Warwickshire Bear Ultra
Rugby, WarwickshireSt Andrews Benn Primary School, Rugby, Warwickshire CV21 3NX.
Sun 19th September 2021
Starting at 08:00
For this event to be a success we need to take every step possible to ensure the transmission of Covid is as minimal as possible. Being an outdoor event helps but this is a different situation to you running alone in a park. These tweaks and adjustments may slow you down, may make the experience different to what you would like and expect. We make no apologies for this. If events are going to happen we have a collective responsibility to look after each other before during and after the event. This is the first running of an event we want to run for many years to come so we need to ensure we don’t have a negative impact on the communities we are running though.
Please read these instructions in detail. It is new to all involved so you will need to read it regardless of how experienced you are. Don’t be “that” idiot…!
Before the event
- If you are experiencing Covid Symptoms do not travel to the event. If your crew are experiencing symptoms ensure they do not travel to the event. If you are a volunteer do not travel to the event and let us know.
- Your bib will be posted to you (if you entered more than 2 weeks before race day) there will be no registration in the traditional sense. If you have moved since you entered please update your information by logging in at bigbearevents.net
- The pre-race briefing will be emailed and on youtube around 48 hours before the event.
- Please limit any spectators and crew. We will ask you to email us the names and phone numbers or any crew you will have at the event so we can pass these details on to the government track and trace if requested to do so. The event is planned so you can turn up and run it solo without the need for outside support. Aid stations (roughly) every 5 miles is a high level of support for an ultramarathon.
- Park at the train station, there is no parking at the HQ, it is drop off only (literal drop off, not 25 minutes waiting drop off!)
- Hand sanitise before entering the school site and follow any arrows for entry and exit.
- We will have a bag drop in the school, it will not be guarded all day so do not leave valuables in your bags. If possible please try to limit your use of this. Ensure you bring your (small) bag with a clear label with your bib number on please. 1 volunteer will be taking your bag and placing next to other bags. You must hand sanitise before dropping your bag off and after picking it up.
- As above, the race briefing will be online 48 hours before the event.
- There will not be a mass start. There will be time trial starts spaced 15s apart. We will be sending people a 10 minute start window when we would like you to start between 7:30-8:30. This is to prevent crowding and help maintain social distancing. If there is an issue with your window contact us directly via email. Social distancing is essential though, so please don’t send a list of your 5 friends you want to run with, it just isn’t possible, and we all need to make adjustments.
- There will be toilets at HQ.
- If you have arrived and you are ready to run please congregate (while socially distancing) outside on the school grounds. We’ll call runners over to the start line (it’s a 50m walk) to limit bunching and crowding at the start.
During the Race
- Maintain social distancing throughout the event. This means a minimum of 2m between you and other runners or members of the public. Where this isn’t possible run single file or if there are real pinch points give way to other users (or the faster runner) and turn your back to limit airborne transmission.
- Limit touching of gates, styles road furniture as you run. Where you need to open gates etc. please use hand sanitiser before and after. Use the cuff from your top or a buff to reduce the likelihood of transmitting Covid through touch. Follow the countryside code though and leave all gates as you find them and close anything you open. Stick to footpaths.
- Weather permitting these will be outdoors (except for the toilets).
- If you do not wish to stop at an aid station ensure the timekeeper has marked you down and continue running.
- There will be limits on the numbers of people allowed in to an aid station and social distancing must happen.
- Were possible there will be separate ways in and out, please pay attention.
- Where the aid station is indoors we will have disposable face masks for you to use. It would be even better if you could run with your own to reduce waste.
- We will not able to supply the smorgasbord of goodies we are known for and love to supply. The ultra-buffet is a long way from returning. To reduce a contact point we will be supplying mostly pre-packaged foods for you to pick up. We will confirm in the week before the event what this will be.
- There will be water, SIS electrolyte and coke at all aid stations. To remove a contact point this will be poured by a volunteer in to your cup, bladder etc. The volunteer must not touch your cup and you must not touch the pouring jug. This may end in spills but will mean 150 people don’t all touch the same handle.
- We’ve all had an “ultra strop” but vent it at your crew not the aid station volunteers. They’d love to give you a big sweaty hug and fill your face with every different type of food but it’s not happening during social distancing. If you can’t handle that then please consider whether you should start as you’ll likely be disqualified and not welcome again.
