top of page
2F4A2824.jpg
Guatemala_WHITE (2).png

ESSENTIAL EVENT INFORMATION 2024

Due to the scale and nature of Rat Race Events, changes to the event course, structure and timings sometimes need to be made right up until the date of the event. To ensure you have the latest information and are fully prepared for the challenge that lies ahead, please checkback on this EEI before travelling to the event.

This EEI was last updated on: 12/09/2024

WELCOME TO CENTRAL AMERICA.
WELCOME TO GUATEMALA SEA TO SUMMIT 2024!

 

Dear Intrepid Sea to Summiteer… 

 

We hope the excitement is building to what is going to be a awesome event in Guatemala this November.  

 

Please find our Essential Event Information Document, containing what we hope is a comprehensive outlook towards your journey later this year. If you have not done already, do ensure you are fully conversant with the website and then pour yourself a cup of tea or coffee (or something a little stronger!) and read on…. 

​

Abbi Naylor

Event Director, Rat Race Guatemala S2S

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 events@ratrace.com

SKIP TO SECTION

TimeIcon.png
TIME ZONE

GMT - 6 hrs

PhoneCode.png
PHONE CODE

 (+502) 

Language.png
LANGUAGE

Spanish

Currency.png
CURRENCY

Guatemalan Quetzal 

TemparatureGaugeIcon_WHITE.png
TEMPERATURE

Average temperature range is 11°C to 27°C

Humidity + 70%

IMPORTANT REMINDERS

  • MEETING IN GUATEMALA: We will meet at 2pm at Guatemala City International Airport on 30th November 2024. 

  • Event Participation Form MUST be submitted NO later 12th October 2024.

  • Medical declaration MUST be submitted NO later than 12th October 2024.

  • The Q & A webinar will take place on Tuesday 15th October 1730 UK local time (UTC+1). The webinar will be recorded and sent out to all participants the following day so you can watch it back at your leisure if you are unable to make the date and time.

  • Snacks: You will need 6 day’s worth of scooby snacks PLUS one day of contingency – 7 days total. See below in the relevant section for what we provide and how we suggest you augment this with some simple snacks of your own. 

  • Trackers: Please remember that GPS tracker service is not a given; you should particularly note this if sharing live links with supporters.

  • Kit: You will need to pass final kit check before being able to the event, this will take place in Antigua-de-Guatemala. If your kit is not right the Event Team will reserve the right to prevent you starting the Event. Don’t worry – there are several touchpoints before departure to ensure this does not occur. See the relevant section below on kit and out webinar. If in any doubt on kit, please do get in touch with us at events@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 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.

  • Bike rental: Bike rental is available in-country. The mountain bikes will be of a high specification suitable for the journey. They will come with a bicycle helmet and basic spares for the event. A bike can be ordered for rental HERE.

  • Live events decision-making: When we are in Guatemala, in all cases while on the trip, the Event Director’s decision is final. They are at all times acting in the combined interest of the safety of the individual and of 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. We recommend all documents should be in a waterproof pouch or container.   

Passport.png

PASSPORT


(at least 6 months remaining and enough pages for all the required stamps - minimum 2).

Ticket.png

RETURN AIR TICKET


You should ensure you have purchased a return air ticket.   

Insurance.png

TRAVEL INSURANCE


See insurance section or event FAQ.   

Money.png

PERSONAL MONEY

​

TRIP MEETING POINT AND END POINT

The dates of the trip are fixed as 30th November – 9th December 2024. These are the dates on which our itinerary commences and finishes.  

​

Arrival: Our service will commence with a meeting at La Aurora International Airport, Guatemala City. We will take your baggage and your bike (still in bike box) and we will make our way to Antigua-de-Guatemala. If you wish to travel to Antigua on your own (for example if you have your own transport or significant others who plan to wave you goodbye at the start and meet you at the finish!) that is OK. Please inform us of this so we know you will not be taking our bus transfer.   

​

Irrespective of when you fly, please ensure you have suitable insurance policies in place, or flexible airline tickets, to accommodate any changes to schedules that may be required on your part. 
 
We will ask you to tell us about your arriving and departing flights in the participant online form. 
 
Departure: Please note that if you are considering a departing flight on the itinerary departure day  (9th December) our aim will be to depart from Antigua at 10am. It is a 1.5hour journey to the airport in Guatemala City. Arriving before mid-day if there are no traffic delays. We suggest you aim for a late afternoon/evening flight. If in doubt, do feel free to contact us to discuss your flight arrangements​
 

KIT LIST HIGHLIGHTS

We have prepared a handy at-a-glance checkbox kit list, which will be sent to you alongside this document.  The key items will be: 

​

  • A mountain bike! (Either your own, or a rental bike) 

  • Plenty of suncream 

  • Trail footwear, backpack and suitable attire for the trekking to the summit of Volcán Tajumulco. 

  • Sleeping bag & sleeping mat

​

WEBINAR 

We will carry out an info-packed Q and A-style webinar on Tuesday 15th October 1730 UK local time (UTC+1). This is a great opportunity to ask questions of the event team to aid your preparation. The session will be recorded and those who cannot make it can watch it in their spare time.  

​​​

TRAVEL MEDICINE GUIDANCE 

We have provided a handy guide to travel medicine and some environment - specific specific medical guidance, HERE. For vaccinations, you should in all cases seek guidance from your local travel clinic, however if you do need further guidance in this respect, you can speak to our medical providers via the contacts given in this document. See more in the medical section, below.  

​

BIKE SECURITY, CONDITION & IN-EVENT MOVEMENTSS

If you are planning to bring your own bike to the event, we 100% recommend that you get it serviced beforehand. Guatemala is a unique humid environment, and this means a lot of water and dust: All of which give any chain, group set or general bike componentry a bit of a pasting. The bike needs to be tip-top before travel to avoid drivetrain problems on the ground. 
 
