2015 Epic Oregon Relay Start Times
2015 Epic Oregon Relayology Manual
*This manual will be updated periodically as we receive details on things like fundraisers, etc. Please refer to the “Last Updated” date on the manual to track edits. Captains will be made aware of important changes.
2015 Epic Oregon Relay Participant Waiver
2015 Epic Oregon Relay Team Roster Form
2015 Epic Oregon Relay Team Time Record Form
2015 Epic Oregon Relay Runner/Volunteer Substitution Form
Find Your Team
If you don’t already know 11 other runners to be on your team try this. Find 2-3 teammates and ask them to find 2-3 also. That might be enough to do it right there. If not, don’t be shy about talking to people about your upcoming Epic adventure and you’ll be surprised what kind of interest it generates. Exhaust all your social circles such as at your work, church, running group, gym, neighbors etc. If that’s still not enough use social media such as Facebook and Twitter or our team matching forum. Remember that any change to your team roster after Wednesday May 27, 2015 will result in a $15 substitution fee per change so be sure to communicate that to your team.
If for whatever reason you just can’t find enough EPIC people to be on your team you can try our team matching forum as a resource.
Register Your Team Online
We sincerely request that you take the online registration process seriously and provide accurate information for all your runners. The contact information for each runner may be used to communicate last minute changes regarding the relay or in the event of an unexpected emergency. We also cannot stress enough how important it is for you to enter absolutely accurate 10K times for all your runners. We use these 10K times to determine when teams will start and finish and where they will be on the course at all times and for safety reasons it’s imperative they’re accurate. All highway patrol, DOT, emergency response and local law enforcement officials use your projected 10K times as well to officiate on the course and provide safety for your runners and their ability to do so will be impaired if your times aren’t accurate. 10K times are due by Wednesday May 27, 2015.
Training schedules and running tips can be found on the Training page. Do your best to motivate your team to train as much as possible. If necessary hold organized team runs or encourage them to keep a running journal or training log. It might also be helpful to hold some friendly competitions based on time or distance and set performance goals for the relay itself. Your team will only run as well as they are prepared to run.
Determine Running Order
Non competitive teams do not need to run in any particular order. Competitive teams must maintain the running order listed on your Team Roster Form (aka Runner Order Form). All runners on your team should provide input on your team’s running order and the order should be based upon the ability of the runners compared to the legs they would run. A 12-runner team follows this order: Runner 1 runs legs 1,13,15 and Runner 2 runs legs 2,14,26 etc. Use the Course page to determine which legs are best for each runner. A 6-runner ultra team has two choices for running order: 1) Runner 1 runs legs 1,7,13,19,25,31 and Runner 2 runs legs 2,8,14,20,26,32. 2) Runner 1 runs legs 1,2,13,14,25,26 and Runner 2 runs legs 3,4,15,16,27,28.
Veteran team captains will tell you how important it is to hold at least two team meetings before the start of the relay. This gives your team a chance to get to know each other a little bit (if you don’t already) and offers the opportunity to get organized and communicate everything your team needs to know to be prepared and have a good experience. Use this as an opportunity to choose a co-captain to help share your responsibilities. Team meetings should include going over the roster, course, legs and logistics such as food, lodging and team vehicles.
As mentioned previously you are free to change your online roster at any time until Wednesday May 27th, 2015. If you need to make a change to your team after Wednesday May 27, 2015 you will be required (no matter what the circumstances) to fill out a Runner/Volunteer Substitution Form (all forms can be found below) and bring it along with a $15 check made out to Epic Relays to the Relay Start Check In. A form and check will be required for each change after Wednesday May 27, 2015.
Find and Assign Volunteers
Epic Relays could not function without the help of dedicated volunteers. If you chose Volunteer Option 2 this doesn’t apply to you. If you chose Volunteer Option 1 you must provide 3 volunteers. Your volunteers should be physically capable to stand if necessary for the duration of their assignment, provide their own transportation to their assignment and do it with an Epic smile. Volunteer assignments will be available to choose from on a first come first served basis beginning at 8:00pm PT on Friday, May 1st, 2015. You can choose for your volunteers to volunteer together at the assignment or separately. Volunteer shifts last from approximately 5-8 hours and consist of start and finish set up/take down, course set up, exchange check in, exchange traffic control etc. When the assignments are available to choose from they’ll be listed in detail with location, time, date, a map and an assignment description. Following your volunteer assignment selection you and your volunteers will receive an assignment PDF detailing the chosen assignment along with a checklist of things to bring. A member of the Epic Relays team will meet your volunteers at their assignment to check them in, explain any additional details and answer questions. Volunteers will receive a swag bag with a shirt, sticker, a bottle of water and snack prior to the start of their assignment.
Team Drivers (not required)
This is not required but if you have a willing friend/family member (or someone you want to get back at) with a valid driver’s license it might be nice to delegate the driving and navigating to them so you don’t have to worry about it. Regardless we do request that you alternate drivers during the night to avoid anyone falling asleep at the wheel, remember safety first.
Each team needs 2 team vehicles (ultra teams need 1). Team vehicles need to be large enough to seat six-seat belted passengers (7 if you have a driver) and hold all your stuff. No RV’s or motor homes will be permitted as team vehicles. If you misplaced your sense of smell (or in the case of one of our Epic founders lost it in a ceiling fan accident) this may not apply to you but team vehicles tend to get a little stinky (a lot stinky in some cases) so air fresheners are highly recommended.
