Emergency Contacts

One of the things we have to do for the Pac Cup is provide them with emergency contacts for each of the crew.  The skipper asked that I provide the emergency contacts with our "float plan."  I didn't really get this as it is not like the Pac Cup people are going to call the contact and ask them where we were planning on going and what the boat looks like.  I asked him to clarify and I THINK the letter I have drafted gets to the gist of what he wants them to know.

Dear ,

You are receiving this information because you are listed as an emergency contact for one of the crew members of Tiki J. Tiki J is participating in the Pacific Cup, a sailboat race from the San Francisco Bay to the island of Oahu in the Hawaiian Islands. The race starts on July 6 and we hope to finish by July 19, though we could be delayed due to weather conditions.
Your name and phone number have been provided to the organizers of the Pac Cup as someone to contact on behalf of one of our crew in the event of some type of emergency aboard our boat. It is highly unlikely that you will be contacted but in case you are, we wanted you to have some basic information including who the other emergency contacts are in case you would like to get in touch with them. Please see the attached crew information.

If you have any questions, please do not hesitate to contact the crew member who has designated you as an emergency contact.

And additionally, for those on our EPIRB contact list, who may be contacted by the USCG instead of the Pac Cup organizers:

Dear ,
You are receiving this letter because you are listed as an emergency contact for the EPIRB onboard the sailing vessel Tiki J. An EPIRB is an emergency position indicating radio beacon which is designed to save the lives of the crew if we get into trouble by alerting rescue authorities and indicating our location.

If our EPIRB is activated, our registration information will be sent automatically to the appropriate USCG SAR Rescue Coordination Center (RCC) for response. One of the first things the RCC watchstanders do is attempt to contact the owner/operator to determine if the vessel is underway (thus ruling out the possibility of a false alarm due to accidental activation or EPIRB malfunction), the intended route of the vessel if underway, the number of people on board, etc.,. The database includes various means to contact us aboard Tiki J. Only if SAR (Search and Rescue) in unable to reach anyone on Tiki J will they contact you.

If RCC personnel contact you, they will have all the information we provided on the registration form. We want you to know as much about our intended voyage as possible in the HIGHLY UNLIKELY event that you are contacted. Please keep this information in a safe place “just in case.” You can ask the RCC personnel contacting you to keep you informed of any developments, if you so desire.

Info:

 Tell them we are participating in the Pac Cup Race from San Francisco to Hawaii. The US Coast Guard will have contact information for the organizers of the Pac Cup. That may be all the information they need from you.

 Intended Route: San Francisco to Kaneohe Bay, Oahu, Hawaii

 Duration of trip: Departing Tuesday, July 6, approximate arrival Monday, July 19, based on weather conditions.

 Number of people: 7. See enclosed crew information.

Please do not hesitate to contact the skipper if you have any questions.
This second letter is highly plagiarized from the Coast Guard website.  Hopefully neither of these will be needed!