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RACE RULES AND CONDITIONS
including the Safety Plan

The Jumbo-Holdsworth Trail Race and The Hooper Loop - Limited to 250 Entries.

Jumbo-Holdsworth Trail Race: Race Briefing - 7.45am SHARP!! Race Start 8.00am.

The Hooper Loop: Race Briefing - 8.15am SHARP!!   Race Start 8.30am.

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Compulsory Gear List 

The Jumbo-Holdsworth Trail Race  
- All competitors MUST carry a map of the area.
- Survival Blanket
- Over trousers or long johns (polyprop/wool)
- Polyprop/wool top, hat and gloves
- Rain/windproof jacket

The Hooper Loop
- All competitors MUST carry a map of the area.
- Polyprop/wool top (worn or carried)
- hat and gloves
- Rain/windproof jacket


* All competitors must have their gear checked at registration before competing.  
 Race referees will exercise the right to refuse entry to or disqualify competitors who do not carry the correct gear and comply with safety requirements.
All competitors to be over the age of 18yrs as at 01.01.2007 or at the organisers discretion.

Race referees reserve the right to withdraw any competitors deemed to be at risk.

bullet The Jumbo-Holdsworth Trail Race will have a cut-off time of 2 hrs 10 minutes enforced at Jumbo Hut. 
Any competitor taking longer will not be allowed to continue.
 
bullet Competitors must be responsible for the safety of other competitors. Anyone encountering another in difficulty must offer assistance, then notify the nearest race official so that help can be actioned. A time adjustment will be offered for your assistance - this applies to both races.
 
bulletFor the Jumbo-Holdsworth Trail Race - Time-keeping will be done at Atiwhakatu,Jumbo, and Powell  Huts.
Marshals will also be at these huts and on Jumbo Summit and Mt Holdsworth Trig

bulletFor the Hooper Loop, Marshals will be on duty at the Atiwhakatu-River Ridge track junction and the River Ridge - Gentle Annie track junction .

bulletAll runners are to run on established tracks and not damage vegetation by setting your own course.

bulletNourishments during the race i.e. drinks, food, squeezes etc. are your concern. The availability of water will be advised at race briefing as seasonal conditions can affect supply at the huts enroute.

bulletAll competitors to display race numbers clearly at all times, especially at checkpoints.

bulletAll food and wrappings are to be carried on a "pac in - pac out" basis. Any runner reported discarding rubbish purposefully will be disqualified.
 
bulletCompetitors may switch between the JHTR and HPLP events on race morning but this MUST be done officially through registration. Anyone unofficially changing events after race start will be disqualified.
 
bulletAny competitor pulling out of either event for any reason after race start MUST report to the race director at race control before leaving the park so their absence can be accounted for.

Registration Race Packs and gear check.
These will be available at Race Start from 6:30 am onwards.  Try to be early to avoid congestion.

A bbq lunch will be offered to all competitors at race finish.

 

CONFIRMATION OF ENTRY - BY NOTING THAT YOUR CHEQUE HAS BEEN BANKED
Entries close 5:00 pm on 19 January 2007.  
No refunds will be made after this date if the race organisers are not notified of withdrawals.

(Please Note
All safety requirements are in compliance with our audited safety plan)

Click here for the Safety Plan as audited and approved by Ray Goldring of the NZ Mountain Safety Council

Please note that this document is the subject of copy-write.  See notes here.

           Safety Plan For
The Jumbo-Holdsworth Trail Race

               (24km course – main event)

                       &
The Hooper Loop Trail Race

                    (12km short course)

Contents:

bulletEntry Form
bulletMap of the Tararua Forest Park

 

  1. Introduction
  2. Course Description
  3. Management
  4. Management and Staff Training
  5. Inspection and Maintenance
  6. Task and Site Analysis and Procedures
  7. Emergency Preparedness – Jumbo-Holdsworth Trail Race

          Map of the Course

          Map of Checkpoints and On course Officials Sites

          Race Briefing Notes - Listen on the day.

Emergency Preparedness – Hooper Loop

        Map of the Course

        Map of Checkpoints and On course Officials Sites

        Race Briefing Notes - Listen on the day.

