FINAL MEGA SWEEP BRIEFING 2019 - ctctteventsportal
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FINAL MEGA SWEEP BRIEFING
2019
Items to cover • Overview of Operation • Technical Zones • Line of Command • Communication • Meeting Point • Equipment • Departures and routes • Route at finish • Drop-off zone • End of the day • Route Evacuation • Scanning Training
Technical Zones
Map Keys:
- Reaction Team
Technical Zone 1 - Medical Ambulance Team
- Marshal Team Members
Top to bottom of Hospital Bend
- Potential Haybale
Placements
- Technical Zone Entrance
Signs
- END of Technical Zone
Groote Schuur
Hospital
Philip Kgosana
Drive
Map Keys:
- Reaction Team
Technical Zone 2a - Medical Ambulance Team
- Marshal Team Members
- Technical Zone Entrance Signs
RS 1 -
Constantia
Travato Link to Ladies Mile (M3)
– Wynberg Hill Descent
RS 1 -
Constantia
Travato Link to Ladies Mile (M3)
– Wynberg Hill Descent
Ladies Mile
Road
Ladies Mile to End of M3
14 Marshals Map Keys:
- Reaction Team
Technical Zone 2b - Medical Ambulance Team
- Marshal Team Members
- END of Technical Zone
Ladies Mile to End of M3 –
Firgrove Way
Firgrove
Way
Ladies Mile to End of M3 –
(Firgrove Way to Tokai
Road) Firgrove
Way
Tokai Road
RS2
End of M3 Ladies Mile to End of M3 –
(Tokai Road to End of M3)
Map Keys:
- Reaction Team
Technical Zone 3 - Medical Ambulance Team
Steenberg Road and Main Road
- Marshal Team Members
- Potential Haybale Placements
- Technical Zone Entrance Signs
- END of Technical Zone
Main Road
Steenberg
Road
Map Keys:
- Reaction Team
Technical Zone 4 - Medical Ambulance Team
Kommetjie Road – Ou Kaapse Weg &
- Marshal Team Members
Noordhoek Main Road Construction Site - Potential Haybale Placements
- Technical Zone Entrance Signs
- END of Technical Zone
Ou kaapse
Weg
b
Kommetjie
Road
Noordhoek
Road
Map Keys:
- Reaction Team
Technical Zone 5 - Medical Ambulance Team
Flora Bay / Chapmans Peak Drive
- Marshal Team Members
- Potential Haybale Placements
- Technical Zone Entrance Signs
- END of Technical Zone
#1 Chapmans
Peak Drive
Map Keys:
- Reaction Team
Technical Zone 6 - Medical Ambulance Team
Victoria Road / Llandudno Road to
- Marshal Team Members
1st & 2nd Rumble strips - Potential Haybale Placements
- Technical Zone Entrance Signs
- END of Technical Zone
2nd Rumble
StripsMap Keys:
- Reaction Team
Technical Zone 7 - Medical Ambulance Team
Victoria Road and Queens Road
- Marshal Team Members
- Potential Haybale Placements
- Technical Zone Entrance Signs
- END of Technical Zone
Queens
Road
Victoria
RoadIn Case of an Incident
In the case of an incident the primary roles of the various Services has been explained, however, within
an incident occurring their might be various or 1 service on the scene, the following is the procedure to
follow until further support from services arrive:
• Phone Main VOC Immediately on emergency Number provided, give location of incident and any
further detail pertinent to the incident.
• Asses risk of oncoming cyclist and make use of your whistle and flag to start deviating on coming
cyclist in order to best temporarily secure the scene until other services arrive, thereby securing
injured cyclist from further harm.
• Divert cyclists at least a few meters ahead of the incident scene.
• Do not put yourself in danger, be aware of where you are standing and your immediate
surroundings.
• Hold this pattern until other services arrive and they start fulfilling the procedure outlined within their
Primary Roles.
