May 8-20, Volunteer Handbook and Health and Safety Guidelines Newport Stopover

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1 May 8-20, 2018 Volunteer Handbook and Health and Safety Guidelines Newport Stopover

2 2018 KEY TIMES AND DATES Try Sailing! Every day - check website schedule 8 May: Race Village Opening Ceremony 4:00 PM 9-10 May: Arrival of the Fleet from Itajai, Brazil TBD 12 May: Opening of One Exploration Zone, presented by 11 th Hour Racing 11:00 AM 15 May: MetLife Veterans Regatta 9:00 AM - 4:00 PM May: Ocean Race Club (Ticketed Access Only) 12:00 PM 17 May: VOR Newport Pro-Am Race 3:00 PM 18 May: M32 Sailing 10:00 AM 19 May: Gurney s Resorts In-Port Race 2:00 PM 20 May: Leg 9 Start Newport to Cardiff, Wales 2:00 PM 20 May: Race Village Closes 6:00 PM RACE VILLAGE HOURS 8 May 4:00 PM 7:00 PM 9-11 May 11:00 AM 7:00 PM May 10:00 AM 7:00 PM May 11:00 AM 7:00 PM May 10:00 AM 7:00 PM 20 May 10:00 AM 6:00 PM Excellence is not a skill it s an attitude. It s doing ordinary things extraordinarily well!

3 THE VOLVO OCEAN RACE The Volvo Ocean Race is the ultimate test of a team in professional sport and a human drama of real depth and emotional power. The race began in as the Whitbread, with a total of 324 pioneering sailors setting out into the unknown. Since then, the Volvo Ocean Race has grown into a unique global event, testing male and female athletes in some of the harshest environments on the planet. In , there is a clear focus on sustainability and the need to tackle the problem of plastic pollution in the world s oceans. Everyone involved in the Volvo Ocean Race will play a critical part in this important endeavor. SECTION ONE / HEALTH AND SAFETY 4 Oceans 6 Continents 7 Teams 8 Months 12 Landmark Host Cities 44 Years of History 45,000 Nautical Miles Millions of Global Visitors 1 Stop in North America: NEWPORT 3

4 PORT CREW All volunteers for the Newport Stopover are part of the Port Crew, and serve as the face and heart of this great event. Your enthusiasm, together with your professional attitude, will create an awesome legacy for the volunteering program as a whole, as well as for sailing, the Volvo Ocean Race, Newport, Rhode Island, and the United States of America. Please be aware that many visitors and spectators may be from other parts of this country as well as overseas. We ask that each volunteer always be friendly, helpful and polite, and a great team player. Communication is the key, through words, body language and (most importantly) your smile! Use positive language when talking to others. Maintain eye contact with the person to whom you are speaking or listening. Treat others the way you would like to be treated. PUBLIC SAFETY PLAN Sail Newport has an obligation to ensure the health and safety of all employees, contractors and visitors in any place of work under their control. A comprehensive Health and Safety Plan is available at the following locations and can be referenced by any employee, contractor or volunteer as required (see Site Map). In addition, all incident reports and hazard forms are available at these locations. VOLVO OCEAN RACE NEWPORT Operations Trailer DOCKMASTER Alofsin Pier

5 HAZARD MANAGEMENT It is very important that any hazard which could cause harm to any person is managed and reported immediately to your supervisor and/or manager. Things to do immediately are: 1. Make the situation or scene safe your primary obligation is public safety - the public is every person at the event including you. 2. Alert others in the area and, if possible, erect a barricade or warning sign to advise of the hazard. 3. Report the situation / hazard to your supervisor / manager immediately. 4. When appropriate, make sure you utilize proper protective measures and personal protective equipment (PPE). We recommend that you pick up a pair of protective gloves, which will be available in the Volunteer Center. SECTION ONE / HEALTH AND SAFETY INCIDENTS AND ACCIDENTS / REPORTING All incidents, accidents and potential accidents must be reported to your supervisor and/or manager immediately. Each such circumstance needs to be recorded and investigated without delay. Incident investigations are very important to determine the root cause of the incident as well as providing an opportunity to develop corrective action(s) to prevent such an incident 5

6 from happening again. When possible, please try to protect the scene of an accident from being altered or tampered with so as to preserve evidence that might be used in an investigation. If you are present for a situation involving an injury, it is important that you attempt to obtain the name and contact details for the injured person(s). Only share this information with a supervisor, law enforcement official or EMS responder to preserve the privacy of the injured individual and in compliance with Health Insurance and Portability and Accountability Act (HIPAA). If you do report an incident, accident or near-miss, please return to the Volunteer Center at the end of your shift to complete a brief report for Sail Newport s records.

