RegattaCentral

Information for Coaches:

Here is the important information for coaches in advance of our regatta:

1. Schedules - Tentative event schedules will be posted on Regatta Central. We reserve to make additional changes or modifications as needed. A final version will be posted on Friday. Please attend the mandatory coaches/coxswains meeting on Saturday at 7:30am for the latest updates if any.

2. Event Registration - Payment is due before the Tuesday prior to the event, and there are no refunds after this date. Regretfully, we cannot provide refunds for cancellations due to weather or river conditions. All teams must check in at the event registration desk upon arrival, and before the coach/cox meeting.

3. Parking - We will not have significant staff on site before 6:00am to assist with parking.  Please let us know if your trailer will arrive on Friday.

• Parking at the venue is strictly limited only to tow vehicles with boat trailers and food trailers. Boat trailers may park in designated spaces waterside only with the direction of our volunteer parking staff.
• Vehicles carrying food tent supplies and trailers may drop off as quickly as possible and return to the James River High School parking lots during the event.
• Buses with rowers may drop off the team, but must return to the school to park
• ALL OTHER PARKING must be at the James River High School lots. It is about a 3/10 mile walk to the park from the school. There is no parking along the roadways between the school and the park.  Please ask your attendees to carpool as there is a track and field event on the same day at the high school.

The only parking inside the park will be for referees, emergency personnel, event staff, and very limited spaces for handicapped vehicles.

Please, please comply with our parking staff so that we can have a safe and efficient regatta.

4. Dock Safety and efficiency - It is VITAL that you discuss with your team several matters:

• A) due to overcrowding concerns, coaches are asked not to go on the dock with rowers.
• B) boats need to launch as quickly as possible, and overly slow boats may be penalized or disqualified if the Dock Master's instructions are not followed. Please allow a maximum 90 seconds to launch or recover your boat.
• C) Launch and recovery helpers assisting with baskets and oars are required and should get in and out immediately to avoid crowding issues and a time penalty.
• D) Please have all of the heel ties checked before coming down to launch and check all the equipment so as to facilitate a smooth launch process.
• E) Each team is responsible for their bow numbers
• F) When wet, the dock ramps can be VERY slippery especially when carrying a boat overhead. Coxswains should approach very gently and remind your boat mates about this in advance.
• G) Please wear shoes to avoid injury on the ramp or docks. 
• H) Instruct coxswains to listen carefully to the dock masters, and await to be called in to the dock for recovery. Please exercise good judgement, and appreciate we are working our hardest to run an efficient schedule.

5. Communications/Text Tree - The loudspeaker system at the park does not provide enough coverage for all teams to hear announcements. We are again using a text messaging system to communicate with teams and officials!

To sign up, simply just text the message (code HOTJames) to phone number 81010. Please limit sign-ups to coaches and coxswains due to capacity issues. When signed up, you will receive a text message to announce each event call, unofficial results, important messages, and Q&A with the organizers. It makes for dramatically improved communications, so please encourage all coaches, rowers, parents and guest to follow the very easy instructions attached to sign up. It's only good for this event, so no need to worry about a group chat that never dies!

6. Medical Form - The head ref has requested that each team provide the name (optional but helpful), event number, bow number, and seat number for any rower that has the following medical conditions, including if they have an inhaler or epi-pen: Asthma, Diabetes, Allergies. This information should be emailed to jamesrivercrew@hotmail.com no later than Friday at 1pm.

7. Emergency contact info - Please feel free to call or text if you have any serious issues arriving at the venue or during the event. 804-647-6760.

8. Have Fun - We strive for a fun, relaxed, and friendly regatta. Let us know if we can do anything to improve your experience, and the fan experience as well. While our entire team strives to orchestrate a great regatta, we are all parent volunteers and appreciate your patience sometimes. We will be sending out a survey after the event, and encourage you to provide us with feedback on every aspect of our regattas, both good and bad.

Thanks for racing with us!

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Regatta Emergency Safety Plan

Robious Landing Park, James River, Midlothian, VA

Introduction

Safety is the primary concern of all events conducted on the James River. While recognizing that any sporting activity carries some risk, it is important to be prepared to meet any emergencies which may arise during all stages of an event. The goal of this document is to define areas of responsibility and delineate lines of action. This ensures a swift coordinated response with minimal disruption of the overall event.

As with any plan, strict adherence to the letter is not expected in all circumstances. Participants are expected to remain alert and flexible and to exercise good judgment in all circumstances. We hope that the framework provided is of sufficient quality that most circumstances will be managed by adherence to its structure.

The “Holswade Boathouse” at Robious Landing Park will serve as Command Central in coordination with the officials and staff at the main dock. All Emergency situations are relayed to the Regatta Director, Chesterfield Fire and EMS. In the event that an emergency situation warrants additional medical emergency services support, the Chesterfield Fire and EMS will call in the appropriate level of support, including additional law enforcement resources as needed.  Chesterfield County Police will be patrolling the general area in accordance with any large public event held in the county.

