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Risk management guidelines (draft)


This section is written to help you with preparing a Risk Management Plan for your event. A Risk Management Plan may be necessary if your event is a large event or if a large number of spectators or public will be engaged with the event, or if there are larger than normal risks associated with your event. (eg a race between Takapuna and Great Barrrier Island)

Permits from local body authorities/harbour master
Traffic Management Plans
Water safety Plans
Public safety issues
Clearance from fire services / Police
Warning signs of hazards
Crowd control
Liquor control
Vehicular access / car parks
Advice to participants
First Aid facilities
Catering / Outdoor cooking
Toilet facilities
Alternative locations
Layout plans
Security considerations
Communications – media – public address – help desk or kiosks
Evacuation plan
Admission checkpoints
Advice of cancellation, delay or changed date / venue
Weather risks
Medical emergencies

6.0 Other matters
6.1 If you are using a public area to host the event, talk to your local and/or regional council. You may need permission to use the land, and they may require you to show that your event is unlikely to cause damage to surrounding property or injury to the general public. Contacting local authorities may also help avoid clashes with any other events being held in the area.

B. At the start of the competition
7.0 Safety Briefing
7.1 As part of the skippers meeting, include a safety briefing explaining
the potential hazards identified in your risk management plan
the competitor monitoring system that will be used during the competition so that they can comply with the system and understand when it is that they will free-sailing and hence not being monitored.

Before the event
Identify the reasonably foreseeable hazards that may be encountered at and immediately adjacent the location where the event will be held. This includes the area on the water where competitors will compete and the areas where they will be rigging, launching and leaving their gear.
A brainstorming session amongst event organisers may be best to do this. Amongst others, hazards may include shallow water areas, other water users, strong currents, vehicle traffic, exposed rigging areas where rigs may end up moving around
Some hazards may be obvious to you but may not be to those who have not sailed at the venue. If in doubt, note them down and talk about them at the briefing.

Hazard mitigation
Determine if any hazards can controlled or eliminated and proceed to implement this for competition day(s).
Example. If there is a chance that other water users may come into the vicinity, set out buoys to mark out the competition area. You may need to consult with your local water authority (coast guard or harbour master).

3. Personal safety

Decide if a rescue boat or boats should be on standby or on the water during the competition.

For most competitions a boat should be available at the venue. But for wave sailing competitions having a rescue boat in the surf may not be safe for competitors and/or boat operators.
Competitor monitoring must be implemented.

Injury resulting to sailors, officials or the public etc. from rigs blowing away and hitting someone. Rigs to be tethered at all times, either to a board or a suitable object eg. Fence, tree, screwdriver etc. Competitor Safety notes. Beach Safety Officer Daily
Cuts from broken glass/oysters/rocks etc. on beach. Caution competitors. Provide first aid on committee boat and nominated location ashore. Advise competitors of the existence & location of first aid kits during safety briefing. Competitor Safety Notes; First Aid Kits [x2] Beach Safety Officer
On The Water
Collisions between boats resulting in damage or injury Train sailors in give way rules. Cover r.o.w. rules in briefing. Emphasise avoid collision at all cost.
Rule books
Competitor Safety Notes. Race Officer Daily
No lifejackets, tow ropes, bailers, survival blanket on board the committee boat. Committee Boat Skipper ensures they are in boat. Boat Safety Notes CB Skipper Daily
Danger to swimmers in water near launching area No competitor/boat to exceed 5kts within 200 mtr’s of shore. Race Officer & Beach Safety Officer to police. Competitors to be advised at safety briefing. Race officer to set course away from swimmers and other beach users if possible. Boat Safety Notes
Competitor Safety Notes
Briefing Board Beach Safety Officer/Race Officer As Required
Danger to sailors when weather turns bad - abandoning racing Metservice weather forecast to be provided on briefing board.
All competitors to sign onto the water and sign off the water.
Competitors to be advised of what they are to do if they can no longer sail [ie. conditions prevent them from returning to the beach.] Metservice weather forecast to be displayed on briefing Board.
“In-Out Board.”
Competitor Safety Notes. Race Officer
Beach Safety Officer Beginning of season
Special risks to children Children need special care. Parents should be made aware of any such risks and should always sign entry forms on their behalf particularly relating to release of Club's responsibility. Race Officials must be aware that they are catering for children and might need different care Liability Waiver on primary entry form.
Competitor Safety Notes. Race Officer
Daily for visitors
Sailors missing from finish sheets Sailors always required to register prior to going afloat. Competitors to briefed on how the “In-Out” board works and its importance as a safety device. Competitors to be monitored from committee boat while racing and recorded as they finish. Anyone missing from the “In-Out” board should be treated as missing until located. List of competitors.
“In-Out” Board
Finish Sheets
Unattended cars (last resort). Race Officer
Beach Safety Officer
CB Skipper Daily
Collision with rocks and other underwater obstacles in sailing area. Display chart or diagram showing dangers for the days racing location. Briefing Board Race Officer Daily
Collision with moored boats Discuss during briefing & highlight the location of any moored boats. Competitor Safety Notes Race officer Daily & as required
Injury or damage resulting from collision between any boards, whether competing boards or otherwise Advise competitors of r.o.w. rules.
In event of collision, competitors to remain with board if no longer able to be sailed [flotation]. Hail down the nearest sailor, inform them of the collision. This person must immediately report the incident to the committee boat. The committee boat will abandon the race and immediately go to the assistance of the people in the water. Any minor injury to be addressed with the onboard first aid kit; a major injury is to be reported to the ambulance by cell phone [or vhf via the coastguard] and a rendezvous point arranged for delivery of the person to the ambulance. All competitors to be advised of this procedure. Recovery of equipment is not guaranteed. Competitor Safety Notes
Boat Safety Notes Race Officer
CB Skipper Daily

Significant equipment failure [broken mast, fin, boom etc.] prevents sailor returning to beach under own power B C 2 In event of breakage, competitors to remain with board if no longer able to be sailed [flotation]. Hail down the nearest sailor, inform them of the breakage. This person must immediately report the incident to the committee boat. The committee boat will abandon the race and immediately go to the assistance of the people in the water. The committee boat will then transport the person and if practical their equipment to the beach.
All competitors to be advised of this procedure.
Recovery of equipment is not guaranteed. Competitor Safety Notes Race Officer
CB Skipper Daily
Pre and Post sailing
Bad weather causes multiple break downs and rescue problems. B C 2 Always obtain a quality Metservice forecast at start of day. Warn competitors & boat crew of potential problems. Post forecast on notice board so that sailors are aware. In event of multiple break downs, racing is to be abandoned. Committee boat to set to rescuing any competitor requiring assistance. Briefing Board Race Officer Daily

The fifth is an accident register that is to be used to record and report back to WNZ, any accidents that occurred during the event.
The sixth is a safety information notice that must be completed and posted a safety notice board at the event site. It needs to contain contact information for local emergency services and event organisers.
event report

event liability

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