There are occasions where we will be moving your bike during the event. Our crew will of course take exceptional care with participant bikes alongside the rental bikes. The bikes will sometimes be carried in a truck or contained area (big vans) but often, they will be fitted to racks on the back of 4x4 trucks. This is a standard rig in Guatemala as it suits the vehicles and the type of in-event support and logistic our team needs to carry out to get bikes from A to B across the country.  

The risk of damage to your bike is no more than most back-of-car carriers or what you will put the bike through while riding it along the route. Our experience is that the bikes are typically far enough off the ground that this is not a primary concern. The bikes will pick up dust and other muck and crud when on the back of the vehicles and this is easy to remove. . If there is a catastrophic failure of the transport and bikes get destroyed or seriously damaged, your insurance is there to cover this. Needless to say, this is highly unlikely.  

 

Security-wise, while the bike is in your possession, such as in hotels at the start and end of the event, these are 100% your responsibility. When we have your bikes together en-masse such as in transit or transition, we will look after them as if they were our own. Central America is not innocent when it comes to crime and theft, we are using hotels and locations where your bikes can be stored safely and managed. Each evening we will give instructions as to where to put your bike overnight or when not in use.  

We have stated that your bike must be insured for theft, accidental damage or loss and this will cover any unforeseen eventualities. It is prudent for us to direct you to insure your bike for such an undertaking in this respect.  

​

TRAINING AND PREPARATION FOR THE BIKING 

Guatemala Sea to Summit is a substantial undertaking. It has everything that could be wanted from an endurance event: Big elevation, single track, road, gravel track, cobbles, long days in the saddle, all in the most remote, non-touristy part of this beautiful country. Do not let the distances trick you, there are some chunky days out there.  

​

A training plan was created for Iceland earlier in the year,  it would be a useful tool for you to use in the up-and-coming months of training for this event too. It is available on the website. This can be found here. It’s by no means the only training plan and everyone is different, everyone also has different day-to-day pressures, commitments and methods open to them. The key point to note is getting time in the saddle for back-to-back days on the bike. If you can do two days of 8 hours back-to-back riding, throw in a hike or a hike the day after, you will be at the right fitness level. Make sure you don’t shy away from the hills; we are headed on a journey from Sea level to a summit of over 4000m after all. The fitter you are for a challenge like this the more you can enjoy each moment. 

 

Whether you have your own bike or are hiring a bike you need to be familiar with some basic mechanics. Being able to change your own inner tube and replace the tyre is a MUST. Our crew will be able to assist and help if needed, but it makes it much more efficient if you are able to whip the tyre off yourself. If you are bringing your own bike, please ensure you know how to put it back together again. It sounds obvious but this is not always the case, especially if you have had someone at home to help you put it in the bike box!   

Peddles and a saddle are very individual choices, these two items can make your biking experience much more comfortable. Have a saddle that fits you well and that you don’t mind sitting on for very long days. Even if you are hiring a bike, we would advise you, if possible, to  bring along a saddle that you are used to using. 

​
STYLE OF TRAVEL 

There will be around 25 participants in the event. In general, we will provide lead and sweep vehicles (and other support vehicles throughout the course) and we will establish pit stops along the route, roughly equidistant between one another and usually a minimum of 3 of these stops per day. We give you navigational aids (more on that below). You go at your own pace, ride with others, ride on your own, whatever you fancy. We will not stop you riding or trekking unless you look unlikely to finish in daylight. As such, there is no formal cut-off time as the daily stages could be influenced by weather, road closures, or other factors – it is very much down to the judgement of the event team on this basis. However, unless we think you’re going to run out of daylight to finish the stage, we will not cut you off. That is our pledge to you. For your part, just keep peddling and hiking! 

 

This event features 2 different disciplines, split over 7 days of active travel along the route:   

​

The event is classified as ‘Event-supported’ for all biking phases. This means that, whilst on the route each day, the Event team will support you with Pit Stop provisions, medical service and general logistical services. 

 

1.) BIKING 

Days 4,5,6 are 100% biking. Day 7 features biking and hiking. On day 7 of the itinerary, you will ride approx. 18km to the start of the hike, you do not get back onto the bikes again. 

​

2.) TREKKING  
Ddays 2 & 3 are our acclimatisation hikes to the summit Acatenango it is a full-on trek– probably one of the finest treks you will ever experience! Stunning views of active volcanos from the campsite will make this experience one to remember.  

​

This trek is important as it is part of our safety structure. The trek at altitude will let you acclimatise to the higher elevations of this full event. The trek will be guided. The aim is to trek slowly, taking your time and reaching the camp still with a full body battery.  

You will need to carry your personal clothing, camping equipment and snacks for this hike in a rucksack. 

​

Days 7&8 are the grand finale of the event. Summiting the highest point in Central America, Tajumulco at a whopping height of 4,203m. As with the hike on Acatenango you will carry your personal clothing, camping equipment and snacks for this hike in a rucksack. 
 
Trek days 2,3 7&8 is partly event-supported insofar as we will have staff, guides, water stops, checkpoints, medical cover and communications cover and main meals provided. However, in terms of snacks and beverages, it is largely self-supported. This means that whilst the Event team will still support you with welfare and personnel support, you will carry all provisions for snacking intake, plus Emergency gear, clothing and personal camping equipment.  

ALL trekking days will have guides and the participants can split up into small teams to be guided on the ascents and descents. However, for safety you will need to have the route on a device. This will be needed if you become separated from your team. More on this in following sections.  

​

FOOD AND BEV 

All meals will be provided whilst you are on our itinerary. Typically, this means breakfast, lunch or pit stop snacks/lunch and dinner. At the hotels there will be a bar available to you. Please settle your room bill before departing each hotel.  
 
For the days on the bikes, you will be supported by Rat Race Pit Stops (2/3 per day), featuring water, small grab and go snacks and other treats. At one of the pit stops there will be ‘lunch’ items, such as sandwiches or wraps or local delicacies such as empanadas, this will typically be available to you at Pit Stop 2. 
 
You should look to augment these Pit Stops with your own snack supplies and extra calories and you should very definitely provide your own hydration, electrolyte and sports nutrition supplies. This will be important throughout your adventure.  

