An efficient communication plan/protocol is essential for ensuring Daniel gets the required support and enables the support crew to respond promptly to his needs.
General Guidelines
- Established Check-ins: Schedule established check-in points where Daniel sends a brief status update (even if it’s just “Status OK.”) This could be hourly and/or at specific mile markers.
- Unexpected Situations: If an unexpected situation arises, Daniel should immediately communicate with the crew using the predefined messages (see below). The crew should promptly respond and take action as necessary. Likewise, if the crew observes unexpected conditions on the course (e.g., significant hazards, unexpected weather), the crew should communicate those observations to Daniel, including the time and approximate location.
- Handoffs: Use the bottle handoffs as an opportunity for quick, face-to-face or radio communication about Daniel’s status and needs.
- Rest Stops: Use rest stops for more detailed communication and problem-solving.
Communication Protocol
- Start of Every Hour: Daniel sends a short message including general status, and any needs or concerns. If the rider does not send a message, the crew should attempt to contact the rider.
- Scheduled Handoffs: Prior to every scheduled handoff, Daniel sends a message or establishes radio communication indicating his status and what he need in terms of nutrition and hydration. The support crew prepares these items for the handoff.
- Unscheduled Handoffs: If an unscheduled handoff is required, Daniel communicates with the crew using a predefined message to specify the reason (e.g., “Need Hydration ASAP” or “Mechanical Issue / Delayed”). The crew prepares accordingly.
- Emergencies: In case of a serious problem that prevents Daniel from continuing on, Daniel uses the “EMERGENCY Assistance Needed” message. The crew immediately navigates to Daniel’s position; if the support vehicle has already passed Daniel’s location on the course, it turns around to return to his position. Meanwhile, Daniel will attempt to provide additional information regarding the nature of the emergency.
- Crew Observations: If the crew notices something concerning during handoffs (e.g., signs of dehydration or confusion), they communicate this observation to Daniel and take appropriate action.
- Rest Stops: These are used for longer, more detailed communication. The crew checks Daniel’s condition, supplies, and equipment, and discusses any issues or concerns.
Summary of Instructions for Support Crew
- Readiness: Always be ready to receive and respond to the rider’s messages promptly.
- Proactiveness: If Daniel fails to send a status update at the scheduled time, try to contact Daniel to ensure he is OK.
- Observation: Be vigilant during handoffs. Look for any signs of issues such as dehydration, fatigue, or bike problems.
- Action: When a message is received, act immediately to meet Daniel’s stated needs, whether that’s preparing supplies for a handoff or seeking medical attention.
- Documentation: Keep a log of all communication and actions taken for reference and to track the Daniel’s status throughout the race.
Remember, effective communication is key to a successful race. It’s essential for all of us to understand the communication protocol and to act swiftly and efficiently on received messages. This plan should be reviewed and adjusted based on what works best for Daniel and his support crew.
Communication Methods
During the race, Daniel will communicate with the support team using a combination of radio communications, Garmin inReach Predefined Messages, hand signals, and verbal cues.
Radio Communication
When possible, radios should be used to communicate current status/needs. At this time, we are using Midland model LXT600VP4 two-way radios on the low-power setting to preserve battery life. Testing in the field during training rides shows that the range is about 0.3 miles, possibly longer when there is clear line-of-sight. This range is sufficient when the support vehicle is following the rider. While a longer range would be much more desirable for leap frog support, this range has proven to to be helpful for communicating status and needs with leap frog support.
Below is what we have determined to be the best protocol for two-way radio communications using leap frog support with limited-range radios:
- On approach to a support meet-up, Daniel provides quick status and states what he needs.
- Support crew acknowledges communication and prepares for handoffs.
- After handoffs have been accomplished, Daniel advises if crew should plan to proceed to next planned support meet-up or if an earlier meet-up will likely be necessary based on current conditions.
- Support crew acknowledges communication, checks route, and advises Daniel accordingly.
