wineBuffet BBQThat overwhelming sense of achievement!!
Action Medical Research will also present awards with awards in the following categories:
• The Fastest Team
• 2nd Fastest Team
• 3rd Fastest Team
• Fastest All Female Team
• Fastest Mixed Team
• Golden Oldies (combined age of 200+)
• Best Team Spirit
• Top Fundraising Team
5. Catering
Registration (Friday Evening) - Catering Hot food and drinks will be available for purchase outside of the Pencil Factory in the Event Hub. Food suppliers:• Humes Fish and Chip van • Lakeland Coffee
Event (Saturday) - Catering Breakfast We advise you to make arrangements for your breakfast at your accommodation. However, a small selection of food will be available on arrival.• Fruit• PastriesPacked Lunch All participants will be provide with a packed lunch. Food is all sourced using local providers. The lunch will consist of:• Large filled roll - Selection of fillings• Traybake• Snack bar• Crisps• FruitPacked lunches will be available during the transition times between cycling and canoeing. See timings. Provider:Jan’s Sandwich Shop TrayBakes Lake District
NOTE: Food will be labelled as vegan/ veggie etc, we will ask people to be mindful of the dietary requirements they stated on their registration form (so that we don’t run out for those that requested it!) Allergies will be separated and have participant’s name on.
Post Event On completion of the event, all participants will be offered a BBQ buffet meal. This will be available once you finish your event. Food served between 15:30 - 19:00 The BBQ will cater for all dietary requirements listed on your registration form.
During the Event At each ‘transition area’ between the activities there will be the opportunity to refill water bottles along with some fruit to keep you going. We would encourage you to bring your own sweets, snacks etc to get you through your challenge according to your own tastes.
6. Cycle Route
Distance – 64 km / 40 milesTotal ascent: 861 metersStart Time: 06:00 - 07:40 (depart in 2 minute intervals)Approx finish times: 09:00 - 12:00Approx duration: 2.5 - 5 hours
Complete Route
Safety Marshal and Medical Team Member
Safety Marshal
Toilets / Feed Station
Safety Marshal, Medical Team Member and Transition / Feed Station
Section 1 - Keswick to Scales
Section 2 - Scales to Greystoke
Cycle phase total route profile
Section 3 - Greystoke to Millhouse
Section 4 - Bassenthwaite to Keswick
Section 4 - Millhouse to Bassenthwaite
Directional arrows A4 arrow boards. Only follow black arrows on orange backgrounds as there are other events taking place in the area.
These will direct you around the route. They will be placed before junctions and after the junction. If you do not see an arrow, keep riding until the next junction!
If you do not see an orange arrow, stop and try to relocate yourself. If in doubt, contact one of the marshals.Black on an orange background fig.1
Cycle Route Marshals Along the cycle route, marshals will be in place in hi-viz jackets. As a safety measure, they will record your team on their ‘check-in’ sheets.
Cycle Mechanics There will be cycle mechanics stationed along the route. If yo have a mechanical which you are not able to fix yourself, you will be able to contact them for assistance. It is important that your team stays together until the mechanical issue is resolved.Their contact number will be listed on your route map.
Cycle Route Signage
Distance – 4 km / 2.5 milesOperational Times: 09:00 - 13:00Duration of Phase: approx 45min per team NOTE: Actual route and distance will depend on on the day weather conditions
Safety Marshal in powerboat
Transition / First Aid / Toilets
Transition / Feed Station, First Aid and Safety Marshals and portaloo
6. Canoe Route
NOTE: The canoe phase will be completed in rafted canoes. These are 2 x 2 person open canoes which are rafted together by wooden spars. This offers a stable platformed craft which can not capsize.
Directional arrows A4 boards will direct you to the canoe phase form the event hub.Black on an orange background fig.1
On the Water Markers. The final canoe route will be determined by the weather on the day of event. The route will use natural markers (i.e. islands) as well as Orange bouys placed in the water on the morning of the event. Fig.2
Safety boat drivers will also direct canoe teams around the route.