- High fives and sweaty hugs from us and our volunteers are out unfortunately (unless they’re your actual family)
- The medals and goodies will be on a table for you to pick up. We wish we could place each medal round your neck but we can’t. Please move away from the immediate finish area as soon as you can, there is plenty of space outside on the school grounds for you to compose yourself.
- We are likely to have a catering van/food at the finish, please ensure you are socially distancing here at all times.
- Results will take a little longer for us to populate due to the rolling start, we’ll endeavour to get these online ASAP though.
- Please don’t congregate on the course once you have finished, this makes social distancing harder.
These are not necessarily the complete set of rules and adjustments, potentially there may be amendments closer to the event as well. Ultimately we’ll be asking you to socially distance wherever possible and reduce touch points to a minimum. We take take this very seriously both personally and professionally. As distance runners most of us think we are somewhat invincible, and if you’ve run an ultra who knows what disease lurks in the bowl of jelly babies after a few hours! but this is different. It is clear that COVID isn’t particularly fussed by your parkrun PB and could wipe you out for 6 weeks or much much worse. We have a responsibility to you as runners, the communities we are based around and the wider running community to put on Covid-secure events and there will be sacrifices from all parties to ensure this happens.
The roadmap out of lockdown has been released by the government and there is light at the end of the tunnel! Without wishing to be a complete downer on the situation thought we aren’t out of the “cancellation woods” yet. I am still waiting to see what UK Athletics has agreed with Department for Culture, Media and Sport with regards a return to events. Although I don’t permit my events through UKA or the TRA anymore it would be irresponsible (and potentially illegal) to put events on that contradict their agreement. Grassroots sports is allowed to return form March 28th with agreement from the National Governing Body. Hopefully they’ll get the message out to us all soon and I can be more confident events will happen and I’ll know what restrictions will be in place.
On a similar note just because government and UKA say events can happen doesn’t mean they will! The final piece of the puzzle is landowner permission. I’m in conversation with all of the landowners of upcoming events to ensure they haven’t local restrictions on events. More specifically Forestry England, Warwickshire and Northamptonshire County Councils will all have their own plans for events. I need to work within these plans.
So in summary, summer and autumn look nailed on to be back to events without issue but I’m optimistically cautious when it comes to spring. I’ll obviously fight for events to be on but these are relationships I want to keep and build on for many years so throwing a hissy fit if they say no won’t get any of us very far!! As always I’ll try and keep everyone updated as we move through and any cancellations will be able to to transfer to an event without an issue.
It’s a better message though!
The out and back nature means there is limited race admin and with HQ a short walk from Rugby station it’s perfectly placed! We’ve got generous cut-offs and the course is great for newcomers and experienced athletes alike.
Do it for charity
A great day out!
The route will be signposted
Aid stations along the way
Full medical support
Bag drop at HQ (please use sparingly due to Covid)
All finishers will get a spectacular medal a Big Bear Beer, Cider or Apple Juice and flapjack.
Race HQ is at St Andrews Benn Primary School, Rugby, Warwickshire CV21 3NX.
How To Get There
St Andrews Benn Primary School is both the start and finish line (no faffing with cars or coaches!) but there is absolutely no parking here.
You will need to pay to park on the day. Competitors are strongly advised to park at Rugby Train station (an 800m walk to HQ) where the charge is only £2 for the whole day. If you're staying overnight you can park for only £9 for the whole weekend (correct at time of writing). There is absolutely no parking at HQ and street parking on the residential streets is prohibited too. We can't annoy the neighbours on the first event and any complaints regarding parking regarding you or your crew is likely to result in a DQ!
For those who don't/can't drive the start is 400m from Rugby Train station, a rarity for an ultra! Unfortunately, trains on a Sunday morning seem to not exist but there is a Premier Inn just round the corner meaning you could sleep 300m from the start line instead! We'll happily store a small overnight bag at the bag drop too if that's a concern.
The route starts in Rugby and goes along the Great Central Way, a local nature reserve. This 2 mile stretch will allow the field to spread out as the route takes you along the cycle path towards Draycote Water. You don’t actually go through the reservoir but instead head towards Thurlaston for the first checkpoint (and views of the water). Running along some roads and through some fields you get back on to the Route 41 cycle route.
After another quick country road section you're back on to an old railway line and a gravel cycle track to Birdingbury, aid station 2 and about 10 miles. Running out of Birdingbury along another country road you'll join the Grand Union Canal at Stockton Locks. Going down past the 8 locks that make up this part of the canal you'll stay on this wide picturesque canal all the way to Leamington Spa, with a stop at the Two Boats Inn for aid station 3 at mile 15. You continue along the Canal until you reach The Fusilers pub on the other side of the canal at mile 19. You head back the way you came visiting the same checkpoints back to the church and your well deserved medal!