 

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 some of the hotels, there is a bar where you can buy drinks and small snacks, at many of the hotels you could grab yourself some more calories and buy an extra meal on your arrival.  
 
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 

There is a mixture of accommodation within the itinerary. It is therefore not guaranteed each evening will have a shower facility. Campsites generally don’t, but some will have running water. Therefore, you should keep to a high level of personal hygiene by using wet wipes, washing with minimal water and always keeping hands clean. Check wounds, rashes, and blisters regularly for infection.  
 
Pit stops will not contain toilets, so if you need to go out on the course, be prepared.  The world of adventure toilets awaits! 

The firm advice is always to ensure you are ‘self-contained’ with toilet roll and with anti-bacterial handwash gel for the route.  

​

ITINERARY

The days below are counted from ‘meeting and travel,’ which is the day we meet at the International Airport in Guatemala City and drive to Antigua-de-Guatemala. To the itinerary departure day.

​

DAY ONE / MEETING AND TRAVEL DAY

30th November

​

Meet at the arrivals hall in La Aurora International airport, Guatemala City at 1400. Load up all luggage and bikes (bikes still in their bags/boxes) and travel to Antigua-de-Guatemala. This journey takes approximately 1.5hours. We will check you all into your rooms and have a relaxed dinner out in town.  
 
Meals: Dinner 
Accommodation: Hotel. Twin rooms 
 
Accommodation name and character: Hotel Genesis. This is a charming and bespoke hotel close to the centre of town. It comprises of 18 double rooms surrounding the courtyard. We will carry out our registration activities here and sort kit for the next stages of our journey. You will be able to leave any kit and luggage here that you do not need for the event itself.  

​

​

DAY TWO / REG, GEAR PREP & BRIEFING BEFORE ASCENDING ACATENANGO

1st December

 

We will have an early breakfast and an introductory welcome and event brief. We will then get stuck into a morning’s worth of Registration activities, as outlined in this document. We will aim to transfer by bus before lunch to the trailhead of Acatenango to start our ascent. We will ascend through several zones, farmland, cloud forest, high alpine zones before reaching the volcano.  We will spend the day trekking to our campsite, which is in clear sight of one of the most spectacular things you may ever see – an erupting live volcano, Volcán de Fuego. Whilst this is a superb outing, it is also an important part of our safety system as we take you up to 2600 metres and assist in your acclimatisation for Tajumulco, later in the week. 

 

Meals: Hotel breakfast, Packed lunch and camp dinner provided 
Accommodation: Camping  
 
Accommodation name and character: Camping. We will be camping in shared tents. Camping on slopes of Acatenango. There are very basic facilities in these mountain campsites. There are long drop toilets but no running water or shower facilities. It will get cold at night, this is the time to put on layers and a warm jacket to watch the spectacular scenes of Volcán de Fuego erupting.  

 

Distance:  11km Apprx 
Ascent:  1350m  
Highest elevation: camp spot at 3,750m 

Duration for average hiker: Apprx 6hours 

​

DAY THREE / A SUNRISE SUMMIT ON ACATENANGO! 

2nd December

 

After an early wake up, warm drink, and a spectacular mountain sunrise, we will summit Acatenango before descending the mountain to re-join road transport. We will head to the coast, to arrive at our starting location, Champerico, for the start of Sea to Summit journey. The transfer will take around 5 hours on the bus. We will provide a stop along the route.  

​

Any event bags left in Antigua will join us at the coast in Champerico.  

​

Champerico is a charming little seaside town that is popular with Guatemalan visitors looking for a bit of sea and sand (black volcanic sand). You are well off the tourist track here though and not many international visitors make it to this area of the country. 

 
Meals: Camp breakfast, packed lunch and dinner at the beach provided 
Accommodation: Hotel. Triple and twin rooms  

 
Accommodation name and character: Hotel Siete Mares. This hotel is located on the beach front. Expect a warm Guatemalan hospitality.  

 

Distance:  apprx 11km 
Ascent:  226m 
Highest elevation: 3,976m 

Duration for average hiker: Apprx 6hours 

​

DAY FOUR / SEA TO SUMMIT BEGINS!

3rd December

​

As we pull away from the coast, you are immersed fully into the Guatemalan countryside of subsistence agriculture, small settlements with houses and huts that pop up throughout the forests and fields. People are friendly and will be intrigued to see you on your bikes whizz through. The terrain begins quite flat but by the end of the day, it is decidedly more ‘lumpy!’ it is also very, very hot and humid. Go steady and you have a long way to go, with several 1000m of ascent ahead of you in the next few days. Surfaces alternate between dirt tracks, ancient, cobbled roadways and some singletrack. There is a bit of tarmac and concrete-surfaced road mixed in through villages. As we near Coatepeque in the foothills of the mountains, we are near the Continental Divide, you will leave the road and descend to a jungle river with a spot of ‘hike-a-bike’ to ford the river – an exciting reminder of this wild terrain that you are traversing. 

 
Meals: Breakfast, pit stop snacks and dinner provided 
Accommodation: Hotel. Triple and twin rooms  
 
Accommodation name and character: Turicentro Las Gardenias. A basic but comfortable hotel with a large swimming pool to relax in before a traditional central American dinner of rice and beans! 

​

Champerico to Coatepeque 

Distance:  74km 
Ascent:  1000m 

​

DAY FIVE / UP, UP, UP TO THE COFFEE PLANTATION

4th December

​

The terrain has become pretty ‘chunky’ and you will be going up and down some serious hills, largely on cobble-stone roads and tracks of varying quality. It is a rugged landscape filled with agriculture of various sorts and a big part of that are the coffee plantations that surround you. Ultimately, after a sweaty day of toil on the bikes, including some refreshing stops to take in waterfalls, mountain streams and colourful communities, we will reach Finca Alabama, high in the mountains and shrouded in mist at certain times of the day. The aroma of coffee beans hangs think in the air as this is a major processing point for the coffee of the surrounding area. We will bed down for the night within the grounds of the Finca and of course, a fresh cup of local Guatemalan Joe (coffee) won’t be very far away. 
 