- On approaching Daniel en route to next meet-up, support crew inquires as to rider’s condition and if there is any urgent need. Note: It is critical that support crew initiate communication on approach to Daniel, because Daniel may not be aware of support crew’s approach and initiating communication at the earliest possible time within the 0.3 mile range will increase the duration of available real-time communication.
- Daniel provides update and advises support crew to advance to pre-defined support meet-up or attempt to find an earlier meet-up.
- Support crew acknowledges.
- Open arrival at meet-up, support crew sends text message (via inReach) advising of location of meet-up and time message was sent. For example, “@S #5 – 13:14” (i.e., “at designated Support meet-up #5, as of 13:14”) or “@3mi to S#5 – 13:14” (i.e., “at 3 miles before designated Support meet-up #5, as of 13:14”).
inReach Quick Text Messages
Garmin inReach devices provide a valuable mode of communication for our support crew, utilizing the Iridium satellite network for global coverage. However, it’s important to understand that unlike traditional text messaging or phone calls, satellite communication is not instant and delays can occur. Factors such as the satellite’s position, terrain, weather conditions, and device settings can all influence the time it takes to send or receive messages.
In response to these potential delays, Garmin has recently introduced functionality to their inReach devices via a new “Messenger” application. When sending a message, Garmin Messenger will now attempt to utilize any available cellular data service for transmission, rather than relying solely on the satellite network. This hybrid communication approach seeks to leverage faster, more reliable cellular networks when available, helping to mitigate some of the inherent delays in satellite communication. However, delays in message transmission or receipt can still occur.
Daniel’s Quick Text Messages
Here are brief instructions for support crew members corresponding to each predefined message from Daniel:
- “Status OK.”
- No immediate action required. Daniel is doing well.
- Reply with location of next meet location and current time or ETA (in absolute time).
- “Send Current Location.”
- Request for current location.
- Reply with current location and time.
- Advise if at or enroute to meet spot and anticipated location.
- If enroute, provide ETA (in absolute time).
- “Need Hydration ASAP.”
- Running low or out of water/hydration mix.
- Prepare hydration supplies for handoff at the next possible point.
- Acknowledge and advise of meet location and current time.
- “Need Food ASAP.”
- Running low on carb mix, gels, or other food.
- Prepare nutrition supplies for handoff at the next possible point.
- Acknowledge and advise of meet location and current time.
- “Check Weather.”
- Check current and forecasted weather conditions (e.g., current temperature and hourly temperature for next couple of hours, and any inclement weather).
- Respond with current time and summary of conditions.
- If it looks like there will be a substantial change in weather conditions (e.g., high chance of rain, hotter/colder than expected conditions, etc.), be ready to provide helpful clothing items, such as a jacket or other items, and advise of location where such items can be provided.
- “Change Gear/Clothes.”
- Prepare clothing or gear as specified for handoff at the next possible point.
- Acknowledge message with current time and next meet location.
- “Energy Low.”
- Prepare high energy food and drink for handoff at the next possible point (rather than the next scheduled meet location), consider the need for a more substantial meal or salty snacks.
- Reply with current time and meet location.
- “Physical Discomfort.”
- Be ready to provide relevant remedies (like chamois cream for saddle sores, or new socks for foot pain) at next handoff.
- Acknowledge message with current time and next meet location.
- “Need Motivation!”
- Prepare to offer motivational support, such as encouraging words.
- “EMERGENCY Assistance Needed.”
- This message means that Daniel is unable to continue to the next predefined meet location. (Note: This is not necessarily a medical emergency; it may be a mechanical issue or other concern.)
- Daniel will attempt to provide additional information if possible.
- The support crew should immediately locate the cyclist and provide necessary assistance.
- If the support vehicle has already passed the cyclist on the course, then the support vehicle must turn around and return to Daniel’s location on the course.
- Reply with the current time and ETA to cyclist’s location.
