ESSENTIAL EVENT INFORMATION 2023
This document was last updted on: 17/04/23
EXUMA FILES
WE HOPE YOU ARE GETTING EXCITED FOR THIS ABSOLUTELY STUNNING ADVENTURE IN THE BAHAMAS.
This is our Essential Event Information Document, which contains a comprehensive round up of everything you need to know before you join us on this incredible adventure.
FILES AND DOWNLOADS:
KEY REMINDERS:
Make sure you’ve read this thoroughly well ahead of your departure date to ensure there are no last minute panics or surprises, if you have any questions after reading this please reach out to us on office@ratrace.com
SKIP TO SECTION
TIME ZONE
GMT (-5)
PHONE CODE
+242
LANGUAGE
English
CURRENCY
USD ($)
IMPORTANT REMINDERS
• Online form to be submitted by 30th April 2023.
• Medical forms must be filled out by 30th April 2023.
• Snacks: you will need to bring 6 days’ worth of scooby snacks PLUS a day’s contingency. See section below for what we provide for you. Your own snacks are to augment what we provide and make sure you always have something that you fancy.
• Kit: You will need to bring ALL kit that is on the kit list for you to take part. If your kit is not sufficient, we reserve the right to prevent you starting the event. Don’t worry – there are several more touchpoints before departure to ensure this does not occur. Firstly, the comprehensive kit list is provided with this document and a Q&A webinar just before we depart. If in any doubt on kit specifically, please get in touch with us at expeditions@ratrace.com and we can help.
• Insurance: You need insurance. If you are bringing your own bike, please ensure it is insured against loss, theft and/ or damage. You will need a medical repatriation and evacuation policy that has a minimum of $500 000 trip cover on it. You will have to submit this to us pre-event and we will ensure we have the correct number to call your insurer if we need to evacuate you or provide serious medical attention. We also highly recommend a policy that covers you for curtailment and non-attendance.
• Live events decision making: When we are in Exuma, in all cases whilst on the trip, the Event Directors decision is final. They are always acting in the combined interest of the safety of the individual and the group, as their paramount concern.
KEY INFO
PERSONAL DOCUMENTATION
Please use the following as a checklist on what you will require for this trip.
PASSPORT
(at least 6 months remaining and enough pages for all the required stamps - minimum 2).
RETURN AIR TICKET
You should ensure you have purchased a return air ticket.
TRAVEL INSURANCE
See insurance section or event FAQ.
PERSONAL MONEY
TRIP MEETING POINT AND END POINT
The dates of the trip are fixed as 12th - 19th May 2023. These are the dates on which the itinerary commences and finishes.
Pick up: We will meet you at Great Exuma Airport on the 12th May in the morning. When we have collated everyone's flight details, we will organise a convenient time for the group transfer. If you have landed on the island already and have been exploring, you are welcome to make your own way to the hotel to meet us if you prefer.
Drop off: On the morning of the 19th May a charter flight has been arranged from Normans Cay back to Nassau. The charter flight is booked for 10am and takes less than 1 hour. However, we would recommend you consider an international flight the following day to ensure that you do not miss your homebound flight if we are delayed for any reason. If you need to fly on the 19th please choose an evening flight.
WEBINARS
We will do general Q & A webinar on April 19th at 17030GMT. This is very useful to attend if you can as an introduction to the event, it will also provide you a live opportunity to ask any questions you may have. It will be recorded and put on the website for those who cannot attend or for anyone to refer back to at a later date.
TRAINING AND PREPARATION
This adventure unfolds in one of the most beautiful places on earth, but don't let the pristine blue waters fool you, this event packs a punch. Our first and only day on land is a 75km run/hike and cycle. It is very flat meaning there is no need for hill training specifically, but it will be a very hot run/ride and should not be underestimated. Make sure you are comfortable running/hiking up to 20km followed by a ride of 50km. It is important to practise these back to back in your training as the transition from foot to bike always creates some jelly legs! The majority of this challenge is in sea kayaks, nothing can prepare you for this activity more than getting in a kayak. However if this isn't possible we suggest training to ensure you have strong core and back, this will be crucial for your comfort throughout the challenge. We understand it is by no means easy for everyone to fit in the training, everyone is different, everyone also has different day-to-day pressures, commitments and equipment available.
