Event Management Plan

Transcription

1 Event Management Plan Event Name Event Location TSSSA Rogaine Lake Mangamahoe Event Date Tuesday 2 nd April 2019 Organisation TSSSA + Orienteering Taranaki Document last updated March 2019 *Please note that this document is a guide only* This information can be provided to all interested parties and forms a record of due diligence being undertaken by TSSSA

2 Event management Event overview TSSSA Rogaine is the largest event on the TSSSA Calendar, attracting over 600 students. The Rogaine event involves using a map & navigating through Lake Managamahoe to collect points. Teams have 2.5hrs to collect as many points as they can. Key event management contacts Name Role Responsibility Contact Details Tara Fevre Event Manager School liaison, inschool event briefing deliverer. tara@tsssa.org.nz Annie Sanderson Event Director Specifics on event day LandSAR liaison annie@sandersoncollins.co.nz Tem Hodson Event Support In-school event briefing deliverer tem@tsssa.org.nz Key event contacts other Authorities (SAR, fire, police, first aid etc) Organisation Contact Service Contact details Notes St John 111 On site 111 LandSAR Number TBC on event day On site Number TBC on event day Staffing Volunteers provided by Orienteering Taranaki Designated School Managers 2

3 Organisational structure Emergency services Police, Fire, Ambulance, Coastguard (in emergency situation) Event Manager Event Director School Representatives Orienteering Taranaki Volunteers Timetable Time Pre Event Event Pack up programme Prior to the day Setting the course / accessing conditions Event briefings in schools to take place in the 3 weeks leading up to the event 17:00 Registration Open 17:40 Registration Close 17:50 Student briefing pre race 18:00 Race Begin 20:30 Competitors must be off the course 21:00 Event Closure 3

4 See attached below the Safety Management Plan by Orienteering Taranaki Submission Tara Fevre 4/3/19

5 Safety Management Plan for TSSSA Lake Mangamahoe Rogaine Updated February 2019 v1 Location Physical Address: 631 Junction Road, Burgess Park, New Plymouth GPS: , Risks The rogaine entails upwards of 600 students aged 14 to 18 navigating through the Lake Mangamahoe area from 6pm to 8.30pm using a map. Teams consist of 2-5 students. Note that this includes a period of low light. Lake Mangamahoe is a well contained location bounded by a highway to the SW, a river to the East and farm land to the NW. Safety of students is paramount in this event and to that effect the Safety Management Plan (SMP) is to be followed and SAR will be on site to assist. Should a major search become necessary the Police will become the lead agency and the SMP may be revised. Identified hazards for students participating in the event are shown in the table at the end of this document. The main hazards to competitors are: 1. Getting lost 2. Getting injured 3. Becoming hypothermic 4. Becoming dehydrated In any of these eventualities, the situation will best be handled by: 1. The OT Incident Controller (IC) will direct, aided by LandSAR controller, unless relieved by the police in the case of a major incident 2. Effective communication between the students and the LandSAR controller using cell phones. 3. The OT IC and LandSAR controller making a decision on the best strategy for assisting the students 4. LandSAR getting to the students and providing help. 5. OT Club members assisting LandSAR where practical On-Site Capability The following capability is on site during the rogaine 1. Taranaki LandSAR will provide a minimum of two field teams of two for managing two checkpoint stations. Movement of participant teams through the checkpoint stations will be recorded and general assistance provided to participants if needed. 2. Taranaki LandSAR will have management personnel at the event base to work with the OT Controller and direct the LandSAR teams at the checkpoints. 3. Communications equipment 4. A first-aid station (ambulance) 5. Water (at the start and two other locations marked on the map) 6. Two lag vehicles that will patrol the lake and forest roads. 3/4/19 1