Canoe Route Signage
Distance – 16 km / 10 milesTotal Ascent: 898 metersOperational Times: 11:00 - 19:00Duration of Phase: 3 - 6 hours
Transition / Feed Station, First Aid, Safety Marshals and portaloo.
Safety Marshal and Medical Team Member / First Aid
Safety Marshal
7. Hike Route
Directional arrows A54 boards will direct you to the base of the mountain for the Event Hub.Black on an orange background fig.1
On the Mountain marker and Marshals. The mountain will not have marker in place after the Latrigg carpark. 6 x Safety marshals will be in place in high-viz jackets at strategic positions along the route. They will be in radio contact with each other.
Safety Marshal’s will follow on behind the last participants and ensure everyone has safely finished the hike phase.
Hike Route Signage
8. Route Management
Closure Times To help ensure the smooth running of the event, and ensure participant safety, there will be various ‘cut-off’ times.
If a team does not make the cut-off time, then they may not be able to continue the event.Cycle Route Feed Station at 20 miles 10:00Canoe Phase 13:00Hike Phase Start 14:30Hike Phase Feed Station 16:00Hike Phase Summit 18:00
NOTE: If it is felt a team will not reach the summit by 18:00, they will not be able to continue, regardless of their position on the mountain.The Marshal’s decision is final.
Route GPX Files For those wanting use a navigation device or bike computer, the GPX files for each phase of the vent can be downloaded via the Action Medical Research Team Hub webpage.
>> VISIT TEAM HUB >>
These can be uploaded directly in to your device, or can be used in conjunction with mapping software such as:• OS Mapping • Map my Ride • Outdoor Active • Strava
TIME EVENT FACILITIES AVAILABLE / NOTES
SATURDAY 11th & 18th SEPTEMBER05:30 Cycle Safety Marshals to depart to
positions.05:45 Teams begin to arrive in 15 minute
intervals.Bike mechanics available.Light breakfast available.Teams allocated 15min to arrive and depart.
06:00 - 07:40
Teams to depart for cycle phase Departure at 2 minute intervals.
09:00 - 12:00
Cycle phase to finish Transition to canoe phase. Packed lunches available for collection.
09:30 Canoe phase to start From Ismus cottage, Derwentwater
10:30 - 13:00
Canoe Phase to finish Transition to Mountain phase.
11:00 Mountain phase to start From Pencil Factory19:00 Mountain phase to finish At Pencil Factory15:30 - 19:00
BBQ to be available. Available for all participants
21:00 - Event to close.
9. Event Timings (approx)
10. Safety Briefing
The safety briefing will be conducted by the Event Director and the Charity Reps via a Zoom call. This will be delivered approx 1 week before your event. This allows you to ask those last minute questions and to help you prepare before you travel to the event.
The Safety briefing date, times and details are:
Topic: RTS Lakes Safety BriefingTime: Sep 6, 2021 07:00 PM Greenwich Mean Time Join Zoom Meeting https://us06web.zoom.us/j/82054098445?pwd=RXdNbmhwM0xCelBtNWpMTEpiSFBBUT09 Meeting ID: 820 5409 8445Passcode: 166222One tap mobile+13462487799,,82054098445#,,,,*166222# US (Houston)+14086380968,,82054098445#,,,,*166222# US (San Jose) Dial by your location +1 346 248 7799 US (Houston) +1 408 638 0968 US (San Jose) +1 646 876 9923 US (New York) +1 669 900 6833 US (San Jose) +1 253 215 8782 US (Tacoma) +1 301 715 8592 US (Washington DC) +1 312 626 6799 US (Chicago)Find your local number: https://us06web.zoom.us/u/kbYgW7bX6s
NOTE: It is imperative that at least 1 member of your team is in attendance.
Going to miss the Safety Briefing? The briefing will be recorded and will be emailed to all participants following the briefing. It is very important that everyone makes time to watch this briefing prior to arriving at the challenge as it contains important safety information.