Train with the kit you are planning on wearing. You will then be able to check if it is comfortable and fits correctly. Chuck the bag on that you are planning to be using on the run/trek/bike sections, fill it with some tasty snacks and water, this will help your body to get use to the extra weight on your back. The fitter and more prepared you are for a challenge like this the more you can enjoy each and every moment.
STYLE OF TRAVEL
The Exuma Files is very expeditionary in style. There is a small group of us that will complete this challenge as a team but this does not mean that we can't spread out depending on speed and ability, but it does mean that you are supporting each other as well as us supporting you.
The foot and run day will feel like other Rat Race Events you may have experienced, you can go at your own pace and be supported by our legendary pit stops at regular intervals.
During the sea kayak we will be paddling as a team, expertly guided by Ian Dovey; he is a UK qualified guide who accompanied us on the Test Pilot and knows the waters well. I will be there to help guide the kayak sections and provide medical care if needed when on and off the water.
We will be supported from day 2 of the kayak by a 12-berth catamaran with skipper and mate on board. This will become our base for pit stops, cooking and accommodation (if and when you don't want to sleep on the beach).
REGISTRATION
Registration for the event is split into a ‘pre-event’ Registration phase, where we will ask for information to be submitted online (see the top and bottom of this document for what and when). This will be followed up by a physical registration process in person on the 12th May.
We will provide you with a safety procedure to follow in case of an emergency while on each phase of the event. This may differ per stage and the safety and emergency protocols will be made clear to you prior to the commencement of each phase.
TRANSPORT AND ACCOMMODATION
ACCOMMODATION
The bulk of the sleeping arrangements when kayaking will be beach camping based. This is sandwiched between nights in a hotel and a grand finale night spent on the catamaran at Normans Cay, here will have time to celebrate at MacDuffs Restaurant and Bar.
Nights 1 & 2: Peace and Plenty Restort
Night 3 - 6: Tent or hammock on the beaches
Night 7: The catamaran will be moored in Normans Cay. We will stay on the boat overnight and we will have access to shower facilities.
FOOD AND BEV
For day 1 you will be supported by Rat Race Pit Stops 3 times on the route. These will provide water, small grab and go snacks and other treats.
Whilst kayaking you will be given snacks and water to have in your kayak to eat when you wish. Breakfast and dinner will be provided and cooked by the Rat Race team. Expect simple and hearty meals and a bbq or two!
At Staniel Cay we will stop in the yacht club for lunch for a well-deserved burger and on the final night we will have celebratory meal at MacDuffs Cottage.
ALCOHOLIC DRINKS AND EXTRAS
Where we provide meals as part of the general event service, we will not include alcoholic or soft drinks as standard, and these must be provided by yourselves. See more on local payments, below.
At the hotels there will be a bar where you can but alcoholic and soft drinks. If you put anything onto your ‘tab/room’ please pay for it before you leave the hotel.
We will provide you with some beers at certain locations, to celebrate a job well-done. That is a Rat Race tradition! These will be at the discretion of the organisers, however. In general, you should expect to pay for alcoholic and soft drinks.
ABLUTIONS AND HYGIENE
When we are staying on the beaches you will be instructed on the best way to take care of your business while protecting the pristine environment. We will brief you on the joys of adventure peeing on the water and even more adventurous pooing when camping (all will be revealed!). There is also access to the catamaran toilet if needed at times.
The firm advice is always to ensure you are ‘self-contained’ with toilet roll and with anti-bacterial handwash gel for the trail. There are minimal showers on this trip, you should try to keep your hands as clean as possible and check wounds/rashes/saltwater impacts and blisters regularly for infection.
ALONG THE ROUTE
The overall distance of the route is approx 250km. Starting with a foot section and then a cycle to get to the most northern point of Great Exuma Island. Here we will switch to sea kayaks for the real essence of the adventure. 5 days of sea kayaking through paradise, stopping at white sandy beaches and jumping into crystal blue waters as we make our way north to the finish point of Normans Cay.
Our sea kayaks can go through the shallow's waters and mangroves of the islands. At points the catamaran will not be able to follow us along the same route and we will meet them at certain locations. The catamaran also has an onboard motorboat that can be used to follow our direct line if needed.