6 General Description Event duration is 2 1/2 hours All competitors must carry compulsory gear including water and thermals to reduce the risk of dehydration and hypothermia. Organisers to ensure generator is suitable, and spare fuel is available to provide power for lights A helpline mobile contact number (answered by LandSAR base at event start) will be printed on the map Competitors are required to carry the following: Torch, whistle, means of telling the time, cell phone Safety briefing for competitors to include: How a rogaine works- points allocation, late return penalty Teams to stay together Do not cross river or lake except by bridges If you think you are lost and you find a control, stay there If lost txt contact number on map, NOT parents, teachers or friends Finish time Whistle use for emergencies only How to get help Explanation of assistance plan (see below) Assistance Plan During the event, cars will be driven along the roads on a regular basis. The driver will stop and talk to competitors seen on the road, offer navigation assistance or bring people back to the start if asked. Lake road every half hour ie 1930, 2000 Forest road every half hour ie 1930, 2000 IF cell communication established with a lost party Instructions for lost party: DO NOT move, stay where there is cell reception DO NOT use cell phone to call or text others, conserve cell battery Questions to ask: Do you know where you are? What sort of help do you require? Is anyone injured? What was the number of the last control you visited? How long since you left that control? Which was the next control you were going to? When did you last see another team or person? Have you been walking up or downhill? Are you in the bush or open area? Are you on a hill or in a valley? Are you on a wide gravel road? Can you hear the river or see the lake? Can you hear a car engine or horn? Can you see the moon? Can you see farmland, or any man made objects? 3/4/19 2

7 Have you crossed a river or any fences? Is there anything you can see or hear that you can tell us about? IF no communication received, start the Search Plan (below) 3/4/19 3

8 Search Plan To be used if no communication received from lost party. The on-site Incident Controller will co-ordinate the initial response as outlined below. The Incident Controller is responsible for escalating the incident and requesting support from the police if necessary. Once a police incident controller is on site and briefed, they will take over the search operation. LandSAR Search coordinator to record all searchers cell numbers before they depart Communicate the recall signal to all - 4 long car horn toots, pause, 4 long toots Do not allow parents or teachers to start their own searches. Phase 1 Poll the returned competitors for last sighting of lost party Establish time and location Establish direction of travel Attempt to narrow search area Contact the people who delivered them. Is the lost party at home already? Phase 2 OT Club member vehicles to drive the 2 main roads to the end (forest and lake road) Also drive to crematorium car park, do short car horn toot and shine lights towards lake Also drive to end of Hydro Rd (near TOPEC), check houses at road end, walk over farmland to forest Pre-organise the gate keys - ensure gates are left unlocked but closed Take a map and cell phone, know the organisers cell number Question all other competitors you see Drive slowly with windows down Stop every 200 metres, turn off engine, keep lights on Toot horn, listen for response (Do not use 4 toots recall signal) Look for torchlight Return to event centre Repeat during phase 3 Search co-ordinator to call 111 now to get outside assistance underway. Note that mobilising outside assistance may take more than 1 hour 3/4/19 4

