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Each registered team is expected to identify a team captain who will hold several responsibilities.

1. Team captains will be able to register through and reserve a team’s entry at any time. The registration process will allow team captains to add team members at any time until race day, but if you want to ensure that your team members receive the T-shirt size of their choosing, please complete your team count and sizes by June 31, 2024.  A completed roster with a detailed list of names will not need to be finalized until race day on July 19, 2024.

2. Approximately 1 week before the race, team captains will be contacted and a projected finish time will be requested. Our goal with team seeding is to position a team so that they finish roughly at the same time on Saturday morning. Your swim start time will be based on your projected finish time with a preference of placing the faster teams at a later starting time. All teams who do not provide a projected finish time will be scheduled to begin the swim at the earliest swim spot available – 7:30pm on Friday July 19, 2024.

3. The race will be officially timed by Bluegrass Timing who will provide time splits for the 3 disciplines, individual lap splits for the bike and run, as well as total time. However, team captains will be expected to submit additional timing information at the completion of the event in order to be considered for awards. These include a breakdown of how the distances were shared between team members – distance swam per person with a time split, number of laps completed on the bike with time splits, and individual time splits for the run legs. All necessary recording materials will be provided at the time of athlete check-in.

4. Considering the race will take place at night, additional care will be taken by the event staff to provide supplemental lighting on the bike and run courses. Regardless, the team captains should ensure that all competing cyclists are ready to present BOTH a mounted headlight and at a minimum a blinking tail light on their bicycles at the time of athlete check-in. Please note that these supplemental lights are necessary to improve YOUR vision and not specifically for others to see you.

5. All cyclists will be required to present a CPSC certified helmet. All members of the team are not required to present these items – only those who will be cycling.

6. Based on your team’s individual cycling times, it is anticipated that some teams may begin the run segment before sunrise. Even though the run course takes place on relatively low traffic roads and protected running paths, safety remains our primary goal. Each team must present at a minimum 2 headlamps and 2 reflective running vests at the time of athlete check-in which must be worn until daylight permits their removal.

7. Course nutrition will be provided to include fruits, water, sports drink, and granola bars. Possibly, there will be a hot meal (finger’s crossed). Otherwise, this event is meant to be largely self-supported, so teams are encouraged to prepare accordingly.

8. Each team is expected to provide 2 volunteers for the event, and YES, you can participate and volunteer.

9. Each team will be provided with their own dedicated lap lane for the swim.  Teams will need to begin swimming with one person in the water, and can rotate swimmers throughout the entire distance of 4000 yds (160 lengths of the pool).  The only requirement is teams can only rotate swimmers from one end of the pool, so the minimum distance a swimmer must complete is 50 yards.

10. The transition runner will be the team member to start with the timing chip.  They can pick this up at the pool deck at Lancaster Aquatic Center.  The transition runner needs to be ready to run in the dark, so a head lamp and/or lighted vest is required.

11.  Teams will begin the bike course with one cyclist riding at a time.  The timing chip will need to be handed off between cyclists and it is requested that the timing chip be worn on the ankle.  Teams will ride clockwise around the bike course with exchanges made only within the designated exchange zone.  The bike course will have a hard cutoff at 3:00 am.  Beginning at 1:00 am, teams at risk of not making the cutoff will be provided the option to have a second timing chip, and can place a second rider on the course to help complete their laps.  3WayRacing will keep track of the lap count, in addition to projecting the active lap numbers for all teams on projection screens.  If a team requires a second timing chip and rider, then that team will not be eligible to compete for overall awards.  

12.  Upon completion of the cycling leg, teams will begin the marathon course.  Your final cyclist can be the first runner or you can designate a 1st runner who will receive the timing chip in the exchange zone and then begin the run.  Runners can only exchange within the designated exchange zone, so the minimum distance any runner must complete is 1.3 miles.

13.  The final results will be compiled based on the total finish time. 

14. In order to assist with timing, each team and/or individual runner in the ultra runs will be provided with a timing chip.  There will be a $100 fee for any participant who fails to return their timing chip at the conclusion of the event.

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