Meals: Hotel breakfast, pit stop snacks and camp dinner provided 
Accommodation: Camping. Three people to a tent. 
 
Accommodation name and character: Finca Alabama coffee farm camp. This camping spot is unique to us, the coffee processing site is a hive of activity, at the edge of the grounds there is an estate house and garden. Within the garden we will set up the tents for our overnight camp. Toilets and running water will be available to us from the house. 

​

Coatepeque to Finca Alabama  

Distance:  50km 
Ascent:  1224m 

​

DAY SIX / ONE FINAL FULL DAY ON BIKES

5th December

​​

Now deep within the mountains of central Guatemala, our route continues to wind its way upwards, now starting to reveal Tajumulco itself looming large on the horizon. We will continue another amazing and challenging day on the bikes, to reach the small town of San Rafael Pie de la Cuesta. 
 

Meals: Camp breakfast, pit stop snacks and dinner provided 
Accommodation: Hotel. Triple and twin   
 
Accommodation name and character: Hotel Las Victorias. Las Victorias is located within the town itself. It is very comfortable, with rooms shared on a triple or twin basis. The town can be explored on foot before the evening meal starts back at the hotel.  

 

Finca Alabama to San Rafael Pie de la Cuestas

Distance:  30km 

Ascent:  1400m 

​

DAY SEVEN / FROM BIKE TO FOOT

6th December​​

​

This is a really big day, there is no other way really to describe it. You will ultimately end up at 3000m elevation, high up on the slopes of Tajumulco. This will involve a very early start, around 18km on bikes (which doesn’t sound like much, but this is serious terrain with big elevation gain). Ditching the bikes, you will change for the mountain, pick up your hiking bag and ascend around 1020 metres to reach our camp, sitting around the 3000m contour. The going gets steeper and steeper as you approach camp and when you finally arrive, tents will be waiting for you, plus a freshly cooked local meal. The real business-end of the adventure has begun, and one (very long and epic) final day awaits tomorrow! 

 
Meals: Hotel breakfast, pit stop snacks and camp dinner provided 
Accommodation:  Camping . Triple tents  
 
Accommodation name: Mountain Camp. This camping spot is tight on space, we will be sleeping in triple tents for the evening. We need to fill up on the delicious camp food and get an early night before tomorrow’s big day.  

​

Bike 
Distance: 
18.8km 
Ascent:  831m 
 

Hike 

Distance:  8.5km  
Ascent: 1650m  

​

​DAY EIGHT / THE SUMMIT OF CENTRAL AMERICA!

7th December

​

Rising in the very, very early hours, you will ascend the remaining 1050m, through the dawn and up some incredibly steep slopes, to top out at the summit of Tajumulco and the high-point of Central America. This truly is an epic mountain day, and the crowning glory of your endeavours is the reward of stunning views all the way down the Continental Divide, littered with dormant and active volcanos along its length. Tajumulco is not a hugely climbed mountain by its regular route, but the route we take to the summit is virtually never travelled, so this is also a very special way to arrive. 

  

From the summit, we will descend to the village of San Sebastiàn and enjoy a well-earned lunch and some beers, before setting off in our transport for Lake Atitlan for some very welcome R and R. 

​

Meals: Camp breakfast, lunch and dinner provided 
Accommodation: Hotel. Triple and twin rooms.  

​

Accommodation name and character: Hotel Tiosh Abaj. This is a quality hotel based on the shores of lake Atitlan. It has a private beach and is very close to the local amenities and attractions. A perfect place for some rest and further exploration.  

​

Distance:  8.3km  

Ascent: 1043m  

​

DAY NINE/ CHEERS TO AN INCREDIBLE ADVENTURE!

8th December

​

After a leisurely morning enjoying the sensational scenery of Lake Atitlan, we will travel back to Antigua and the hotel where it all started. There will be time for further sightseeing and a final goodbye meal in town. 

 

Accommodation: Hotel Genesis, Antigua-de-Guatemala.  

Meals: Hotel breakfast, dinner provided.  

*source your own lunch next to lake Atitlan and soak in the atmosphere.  

​
DAY TEN / DEPARTURE DAY!

9th December

​

Bid fond farewells after a stunning adventure. We will depart from Hotel Genesis at 10am after breakfast and head to Guatemala City airport.  

 

Accommodation: N/A 

Meals: Hotel Breakfast 

​

ALL up journey totals: 

Distance: 211.8km 
Ascent: 8,724m 

THE ROUTE

Our route will take us from the Pacific Ocean where we will start our Sea to Summit adventure. From here we will travel in a North Easterly direction through multiple landscapes to finish on the summit of the highest mountain in central America, Tajumulco at the grand height of 4203m.   

​

A full Test Pilot recce has been done of this route but that is not to say however that things don’t change and throughout this whole process, you must remain open to the possibility that our plan may change due to unforeseen factors, weather, evacuation activity, road closures, or otherwise. So, while Plan A is Plan A, it is not inconceivable that we may deploy Plan B, C or D if we deem it necessary for your safety.

​

GPS DEVICES

The way you will make your way through the course is to follow a GPS device, on the bike and trek sections. We will provide each of you that need a bike device with a Garmin Edge, these will have routes preloaded, this attaches to the front of your bike. We will also provide all participants with a GPS tracker, which is a separate device.  

​

YOU will need to provide a watch that is compatible for navigation and a GPX upload, this you will use on days 2,3,7&8 for trekking.  

​

YOU will also be required to have your own phone, with battery pack back-up for charging in the field. All GPX files will need to be added to your phone for use in an emergency. They need to be on an app that is familiar to you, that you are able to navigate from and that each route is available offline (downloaded). 

There are therefore 4 separate devices under consideration here.  
 
1.) Bike device 
if you have your own bike-mounted device and are comfortable with its operation, this is the preferred choice.  

​

We will provide GPX files much nearer the time for you to upload to your own devices.  
 