9 Phase 3 May start before phase 2 is complete. Also continue doing phase 2 tasks here. OT Club member teams, in conjunction with the on-site LandSAR teams, to run or fast walk and undertake a quick search of the most used tracks. The purpose is to let the lost party hear or see you and make themselves known to you. Teams of at least 2 people Take a cell phone, know the organisers cell number Take a map with the control sites shown South side of lake S1 Track 1- from MTB entry gate, up to top of clay hill, then north along forest ridge track and riverside track to road near dam S2 Track 2-lakeside track north from yellow brick road to road near dam S3 Track 3-west from MTB entry gate, round lake to lake road, and north on lakeside to yellow brick road S4 Track 4- east from MTB entry gate, up to top of clay hill, south down hill, east on track to river, south along trails to cemetery entry gate, return through the trails North side of lake N1 Track A- tracks NE from horse parking area to road end N2 Track B-track north from road end to forest edge, including spur track to East, return via ridge. Loop down hill to west, return over dam Blow whistle, listen for response. Voice appeal, listen for response Flash torch around, look for other torchlight At farthest end of search path communicate update to organiser Re-search, returning along similar path to event centre If lost party whistle heard or light seen some distance away, one searcher to mark the spot on the track and communicate location with SAR coordinator. The other searcher(s) move towards the sound/light Phase 4 Incorporating Police and LandSAR personnel. Note in the event that the police are involved, they will take over as incident controller, and this plan may change. This may begin before all phase 2 & 3 teams have returned to event centre Undertake a thorough search of entire area using the following suggested breakdown: South side of lake - S5 Area 1- west of forest ridge track, from ridge to road and up to centre skid - S6 Area 2- east of forest ridge track, from ridge to river and up to centre skid - S7 Area 3- lakeside tracks between road and lake, up to centre skid - S8 Area 4- west of road to river, from centre skid to track over to dam - S9 Area 5- east of road to lake, from centre skid to south of toxic ponds - S10 Area 6- east of road to lake, from south of toxic ponds to track over to dam - S11 Area 7- north from track over to dam to top of map - S12 Area 8 - west from MTB entry gate, round lake to kauri grove - S13 Area 9 - north from MTB entry gate to old sawmill site and up to clay hill track, also cemetery area -S14 Area 10 - from cemetery area to river (north of gravel road), and south of gravel road between creek and river North side of lake - N3 Area A - from horse parking area, tracks to west and north, to old mill site - N4 Area B - north west area from road end to top of map - N5 Area C - north east area from road end and dam, down to river north of dam - N6 Area D- from park gates to horse parking area, both sides of road 3/4/19 5

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13 Hazard Outdoor environment Medical condition and outdoor environment Assessment What could go wrong Likelihood/Impact after mitigation What would cause it to go wronghow could we prevent it from goiwhose responsibility iswhen will mitigation take place wrong it? M/M Competitor injured Trip/slip/fall/stumble/bites/stings Suitable footwear, Safety briefing, training events (spring rogaines) M/M Competitor has medical emergency Competitor becomes ill on course Schools check medical conditions as part of entry Cold wet weather L/H Competitors get hypothermia Poor weather and clothing Event held in summer Minimum equipment list includes suitable clothing Event coordinator, course planner, marshals, briefing announcer, competitors. SAR and St John once notified. Traffic on main road H/H Vehicle accident at event entrance Poor signage Traffic management plan, signage Event coordinator or exit traffic coordinator Traffic L/H Competitor hit by traffic on main Competitor out of bounds or Main road out of bounds, warning in Event coordinator, road or lake road inattentive on lake road briefing briefing announcer Mountain Bikes M/H Competitor hit by mountain bike, Bike and runner on same track, plus Liaise with mountain bike club to Event coordinator, possible injuries to rider and not paying attention ensure controls in safe locations. briefing announcer runner Signs put up 3 weeks before event Safety briefing Wooded outdoor terrain Wooded outdoor terrain M/L Team members become separated Teams not running together and possibly lost Briefing, separated teams disqualified Course checked 1-2 days prior to event by setters. Safety briefing prior to event. St Johns ambulance and SAR on site All maps have contact number and instructions for emergencies Schools, Event During registration at schools coordinator. SAR and St All maps have contact number and John once notified. instructions for emergencies Event coordinator Minimum equipment list Event cancellation in case of extreme weather. Competitors compete in teams Briefing to include instructions on what to do in case of medical emergency All maps have contact number and instructions for emergencies Teams Day of event Safety briefing prior to event. Signage 3 weeks before event, briefing at event Briefing prior to event All maps have contact number and instructions for emergencies Emergency response IP to contact event coordinator who will ensure appropriate response with SAR & St John Team members to call event coordinator or 111. SAR and St John on site. Team members to call event coordinator. SAR and St John on site. St John on site. Dial 111 for emergency services St John on site. Dial 111 for emergency services IP to contact event coordinator who will ensure appropriate response with SAR & St John Team to contact event coordinator who will ensure appropriate response with SAR Team to contact event coordinator who will ensure appropriate M/L Team becomes lost Poor navigation Briefing to go through map Teams Briefing prior to event All teams checked in at finish plus checks by teachers response with SAR All teams to carry mobile phone and whistle All maps have contact number and instructions for emergencies Controls numbers for back checking last known location Lake/River L/M Team member falls in water Irresponsible behaviour, controls too close to water Briefing Event coordinator, No controls close to hazardous watercourse planner River out of bounds During course setting and event briefingteam to contact event coordinator who will ensure appropriate response with SAR Hot weather L/M Heat exhaustion Not enough fluids, excessive temperatures Wooded outdoor terrain H/L Team not logged back Team lost or fails to hand in wrist tag Generators L/H Electrocution Unauthorised tampering with generators Briefing on symptoms if hot Water stations on course Teams can finish early in case of issues Event coordinator, briefing announcer Stress importance of handing in wrist Event coordinator, tag and reporting to finish briefing announcer Organise finish to ensure wrist tag collection Only equipment officer (or nominated person) allowed to use generators BBQ L/M Burns Inattention catering manager to oversee use of BBQs Event coordinator, equipment officer Event coordinator, equipment officer, catering manager Safety briefing prior to event. Event coordinator, briefing announcer Day of event Day of event Team to contact event coordinator who will ensure appropriate response with SAR Team to contact event coordinator who will ensure appropriate response with SAR Liaise with teachers to track missing team if finished St John on site. Dial 111 for emergency services St John on site. Dial 111 for emergency services 3/4/19 9