If you are a local to the area, the route is about 80% of the route 41 cycle route from Rugby to Leamington Spa and then back to Rugby. For those not local expect a very beautiful scenic route across the Warwickshire countryside with excellent markings. The route is 60% trail 40% asphalt.
We're keeping it simple. We are working off a 4 mile an hour pace (15min/miles) and an overall race cut off of 10 hours. There will be a very hard cut off at 5 hours (13:15 regardless of start time) at the turn around point in Leamington Spa.
This might rule some people out. We apologise. We host many events that are truly inclusive in terms of pace, speed and distance. However, we have lots of moving parts with an event like this and so a cut off will be in place and will be enforced. Each checkpoint will have opening and closing windows. We'll release these details as we create the athlete pack with all the FAQs, but they will be based around our estimation of the quickest person being just over 4 hours and the cut off being 10 hours. If you think you'll run 40 miles in under 4 hours...wow.... and let us know!!
But whether you run, hike walk or crawl as long as you are on two feet and meet the cut offs then that is fine with us!
This event is cupless; there are several ways that you can get water/liquid in a 'cupless' race:
1. Carry a bottle with you (or hydration pack) Simply run and carry your bottle with you, we'll have water dispensers at the checkpoint allowing you to fill up when you need to. 2. The 'Bottle Table' Given the lapped nature of our events it is an easy fix for us to have a 'bottle table' for you to leave your bottles to pick up as you complete each lap. Labelling your bottle with your name would be a good idea as lots of people have similar (if not identical!) bottles. Once you've drunk all the drink you brought with you, you can have your bottle refilled from our water/squash/electrolytes. 3. Speed cups/ foldable cups Carry a speed cup or foldable plastic bottle with you to fill up at the aid station. Unlike a rigid plastic bottle it will fold up in your pocket when you are finished. And with a speed cup you can easily go between water and sports drinks.
These options may prevent you from getting a 2 hour marathon but will help you do a tiny bit to prevent unnecessary plastic wastage.
What’s the course like?
Relatively flat and achievable. Around 40% of the route is on asphalt/tarmac and the rest is either on cycle pathways or canal paths. There are no crazy climbs or extreme parts to the course. It is still nearly 40 miles though however you look at it! We’ve described it in more detail on the event page.
What does my entry get me?
A great day out! We’ll support you along the way to help get you to an ultramarathon, be it your first or 50th. The route will be signposted with the intention being you won’t have to look at a map once. As it generally follows a national cycle route we always have some back up signage! We’ll have aid stations along the way, full medical support, bag drop at HQ (please use sparingly due to Covid) and all finishers will get a spectacular medal a Big Bear Beer, Cider or Apple Juice and flapjack.
Do I need to have run a certain distance before completing this?
Not officially. You need to be in a fit and healthy state that you expect to be able to finish within the cut-off before starting. Please don’t start knowing you’re going to have to pull out half way along. It puts unnecessary stresses on our volunteers and medical team. Enter the event and get your training in. By all means come and recce the route (that doesn’t mean just sitting in the pubs along the route!)
Can I enter on the day?
No. Entries will close around a week before the event if they haven’t sold out before then, check the event page for a specific date.
Is there mandatory kit?
Yes. The mandatory kit isn’t to help you with your running. It is to keep you alive if you get hurt, lost or injured. Depending on the conditions leading up to the event some of these items may not be necessary but you should be prepared to have to carry them for every step. We may check packs at random along the route and at the finish to ensure mandatory kit is carried.
The minimum kit to be carried-
- 1 litre of water in a bladder/bottles
- Fully charged mobile phone with; the RD’s phone number (for emergencies only) and What Three Words downloaded (ask if you aren't sure)
- Survival blanket (1.4m minimum)
- Waterproof jacket – with taped seams
- Money (at least £10)
- A cup to drink from – the event is cupless
- COVID UPDATE - Hand Sanitiser + Face covering
Do we have sole access to the route?
No, not at all. There will be shared access across the whole route. There are road crossings and sections going through nature reserves and along canals. Every step of the route has been granted permission for use by the land owners or is on public footpaths but that doesn’t give you any more rights over its use than anyone else. So be courteous and kind to those you meet even if they are in your way. If we get complaints we won’t get those permissions again. When crossing the road do so safely. There will be no marshals to stop traffic or help you across. If they see you crossing unsafely you may get a DQ.