A mobile phone with a power pack, plus a bike mount is a perfectly reasonable and indeed user-friendly solution here, if you can ensure the combination is waterproofed. This was popular with riders and it allows you to use your own technology, with which you are already familiar. 
 
For participants who do not have their own bike-mounted device, we will be able to provide you a Garmin Edge bike navigation device. You will tell us whether or not you need one of these in the admin form, linked below.  

​

For the biking section you MUST have a device that is on the handlebar of your bike. This is the safe way to ride and navigate concurrently.  
 
2.) Foot device 
For the foot section, your own GPS watch is the go-to piece of kit to use and we will again provide GPX files to use on your own device.  

 
Optional: We do have some GPS watches for rental (£50 rental fee) for use throughout the event if you wish. These will have the route uploaded onto them and have extremely good battery life. They are Coros Apex Pro watches.  

 
For those using our equipment, we will provide guidance in the use of these devices upon arrival to at  Registration.

​

3.) Tracker 
Separate from the devices above, we will issue everyone with a tracker, which both provides a tracking function for us to keep tabs on where you while out on the course; and for your supporters to track your progress  
 
(Please note that this is a separate device from the GPS navigational devices – it is very light and small and will likely attach to your bag or stuff into a pocket. More is explained on tracking in the section below).  

​

4.) Phone 
It is also mandatory to always carrying a phone on the trip, with the ability to charge it via portable battery pack. This device can absolutely be your primary nav device on the bike stage, mounted to your bike and waterproofed accordingly. You also use it as a back-up on the trek stage.  
 
We will ask in all cases that you will upload the route files to your phone, to use as a handy back-up. For both the bike and trek routes, a phone with the route showing on an App is a very good choice, provided it is waterproofed from the elements.  

​

If you are keen to practise using your phone to navigate, download a suitable App such as Garmin Explore, RidewithGPS or Komoot (there are loads of great Apps, but we use these ones a lot) and practice uploading GPX files to the phone and following them in the App. It really is easy once you know how to get the files into the App. 

If you want assistance, please email expeditions@ratrace.com and we will be happy to talk through any of the tech side of things for those who are not comfortable with it. 
 

At registration we will ask everyone to show us all of the technology above with GPX files uploaded and files ready for ‘offline’ use on your phones.  

​​

ROUTEFINDING 

We will NOT waymark the route. The exceptions being – diversions, route changes, arrows to pit stops if the stop is just off the route, the same will happen to navigate you to the hotel each evening.  

For the biking stages, our recommendation is that you use your own bike navigation device, a smartphone with mount, or one of our Garmin Edge bike devices. The choice is yours. If you choose to use the latter, this will be issued to you at Registration along with a power pack to keep it charged. By the time you have done a few km on the bikes, you will be well versed in ‘following the line’ on the Garmin Edge. If you are using your own device, you should be familiar with it’s operation before you get to Guatemala.  
 
For the hiking, you will use your own device; or we can rent you a Coros Apex pro unit with the route pre-loaded. If you do have a GPS watch however, we would advise the use of this on the trekking section as it’s an obvious tool for the job. You can let us know on the online form if you wish to rent a Coros Pro.

​

For the hiking stages there will be guides and hiking groups for the duration of the hiking routes.  

​

In general, this event is operated with GPS as the main method of route guidance. If you do choose to use your own devices (recommended), it is important that you are well versed in the usage of your own devices and that you are confident in their battery life and reliability. 

​
ROUTE GPX FILES 

We will also make available 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, normally in the one week to go email. This means we are satisfied, we have the definitive GPX versions to share. Experience has shown that we will never share the file until it is the final, final, final version. Or else we end up with version control issues that are hard to resolve. We do not anticipate major route changes from the route published, but never say never.  

 

 

LOOKING AFTER THE GPS KIT (AND YOUR TRACKER) 

If you choose to use our devices, once we hand you the kit, 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. 

​

For Garmin Edge are £450 each to replace, each. So please do look after these. We regret that . any lost or damaged devices will be subject to replacement charges.  
 
Trackers will be issued to all participants and are subject to a £150 replacement charge if lost or damaged.  

​

It will however be waterproofed, and you should not be able to easily damage it.  

 
PIT STOPS  

Our provision will be made to you approximately equidistance while on the bike stages; and we will provide 2/3 Pit Stop locations each day. Each Pit Stop will feature a vehicle, staff, first aid, comms and of course, some food and drink. Expect the odd cameo local snack appearance, some baked goods from time to time, plenty of sweets and salty snacks and some fruit.  

​

General note on food – trail snacks 
The meal plan above gives you breakfast and dinner each day, plus a lunch provision, such as wraps and fillings. 

​

Please pack your own hearty supply of snacks and electrolytes that you enjoy for the bike and trail sections. These can be stored in your day packs and topped up each night when you are reunited with your overnight bags.  
 
There will be options for gluten-free, dairy-free and vegan dietary requirements at the pit stops. However, we also advise that if you have dietary requirements, to ensure you are self-contained with a decent supply of your own scooby snacks, so you absolutely know you are covered for items you are familiar with, 100% of the time.  

​

​

EVENT REGISTRATION & ADMINISTRATION

EVENT REGISTRATION AND PRE-EVENT ADMIN

Formal Registration for the event is completed in 3 phases:

​

1.) Online enrolment, payment – COMPLETE 

​

2.) Submission of online Event Participation Form and Medical Declaration (by 12th October).

​

3.) Physical registration at  Antigua on 1/12/24. You will complete a final physical kit check with our event team, do a short final paperwork exercise including checking your insurance company contact details, present some ID and do a medical interview with our medical team. You will also receive your event bib and bike numbers, GPS devices for those who need them, trackers and other items. There will of course be some event briefings. If you have rented a GPS watch, we will hand these out at this time also.  

​

Rental bikes will be issued to those who have ordered them and there will be time to build your own bike if it has travelled with you. If you want to go out for a quick ride you will have some time, generally synchronising rider with machine!  

 
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 Guatemala 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. 