The closest Fire Department is Station 04 Bon Air, 2600 Polo Parkway, Midlothian, VA

Recovery Points

Recovery points are places on James River where an injured person or crew(s) can be brought onto land for further care. These are locations that are accessible by on‐land emergency services. Locations should be communicated to on‐land responders using the location title in “ “.

• James River Sprints finish is at Robious Landing with the start extending 1.5 kilometers to the east.
• Primary Recovery Point:
  • “Robious Landing”
• Secondary Recovery Points:
  • “Tarrington Riverfront Park” on the south bank adjacent to the starting area

On Water Emergencies

Areas of Responsibility for All Primary Respondents

• Starter: in charge of coordinating response to emergencies in the warm‐up and starting areas.
• On‐Water Referees: the Primary Respondents to on‐water emergencies the entire length of the course including the cool down area.
• Control Commission/Launch Landing Docks: responsible for the area in front of the launch/landing docks and the rowing course.

Actions of Primary Respondents

The Primary Respondent shall assess the seriousness of the incident.

• If the situation can be addressed on site, the Primary Respondent will administer minor first aid utilizing the first aid/safety kit nearest the site of the incident.
• If greater action is required the Primary Respondent will call on the radio or cell phone to request additional medical assistance. Such a request will clearly indicate which recovery point the Primary Respondent will be going to and the nature of the assistance needed.
• If a person(s) are in the water, the primary responsibility is to get the person(s) out of the water and into one of the primary recovery points.
• Recovery of equipment should be designated to secondary responders.
• When the air and/or water temperature is below 65 degrees, athletes must be taken to land via one of the recovery points and checked by the Chesterfield County EMS. Athletes will be released by the EMT’s only into the care of a coach or parent.

IF PEOPLE ARE IN THE WATER, DO NOT DRIVE A LAUNCH INTO THE IMMEDIATE AREA UNTIL THEY ARE ALL ACCOUNTED FOR

Secondary Respondents

At the direction of the Regatta Director or the Primary Respondent, additional referees or launch drivers will become Secondary Respondents. Secondary Respondents shall follow the directions of the primary respondents.

Reporting of On‐water Emergencies

The Primary Responder is responsible for coordinating response to any emergency and reporting them to the Chief Referee and the Regatta Director.

Unless a person is the Primary Responder or a Secondary Respondent, Referees, organizing committee staff and volunteers should continue to perform their assigned duties. The organizing committee shall ensure that each post is manned throughout the regatta.

James River Sprints - Map

Head of the James – Map

On‐land Emergencies

Areas of Responsibly for All Primary Respondents

Regatta Director or Chesterfield County EMS shall be the primary respondent to all on‐land emergencies. All organizing committee staff and volunteers shall report land emergencies to the Regatta Director or EMT’s.

Actions of those Reporting On‐land Emergencies

Upon arrival, the primary respondent shall assess the seriousness of the incident and respond accordingly.

Coordination of Medical Response

All medical emergencies shall be coordinated between the Regatta Director, Chief Referee, and Chesterfield EMS.

Coordination of Weather Related Emergencies

Thunder and Lightning

The Regatta Director shall be responsible to ensure that weather and radar resources are being monitored for potential adverse weather.

The Regatta Director or Chief Referee will suspend racing and the regatta when:

• Lightning is observed
• Thunder heard
• Radar shows that a thunderstorm is imminent (will arrive within 30 minutes)

Wind and Water Conditions

Referees on the water will report water conditions to the Chief Referee. If it is determined that fair and safe racing is no longer possible, the Regatta Director and the Chief Referee in consultation will suspend racing and the regatta.

Actions Upon Suspension of Racing

Specific duties for clearing the water are:

• The Control Commission will stop all boats from launching and coordinate the recovery of crews using all available docks or ramp where possible
• The Starter shall be responsible to ensure that the starting platform and warm‐up area are evacuated.
• The Referees are responsible to ensure that the course and the cool down area are evacuated.
• Resumption of Regatta Activities

The resumption of regatta activities will be a joint decision made by the Regatta Director and Chief Referee. Information concerning the resumption of the regatta will be conveyed immediately to the appropriate personnel.

Other Emergency Situations

In the case of an emergency situation not covered by the above, the Regatta Director working with Chesterfield County staff and local law enforcement, as appropriate, to develop and implement proper action plans.

In the event where the park needs to be evacuated, the Regatta Director and Regatta Staff will work to facilitate a timely and orderly evacuation.

Thanks to Princeton National Rowing Association for providing the source material for this guide.

https://www.rowpnra.org/regatta-emergency-safety-plan/