You must remain open to the possibility that our plan may change due to unforseen factors, such as the weather and diversions. So, while the hope is always plan A, it is not unconceivable that plan B, C or D may have to be deployed if we deem it necessary for your safety.
ROUTEFINDING
We will NOT waymark the run and bike route. Unless the route must be diverted due to an obstruction or last minute change. Please note the GPX file will not be available for the sea kayak stages as these are guided by instructors.
Day 1 is operated with GPS as the main method of route guidance. YOU need to bring a GPS watch and a navigation device or application on your phone. It is imperative that you are well versed in the usage of your down device and that you are confident in their battery life and reliability.
If you wish to rent a Coros GPS watch from us, that is also possible at a cost of £50. This will have the GPS already downloaded and you will get tuition of how to use the watch on registration day. You can let us know on the online form if you wish to rent a Coros Pro.
As stated above, you will get to know your devices intimately on this event. We will also make available the day 1 route GPX files for you to upload onto your own devices as you see fit. These files will be provided much closer to the commencement of the event, once we are satisfied there are no on the ground changes and we therefore do not end up with version control issues that are hard to resolve.
TRACKING DEVICE
At registration you will be issued with your tracker, (in a ziplock bag (with your name on) inside a small dry bag ). It is your responsibility to look after the device.
Tracking will go live on the morning of the first event day (i.e. the start of the event) at 0700 local time.
The trackers rely on GSM & satellite signal to report, (which is generally very good across a lot of our route) but there is a delay on tracking. Sometimes, our team back at base will increase or decrease the reporting frequency, so those watching at home will sometimes not see your dot moving, or see you moving very slowly. Or they may see you adrift from others in the group (for example if you have not turned the tracker on!).
It is REALLY important that you ensure anyone watching at home knows this, for their own peace of mind and for our own safety systems. Experience shows that if someone watching at home does not understand this, they can sometimes unwittingly commence full rescue missions by panicking, calling in the cavalry and sparking confusion for us as organisers. As such, it really is a very important point to note.
If we have any issues or snagging with tracker units, our basecamp team can see this and we will pull them back in and reset them for you.
As with the GPS units, you must return this device at the end of the event or whenever a member of staff asks for you to do so (for example to check a setting or to charge it). Do also hand to a member of staff should you drop out on any day. As with all electronic devices, there is a replacement cost. For the tracker, it is £150.
The tracking website for family and friends is: www.opentracking.co.uk
Looking after your GPS kit and your tracker:
Once we hand you your tracker or rented tech devices, it is your responsibility to look after the devices until you return them to us at the finish line in exchange for your medal.
All devices will be given to you at registration, and you will undergo a familiarisation session with them that day. You will also be issued with charging cable and other accessories, and it will be your responsibility to keep the devices charged and functional during the event.
You must return all devices at the end of the event and until then, you keep them with you.
EVENT INSTRUCTIONS
EVENT REGISTRATION AND PRE-EVENT ADMIN
Formal Registration for the event is completed in 3 phases.
1.) Online enrolment, acceptance of terms and conditions, payment: COMPLETE
2.) Submission of online event details form and medical form (by 30th April) and online waiver all pre-event.
3.) Physical registration in person on the 12th May. You will complete a final physical kit check with our event team, do a short paperwork exercise including checking your insurance company contact details, present some ID and do a medical interview. You will also receive your bag tags, GPS devices, trackers and other items.
There will of course be some briefings. If you have rented a GPS watch, we will hand these out at this time also. We will introduce you to the Rat Race team that will be with you every step of the way throughout the event.
EVENT REGISTRATION PACK
There will be one adventure pack issued per person. This will contain:
Baggage labels: these will be for your overnight bag and your running/trekking pack.
Tracker
ID
By entering this event you agreed that you have entered in your own name (not nickname) and will bring photographic ID to event registration to prove your identity. Clearly, having got on an aircraft in a seat booked in your own name, this should not be too difficult! It is however a requirement for us to know categorically know who at the event, hence the final physical ID check.
MANDATORY KIT LIST
Some of the kit listed is to help you have a safe experience and have the best chance of finishing. Some of this kit is to ensure that if you are unable to continue without our assistance then we can be confident of you having the level of equipment required to keep you as comfortable as possible whilst you wait for that assistance. Some of it is simply to keep you from perishing. It is a serious list, and we know everyone knows this, but we ask that you please do work with us on this. Please do not skimp on kit. Spare sets of kit will be worn, you will get wet, and you will want to get dry and comfortable again. As such, do not skimp on kit!