8. Standards For Personal Safety of Oncourse Officals

9. Incident Reporting, Investigation and Analysis

Incident Report Form

  1. INTRODUCTION:

This safety plan has been devised for the 24km Jumbo-Holdsworth (mountain endurance running)
Trail Race and the 12km Hooper Loop Trail Race which has been held annually since 1995.
It gives details of the proposed procedures that will be put in place to ensure the safety of the competitors for the duration of both events.

Overall Person Responsible :     Robert Barber  – Race Director/Organiser

Event Name:                                    Jumbo-Holdsworth Trail Race
                                                            (While this includes the Hooper Loop the event
                                                            is named Jumbo-Holdsworth for simplicity sake)

Location:                                         Tararua Forest Park – 15km West of Masterton

Date:                                                  Auckland Anniversary Weekend Annually.
                                                           
(normally around the 25-28th January)

Start Time:                                        Jumbo-Holdsworth – 8am
  
                                               Hooper Loop 8:30am

Start/Finish                                       Holdsworth Lodge – Park HQ Tararua Forest Park

Duration of Event                            Jumbo-Holdsworth – 2:25 (fastest competitors)
  
                                              Just under 6 hrs (slowest competitors)

                                                              Hooper Loop – 50 minutes (fastest competitors)
  
                                               2 hrs (slowest competitors)

Estimated Number of Competitors     220

Type of Competitor                                 Road / trail / adventure / mountain endurance runners
                                                                     of above average to high level fitness

Estimated Number of Officials     30

Statement on our Commitment to Safe Practices:

While the Jumbo-Holdsworth and Hooper Loop events have been devised to foster challenge
and competition within an environment of fun and fellowship, at no time will competitor safety
be compromised to achieve this. Because of the value we place on human life a great deal of
time has been spent evaluating these events and designing safety features to ensure an
environment where both organisers and competitors alike can achieve their aims and enjoy
a successful outcome.

Statement on Environmental Care

The Jumbo-Holdsworth and Hooper Loop Trail Races both follow established routes within the
forest park. This ensures competitor safety and less damage to the environment (flora and fauna)
 because the runners are not left to determine their own course.

All oncourse markers/directions are placed and removed the same day. So to is any litter
generated by the competitors or the event as a whole.

Collectively the competitors and organisers take responsibility to ensure the only things left behind
are footprints and the only things taken home from the park are good memories.

2. Course Descriptions:

1. The Jumbo-Holdsworth Trail Race is a mountain endurance running event of some 24km
 over tracks and hills in the Tararua Forest Park. Competitors need to be long distance runners
with appropriate mountain and trail experience, be self sufficient and familiar with the course or
a comprehensive map of the area.

Though the tracks are well graded please note this event is NO DODDLE, the terrain is hilly,
steep and tough and the distance does not truly indicate the degree of challenge before you.
A high level of fitness is essential ... Still tempted? ... Great ... read on!!

Course Description: The Jumbo-Holdsworth Trail Race starts at 8am from the Mt Holdsworth
H.Q. carpark, Tararua Forest Park. The race proceeds through Donnelly's Flat to join the undulating Atiwhakatu track to Atiwhakatu Hut (7.5km).  From here a steep ascent commences via the Rain Gauge track to reach Jumbo Hut (10km & 1105m) before continuing on to reach the Jumbo summit - 1405m.  At the summit runners make a left turn at the marshalled sign to head south along the undulating main ridge to Mt Holdsworth Trig (14km & 1470m).  From the Trig runners turn left again to commence the decent via Powell Hut (15.7km & 1160m) to Holdsworth Lodge and finish line via the well graded Gentle Annie Track.

2. The Hooper Loop is a short distance (12km) mountain endurance running event, which has
been designed for those runners with a reasonable level of fitness. This circuit encompasses
graded tracks with a reasonably steep hill climb during the middle section of the race.
This trail will suit the novice through to the elite!