EVENT REGISTRATION PAC

In Blonduos, there will be one event pack issued per person. Your Event Pack will contain:

​

Race Bib 

You should try and wear this on the outside of all clothing so that it is always visible. It is also essential for the photographer to see who you are, if you are going with the photo service (See more on that below). A good place to wear it is on the back of your event pack, if you are carrying one. 

​

Tracking Device

​

 Garmin Edge device

For those who require them

​

Event T-shirt & Rat Rag

 Essential wear! Your preferred size will be provided if you communicate this to us in our form, linked in this document. If we do not receive size info from you, you will receive size Large as default.  

​​

ANTIGUA KIT CHECK AND BIKE SET-UP

We will have undertaken the webinar in advance of you travelling to Guatemala. However, we will reserve the right to inspect some or all of your kit upon arrival in Antigua.  
 
As a minimum, we will be checking: 

  • Sleeping bag (good to -5oC) and roll mat 

  • A working Headtorch 

  • Bike 

  • Helmet (own bike) 

  • Suitable cycling gloves 

  • A First Aid Kit containing the  
    minimum mandatory items 

  • Suitable footwear for biking and trekking 

  • Warm clothing  

  • Waterproof Jacket  

  • Hiking bag 40L 

  • Suitable water carrying methods – bottles and/or bladders 
     

 
You may be asked to show any other items from the mandatory kit list. Clearly at this point, the die is somewhat cast in respect of where we are geographically. However, there will be sports shops in Antigua with the ability to ‘fill in any gaps’ in kit. We will look to assist where we can, in the event of major kit catastrophe. If you do not have the appropriate kit with you when you register in Antigua, you will not be allowed to participate. Hence, we are bringing an element of this exercise forward and will have already provided to you the webinar to aid you in your preparations. 

 

We have also broken down the kit list into a handy check-box list of items that you need (mandatory) and items that are not mandatory but recommended.  

 
The full mandatory kit list can be viewed in the accompanying check-box list If in any doubt, please check well in advance on kit. We have devised the mandatory kit list for your protection and safetysafety, and we will not be able to make any exceptions on required items. 

TRACKING DEVICE 

 At registration at Antigua you will be issued with your tracker. It will be in a waterproof container. It is your responsibility to look after the device until you return it to us at the finish line in exchange for your medal. This device not only allows those at home to follow you on the route, it acts as a tracker for us too, meaning we can see where you are throughout the event.

​

Tracking will go live on the morning of the first day (i.e. the start of the event) at 0700 local time.  

​

The trackers rely on GSM signal to report, (which is generally very good across a lot of our route) but there frequently can be 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 any GPS units that you use from us, you must return the tracking 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 loss or damage. For the tracker, it is £150.   

 

 VERY IMPORTANT 

As we have stated, the reliability and operation of the tracking devices in this environment is likely to not be 100%, 100% of the time. As far as our safety system is concerned, we know that and we have considered that as part of our other overarching plans and risk assessment.  

​

For those watching the tracking at home, it is important you explain that the trackers are not always going to give a fully accurate reflection of exact locations. What can happen, (if this is not communicated on the part of the participant to their supporters), is that where people see a tracker displaying erratic behaviour or not moving, this manifests in undue worry. Over a number of days, this worry can turn to panic and raising of unnecessary alarms, from the comfort of sofas in the internet-equipped watching world-at-large. We require you to ensure that, should you decide to share the tracking link, you are unequivocal in this explanation to your supporters. We cannot afford for an international incident to be commenced as someone sitting at home in front of their desktop has decided to contact the Emergency Services as they cannot see your dot moving. It really is a deadly serious point we are making here and we thank you in advance for making this clear to your supporters at home. 

​

AVOIDING KIT CATASTROPHE IN TRANSIT

It is not impossible that your gear may not arrive with you into Guatemala. In general, the longer you are in country, the easier this is to solve. Once you start travelling away from major airports, 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. There are sports and bike shops in Antigua-de-Guatemala. We will have at least 1 spare bike with us, to cover disaster relief on these things. However, to avoid the chances of total catastrophe, we would recommend that you do travel with some event clothing in your hand luggage: A set of waterproofs, something to wear top and bottom, a hat, some gloves 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.  

MANDATORY KIT LIST

MANDATORY KIT LIST

 

Click HERE to view the 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. As we have pointed out in the webinar thus far, the weather in Iceland is changeable. Dramatically so. 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! 

​

BAGS 

There are 3 bags you need for this event: 
 

1.) DAY PACK OR carrying capacity FOR BIKE STAGE  
 

You will use this bag to carry food, water, repairs kit and other supplies during the biking. Please make sure it is big enough to carry the mandatory kit and water. You can choose to carry water in bladders and/ or bottles. We are happy for this to be as a backpack OR as bike bags – such as saddle bag/top tube bag.

 

2.) DAY PACK (40L) 

This bag needs to be suitable and comfortable for the 4 trekking days. It needs to be big enough to carry your personal camping kit, equipment and clothing. This includes sleeping bag and sleeping mat.  

​

We would advise that this is also your carry-on bag for airline travel, so you can stow plenty of event kit inside it if you potentially lose your main bag in transit. 

​

3) MAIN OVERNIGHT BAG 

This should be a soft duffel (please, no hard cases or wheels) and be capable of carrying all the kit you will not be wearing during the biking or trekking stages. It must be one bag (not a series of bags). Size is not too important – up to 120l is OK as we do realise all of this kit is bulky. In general, we ask that you attempt to get this bag to around the 23kg mark (this is the upper limit for most ‘standard’ airline checked luggage anyway).  

​

This bag will be left with our event team each day and you will have access to it each evening – with exceptions of the camping nights on Acatenango and Tajumulco.

​

MEDICAL OPERATION & PARTICIPANT SAFETY 

MEDICAL OPERATIONS

Our team is there for you in case you have an incident with which you require assistance. The team will shadow the progress of the Challenge each day in vehicles; before establishing a medicle centre each afternoon at our accommodation. Whilst the medics are there for ‘what ifs,’ they are also a great source of preventative advice; so please do use them to ask questions and check best practice, particularly in suspected foot injury or issues such as blisters. We will also have medical staff on foot with you on the trekking stages. 