• If you are on a Motorbike or within an ambulance park well off the road and always on the left
hand side of the road, if safe to do so, do not park on or in the middle of the road.SAFETY FIRST
A primary concern of all role players must be the safety of
cyclists, pedestrians, motorists and marshals around the route:
o WATCH all areas and activities for potential hazards
o ACT to remedy or report dangers
o SAFETY Always for yourself and those around youMajor Incident Reaction Plan
The Need
Over the last couple of years the Cycle Tour has seen a
number of threats to the event. In 2015 an alternative
route was implemented due to the fires and in 2017 the
event was cancelled for the first time in its history
The CTCTT identified the need to implement certain
procedures to manage major incidents more
effectively on an operational levelThe Main Objective
To train a core team on the ground on possible
scenarios and outcomes, as well as certain
procedures to follow should a major incident
materialise on Race Day
The Core Team consists of key CTCTT Staff, Volunteers
and selected Suppliers, performing vital operational
roles on behalf of the organisers on Race Day. It does
not relate to specialist Emergency and City service
providersThe Goal 1. To ensure that the Core Team knows what procedures to follow in the event of a major incident that may result in a race delay, cancellation and/or evacuation. 2. To ensure that these procedures and action plans dovetail with Specialised Emergency Services’ plans and for the Core Team to take instruction & support Specialised Emergency Services.
Outcomes Focused
There are many threats that may materialise on Race
Day. The aim of the Major Incident Reaction Plan is NOT
to focus on the specific threats but rather to train the
Core Team on how to react on Race Day should one
materialise.
The emphasis will be on various outcomes that may
have to be rolled out in three main areas, namely the
Start, Route and FinishReactive Approach
The Major Incident Reaction Plan does not replace
the formal Risk Assessment planning and the
mitigation of risks during the planning phase of the
event,
This will be explicitly done by the Specialist
Emergency Services, the Safety Officer and the
CTCTT Operational Team.The Non-Emergency Services Core Team
Start Route Finish
• CTCTT & RaceTec • CTCTT & RaceTec
• CTCTT & RaceTec Management
Management Management Staff
• Course Convenor • Finish Announcer
Staff • Sector Managers
• Start Managers • Hospitality
• BMW Support Team Manager
• Start Announcer • Sweep Managers
• Start Sound • Bike Park Manager
• Refreshment • Parking Manager
Manager Station Managers
• VIP Manager • Long Haul Bike Park
• Route Waste Manager
Management • Finish Line
• Route Delta Manager
• PenBevTraining & Registration for the Core
Team
- Training will take place via the online briefing portal with all
management required to register and acknowledge
training .
- Lanyards with printed booklets of the procedures will be
distributed with accreditationOverview of Sweep Operation • Collect the cyclists who cannot complete the race due to them withdrawing or being cut – off • Ensure their bicycles are handled with care and loaded into truck • Capture all details of riders that have been swept via QR Scanning APP or manually if all else fails
Line of Command
Line o Command
MAIN VOC (Race Control)
Sector Marshal
Mega
Sweep Mini
Refreshment Marshal Event Closure
Station Team Sweep
Manager Coordinator
Cut off TeamCommunication
Sweep Bus Manager MAIN VOC Sweep Team
• Communicate via Whatsapp with the Main VOC
Sweep Team.
• A Whatsapp group will be created before Race Day.
• Mega Sweep - Jeannine: 082 570 4900
In case of emergency, please call:
(MAIN VOC General : 087 820 2453)Getting your equipment
Saturday 9 March 2019
• Your equipment will be distributed on Saturday afternoon except
probably for the tracking devices and scanners
• Jeannine will advise where to collect the Equipment per the CTCT
Mega Team WhatsApp
• Melkbos Rotary can arrange for bulk collection of the equipment
but a couple of vehicles will be needed to do thisMeeting point on the morning
Sunday 10 March 2019
• Megas: False Bay Ruby Club, Constantia – entrance Doordrift Rd
• 04h00
• Mega Logistics (Jeannine and Charl Kruger) will distribute final
equipment to you and you will sign for it
• Check your equipment and Comms
• Vehicles depart according to a very strict time schedule and rosterDon’t leave without:
• Your armband accreditation
• Your bus and truck accreditation
• Your vehicle number sticker
• Your FULL signage