AVOIDING KIT CATASTROPHE IN TRANSIT
It is not impossible that your gear may not arrive with you in the Bahamas. In general, the longer you are near the airport, the easier this is to solve. Once you start travelling, getting re-united with lost bags becomes harder. However, it is not impossible and if you do lose bags or if bikes do not arrive, it does not necessarily spell certain doom. However, to avoid the chances of total catastrophe, we would recommend that you do travel with some event clothing in your hand luggage: Something to wear top and bottom, swim kit, sports bra (if needed) and some footwear would be minimum recommended. Indeed, you can travel wearing this gear.
Experience tells us that if you arrive wearing or physically carrying some of what you need, the likelihood of getting you on the start-line increases dramatically, vs those who entire event kit is in their hold baggage, making its way around a carousel in the wrong airport far, far away.
MEDICAL
As this is a small expeditionary trip we do not have a dedicated medic accompanying us. However, the Rat Race staff on the team have a very high calibre of Emergency First Response training, Advanced Wilderness Life Support alongside general first aid and care. We are there for you in case you have an incident with which you require assistance. We also retain a telemedicine link to Rat Race’s Medical Director in the UK on a 24-hour service, should we require the assistance of a doctor via satellite-comms link. He is a UK-based expedition-savvy Emergency Care professional working as a Consultant in UK.
It is imperative that we all keep our health standards at a high level and to be open and honest about possible issues before they become a problem. We will be taking an advanced medical kit with us, including emergency care kit plus various tapes, lotions and other items to assist in possible kayaking-specific injury and preventative care.
Please bring a personal first aid kit as suggested on the kit list as our supply will quickly become exhausted if we all need the same general medicines.
PRE-SCREENING QUESTIONNAIRE
We have invited you to have a medical screening process, which can be completed via the link below. Please complete this as soon as possible – and certainly please, no later than 30th April 2023. If you do have any condition that you feel we should know about, however small you feel it may be, please do share this with our Medics. Experience has shown that early pre-screening can assist both us and you greatly in enabling the care you need pre and during the trip. If you do not share information on conditions which are likely to affect your participation or decide to share them very late in the process, we are all under pressure and we will always reserve the right to cancel your participation if we feel there is a medical issue that may affect yours, or others’ safety. So please, do share anything and everything you feel our team should know about, at the earliest opportunity.
IMPORTANT NOTE
We are very fortunate to have an excellent Medical Director providing oversight, planning, and screening on all of our international trips, who in turn engages seriously professional and qualified staff to join you on the trip. Rat Race also conforms and has been audited to the rigorous BS8848 standard of expedition management. This means our approach to all things safety and medical is extremely thorough and it is designed throughout with your best interest at heart.
Your medical screening details will be sent direct to our medical team and under medical confidentiality rules, this will only be shared with our medics and no-one else. If they decide this is info that is in the best interests of everyone for us as organisers to be privy to, they will seek and gain your consent before doing so. It is therefore important you complete the link to the medical survey only which can be found HERE; do not send Rat Race medical information direct. If you have any queries at all on the medical side of things in relation to this event, you can email our Medical Director, Dr Patrick Musto directly and confidentially on office@trailmed.co.uk
INSURANCE
INSURANCE FOR YOU AND YOUR EQUIPMENT
We have asked that you have in place Travel Insurance cover and specified Evacuation cover to last for a minimum period of the event duration for the days you are with us on the published itinerary. Evacuation and medical expenses cover should total no less than $500 000. A copy of this cover/covers (if different policies) is required to be received by us by 30th April 2023. The details for submission can be seen at the bottom of this EEI in the ‘checklist’ section.
We recommend that participants have insurance to cover damage, loss, theft, injury, and non-attendance. Rat Race cannot accept any responsibility for the loss of, theft, or damage to any Participant property or the circumstances of Participant non-attendance. Within the 12-week departure window, we cannot provide any transfers, and, in all cases, we cannot entertain requests for refunds. We respectfully remind all participants that unforeseen circumstances preventing attendance is what travel insurance is designed for and is the reason for this as a strong recommendation on such undertakings.
