Post #2 Kit checks
Below is an overview of the procedure for kit checks at and during the races, plus some advice for making it as quick and painless a process as possible on the day.
We will break Kit Checks into 3 areas:
Pre-Race
Registration/Kit check on the day
During the race
We will also cover the topic of what happens if you lose or forget something and the consequences and possible penalties should that occur.
Pre-Race
We try to give you as much information as possible about the kit required at the time you enter and the most current kit list and guidance is available via the website before you sign up so you can see the requirements before entering.
Once entered you can review the kit list or download it from the website participant area.
The kit list document sets out the criteria and standards for each item on the list to help you confirm your kit will meet the standards.
If you are still not sure about an item of kit meeting the requirements or you would like some advice then you can email myself directly using the email address written on the kit list in 9 different sections. It’s even a blue hyperlink on the PDF kit list to make things easy.
You can obviously ask about kit on the FB group but be aware that advice may be incorrect or out of date. Generally asking for opinions about kit of FB is useful, such as what shoes, jacket or pants do people prefer on the event. Asking for definitive answers of a bit of kit passing, then it’s usually best to email me direct to get the correct answer.
All of this should mean before the race you have the resources to plan and test your kit well before the race and then arrive at Kit Check on the day relaxed and confident all your kit will pass.
Kit Check on the day
On the day there will be a strict procedure to register and carry out kit checks.
Kit check will be the very first part of that process, if you do no pass kit check then you do not get to continue the process and register and eventually start the race. You will not be allowed to start the race without having all the kit required. This is not negotiable and is for your safety.
In summer you are kit checked outside before you enter the village hall/YHA in Edale/Hawes and in Winter you will enter the building and the first thing you do is kit check at a couple of desks with the kit check team.
What items you get checked is based on the last digit of your race number, for example if your last digit is number 8 you will have either a full kit check or a set group of about 10 items from the 31 items on the list. I do not know your race numbers until the day so the system set out means 20% will get full kit check done and everyone else will get around 10 items checked and I can’t pick people for specific items before the race. It’s a randomised system and as fair as I can get it. If you are missing multiple items you will be upgraded to a full kit check for your safety and our confidence that you do have the right kit.
If you are missing stuff or you kit is not up to standard then you can either leave and go and get the required kit or if we have spares in my spare supplies then we can sell you a replacement. I will have spares in common things we find people fail with from goggles to sleeping bags. We can take cards or cash and make no money on anything we sell. I buy the spare kit from my own money to sell on to hopefully help fix problems at kit check and avoid telling people they cant start.
For overseas travellers we will have some gas cylinder’s with screw top fixing (£5) and we will also have the green needles at 50p per pair. We will have a pre printed price list for everything else at kit check. If you do not want to source a replacement from us then you can go to the outdoors shops in Hathersage if you have time to buy a replacement.
Once your kit check has been passed then you sign a form to say what we checked and your kit checker also signs it and we keep it as a record in case of disputes later on about what was checked or passed. Anything borderline or contentious is noted on there for reference up the course at further checks.
Then you are free to continue the registration process, the kit check should take 5-10 minutes at most.
A few things you can do to help speed up the process.
- Double check all your kit before you leave the house or hotel, Its not unheard of for people to leave kit boxes on the bed at home! Is it all there?
- Have your kit ready to be viewed, Having it loose in a box or bag is fastest, but if you have it in your pack already please don’t be grumpy when we keep asking you for stuff out of the bottom of it! No matter how nicely packed it is we will ask you to get it all the way out so we can check it properly.
- Expect to get stuff out of drybags and open stuff up fully, we will want to to unroll your base layers for example so we know you have not brough kids sizes or 3/4 length sleeves or legs!
- Don’t vacuum pack or shrink wrap stuff as we will make you open it, It will never go back in the same and we don’t just do it to see your face when all the air hisses out!
- If you think a bit of kit is borderline and you have not checked it with me beforehand then consider bringing an alternative that is suitable or have your money ready. We will stick to the required standards for everyone.
- If we tell you something does not pass, accept it and find or buy a replacement. Whoever is checking your kit will call me over for a final decision but if it’s a fail, arguing won’t help matters or change our minds. I am impervious to crying from either sex and do not cry while watching Bambi or Watership Down. They are romantic comedies to me!
- You will be asked to demonstrate you can show us a grid reference on your GPS device and that you have the route on it. it’s best to turn on your GPS device outside the building and get a location first. Once in the building you will not pick up a signal easily. We will just send you back outside.
- If you have home made food try to label it or have an idea of calories otherwise we will need to try and work it out. Also don’t get to kit check and say it’s in the fridge back at the hotel. We need to see enough food to meet the requirements. Please take note of the limits on types of foods.
- We will do everything we can to fix a problem with kit but help us by not having problems to fix.
During the Race
At every checkpoint during the race you will get a small amount of items checked, this will range from 5-10 items depending on which CP you are at.
These items won’t be checked until you have finished packing away your drop bag and are ready to leave the CP. Please do not grump at the CP staff who will ask you to get out stuff from your freshly packed rucksack. The reason we check after you have finished and are ready to leave is because if we did it when you stuff was still all over the floor next to your drop bag its far to easy to forget to pack it properly or leave it behind.
The aim is to ensure you have the right stuff when you leave and not just when you are in the CP. You will not be told which items are being checked beforehand as we want you to think about packing all the right kit and not just focussing on a select few.
Penalties for lost kit and missing items.
If you are found to be missing an item when checked you will be asked to retrieve it from your drop bag if you have forgotten to pack it or lost it. If you are missing more than 1 of the items being checked you may have a full or more detailed kit check to ensure you are taking the correct items onto the trail.
Lost and missing items are reported to me by the CP staff and based on a discussion with the CP staff and myself we will decide whether to apply a time penalty as detailed in the Penalties section of the kit list document. It will be my discretion if we apply or waive those penalties based on circumstances.
If it’s a genuine loss of an item on the trail that’s very different to not packing the item for the next bit of trail. If we decide to not apply a penalty then the next time you are missing a bit of kit we will apply the penalty.
Any red or amber list items must be replaced before you will be allowed to leave the CP regardless of how long that may take. Even if you don’t get a time penalty you will have to wait until you replace it before continuing. If you do get say a 1 hour penalty but it takes 2 hours to source a replacement you still get the 1 hour deduction for the penalty from the clock. If a time penalty or delay replacing a bit of kit takes you over the cut off time for that location then you will be considered timed out of the event.
If you are missing something and don’t have a spare then we will try to source a spare bit of kit for you as soon as possible by either someone loaning you something or myself coming to your location with a spare item if we have it.
Please note that the race, volunteers or other competitors are under no obligation to sell, loan or give you an item you have lost in order to continue the race. If they do then it’s at their discretion and they can apply whatever arrangement for loan, purchase or return as they choose.
Inevitably some items may be impossible to replace at short notice but I will carry spares of commonly lost things based on previous races, it may take a period of time to get said items to you and there is always the risk this may take you over the cut off time. No additional time will be allocated for this process.
Look after your kit well and consider spares for commonly and easily lost items like, Hat’s, Gloves, Maps, Red lights and Headtorches which are the most common things we replace.
This post is meant as a guide resource to get you through kit checks with little fuss and understand we are here to help you and robust kit checks really do help with your safety and protect you.
Lindley
Post #3 onwards will start focussing on the kit list items and advice.
