Crewing – Part II

Now it’s time to look at how the race will go and the nitty-gritty details.  Take your time to read through this and make some notes in the margins so you can ask.  Feel free to contact Tim or Bernie if you have a question.  It may seem like a lot but it will come to you very intuitively once we are on the road.  Just remember, safety first!

The first day of the Race has some unique requirements that don’t exist for the rest of the race. These are necessary because of the close proximity of Racers and Crew and because the roads are tight with few adequate and safe turn-outs and shoulders. Following are the first day requirements:

1. From the start until Old Castle Road, no Support Vehicles are allowed on the course. We will have an alternative route provided in the route book. The rider riding this section will be self sufficient with water, food and ability to fix basic mechanical problems.
2. From Old Castle Road until 7:00pm local time (10:00pm Race Time), only leapfrog support is allowed. We should be well on our way towards Brawley by that time.
3. Between Old Castle Road and Borrego Springs, we are allowed only two Support Vehicles on the course. Those two vehicles will be the two rider vans. The rest of the crew and vans will drive on the alternate route to Beyond Borrego Springs where they will wait for the team.

Race Communications

At every Time Station the Crew must contact race headquarters on the “Racer Headquarters on the race reporting phone number. We will report racer number, Time station number, city name, and the race time (not local time) of the racer must be reported. Remember the time recorded is the racer’s time of arrival at the Time Station, not the time when the Racer/Crew made the call.  This will be the responsibility of the follow van. Note: Report time to RAAM headquarters within 30 minutes of passing or we will receive a penalty.

Race headquarters will issue a confirmation number for each time station report. It is the responsibility of the crew to keep a record of the confirmation numbers issued by race headquarters.  This is done in the official route book.  We can only call in once and only once to report passage through a time station.  It a van other than the primary follow van is following a rider as we enter a time station they should call the arrival in and then forward the confirmation number to the primary follow vehicle.

We can be issued a penalty for calling more than once for a single time station or not at all!  This is important!

Note: Again this is the responsibility of the van that is following the rider at the time he/she passes through a time station.

Race Route changes and other official news will be communicated during these call-ins.  Do not leave the Time Station unless you are certain that someone has made or will make the call.

If the Race Headquarters line is busy, keep trying until you have reached them. The Race Headquarters has several phone lines.  When you reach Race Headquarters, explain your problem connecting.  If we switch follow vehicles at a time station it is still the responsibility of the original follow vehicle to ensure the call is made.  Communication is vital here.

A time penalty may be issued if we fail to call in from a Time Station even if it is due to phone problems when racers ahead and behind are successful in making the required report.  If there is a problem contacting race headquarters from the follow vehicle contact one of the crew chiefs.

Driving

Some general guidelines:

All Support Vehicles must use their headlights whenever the vehicle is in operation, day or night.  The follow vehicle will have the amber lights on and slow moving vehicle triangle on the follow van whenever we are in direct follow or leapfrog support.

Never stop in the roadway.  Do not park in driveways of residences without permission of the resident.  All stopped Support Vehicles must stop a minimum of 5 feet off from the traveled portion of the pavement – 5 feet to the right of the fog line ( the white line).

Do not impede traffic flow.  Impeding traffic flow occurs when: 1) Two or more vehicles are waiting to pass; 2) A vehicle has been held up for more than 2 minutes.

Support Vehicles must avoid impeding traffic flow.  If a car is behind you let it pass as soon as it is safe.  Don’t wait for a second vehicle or two minutes to pass.  Just make sure it’s safe to pull over and always keep two wheels on the pavement.

This is especially true from Blythe, CA to Flagstaff, AZ and Montezuma Creek, UT to Kim, CO.  Impeding traffic will result in a one-hour time penalty.  Crew must wear reflective vests and anklets at night.

Watch your speed.  Even if you are in a hurry to get a rider ahead for an exchange there is no need to exceed the speed limit or drive dangerously.  It’s a bike race, not a van race!

Following the riders. 

We will be doing two kinds of following, leapfrog and direct follow.

Leapfrog

Leapfrog following will happen during the day when direct following is not allowed.  During leapfrogging, the Racer will proceed alone up the road.  After Kim CO we will direct follow for the remainder of the race.

Procedure: The Follow Vehicle will wait until the rider gets sufficiently up the road (just out of sight) and then safely enter traffic at speed and catch up to the rider finding a safe place to stop before passing the rider.  The objective is to keep the rider ahead of the follow vehicle in case there is an issue of one kind or another.  We do not want to have to go back on the course to find a rider should there be a problem.  If possible stop in a spot where you can see down the road for several miles.

During the daytime from Blythe, CA to Flagstaff, AZ and Montezuma Creek, UT to Kim, CO.  From Blythe, CA to Flagstaff, AZ and Montezuma Creek, UT to Kim, CO, Direct Follow Support will be allowed only if there is a full-width shoulder. In this case, the Follow Vehicle must be entirely to the right of the fog line. If that is not possible, then leapfrog support must be employed. This is really important in this section because it is a one- hour penalty! 