You can submit copies of your insurance via the online form here. Alongside this, we ask that medical screening is completed, plus an online waiver. Please see the actions list at the bottom of this document for details.
NOTE ON INSURANCE
Mann Broadbent are Rat Race’s UK-based insurance broker, specialising in the leisure insurance market. This is a specialist sports travel cover product; however, Rat Race is neither an insurance broker or underwriter. We can recommend Mann Broadbent wholeheartedly as good people to deal with, but please remember that this is not a ‘Rat Race product’ and we have no say whatsoever on claims decisions made by the insurers, if you raise such a claim via one of these policies.
We have no relationship with any of these providers, but previous customers have found them reasonable to deal with regarding some of our similar Bucket List challenges.
For all insurance, please remember that cover is offered based on several factors, (the nature of the event disciplines being one of them), but your own insurance profile, age, health, and other details form a big part of this. As such, we are always happy to provide details to insurers in support of cover requests from customers, but we cannot influence their decisions as to whether to offer cover to individuals.
MANDATORY KIT LIST
GENERAL
-
Shorts
-
Trousers/leggings
-
T-shirt (wicking)
-
Long sleeved top/shirt
-
Campsite trousers
-
Campsite t-shirt
-
Rash vest
-
Underwear
-
Swimwear
-
Fleece/warm top
-
Gloves for paddling (cycling gloves)
-
Sun hat
-
Water shoes/trainers
-
Walking sandals
PERSONAL KIT
-
Passport
-
Photocopies of passport and documents
-
Wallet
-
Mobile phone
-
Headtorch and spare batteries
-
Book/games
-
Reef friendly suncream
-
Sunglasses CAT 3
-
Lipsalve with SPF
-
Personal first aid kit
-
Personal medication
-
Dry bags (multiple small bags)
-
Loo roll in a ziplock bag
-
Travel towel
-
Toothbrush
-
Toothpaste
-
Wet wipes (packet)
-
Hand sanitiser
-
Nappy bags
-
Moisturiser
-
Blow up cushion
-
Sea sickness tablets
CAMPING GEAR
-
Sleeping bag (2 season)
-
Inflatable sleeping mat
-
Hammock (optional)
FIRST AID
-
1 x triangular bandage
-
1 x crepe roll bandage
-
Gauze or similar absorbent dressing
-
Small set of scissors
-
Pain Killers (paracetamol)
-
Steri-Strips
-
Antiseptic (spray or cream)
-
Assorted plasters
-
Rubber gloves
-
Prescribed medication
-
Zinc oxide tape
-
Compeed – various sizes
-
Lube stick
-
Sudacrem
ACTIVITY KIT
-
Cycling shorts
-
Cycling jersey
-
Trainers
-
Thin jacket
-
Helmet
-
Cycling gloves
-
Drinking bottle
-
Water carrier/backpack
-
Snacks for duration
-
Thin insulated jacket (synthetic)
-
Electrolytes
ITINERARY
The days below are counted from ‘arrival and meeting day’, which is the day we meet you at the airport.
DAY ONE / ARRIVAL AND REGISTRATION DAY
12th May 2023
You will be picked up from Great Exuma International airport and taken to our accommodation. We will then get stuck into registration and event briefings before having the opportunity to get familiar with the kayaks or having a cocktail on the beach!
Meals: Dinner included
Accommodation: Twin and shared rooms in hotel
DAY TWO / EXUMA FILES BEGINS!
13th May 2023
We will transfer early-doors to the very southern tip of Little Exuma to our startline. First up is 20km on foot, including a stunning beach section along the length of the Tropic of Cancer line of latitude. Then it's time to jump on the bikes for a 55km ride to the the picturesque dock at Barreterre. We will then transfer back to our hotel for our last night in a bed for a while!
Meals: Breakfast, pit stops and dinner provided
Accommodation: Twin and shared rooms in hotel accommodation
Distance: 75km
DAY THREE / THE PADDLING BEGINS!
14th May 2023
We will transfer back to Barreterre and spend sometime sorting our boats and kit. Today's stage isn't long, aournd 25km in total, we will come ashore onto a pristine deserted island and have dinner on the beach before bedding down for the night on the sand.