• The briefing manual
• Sick bags
• Water
• Scanning phone, QR code and charger
• Tracking device and charger
• Clipboard and pen
• Power pack
• Your own charged cell phone and car charger
• Making sure you have checked everything off on the
Sweep To Do List for Early morning /Race DayVehicles departing the start Buses to be in position at start at 05h15 MINI 1 07h15 End of M3 and the back to start MINI 2 08h15 End of M3 then back to the start MINI 3 Follows Events Closure Vehicle
Vehicles departing End of M3
Buses to be in position at 06h30
MINI 4 07h30 Continue towards finish, dropping
off cyclists in Glencairn (into Mega)
MINI 5 09h00 Continue towards finish, dropping
off cyclists in Glencairn (into Mega)
MEGA 1 On demand
MEGA 2 Full / 10h30
MEGA 3 11h30
CUT-OFF: 11h30CUT OFF 1 End of M3
(Just after RS 2)Vehicles departing Glencairn
Buses to be in position at 05h30
MINI 6 07h15 Continue towards finish, dropping
off cyclists in Perdekloof (into
Mega)
MINI 7 10h30 Continue towards finish, dropping
off cyclists in Perdekloof (into
Mega)
MEGA 4 Full / 10h30
MEGA 5 12h15
CUT-OFF: 12h15CUT OFF 2 Glencairn Express
(Black Hill)Vehicles departing St Georges Street
Stationed at Soldiers Way
Buses to be in position at 05h30
MINI 8 08h30 Continue towards finish, dropping
off cyclists in Perdekloof (into
Mega)
MINI 9 10h00 Continue towards finish, dropping
off cyclists in Perdekloof (into
Mega)Vehicles departing St
Georges Street, Simons Town
Stationed at Soldiers Way MINI SWEEP
WAITING POINT
CYCLE TOUR
ROUTEVehicles departing Entrance to
Cape Point
Buses to be in position at 05h30
MINI 10 08h00 Continue towards finish, dropping
off cyclists in Perdekloof (into
Mega)
MINI 11 13h00 Continue towards finish, dropping
off cyclists in Perdekloof (into
Mega)Vehicles departing Perdekloof Buses to be in position at 05h30 MINI 12 09h00 Mini 12 -14 travel from Perdekloof to MINI 13 12h30 finish and DO NOT drop off in MINI 14 13h00 Noordhoek MEGA 6 WHEN FULL MEGA 7 14h00 MEGA 8 14h00 MEGA 9 14h00 CUT OFF 14h00
CUT OFF 3 Perdekloof Refreshment
StationVehicles departing Noordhoek Buses to be in position at 06h15 MINI 15 09h30 MINI 16 12h00 MEGA 10 15h00 MEGA 11 15h00 MEGA 12 15h00 CUT OFF 15h00
Vehicles departing Noordhoek
CUT OFF 4 Before Noordhoek Refreshment Station
Vehicles departing Hout Bay Buses to be in position at 06h30 MEGA 13 15h30 MEGA 14 15h30 CUT OFF 15h30
CUT OFF 5 Princess Road Circle
Sweep Drop Off Zone • Mega Sweep Buses and Bicycle trucks have to drive through the Sweep Area/Zone • Bus will enter first followed by the truck • Both vehicles will stop within the fenced area • Bellville Rotary will scan cyclists and bicycles in the Drop Off zone situated in P5, Fritz Sonnenburg Road. • DO NOT exit in the direction of Mouille Point as you will be separated from your truck and get stuck in traffic • DO NOT offload bikes outside the Sweep Drop Off Zone.
Sweep DONT’s for ALL Sweeps • DO NOT SELF DISPATCH. Call into the MAIN VOC • DO NOT travel against the flow of cyclists EVER • DO NOT take instruction from a marshal, medic or anyone else. Only take instruction from the MAIN VOC • Please do not stand down until the MAIN VOC has let you know that the event is officially over • Return to False Bay Rugby Club with your buses to return equipment and sign out
QR Scanning • All sweep vehicles will receive QR scanners • The scanning will log: cyclist, bicycle, time GPS and vehicle number • It is vital to scan each and EVERY cyclist AND bicycle • If the system fails, please record manually and relay to the MAIN VOC each time you collect a cyclist / batch of cyclists.
QR Scanning
Tracking Devices This info will be included in your Race Day box What to look for: • 1 x tracking device • 1 x charger cable for the device • 1 x cigarette charger cable
Getting back to False Bay Rugby Club at the end of the day… • The MAIN VOC will notify you that you are no longer needed • You need to ensure your sweep vehicle drops you off at False Bay Rugby Club • Thank your bus driver and remember to take out the tracking device, chargers and scanners • Sign in your equipment and your tech stuff (scanner and tracking device) • Collect your car
Please take note: • ONLY take instruction from the MAIN VOC/ Disaster Management Crew • Please allow access/lane open for Emergency vehicles • Stay calm and communicate with your crew and the cyclists • No vehicles may drive against the flow of cyclists • Report medical emergencies directly to the MAIN VOC • BIG THANKS for your help in making this a successful cycle tour
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