​

MEDICAL PRE- SCREENING 

At this stage we are inviting 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 12th Oct. 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 ON SUBMISSION OF DOCUMENTS AND MEDICAL INFORMATION:
​

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 confidentially on office@trailmed.com and he and his team will assist.

 

TRAVEL MEDICINE ADVICE

As well as being a practising NHS Emergency Care Doctor and Expedition Medicine Specialist, Dr Musto is also a qualified travel medicine practitioner.  Please view the Travel Medicine Advice PDF HERE.

​

BLISTER KIT

We have split the blister kit list into mandatory and recommended - you can view this and the full kit list here.  

 

PERSONAL MED KIT

We have split the medical kit into mandatory and recommended - you can also view this and the full kit list here.

​

ALTITUDE 

Altitude sickness, also known as mountain sickness, is a medical condition that can occur when your body doesn't have enough time to adjust to the lower oxygen levels at high altitudes. Altitude sickness usually occurs at levels above 2,500 meters. The body's process of adjusting to lower oxygen levels is called acclimatization, and it usually takes about 3 to 5 days. 

​

The cause of altitude sickness is the rapid ascent to higher elevation where the air pressure is lower at higher altitudes, which means there's less oxygen available for your body to breathe. 

 

Medex have created a booklet called ‘travel at high altitude’, it explains altitude, altitude sickness, symptoms and preventions. You should read this document before departing for Guatemala HERE.

 

We have structured the event to create the lowest risk altitude profile. Using the first few days to acclimatise on Acatenango, before descending back to sea level where we will continue to slowly reach our highest point on the event 5 days later.   

 
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 separate policies) is required to be received by us by 12th October.  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.

​

If you are bringing your own bike, we ask that you have a policy in place to cover it for damage, loss or theft. It is up to you what level you cover it for (and of course several overarching policies will provide coverage for loss or damage of sports equipment) but we would advise that you place cover for the replacement value of the bike, if you can do so.

​

You should  submit copies of your insurance via the Event Details Form. 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.

​

Some suggested providers are as follows:

For UK and Channel Island residents Rat Race’s own insurer brokers have a brand-new product: 

​

https://www.mannbroadbent.co.uk/sports-travel-insurance/.


Note: This is 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, in the event that you raise such a claim via one of these policies.
 

Other Providers:

www.battleface.com

www.bigcattravelinsurance.com

www.internationalsos.com

 

Note: 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.

Note: 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.

​
POOR WEATHER CONTINGENCY

Guatemala is known for being hot and humid, however the temperatures dramatically decrease at altitude. Please be prepared for the multiple weather conditions and temperatures ranging from hot to cold. The terrain and altitudes along the route will influence the temperature.  

 

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 accommodation location. If required, we will await more favourable conditions to re-commence. This may result in some stages being cut short or cancelled in their entirety to achieve forward progress within the time available.   
 
In all cases, the decision of the Event team is final in these matters. We will monitor weather and general course conditions throughout, and rest assured that any decision we do make in this regard is only ever made with the safety of event participants at its core.  
 
But please do understand that the very nature of such an undertaking in such an environment requires us to plan (and deploy) contingencies and we cannot therefore guarantee that the exact itinerary as laid out on the website and in this document will be achieved. Such is the essence of adventure!  

​

COURSE CUT OFFS & WITHDRAWALS

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.  

​

There are a number of reasons why you may be cut-off or withdrawn from the event. These could be medical, pace, kit, personal or other factors. However, if you are moving forward and your safety/health is not at risk you will be able to continue until the sun goes down.  
 
It is OK to retire and to be taken forward to the overnight stop. We’d rather you re-started the next day vs suffers meaninglessly and spoil it for yourself. We call this being ‘boosted.’  

​

As far as the time available goes to avoid a cut-off, there is no ‘set’ cut off time each day. (ie. Time limit or published time). Instead, we require all participants to be at the finish location before nightfall. If this is looking unlikely you will be ‘swept’ forward. That is the cut-off.  

​

Above all else, please remember, this event is not about cut-offs. It is about getting the most out of this magical environment. We will not cut you off and sweep you forward unless we really must. And if we do, it is for your own safety. 

​

BEDDING DOWN INTO THE COURSE

It is probable that when you set off on the Challenge on day 1, the first hours of the first day may be a bit hit n’ miss. Pace, temperature regulation, kit selection, footwear or glove niggles. All to be expected. Embrace that ‘bedding down into it’ phase and listen to your body and to your kit. Expect some unexpected phenomena (not UFOs, just unusual kit or bike issues that you may not have quite been expecting). Use this time to just get used to the environment, the gear and the temperature. Go with it and relax. By Pit Stop 1 or 2, you’ll have worked out enough to be comfortable…  

 

EVACUATION PLANNING

You have already been made aware that this is a serious undertaking in very remote terrain. For the bike stages, we have vehicles in support. On the trek stages, there are some locations to which we can get a vehicle but in general, these are far less accessible. Whilst helicopter evacuation is possible for the most serious of matters, it is not always a-given that a helicopter can fly (night, weather, wind, lack of landing spot or winch capability). You need to be fully aware therefore that an evacuation from the event where vehicle access is not possible is an extremely serious undertaking. If such an undertaking is deemed to be required, it may be that YOU become part of the safety system. We will always reserve the right to call upon members of the Event, alongside crew, to assist in any evacuation activity whatsoever required in order to remedy the situation as quickly and decisively as possible. This may involve diverting off the route, assisting with casualty-bearing and load-carrying, or other duties.  

​

You should also know that, if a helicopter cannot access a casualty’s location, the evacuation time at certain parts of the course could be considerable. It is important that we state unequivocally that we cannot remove all risk from such an undertaking, nor would we state such. You are entering an area where the remoteness of the undertaking and the slowness of possible evacuation could result in Death.  