14 TSSSA Rogaine Roving Vehicle briefing Along with the SAR radio, take a torch and a rogaine map, know when finish time is (8.30pm). One vehicle will drive the Lake Road and the other (4x4 capable) vehicle will drive the MTB side (Forestry Road). Stay on the hard surface, take care when turning around. Roving to start by 6.15pm and continue until recalled (once all teams are accounted for) At all times drive very slowly with hazard lights on. Be very careful when exiting the rogaine area onto the State Highway, and when turning into the Crematorium. Ensure everyone wears a seat belt. You will be given a radio to communicate with SAR base and the 2 remote SAR stations. Use the correct channel = MS08, with EE196 on Port chimney as backup Use the call signs designated by SAR = Car 1 Lake Rd, Car 2 MTB/Forestry Rd, SAR base Do not drive when using the radio Know where the repeater is (to ensure good comms) Radio back to base with all information about people or teams who are being evac d. Base will need the team number (including the A or B ) and member names Talk to teams as you pass them stop and quiz them as you go past make sure they are OK do they know where they are, where they are going do they know how much time they have left do not assist them with navigation, except where they are obviously lost you may tell them where they are do not offer them a ride unless there is an injured person, or time is running out and the team needs to be evacuated back to base. Talk to the remote SAR station to be sure they are doing OK You may be required to transport SAR members towards lost or injured parties. You will get this information via the radio. You may be required to transport pizza to the remote SAR stations from the road end On the MTB road, with minutes until finish time start turning teams around and directing them back to the Lake Road. Ensure they know how much time they have until the finish. On the Lake Road, turn them around with minutes until finish time. Direct teams back towards finish as required (where the track is to get back over the dam, where the return track is near the horse car park) Do a final sweep of the road at 9pm, including all the way to the very north end of the 4x4 road on the MTB side as some people have missed the turn off back over the dam in the past. Neil will sweep the cemetery area. Pick up any struggling teams who will not make it back to the finish in time. Some will not want to be picked up as they lose points, but at 8.45pm it is too late to get back on time and they are to be picked up to prevent a search starting for them. Radio through their details. Any roving vehicle which is returning lost or late competitors to the finish area needs to ensure that the competitors check in with SAR (at SAR Caravan), and that the competitors know they must download their race data, notify their Sports Coordinator of their return and then access their transport home (IN THAT ORDER). 3/4/19 10