How is the event timed?
Given the nature of the event we’ll be manually using computer software for timing. There will be no live tracking during the event. You can hire trackers yourself if you want friends and family to keep an eye on you but we wont be supplying these. We will take note of runners coming through the checkpoints but this will be done manually. We will be implementing a rolling start. Runners will be given a 15 minute window when you need to be ready to start and we’ll call you over to start with 15s gaps.
Where do I park?
Rugby Train Station. There are 3 car parks at the train station. There are spaces for hundreds of commuters, but as it’s a Sunday there will be very few people there and you’ll only have to pay £2 to park! Do no street park around the HQ. There is very limited parking and on a Sunday morning there will be very few spaces, our permissions with Rugby Council are based on you and your crew parking at Rugby Station. There is no parking at all at the church. Drop off’s should be made on St Peters Road.
Where are the aid stations?
These potentially could change at any point but at present there will be the following aid stations.
St John & St Peter Church
St Peters Road, Rugby, CV21 3QP
No parking on site. Drop off only. Do not park on local residential roads. Parking at Rugby Train Station
Registration opens at 0700, Race start 0730-0830
Thurlaston Village Hall
Church Lane, Thurlaston, CV23 9JY
Very limited parking, no crew access. Do not park in village
Main St, Birdingbury, Rugby CV23 8EL
Park/drive sensibly as runners coming along roads.
Two Boats Inn
Southam Rd, Long Itchington, Southam, CV47 9QZ
Good sized car park and spot on the canal.
Sydenham Drive, Leamington Spa CV31 1NJ
Large car park with local shops. Hard cut off at this checkpoint
Two Boats Inn
Southam Rd, Long Itchington, Southam, CV47 9QZ
Good sized car park and spot on the canal.
Main St, Birdingbury, Rugby CV23 8EL
Park/drive sensibly as runners coming along roads you travel along
Thurlaston Village Hall
Church Lane, Thurlaston, CV23 9JY
Full aid station. No crew – very limited parking
St Andrews Benn Primary School
Abbey Street, Rugby, CV21 3SG
Medal and a rest!
What’s at the aid station?
Unfortunately the food at the aid stations will be somewhat restricted due to Covid. The ultra buffet will probably never return in it’s former state. You may need to carry more food you than you had originally planned if you have specific dietary needs - or your fussy! We will have a selection of mainly pre-packaged goods for you to take. We’ll share exactly what this will be in the lead up to the event. We will of course have ample water, electrolyte (SIS) and Coca Cola (the real stuff!!) that our volunteers will pour into the vessel (cup, bladder etc.) that you are holding. We’ll have medical support moving along the route as well so expect to see some hi-vis and first aid kits. If you need medical attention we aim to get this to the aid stations quickly. We are also hoping to have a food truck at the finish for some more substantive food!
Where is the finish?
The same as the start! St Peter and St john Church will be both the start and finish point. This means there is no faff with trying to get back to your car or your bag or with coaches - nothing at all.
What facilities are there at the start and along the way?
Each aid station has proper, indoor, toilets! No squatting behind a bush or using portaloos here. The route will be sign posted with the intention you shouldn’t need a map. Of course it would be wise to have a phone with the .gpx of the route so if you do get lost you can get back on track but this will hopefully not be necessary. The aid stations are described above. We’ll have hot drinks at the start and finish and you can always get a beer from one of the pubs!
Is there a bag drop?
Yes, however we ask you to not use it unless you absolutely have to. It’s obviously a Covid transmission risk. To be clear it is not a secure baggage drop. We’ll send you a baggage label for this in your race pack. You must come with your bag labelled, you will place it in your baggage area at your own risk. This area will not be manned throughout the event, although will be sectioned off. We accept no responsibility for any loss or damage to your belongings.
Can I have a crew?
Of course, it's an ultra and crews are important. That said you need to understand they are your responsibility. If your crew misbehave, cause parking issues, are rude to our team or others involved in the race then you will be DQ'd. We know you're a highly trained athlete and the must have your Jam Tarts at exactly the time you said but they need to act responsibly. We will send out crew instructions before the event. Once we create them we'll have them available on this site too. There won't be anything crazy in there but there will be an aid station or 2 they are not to come to due to parking issues. All common sense stuff really. Luckily for them the aid stations are all pubs - so they could have a great day! Please note due to Covid we will be requesting that you email us the name and phone number of any crew you have with you on race day so we can pass their details on to the government track and trace if necessary. We would also ask that you limit the number of crew you have. I’m sure your husbands/wives will be gutted to hear they can’t get moaned at by you for 10 hours on a Sunday!