When planning how your team will get to the start and then how your team will get home from the finish here are some thoughts. In getting to the start you can pick up all your runners in the team vehicles on your way, you can get dropped off or you can meet at the start and leave vehicles there (Epic Relays is not liable for any damage to cars left at the start). Getting home from the finish can be tricky if some of your team is staying and some is going home. If your team vehicles are staying at the finish and you’re going home or vice versa you can have a loyal fan pick you up, catch a ride with another team heading your direction (use our Facebook page or team matching forum as a resource) or do the right thing and just stay and relax, you know you want to.
Relay Start Check In
The Relay Start Check In takes place at the start of the relay one hour before your wave starts. There are 4 steps to the check in process.
1. Go to Booth 1 where
a. We will collect your Waivers (all runners, volunteer, driver and pacers)
b. We will collect your Team Roster Form (we will compare it to the online roster as it was on Wednesday May 27, 2015 at 10:59pm PT)
c. We will collect any fees if necessary
d. We will collect a cell phone number from each of your team vehicles
e. You will show us your safety kits (Relayology Manuals, first aid kits, headlamps/Knuckle Lights, blinking LED’s, reflective vests, glass chalk or sign and extra batteries)
2. Go to Booth 2 where you will receive your bibs, safety pins, exchange baton, Team Time Record Forms and any relay updates.
3. Go to Booth 3 where you will collect all the swag bags for your entire team.
4. Your team goes to the Start Line 10 minutes before your wave starts to receive safety instructions.
It is not mandatory for Vehicle 2 to be at the start (although they are welcome), however you still need to present all Waivers and pick up all swag bags at the start. If Vehicle 2 is not at the start they will have the opportunity to present us their safety kit and receive their safety instructions at Exchange 6.
Things to Communicate to Your Team
Teams divide into 2 groups of 6 runners. Runners 1-6 are assigned to Vehicle 1 and runners 7-12 to Vehicle 2 (for ultra teams all 6 runners are in the same vehicle). At the start of the relay Vehicle 1 is the active vehicle and Vehicle 2 is the inactive vehicle. Runner 1 begins and hands off to Runner 2 who in turn hands off to Runner 3 and so on until all 6 runners from Vehicle 1 have run. Runner 6 hands off to Runner 7 and Vehicle 2 becomes the active vehicle and Vehicle 1 becomes the inactive vehicle. Runners 7-12 then run through their rotation and Runner 12 hands off to Runner 1 and Vehicle 1 becomes the active vehicle again. This repeats 3 times until all 12 runners have run 3 times. For example Runner 1 will run legs 1, 13 and 25.
Each time there is a runner hand-off it is called an exchange. There are a total of 35 exchanges along the relay course. Each time Runner 6 hands off to Runner 7 or Runner 12 hands off to Runner 1 it is called a vehicle exchange. There are 5 vehicle exchanges along the relay course. While the active vehicle is running the inactive vehicle has a few hours to throw a Frisbee, grab a bite to eat or take a nap.
Although there are portable restrooms, trash cans and recycling boxes along the course teams are required to be self-sustaining. Be sure to bring enough fluids and food for your team to stay hydrated and energized for the entire race. There will be places along the course to stop for food and to sleep.
Teams will be on the course anywhere from 22 to 36 hours. To keep all finish times as close together as possible teams will start. The slower your team’s average pace, the earlier your team will start.
Check In Time
Please be at the start to check in one hour before your start time. Vehicle 2 is not required to be at the start, although they are welcome.
Portable toilets will be located at every exchange.
Know Your Maps
We mark the course as well as possible but remember these roads aren’t closed or blocked off and runners in the past have been known to run right past a turn sign thus causing them to run miles in the wrong direction. Many runners have admitted to never looking at their maps prior to running, don’t let this happen. Study your map, know how many turns you’ll make and at what distance you’ll be making them. If you’re concerned about missing a turn have your team wait at each turn to direct you. In addition, seasoned relay runners typically run with a copy of their leg map folded up just in case. We also recommend running with a cell phone or walkie talkie if possible so that you can communicate with your team vehicle. Bottom line- take ownership of knowing your legs and be prepared.
As mentioned above you will be responsible to providing food on the course although we will be handing out energy bars. Relay food suggestions include peanut butter and jelly (or honey), trail mix, energy bars and gels, fruit, baked potatoes, rice crispy treats, beef jerky, canned tuna and crackers and cold pizza.
Hydrating begins weeks before the relay even starts. It’s vital to be well hydrated going into the relay as well as during it. To help you know how much fluid you’ll need to stay hydrated (because it’s different for everyone) here’s a tip, Runners World.
· Register your team
· Register your runners
· Register your volunteers (if applicable)
· Have at LEAST one team meeting
· Choose a team Co-Captain (to help with organization)
· 2 Vehicles (1 in the case of the Ultra Teams)
· 2 First Aid Kits
· Glass chalk to write “CAUTION RUNNER ON ROAD” on vehicles
· At least 2 reflective vests (4 recommended)
· At least 2 headlamps or Knuckle Lights
· At least 2 red blinking LED lights
· At least 2 Relayology Manuals
· Extra batteries
· Change of clothes
· Sleeping bag
· Sleeping pad
· Relay Participant Waiver – signed by all runners, drivers, pacers and volunteers
· Team Roster Form (aka Runner Order Form)
All participants will receive a swag bag with a relay shirt, Epic Relays sticker and swag from sponsors as well as a relay medal at the finish.
Epic- extending beyond the usual or ordinary especially in size or scope
Excitarrhea- when you’re so excited/nervous to run it makes you go to the bathroom
Runderful- a wonderful run
Runspiration- an inspiring running story/person
Rundezvous- meeting up with friends at a common place to go on a run
Runmber party- a 24-hour Epic Relay
Runegade- this is what you’d call Butch Cassidy if he were a runner
Runderwear- your favorite underwear to run in