Course Description: The Hooper Loop race starts at 8.30 am from the Mt Holdsworth
Headquarters carpark. This track proceeds through Donnelly Flat - along the Atiwhakatu
 track for 4km and then, a left turn onto the
River Ridge track to ascend to the Gentle Annie track junction 650m.  Runners will then descend  to the Holdsworth Lodge and finish line via the Gentle Annie Track

3. Management:

Management Structure Flow Chart

Robert Barber
Helen
Barber

Race Directors

 

Robert Barber

Organiser/Director of Race Control

Eric Barber

On course Director

Admin Assistant

Marshalls/
Timekeepers

Head of Catering

Head of Radio  Comms

Head Medic

Volunteers

 

Gear Check x 3
Registration x
4

Volunteers

 

Oncourse x 11
At base x 4

Volunteers

 

Oncourse x 2
At base x 2

Volunteers

 

Oncourse x 8
At base x 7

Volunteers

 

At base x3

 

At base x3

Leadership

Robert Barber

 Robert has been tramping and running in the Tararua’s for the last 25 years. He has competed in both the Holdsworth Jumbo Trail Race and Hooper Loop events, attaining his five year competitor shirt three years ago.

 This is the first event Robert has directed but with his passion and dedication to this race, he and his team will ensure competitor safety.

 Safety and commitment is not new for Robert as he has been trained as a volunteer fire fighter obtaining the rank of Fire Officer during seven years of service.

 

Helen Barber

 Helen has been fortunate to have had three years experience of the Tararua’s. Although new to the Wairarapa she has tramped on other NZ mountains and through Robert has become hooked on mountain running.

Before moving to the Wairarapa, Helen was a member of the Wanganui Volunteer Coastguard and Child Cancer Foundation.

Sport has always been at the forefront of her life and she has competed successfully in swimming, running and triathlons over the years. Sadly to say due to career and family commitments the fitness is not what it was! However, there is no lack of commitment to the JHTR as she shares the same passion as Robert with their love of the Tararua’s.

Administration Assistant

This volunteer is the ‘right hand man’ to the race director. She assumes responsibility for the following Registration, control sheets, labels, results, timekeeping and computing
Production of master competitor lists
Deletions and additions
Final on the day tally

Gear Check Personnel

Responsible for checking compulsory safety/ clothing and issuing of approval stamp on race number when gear has been okayed.

Registration Assistants

Responsible for handing out race packs, queries (directed to admin assistant or race director)
and directing competitors to gear check.

Marshals and Timekeepers

- Recording competitors race numbers and times at their checkpoints
- Noting additions and deletions
- Checking that the oncourse runner tally matches the master list before returning
- Issuing drinks and nourishment
- Placing and removing oncourse markers, tape, arrows
- Removing runner litter, cups, food packages
- Relay information to radio communications

- All officials are identified by wearing fluoro vests

First Aid and Search and Rescue

There are 5 St Johns personnel from Masterton. All officials are highly qualified in first aid and have a good knowledge of the conditions and terrain where the events are held.

There are 2 oncourse medics placed at key sites, 3 at base and all marshals have first aid kits at huts enroute.

There are 2 chief medics, one based oncourse who accesses and actions all incidents during the event and the other at race control who liases with the oncourse medic and actions any medical problems at the start/finish.

The S.A.R personnel are based in Masterton. SAR is run by Inspector Murray Johnson of the Masterton Police who is experienced and qualified in this area. He is advised annually of the date of the event and takes the appropriate steps to advise his team and the Rescue Helicopter.

There is a Rescue Helicopter based in Masterton and Wellington.

Communications

- There are 8 radio communications personnel placed at key sites enroute

- These officials wear fluoro vests for identification

- The head of communications co-ordinates the flow of information based at race control.
He is responsible for relaying information concerning weather, visibility and track conditions for race briefing, deletions & additions to competitor lists oncourse, race progress, incidents and head count checks. He is responsible to the race director.

Catering

This involves 3 volunteers based at Holdsworth Lodge who prepare a light lunch and drinks for race competitors on their return.

4. Management and Staff Training

The radio communicators, medics and S.A.R personnel are groups resourced from within the community. Their training in their specialist areas has been undertaken by their own organisations.
 In conjunction with the Jumbo-Holdsworth and Hooper Loop Trail Races, the key personnel of each organisation were trained by the race director who advised them of the event plan and their roles and responsibilities in the organisation and execution of the event plan.

Marshals, timekeepers, administration assistants, gear checkers and registration volunteers have been trained by the race directors. As all oncourse officials have remained loyal to the event annually, any ongoing volunteer training has been negligible.

All volunteers have been chosen because of their skills and expertise for the roles they assume.