Meals: Breakfast, pit stops and dinner provided
Accommodation: Beach camp
Distance: 25km
DAY FOUR / LINGCUMVITAE TO BLACKPOINT
15th May 2023
As we pull away from Lingumvitae we will pass between Darby and Little Darby Islands and you’ll witness one of those classic Exuma scenes that you will get so accustomed to over the next few days – a lagoon-like section of sea between Cays, with a pure-sand bottom. It is like paddling through the world’s most picturesque open-air pool – the water all the time maintaining bathtub warm temperatures.
As we approach Musha Cay about 12km into today’s stage – an island owned by the magician David Copperfield – an unusual opportunity for a dip will occur. Sunken on the seabed in shallow water is Copperfield’s Piano, complete with mermaid seated and tickling the ivories.
Meals: Breakfast, pit stops, and dinner provided
Accommodation: Beach camp
Distance: 35km
DAY FIVE / BLACK POINT TO O'BRIANS
16th May 2023
15km into the day, we make our way first to 15km to yachties’ favourite Staniel Cay, home to the world-famous Exuma Swimming Pigs and the Thunderball Grotto – a beautiful sunken cave feature used in the eponymous Bond movie. Today we are also met by our Catamaran to continue supporting and provide an alternative accommodation for those that wish.
Meals: Breakfast, lunch at Staniel Cay and dinner provided
Accommodation: Beach camp or catamaran
Distance: 40km
DAY SIX / O'BRIANS TO HAWKSBILL CAY
17th May 2023
Deep now within the Land and Sea Park, we head for Shroud Cays where we will put into the HQ of the Land and Sea Park before attempting what we dub simply as ‘The Crossing.’ We have been doing mini crossings of varying distances between islands and cays throughout our passage thus far, but today a bigger crossing looms large.
Meals: Breakfast, pit stops and dinner provided
Accommodation: Beach camp or catamaran
Distance: 30km
DAY SEVEN / JOURNEYS END!
18th May 2023
Towards the end of the stage you will see Norman’s Cay looming on the horizon – Journey’s End. Situated around 1km offshore from Norman’s is one of the area’s most interesting and famous wrecks – that of a 1970s drug-smuggling plane which crashed on take-off from Norman’s when the island was owned by one of Columbia’s most notorious cartel figures. Lying in around 3 metres of water, it provides a final evocative Pit Stop for us to anchor up our support boats as you dive down and snorkel on the wreck, with tropical fish flitting in and out of the windows of its rusting hulk.
A few more km now and it really will be journey’s end as you pull up to our uniquely Caribbean finish line on the beach outside the legendary MacDuff’s bar. The beers are on us, as we toast a quite incredible week together adventuring in the Exumas.
Meals: Breakfast, pit stops and celebration dinner provided
Accommodation: Catamaran
Distance: 21km
DAY EIGHT / DEPARTURE DAY
19th May 2023
A private charter plane will take you back to Nassau in the morning to end what has been an extraordinary adventure. From the plane window you'll be able to see the incredible journey you've made from the skies.
Meals: Breakfast
PARTICIPANT SAFETY ADVICE
GENERAL SAFETY AROUND VEHICLES
This event takes place on the trail and open roads. There are vehicles, this is not a closed road event. Vigilance must be always taken.
LITTER
We want to show that this event has exemplary control of littering. Please help us achieve that. Pack your litter into your pack, pockets or nearby bin bag (trash sack) at a vehicle. No exceptions. Great Exuma is a beautiful environment, and our absolute commitment is to keep it that way.
MUSIC PLAYERS
While these are allowed, please control their volume according to your environment. Always use your judgment when listening to music or audiobooks. Please also be aware that if you cannot hear general voice levels you might miss instructions or warnings from crew, other participants or approaching vehicles.
CUT OFFS
This event is not about cut-offs. But, having a ‘cut-off’ and a ‘sweeping’ structure is an important part of our Event Management Plan and Risk Assessment processes. Cut off times are independent of any other factors that occur earlier in the course such as start time, injury, going the wrong way, time taken at Pit Stops, head winds; and whether it is your fault or not. We understand that missing cut offs can be tough to take but please remember this is not the crew member’s fault that breaks the news to you, should it happen to you. Please also remember that if this does happen to you, the Event team’s decision is final.
If you are cut off, there will be no option to re-start from where you were cut off the next day. (The event only ever moves forwards). You may however re-start the next day from the official re-start location, subject to the discretion of the event team.