Night Riding and Safety

Direct Follow

During the night, Direct Follow Support is mandatory.  Although traffic will likely be light at night, the potential for impeding traffic flow is still there.  If traffic (even one car) builds up behind you, both the racer and the Follow Vehicle must take the first opportunity to pull over and let the following traffic pass.   Often it’s possible to pull over and let vehicles pass without the rider stopping.  As long as they are within the headlights they can continue riding.  If we let too many cars pile up behind to pass both rider and vehicle may have to stop and that will slow us down.  Usually the rider is far enough over to the right, the Follow Vehicle should follow their Racer as far to the right of the lane as possible or on the paved shoulder.  If its safe you can drive with two wheels on the unpaved shoulder, just be careful and make sure it is safe.  This will usually leave enough room for a car to pass safely.

Note: Team vehicles must gas up every night at 6 to 9 pm while gas stations are still open so we do not run out of gas – some areas are very rural and without 24 hour gas stations.

When directly following a racer, the follow vehicle must have a slow moving vehicle triangle, the Amber Roof Lights on, and must have the vehicle emergency flashers of the vehicle on.

Note: Turn signals do not operate with hazard lights on. For a turn, the follow vehicle may turn off the vehicle emergency flashers up to ¼ mile (0.5 km) before a turn to use the vehicle turn signal.  The vehicle emergency flashers must be on within ¼ mile (0.5 km) after the turn unless there is another turn within ¼ mile (0.5 km).

Night riding is from:

1. 7:00pm local time until 7:00am local time
2. Any time when vehicles would normally have their night driving headlights on or
3. Anytime visibility is less than 1000 feet (300 meters).

If you have any doubt about the visibility conditions, operate as if it is night time.

Racers must be no more than 50 feet in front of the follow vehicle at night with no other vehicles between the racer and follow vehicle. The follow vehicle and racer should be viewed as a single entity under night riding conditions. Follow vehicles may temporarily pull alongside the racer when conditions safely permit to conduct a hand-off of normal supplies. The racer must at all times be able to safely see the roadway in front of the follow vehicle lighted by the follow vehicle lights.

Each crew member must wear reflective vest and a reflective ankle bands at night. DOT approved vests are the best choice and the most visible.

Music systems may not be used when passing through residential areas during the night All other public address systems or megaphones must have the volume reduced when passing through residential areas at night.

Use the PA system to communicate safety factors and turns to the Racer.

 Rider hand-offs

Sometimes it will be necessary to give food or water to a moving rider. To do this pull the van alongside the rider and allow the rider to move over to the van.  The driver should be driving straight and watching the road, not the rider!

When traveling alongside a racer, the follow pace vehicle MUST NOT INTERFERE WITH THE NORMAL FLOW OF TRAFFIC IN EITHER DIRECTION.

Passing

Special attention by the follow vehicle drivers must be taken in passing situations when one Racer overtakes another.  The racer and follow vehicle in the lead and being passed must yield by slowly moving to the right. The overtaking racer will accelerate and pass on the left.  Always yield to the normal flow of traffic. If our rider is being passed notify the racer before the pass takes place so they aren’t surprised.

After a pass, both racers must pace themselves appropriately to maintain the 300 foot (100 meter) separation between racers.

At night if we are passing another rider let our rider pass the other follow van and rider.  Once he has passed the other rider and opened a gap and it is safe to pass, pass the other rider and follow van.  This will be right as our rider reaches the edge of the other riders follow vehicle lights.  Don’t run the other rider or their van off the road!

Electronic Mapping

We will have computers and the electronic course files in each vehicle. These trace the race route as best as possible and provide an excellent aid to determining location and race route. While they are generally accurate, they are not guaranteed to exactly match the route book directions.  THE ROUTE BOOK DIRECTIONS AND MAP ARE TO BE CONSIDERED THE ONLY OFFICIAL DOCUMENTATION OF THE ROUTE. Use it to navigate!

Procedure for marking off the course book:

1. Prior to race we will highlight in different colors right hand and left hand turns.
2. When the vehicle passes a given landmark on the course book, “check it off.”

 Route Errors

Hopefully this will not happen but if it should, don’t panic or get pissed off.  If our racer makes a wrong turn and rides off the course regardless of the reason pick that racer up and either drive him back to the spot where he went off the course or have the another rider dropped off at that point.  Which ever is fastest.  Racers are not permitted to ride the course in reverse at any time.

1126 – Exchanges

The follow pace van will be responsible for keeping the rider vans appraised of the current riders speed and progress.  The rider van will use that information to choose an exchange site so that the exchange occurs at the appropriate time.

The rider van will be responsible for selecting the exchange sites.  Be sure that it does not interfere with road traffic. Safety is a main concern and if in doubt about the choice of the exchange site, move on to a different exchange site.  Safety is more important than an exact exchange time.

Do not choose an exchange site on a curve or bend in the road or near the crest of a hill where visibility may be limited.