  1. Inspection and Maintenance
  2. As key operational areas are resourced from external sources, much of the equipment required belongs to and is maintained by those involved ie. medics, radio communications, catering and the event caravan.

    Stop watches, drink containers, tapes, arrows, marker disks, tables, chairs, first aid kits, cups, start and finish chute standards are all the concern of the race directors. These are serviced and maintained annually pre and post race.

  3. Task and Site Analyses and Procedures

The location of the Jumbo-Holdsworth and Hooper Loop Trail Races is the Tararua Forest Park 15km West of Masterton

Most of the hazards faced by the competitors during their events are those encountered on the tracks enroute. A good relationship has been established with DOC over the last 6 years of operation and together all major concerns are generally remedied.

It must be remembered that this is a mountain run in a Forest Park and the competitors should expect to find the course in its most natural state. However, the organisers take the responsibility to survey both courses one month prior and one day prior to the events to ascertain their status.
All hazards that could impede runner progress or compromise safety are identified and noted eg. fallen trees, slips, unstable structures – bridges, handrails, missing signage, these are reported to the Department who in turn rectify major concerns before race day. Should any new hazard/s come to light during the final check on the day prior to the events, appropriate procedures are put into place to overcome these eg. Extra signage, re-routing of the course from the danger, taping off, arrows, and all competitors are advised of these hazards at race briefing.

Further information is provided in Section 7. Emergency Preparedness.

  1. Emergency Preparedness – Jumbo-Holdsworth Trail Race – 24km

Stage One: Flat to Gently Undulating –  Holdsworth Lodge to Atiwhakatu Hut  and Stage 2: Ascent - Atiwhakatu Hut to Jumbo Hut

 

Equipment

Radio communications at Holdsworth Stream, Atiwhakatu Hut and Jumbo Hut.
Communications advises race control of competitors progress and any competitor requiring assistance at this stage.

People - Fatigue

Nourishment and drinks provided at Jumbo Hut.
Marshalls stationed at Holdsworth Stream, Atiwhakatu and Jumbo Huts with a radio to keep base informed on runner progress and condition.

All hazards identified on these 2 stages are the same for all stages

Identified Risks - People

Safety Plan

Entrants

Limited to 250 runners 18 years of age or over Otherwise at the organisers discretion.
All competitors must sign a waiver and agree to abide by race rules and conditions before entries are accepted.

Medical problems

All competitors asked at registration to alert the organisers of any significant medical problems so their details can be relayed to oncourse officials. This ensures individual needs are met swiftly should the need arise.

Poor fitness

Level of fitness requirements and course details given in the entry form.
A cut off time of 2 hrs 10 minutes is strictly enforced at Jumbo Hut.
Race referees reserve the right to withdraw any competitor deemed to be at risk.

 

Lack of local knowledge

Compulsory to carry and be familiar with a map of the area. No Map No Run policy. 
Race briefing again explains the courses and checkpoints enroute in detail.

Accident/Injury

Competitors asked to be responsible for the safety of others ie. offer assistance and/or relay information to the nearest official ASAP.
 Chief medic stationed at Powell Hut to deal with incidents above and below this site.
Medical kits at all other checkpoints.

Getting Lost

All competitors advised of mountain safety procedures at race briefing to assist us to find them quickly.
All competitors counted, race numbers and times recorded and cross checked against master control lists 3 times enroute - ,Atiwhakatu Hut, Jumbo Hut and Powell Hut
Major junctions are marshalled, taped and arrowed. Any track not to be used is taped off.eg. Totara Flats Track.
Only major routes used therefore they are all marked.

Hypothermia

Compulsory storm gear to be taken which must include thermal clothing.

Heatstroke

Water to be carried but also provided enroute

Lack of Oncourse Supervision

Officials placed strategically on the course.
Timekeepers, marshals, radio communications
, medics.

Identified Risk - Equipment

Safety Plan

Poorly Clothed

Compulsory Gear requirement. All clothing checked at registration. NO GEAR NO RUN
All race numbers stamped with approval stamp if gear check is passed. Those without means they have not gone to gear check. Marshals enroute check for this and do spot checks before runners can proceed.

Inadequate Water/Nourishment

Entry form does state this is the runners concern but extra water and nourishment is provided at all huts enroute.