- “Delayed / Mechanical Issue.”
- Daniel is experiencing a mechanical issue and needs to stop for a moment. No assistance needed at this time, but there may be a delay.
- Reply with current time and location. If not already at a predefined meet location, proceed to next possible meet location. Await further instruction.
- Once the issue is resolved, Daniel will send “Status OK” message and continue on.
- “Delayed / Medical Concern.”
- Daniel has a medical concern and need to stop for a moment. No assistance needed at this time, but there may be a delay.
- Reply with current time and location. If not already at a predefined meet location, proceed to next possible meet location. Await further instruction.
- If issue appears to be resolved, Daniel will send “Status OK” message and continue on.
- “Delayed / Taking Short Rest.”
- A short rest is needed before continuing on. Daniel may be delayed.
- Reply with current time and location. If not already at a predefined meet location, proceed to next possible meet location. Await further instruction.
- Once Daniel resumes, he will send “Status OK” message and continue on.
- “Yes / Affirmative / OK.”
- This message is sent in reply to a message from the support crew, and is used to acknowledge the last message received and respond in the affirmative.
- Note that support crew questions sent via inReach should be phrased as yes/no questions to facilitate easy responses.
- “No / Negative / Not OK.”
- This message is sent in reply to a question from the support crew, and is used to acknowledge the last message received and respond in the negative.
- Note that support crew questions sent via inReach should be phrased as yes/no questions to facilitate easy responses.
- “Probably”
- This message is sent in reply to a question from the support crew, and is used to acknowledge the last message received. This message indicates that the answer is undetermined, but likely yes or okay.
- Note that support crew questions sent via inReach should be phrased as yes/no questions to facilitate easy responses.
Daniel’s Custom Messages
The Garmin Edge 1040 provides the ability for Daniel to type a custom message. These will be used in the following scenarios:
- Daniel has ridden past designated SAG location but did not see crew upon arrival. (Shouldn’t happen!)
- “Past S3”
inReach Messages from Support Crew
Below are the guidelines for formatting information in Support Crew messages to Daniel:
- Ready to Provide Support at Current Location
- Format: {@[location relative to SAG Stop #]-[Current Time]}
- @S2-13:23 (At SAG #2 as of 13:23)
- @3 mi to S3-14:56 (At location approx. 3 miles before SAG #3, as of 14:56)
- Rationale:
- The current time is included in messages from Support Crew to help avoid confusion in the event the message is delayed.
- For support at undesignated SAG locations, the location relative to an upcoming designated SAG location is used because course points indicating SAG locations are not displayed in the list of upcoming Course Points on Daniels computer.
- Format: {@[location relative to SAG Stop #]-[Current Time]}
- En Route to Support Location
- Format: {ETA [absolute time] @[location relative to SAG Stop #]-[Current Time]}
- ETA 17:40 @S4-17:15 (Will arrive at SAG #4 at 17:40, as of 17:15.)
- ETA 19:36 @3 mi to S6-19:20 (Will arrive at SAG #6 at 19:36, as of 19:20.)
- Rationale:
- Placing the ETA at the front of the message will make it clear that crew is en route and not actually at the location.
- The remainder of the message follows the same format as the message sent on arrival at the stop.
- Format: {ETA [absolute time] @[location relative to SAG Stop #]-[Current Time]}
Hand Signals
In the event that radio communication cannot be established, the hand signals below can be used to communicate status between Daniel and support vehicle.
| Signal | Meaning / Support Crew Action |
|---|---|
| Left arm raised | Urgent need for support that cannot wait until predefined meet. Use radio to assess needs, if possible. Stop at next possible support location and prepare bottles for handoff and/or address other needs. |
| Left arm extended straight with thumb up | Status OK. Continue on to predefined meet location. |
Remember, these instructions are designed to address the immediate situation. Depending on the severity of any issues, the support crew may need to make additional plans or adjustments in order to provide effective support.
