L.E.S.A.R Procedures (UPDATED Mar 9, 2025 v2.4)

Race Notice:
The hosting club will email notice of an upcoming race three weeks before the event date, even if you are still working with BLM. This allows us to notify our personnel.
  1. Ask us to attend your race. LESAR attendance is not guaranteed.
  2. The hosting club MUST send
    1. a printable map with race mile markers, checkpoints, and separate tracks indicating acceptable travel lane(s)/shortcuts to navigate safely to tight spots on the racecourse. This will help minimize the need for LESAR to be on course.
    2. a GPS file, and
    3. a race flyer (race day itinerary) at least two weeks before the race ([email protected]).
    4. [If no printable Map image of the racecourse is provided]: there will be a $30 fee (see the example below for printable map needs).
  3. Ideally, the Pits/LESAR location is NOT at one end of the course, minimalizing the distance to the farthest point on the racecourse.
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Donations:
  1. The regular LESAR event hours of operations are 7:45 a.m. (bomb run start) and the final checkered flag by 3:30 p.m. (This is still a 10-hour day when you factor in Command Post set up and tear down, plus 3 hours additional for volunteer travel to and from the event.)
  2. There will be donations of $8 per Bike/ATV rider per race entry and a UTV donation of $42.50 per car per race entry when on the same day (See Course Mileage section below).
    • ​​​​EXCEPTION: The fee for a team race held on the same day as the morning main event is $5 per team or Ironman entrant per race.
  3. IMPORTANT: If needed, the hosting club/D38 will need to assist in sourcing (and possibly providing additional money) to secure EMTs at cost. Most race events require a minimum of 3 EMTs, one at the command post and one in each UTV on course. We also need at least one Firefighter (level 1 skilled) volunteer for UTV races.
  4. Night Racing: Night racing events are outside of LESAR's hours of operation and must be requested by the hosting club so that LESAR can confirm support availability and provide a service donation quote.

    *NOTE: $800.00 minimum donation for Bike/Quad same-day race Event
    *NOTE: A minimum donation of $1000.0 is required for the UTV same-day race event.
    *NOTE: Different Day race events will need to be negotiated in advance, possible donation increase.

Bomb Run:
  1. If the hosting club decides to start the bomb run earlier than 7:45 a.m., prior arrangements must be made. An additional minimum donation of $180 will be required. If an event exceeds the 3:30 p.m. checkered flag, the OT rules will override unless other prior arrangements have been made with a 2-week notice. 
  2. IMPORTANT: Bomb run practice will NEVER start before 7:30 a.m. unless requested in advance and approved by LESAR before the day of the Race Event.
  3. LESAR requires setting up the command post and preparing equipment up to one hour before the bomb run starts.
Overtime Rates:
  1. Requests for extended service hours will require overtime consideration for an additional donation. The overtime rate will be a minimum of $180 per hour.
  2. OT rates apply if LESAR services, presence, or rider patient care are needed more than an hour past the checkered flag.
  3. Example: The bomb run starts at 7:30 a.m., and the checkered flag at 3:40 p.m. is 25 minutes OT. The OT cost will be $180 (the minimum additional donation).

Course Mileage:
  1. Due to available resources and time of response considerations, the total looped mileage for a normal racecourse event is to be 25 miles or less.
  2. Exceptions. A/B loop one lap race exceeding 25 miles and racecourses with multiple 26-mile loops or greater.  Concerns are distance from pits, response time, the need for additional staffing, and a second command post (provided by the hosting club) on the opposite side of the course. For example, a PCW race that goes all the way up to Wheeler.
                 UTV – Cost is $500 for each additional 10 miles with a 15-mile cap (or any part thereof)  
                Bike/Quad – Cost is $200 for each additional 10 miles (or any part thereof)
  •  Example: The 40-mile multi-loop Bikes/ATVs racing event requires a donation of $8.00 per bike/quad, a $400.00 flat fee charge for additional mileage, and any applicable overtime hours.

Campsite for Trailer:
 Please provide a reserved campsite area big enough for the command post (aka medical trailer) and Life Flight Zone. It must be away from overhead power lines.
  1. If other persons who are non-members or participants are to park in the LESAR AREA, it is the hosting club's duty to ask them to park elsewhere.
  2. The Campsite should always be close to road access for Emergency Vehicles.
  3. On adjacent non-race days, you may see the LESAR medical trailer on site in the pit area as one of our deployment days. If you see the white “FIRST AID” swooper flag up, we are staffed and ready to assist any D38 racers and OHV park visitors.

Life Flight / Air Ambulance:
  1. The Life Flight landing zone is a reserved area that is as clear and flat as possible, with no bushes, power lines, campsites, or vehicles.
  2. Life Flight perimeter is to be 150x150 ft.
  3. A water truck will be on standby and water down the landing zone throughout the day.
  4. A cone device shall mark the landing zone area. Please do not use caution tape or lightweight cones.

LESAR will Provide Flagging and will Construct the following:
The trailer will have cones or flags around it, representing a barrier for our patients' privacy inside. The barrier protects us as medical volunteers and patients from HIPPA law violations. Please do not take pictures or videotape.
  1. Any non-family members or spectators must stand behind the taping/cones when patients are present.
  2. Any persons not wishing to comply with these stipulations may be asked to leave per BLM, Sheriff, or LESAR personnel.

Underage Riders:
     All Racers under the age of 18 are under the responsibility and liability of LESAR once treatment is started. We will do everything we can to notify their Legal Guardian.
  1. An underage racer can only be released to a parent or Legal Guardian. If no Legal Guardian can be found, LESAR must notify officials (BLM, Ranger, Paramedic, Fire Dept., etc.), and the minor will be held until the Guardian comes forth; otherwise, the minor will remain in LESAR's custody.
  2. If a minor is with a parent who is racing and the racer does not stop or cannot be reached promptly, LESAR will determine what treatment and/or transportation is necessary.
**[If asked for]: Legal Guardian must have proof of guardianship. Friend or Family Member must have a notarized statement of fact.**

Samples of Printable Map Needed