Bad Directional Track Marking – Hazards Not Stated

Both courses are major routes and all are marked.
All junctions, track hazards, undefined track areas are marked by red tape, fluoro arrows, lollipop disks at ground level (50-100m apart across the tops) and marshals wearing fluoro ‘Officials’ vests. Hazard information and course descriptions given at race briefing.

No First Aid

Medic at Powell Hut but we identify the downhill leg from Powell to Holdsworth Lodge as the major injury zone and have placed a suitably qualified head medic at this site. He accesses and co-ordinates all other oncourse incidents from there also.
Medical kits at Atiwhakatu and Jumbo Huts and Mt House.
Ambulance and medics at start/finish.

No Oncourse Communications

Radio communications placed at Holdsworth Stream, Atiwhakatu Hut, Jumbo Hut, Jumbo Summit, Mt Holdsworth Summit, Powell Hut and race control.

Identified Risk – Environment

Safety Plan

Weather Conditions

Compulsory storm clothing to be taken.
Organisers reserve the right to stage an alternative race should weather conditions not allow a safe traverse between the summits. This race would use the valley tracks.

Track Conditions

The track is surveyed the day prior to the race.
All perceived hazards are noted and procedures put in place to overcome the hazard. This information is passed on at race briefing.

Flooding

There are 2 creeks to cross and both of these are bridged.

Stage Three: Traverse – Jumbo Hut to Powell Hut

This leg includes Mt Jumbo and Mt Holdsworth Summits and the traverse of the tops between
these points.

All the hazards identified on the first stage are the same for all stages with the inclusion of the
 following for this leg of the race.

People

Cut off time of 2 hrs 10 minutes strictly enforced at Jumbo Hut. Runners withdrawn after this time.
Weather conditions beyond Jumbo given at race briefing from marshals already sited on the summits.
All runners advised at Jumbo to get into storm gear if the weather on the tops is poor..

Accident/Injury

Officials at Powell or summit junctions will be dispatched to incidents. Head medics at Powell Hut and race control will access and co-ordinate rescue procedures. Helicopter and SAR on standby.

Equipment

Radio communications  Jumbo and Mt Holdsworth summits.

Environment – poor visibility / cold / wet

Major junctions ( Jumbo Summit, Mt Holdsworth) marshalled and the track is marked with fluoro disks at 50-100m intervals and red tape tied to tussock.
All competitors are to be in storm gear.

Stage Four: Descent – Powell Hut to Holdsworth Lodge Finish

This leg of the race can see a few problems occur. Runners tend to feel exhilarated by reaching the  descent and this coupled with tiredness causes a lack of concentration.

Considerations for this leg are –

People - Accident/Injury

Chief and highly qualified medic at Powell Hut.
Medics at Race control

Nourishment

Drinks and lollies at Jumbo and Powell Huts.

Getting Lost

Time keeping and head count at both huts.

Equipment

Radio Communications at both huts.
First aid kit at Jumbo Hut.

General:

When all runners have passed through Atiwhakatu and Jumbo Huts accounted for ie. the master control sheet  with runner name and number, cross checks against the timekeeping/race number recording sheet,  marshals and radio communicators come back to base and hand all sheets in.

When all the runners are off the tops and pass through Powell Hut accounted for (using the same cross checking system) the marshals from Holdsworth and Jumbo summits are given approval to head back to base and hand sheets in. Marshals from Jumbo Summit will head back to base by following runners across the tops to Powell

Powell Hut officials are not released to return until they have completed checking procedures and all runners have been accounted for.

The Mountain House radio communicator is called back to base when the last noted runner from  Powell Hut passes his checkpoint.

This system ensures that all marshals from Jumbo and Holdsworth Summits down are following in behind the competitors. This sees their role double as oncourse officials to sweepers and allows them in this capacity to clear all markers ie. red tape, arrows and disks also.

Emergency Preparedness – The Hooper Loop Trail Race – 12km short course

The hazards identified thus far, also apply for the Hooper Loop 12 km short course event.

To some degree the level of danger and risk is far less than that of the main event as the course uses tracks that don’t venture beyond Mt House Shelter at 650m. However, special considerations have been recognised in respect of this event and safety features put in place to deal with any incident that may arise.

Identified Hazards - People

Safety Plan

Medical Problems

Asked for details at race briefing. These are radioed through to oncourse officals.