Can I have a pacer?
Short answer is no. Pacers are generally only involved in longer ultras or when you're running through the night. If you've got a friend or loved one who runs or walks with you for a minute or 2 as they pass you a jaffa cake, no big deal. Want to run across the finish with your 3 year old you've made drive around Warwickshire all Sunday? Not a problem (we aren't Ironman!). Want to run back up the Great Central Way and help your mate get to the finish inside the cut off after you've completed your run? Hero. We would hope everyone is sensible enough to understand the difference between running with your mate for a bit and pacing. No pacing but run with your mate for a couple of minutes.
Can I run with my dog?
Nope. No dogs are allowed in our events. If your crew have a dog with them we ask you to make sure it is under control at all times and keeps away from the aid stations. Not all runners like dogs (and not all dogs like runners!!) so please respect this.
What if I need to stop?
Rubbish! Hopefully it’s just a bad day at the office rather than a serious injury. If it’s life threatening and you need an ambulance, call 999, then the RD. If you can’t walk then call the RD number on your bib and we will get on to our medical support to assist. If you’re able to walk get yourself to the nearest aid station, be that the next one or the one you’ve just visited. Call the RD if you are unsure if it will still be open though as you don’t want to walk back and there be no-one there!
Once you get yourself to the aid station we’ll have a list of taxi numbers to get you back to the school to pick up your bag (that’s what the cash in the mandatory kit is for!). You may be lucky and one of our volunteers or someone else’s crew may be able to give you a lift back to the school but this is not an expectation we place on our volunteers. If you have to stop at the half way point at the Fusiliers you could get the train back to Rugby from Leamington Spa (via Coventry).
If you have to stop you MUST inform the RD or the aid station volunteers. Please do not just go home with your crew as we will have to search for you as we will assume you are missing. This is unacceptable behaviour; however bad your day has been.
How easy is it to navigate?
Very - hopefully! We’ll have signage along the whole route, we’ll do our best to make it as clear and obvious as possible. However it's all on public rights of way so these things can be "played with". The route is a national cycle route (mostly) and so if our signs are tampered with the permanent cycle route signs will still be there to guide you. We will produce a printable map for you too. We have also created some basic written instructions you can print here.
What medical provision will there be?
We will have Events Medical Services with us providing dedicated medical support. There will be a roaming medical vehicle, 2 stationary first aid posts at the Birdingbury Club and at the halfway and finish and a tail bike. We take your safety very seriously and pay a lot to keep you as safe as we can. If something really bad does happen one of the most important factors is the next person on the trail. That is why having your bib with all your medical details, and the RD number on, is vital and mandatory.
What’s the transfer/withdrawal policy?
A little less generous than our standard withdrawal policy unfortunately. As soon as you enter we incur costs. Genuine ones. So, if you need to withdraw 6 months or more before the event you can have 100% of your entry as a race voucher(s) or you can have a 50% cash refund. If you need to withdraw 1-6 months from the event you can have 100% of your entry fee as a race voucher(s) but there is no cash refund. There are no withdrawals in the last month before this event. You can transfer your entry to another runner up to a week before the event, there is no charge for this.
This is a lot more generous than many other race organisers. Hopefully you see it as fair. Not many people will enter a 40 mile event within 1 months of the event so the likelihood of us being able to pass you place on to someone else is slim, hence the 1 month cut off. If you’ve got a mate who will take your place, no problem by us. However, we start putting together start lists, medical info etc a week out from the event so we can’t change the data here.
If any of this is an issue or you need to withdraw contact the race director email@example.com
Will the winner get a crown?
No. They’ll get a distanced nod an uncomfortable wave and jolly well done! In all seriousness we will probably have some plaques for the winners but everyone who runs will get an awesome medal, abottle of Big Bear Beer, Cider or Apple Juice and the great Rugby Real Bread flapjack. We are keen to celebrate the successes of everyone who crosses the line, regardless of their finish time.
My question obviously isn’t frequently asked… it’s not here!?
If you still have questions email the race director at firstname.lastname@example.org
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