EMERGENCY PROTOCOL
In the event of a true emergency or serious incident you will be notified of protocols at the orientation at registration. If you are with an injured party whilst on the route, stay with the casualty and await assistance. In the event of a non-emergency incident but for which action is requested from the organisers, then you should place a call (we will give you numbers) or if no phone reception, you should send a message forward to the next Pit Stop with another participant if possible and/or await an event crew member approaching via vehicle/or on foot from behind. This might be medical, logistical or kit/ equipment breakdown as examples. We politely ask that you stop and help someone that is in difficulty – you will be the first person to find them – remember to take note of time, place (number of km, or minutes/ hours from last Pit Stop) and participant number/ name at the incident site. Remember we are all in it together and we are in effect one big team.
POOR WEATHER CONTINGENCY
The Rainy season on Great Exuma normally spans between May and October but fear not, even the Tropical rainstorms in the Bahamas are relaxed, normally only making an appearance in the guise of brief summer showers. However, we are just entering the hurricane season which historically spans between late June through to the end of November.
The event will proceed in many conditions, but if it is deemed unsafe to continue due to weather conditions, the event will be halted at the current camp (or destination camp). If required, we will await more favourable conditions to re-commence. This may result in some stages being cut short to achieve daily mileages within the time available. In all cases, the decision of the Event team is final in these matters. We will monitor weather throughout.
OTHER ADMIN MATTERS
LOCAL PAYMENTS
Most locations in Great Exuma take credit and debit cards. Having some Dollars is a good idea, however. When we are staying in hotels, you may charge incidentals to your room if the hotel has that facility. All room accounts should be settled prior to leaving the accommodation in each location.
EVENT PHOTOGRAPHY
We have the opportunity for the multi-international award-winning photographer Leo Francis to come along to capture your epic adventure in his world class commercial documentary style. Some of you have had the absolute pleasure of having Leo capture your journey before and know the value of having him along, both photographically and emotionally.
He will be with us for the duration of the trip, and due to the nature of having a more intimate group he would have to charge a bit more than on the usual larger scale shorter trips. He is offering a photography package of £250 to capture your full weeks journey. This will include at least 100-150 shots of you and all the surrounding event wildlife, landscapes and adventures. It will be a real personalised experience meaning you will hardly need to take any pictures yourself and risk your own equipment. Leo will capture you from land, kayak, drone and from the water to get truly unique images that show the truly epic scale of your adventure.
For Leo to come along we need an idea of how many people would want to take up the package to ensure it’s a cost effective trip for all involved. If you could let us know if you want the package we can then confirm Leo’s services, get his margaritas ordered and plane booked.
CONTACT DETAILS AND ACTIONS CHECK LIST
1.) For ALL pre-event email correspondence prior to departure:
-
expeditions@ratrace.com for challenge-based questions, kit, training, prep
-
office@ratrace.com for admin-based questions
-
office@trailmed.co.uk for any medical-based advice or discussion on medical conditions in confidence
2.) Emergency correspondence from people who need to get in touch with you (i.e. from those who need to contact you)
IN EMERGENCY ONLY while you are embarked on the event: events@ratrace.com.
The originator should quote ‘Emergency correspondence for (yourname)’ in the email title and they must provide a phone number for return comms. This will be patched through to our crew’s mobile phones, (or satellite messaging platform if we are out of reception) from our office and a satellite phone will be made available for you to return the comms to the originator. We would aim to provide a suitable response period of within 24 hrs for this service to the originator.
Please, please, please do tell your family and supporters NOT to contact us about Tracker related concerns!
3.) A WhatsApp group will be created a few days before departure. This will be the main point of contact leading up to the event itself.
COMMS COVERAGE AND DATA
You will most likely have phone reception in Great Exuma itself and until day 2 of the Kayak. After which mobile phone coverage is limited. We will have use of a satellite phone that can used for non-emergency comms, subject to availability of credit and battery power, at the rate of £5/ minute. No internet or data services are available upon departure from Great Exuma.
FINAL CHECK LIST
Submit insurance details and complete online waiver to be submitted by 30th April 2023.
Medical forms must be filled out by 30th April 2023
I'll see you in the Bahamas!
Abbi Naylor, Event Director
Rat Race Head of Expeditions