Poor Fitness

A minimum standard is outlined in the entry form

Accidents/Injury

Medical kit at Mt House Shelter.
Medics dispatched from base.
Runners required to offer assistance and notify oncourse officials.
Helicopter and SAR on standby.

Getting Lost

The course follows major marked routes.
Major junction along the Atiwhakatu valley is taped, arrowed and marshalled.
Mt House is marshalled with radio comms.
A head count is noted at this checkpoint. Marshal can not return to base until the cross checking system is complete and approval given from base.

No Safety Strategy

The main event is an anticlockwise circuit. This event is also an anti-clockwise circuit.
This event commences 30 mins after the main event to alleviate convergence.
Runners are advised at race briefing to be aware of possible convergence.
By travelling anti-clockwise, the HPLP runners finish their event using the Gentle Annie track. The JHTR runners finish their event on the same track. This ensures that the tailenders of the HPLP have minimal convergence with the front runners of the JHTR.

Hypothermia

Minimum compulsory gear required –NO GEAR NO RUN policy.

Heat Stroke

Runners are required to carry water but water is available at Mt House Shelter.

Equipment

 

Poorly Clothed

Minimum compulsory gear requirement

No First Aid

First aid kit with officials

No Radio Communication

Radio Communications at Mt House

Route Unclear

Major junction along Atiwhakatu Valley taped, arrowed and marshalled.
Hazards identified and information given at race briefing

Environmental

 

Weather Conditions

This information is relayed through for race briefing by the officials on site.
This course is not severely affected by bad weather as it is under bush cover and does not ascend beyond the bushline.
There is no need for an alternate event as this race is safe to run in all weathers.
Compulsory thermal clothing to be taken.

Terrain and Track Conditions

Description on entry form.
Course described at race briefing and any hazards noted.

See maps

8. Standards For the Personal Safety of Oncourse Officials

All oncourse officials, marshals, timekeepers and radio communicators, will be required to meet race safety standards by carrying the following minimum compulsory personal gear –

Clothing

Storm gear - wind / rain proof jacket and over trousers
Polyprop thermal/wool hat and gloves
Wool/polyprop thermal long johns
Wool/polyprop thermal top
Extra top

Gear

Survival Blanket
Nourishment/drinks while marshalling
Reserve food in the unlikely event of an overnight stay
Torch

In addition to the compulsory gear required by competitors which includes full storm gear and a survival blanket, on course officials will carry the following -

Mt Holdsworth and Jumbo Summits 
Sleeping bag, ground mat, fly

Powell Hut, Jumbo Hut, Atiwhakatu Hut, Mountain House Shelter 
Sleeping bag, ground mat, fly

This safety feature is proposed in the event that the officials may be required to assist an injured competitor for a lengthy period of time before medics and or rescue services arrive.

9. Incident Reporting, Investigation and Analysis

In the past a formal report form has not been used although a pre race briefing and post race debriefing has been undertaken with all key personnel.

In future the race directors will adopt the use of the Incident Report Form which will be included
with lists and sheets provided for officials on race day.

  1. The persons responsible for incident reporting will be the marshals and radio communicators to the race directors.
  2. Before the events the officials are briefed verbally by race directors of the procedures to follow.
  3. Any incident is reported to the race director immediately by radio communications.
  4. The race directors will note the incident on the report form and these will also be provided for all oncourse officials.
  5. Both parties will discuss the incident and complete the Incident Report Form.
  6. Both parties will review the incident and decide on appropriate measures to improve or change the actioned responses.
  7. The race directors will hold a race debriefing with SAR, medics, and radio communications heads annually whether an incident has occurred or not to monitor current procedures and systems to ensure high quality safety standards are maintained.

Contact Details

St Johns -                                 Sylvia Morgan         Ph: 06 379 7153

Radio Communications        David Bray             Ph: 06 378 8288

SAR                                             Murray Johnson     Ph 06 378 6166

(The contents of this safety plan are based on the original plan which is the property of the Holdsworth-Jumbo and the Hooper Loop Trail Race race directors, Steve and Sue Lyttle. The contents can not be copied, reprinted or reproduced by any other person/s or party/ies without the permission of the author Sue Lyttle. 15th December 2000.)