​

Mitigation of such scenarios is our number one priority. Your ability to reduce the risk posed by trauma is key: Taking your time, particularly on bikes, descending rough ground in a carefully controlled manner is all part of this mitigation against injury. Your use of trekking poles for example will also help on the trekking sections. You must take your time, acclimatise as best as possible, undertake each event phase very much with a clear understanding of the environment you are in and come to the table with a team mentality on this one. That way, we will stay safe, and we will mitigate and reduce the risks outlined above. 

​

GENERAL SAFETY AROUND VEHICLES 

This event takes place on public roads and tracks there will be vehicles around, sometimes it will be extremely quiet with only our vehicles present, at other times it will feel like the traffic is heavy. You must courteously give way to other users whilst on the route. Vigilance must be taken at all times.  

​

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. Our absolute commitment is to not have an impact of the Guatemalan countryside and if possible leave it better than we found it.

 

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 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. 

​

MUSIC PLAYERS  

While these are allowed, please control their volume according to your environment. Use your judgment at all times 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. We suggest that you run the leads behind you so that persons or vehicles approaching from behind might be able to see that you are wired for sound.

OTHER ADMIN MATTERS

EVENT ETHOS:
‘RACING’ AND OUR FINISH TIMES SERVICE

Completing not competing. Rat Race’s ethos has always been about inspiring folk to undertake challenges in awesome outdoor locations. Iceland Coast to Coast is just that, taken to an epic level. This is not a formal race environment and there are no winners and losers. We do not award prizes for the fastest folk. There will be no splits. Indeed, there will be no timings. Rat Race totally appreciate the incredible commitment of those taking on the challenges we lay down and each participant is as important as the next regardless of how fast you can cover the distance. This is akin far more to an expeditionary undertaking than anything else.

​

In delivering this unique challenge we prioritise factors such as safety, camaraderie and environmental concerns. Respecting the wishes of local stakeholders with our route management and litter policies is vital in being able to bring folk together for this unique experience. Safety above all else is paramount, as you will fully appreciate. To reasonably balance all these factors, we emphasise that the event is not a formal race environment, rather it is a challenge in the great outdoors where great folk come together with a common purpose.​

​

EVENT PHOTOGRAPHY

The event is very lucky to have secured the services of James Appleton as official event photographer. He has worked on multiple Rat Race’s Bucket List events before, including the Test Pilot in Guatemala. This means not only is he an excellent photographer in their own right; but he also really ‘get’ these types of events.  

​

For this Challenge, we are doing photography a little different than run-of-the-mill standard event photography, but an entirely standard approach for us and it’s tried and tested – to 100s of customers’ satisfaction. Instead of James shooting and you then you selecting a number of photos post-event from a fairly unwieldy and piecemeal selection (leading to a lot of wastage in the shots and hours spent spreading the editing thinly across ‘anything and everything)’ we want the service to be as personal as possible. We think that something this epic deserves that. 

​

James will therefore be offering a one-price, advance purchase arrangement. He will shoot you in action and provide an amazingly varied series of shots of you out there doing your stuff; plus, a selection of general event photos, provided as a digital album. He will also include individual portrait shots of yourself, working with her directly to create some special shots.  â€‹

The price for this service is £150. If you would like to use this service, please tick the box in the form in the email and you will be sent an invoice. The service is available for participants and crew. The crux here is that he will ONLY shoot those who sign up to the service in advance, ensuring he is concentrating on those who have taken the plunge. This ensures that he can 100% focus on the job in hand for those who wish to purchase; and avoids the wastage of hundreds of shots on the edit-room floor. For clarity, James is doing this at their own risk and all proceeds of photo sales go to them and not to Rat Race. We believe this is an excellent service, at a very keen price, from first-class photographers. It is of course not in any way compulsory.  

​

VIDEO FOOTAGE

Our incredible videographer James Appleton took some stellar footage on the Test Pilot. It gives you a flavour of what lies ahead for you. You can view that footage HERE. All of this footage you see in these videos is right out of the Test Pilot– we give you our sincere ‘no stock footage’ guarantee! If nothing else, it should amp up the excitement and/ or trepidation! 

​​
LOCAL PAYMENTS

Most locations in Guatemala take credit and debit cards and the hotels where there are bar and other services are no exception. Having some local currency 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. If hotel room bills remain unsettled Rat Race will reserve the right to charge your nominated card, plus a $20 admin charge per unpaid bill. 

​

COMMS COVERAGE & DATA

You will have good phone reception throughout a lot of this course. Check your own mobile phone provider to detail packages available to you. Or seek out E-sims using App such as ‘Airalo’. Of course, it is not everywhere and one of the joys of such things, we think, is switching off from the world and dialling into the wilderness you are in. 

​

Each hotel should have access to WiFi. 

​

The event will not be providing satellite data or phone services as standard unless for EMERGENCY USE via satellite phone.  â€‹â€‹â€‹

CONTACT DETAILS AND ACTIONS CHECK LIST

To facilitate the very best support for you whilst embarked on the event, we have prepared some contact information below that should assist you and loved ones both before departure and then throughout your Event experience in Iceland. Please find a series of phone numbers and email addresses and instructions on which is to be used; and for what. Finally, we have included an action check-list so you may tick off the pre-event jobs arising from this Essential Event Information document.

 

1.) For ALL pre-event email correspondence prior to departure: 

​

  • expeditions@ratrace.com for challenge-based questions, kit, training, bikes, prep – directing to me, Abbi, head of Expeditions

  • office@ratrace.com for all admin-based questions directing to our wonderful events administrator, Hannah 

  • office@trailmed.com for Dr Patrick Musto and his team, concerning all and any medical-based advice or discussion on medical conditions, in confidence  

​

2.) For specific arrivals and pre-trip issues to Guatemala in the immediate days pre-arrival  – We will set up a WhatsApp group, this will have the event directors details on to message directly if needed. 

​

3.) 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 (your name)’ 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 Emergencies!

FINAL CHECK LIST 

Submitted no later than the 12th October

Submitted no later than the 12th October

1730 UK Time - 15th October

That’s it. Pheeeww! See you in Guatemala…

​

Abbi Naylor

 Event Director
 

bottom of page