Good exchange sites have the following criteria: near top of a hill, at stop signs where at least two vehicles can park.

Avoid exchange sites on downhill sections as speed may be excessive and visibility may be poor in relation to speed.  If the rider is going faster than 25+/-mph they will not stop.  Ideally rider speeds should be below 20mph and the slower the better.

Avoid an Exchange Site in a no Passing Zone unless you have a wide shoulder or good turnout space.

Common sense and caution are the rule.

You must have sufficient and safe parking space for all Support Vehicles involved in a Racer.

Exchange at a Racer Exchange Site.  The vans have to be at least 5’ off the road, right of white line.  Be aware that we may have all three vans in the same place at the same time to rotate crew members or deliver supplies.

 Racer Exchanges

Once stopped at the exchange site get the new riders bike off the van and make sure all appropriate lights are turned on.  Taillights must be on and functioning day and night.  Make sure the rider has a full bottle and whatever food he may need.  Communication is real important between the two vans so that the new rider is prepared and on his bike when the retiring rider arrives.  We also don’t want him sitting on the bike for 10 minutes waiting either.

There are two types of exchanges – Rolling and Stationary.

Stationary-During a stationary exchange, the new racer is stopped and waits until the retiring racer has passed before starting.

Rolling-During a rolling exchange, the new racer begins riding and wheel overlap is done with both riders in motion. The Retiring Racer then stops.

When we are doing direct follow, all exchanges must be made in front of the follow vehicle.

No Racer may ride the course in reverse direction at any time!  Go help the retiring rider by taking his bike for him.  Turn off all lights and take his water bottle off the bike so it can be refilled.  Place the bike carefully on the bike rack, making sure it is secure.

Night Exchanges

Night exchanges are the same as daytime with the following changes:

1. All night exchanges must be made when all riders are stationary.
2. Night time exchanges must happen within the headlights of the follow vehicle.
3. At night, the retiring rider must stop within the headlight of the stopped support vehicle picking the racer up and may not ride back to the vehicle. The racer must walk the bicycle back along the shoulder (go get the bike for him), off the traveled portion of the road if backtracking is required at any time.
4. During a night time racer exchange, the new racer must be waiting and start within the headlights of a stopped support vehicle as the retiring rider approaches and stops.

Follow Vehicle Exchange

Sometimes we will have to switch follow vehicles to allow one to get gas, make a pit stop or change crew.

Stopped follow vehicle Exchange (during the day)

The retiring follow vehicle will approach the exchange site and stops off the roadway new follow vehicle, which is also parked off the roadway.  The rider will continue riding.

The new follow vehicle may only enter the roadway when there is no traffic approaching from behind for one-half mile.

At night, the racer must wait for the follow vehicle – the racer must always be in the follow vehicle headlights.

The retiring follow vehicle must wait at least one minute after the new follow vehicle leaves.

Rolling Follow Vehicle Exchange:

1. The new follow vehicle approaches the retiring follow vehicle from behind on the roadway.
2. The new follow vehicle signals to the retiring follow vehicle they are ready.
3. The retiring follow vehicle will then safely pass the racer and accelerate to traffic speed or pull safely off to the shoulder.
4. The new follow vehicle comes in behind the racer.
5. From the time the new follow vehicle is in place to the accelerating or pulling off of the retiring follow vehicle, must be no more than 15 seconds. Any more and this would be considered caravanning.
6. At night the racer must always be in the headlights of a follow vehicle.

SAFETY IS THE MOST CRITICAL DURING EXCHANGES. CAREFUL CONSIDERATION MUST BE GIVEN TO BOTH THE SET-UP AND THE EXCHANGE ITSELF. WHEN RACERS ARE EXCHANGED THERE MUST BE ONLY ONE VEHICLE IN MOTION AT A TIME. THERE CAN BE NO CARAVANNING AND YOU MUST NOT IMPEDE THE NORMAL FLOW OF TRAFFIC. AT NIGHT ONLY STATIONARY EXHANGES ARE ALLOWED AND ALL RACERS MUST BE WITHIN VEHICLE HEADLIGHTS.

Summary of Mandatory RAAM Headquarter Reports

The crew must notify race headquarters or a race official for the following:

In the event of an emergency – medical or otherwise – which necessitates calling 911 to request the assistance of the police and/or ambulance.

• Arrival of a racer at each time station; within 30 minutes of rider arrival.
• If racer is riding dangerously and refuses to rest.
• If they are down to three crew or one support vehicle.
• If a casual non-race rider continues riding within 30 feet (10 meters) of a racer and is a nuisance.
• If a media crew persists after request by racers’ crew chief to move away.
• If the primary follow vehicle has broken down and the racer is being supported by another support vehicle.
• To obtain permission for crew additions or changes.
• If delayed more than 30 minutes by being sent off course, wrong turn on the race route or detained by local or state police longer than 30 minutes.
• If an error is found in the route book.
• If fire, flooding, natural disaster has closed a road.