7 HEALTH AND SAFETY MANAGERS Susan Maffei Plowden and Josh Carney Located in the Stopover Office Trailer, next to Visitor s Center Lisa Charrier, Mary Smith and Bill Heller Located in the Volunteer Center in the Barracks FIRST AID: KNOW WHAT TO DO IN THE EVENT OF INJURY EMS / First Aid tent is located at Fort Adams East Gate (see Site Map) If someone is injured, make the scene safe (if possible) and, if the injury is serious, call 911 and ask for an ambulance. Where possible, please give the 911 dispatcher detailed input such as the method of injury, risk to the public (if any), specific location or landmark (e.g., located directly in front of the Volvo Pavilion. South Coast EMS will have an ambulance on-site. Volvo Ocean Race (VOR) Newport staff will be carrying radios and can contact South Coast EMS directly if you are unable to do so. SECTION ONE / HEALTH AND SAFETY FIRE Know the evacuation procedure for your site or building. Identify the congregation point for all members of the public and staff in the event of an emergency evacuation (see Site Map). If you encounter a fire, notify others, dial 911 and ask for fire assistance, then ensure the evacuation is underway. DO NOT TRY TO PUT OUT THE FIRE. Your primary responsibility is to ensure the public s safety, so your primary duty is to establish a safe zone and assist the public in getting away from a hazard. 7

8 SECURITY (INTOXICATION, DISORDER, THEFT) Do not involve yourself in any altercation, illegal activity or disorderly situation, or put yourself at risk in any way. Department of Environmental Management (DEM) Law Enforcement and JFA Security will be on-site at all times to assist with any security issues contact a Sail Newport staff member if security is required. If the incident is serious, please dial 911 and ask for Police assistance. SMOKING AND VAPING AT WORK In general, all under-cover work spaces - offices, lunchrooms, meeting rooms, workshops, team bases, pavilions, information centers and vehicles are designated as NO SMOKING. At no time shall personnel smoke in areas where the public is present and this includes vaping. The Fort Adams site is a State Park and is governed under specific Rhode Island laws. Ignoring these restrictions could lead to actions from on-site RI DEM Law Enforcement and park personnel. As a courtesy to our personnel, smoking is ONLY permitted in the designated areas in the Fort Adams ditch (see Site Map) and is not permitted on construction sites during the set-up and breakdown of the event. All cigarette butts and waste shall be discarded in appropriate containers marked for this purpose to prevent fires.

9 GENERAL SITE SAFETY - BE AWARE OF THE FOLLOWING POTENTIAL HAZARDS: Manual Labor be familiar with safe lifting techniques. However, if something is too heavy for you to lift safely, do not try it alone. Get assistance from another person, use a wheeled cart, or break the load down into smaller parts. Electricity damaged electrical equipment can cause electric shock, serious injury, or death. All fixed and portable equipment that plugs into the main power source should be checked regularly, tested and carry an up-to-date inspection tag. Never use damaged equipment - take the item out-ofservice until it has been repaired or replaced. If you observe an electrical hazard that poses an immediate risk, step away from the hazard at once to protect yourself, try to establish a safety perimeter to protect other personnel and the public, and, once properly-trained services arrive, relinquish your oversight and protection of the hazard area. SECTION ONE / HEALTH AND SAFETY Housekeeping keep all work areas tidy and free from hazards that may cause slips, trips or falls. Ensure that entrances, fire exits and passageways are kept clear at all times, and that fire-fighting equipment and electrical switchboards can be accessed in an emergency. Overhead Hazards be aware of people working overhead, and of items that may fall. Personal Protective Equipment (PPE) always check your work area before you start your shift, and wear any appropriate PPE. 9

10 Tools and Equipment ensure that all are in safe working condition, with guards in place (if applicable) and displaying upto-date electrical testing inspection tags. Working at Height only trained, competent, approved persons may work at heights, including erection of scaffolding and use of Fall Arrest/Fall Restraint equipment. Confined Space only trained, competent, approved persons may work in confined spaces, and must use correct safety equipment including Rescue Equipment Gas Detectors. A Permit to Work system must be in place and Confined Space Entry permits used. Hazardous Substances only trained, competent persons approved by Sail Newport are allowed to use hazardous substances within the Race Village. Safety Data Sheets (SDS) are available for all hazardous substances in the Health and Safety Plan. Any hazardous material present or brought on to the site must be reported to the lead Public Safety supervisor who will record the type, volume and applicable placard number of SDS. This information will be maintained at the Command Post during the event. Personnel who observe any hazardous materials which are stored incorrectly or not sealed properly should report that fact to a supervisor immediately. Known (clearly labeled) or unknown hazardous materials left unattended or in an area which appears out-of-the-norm or otherwise suspicious should be considered a threat and reported to a supervisor immediately. DO NOT attempt to move, open or investigate any such suspicious object.

11 PORT CREW / VOLUNTEER INFORMATION INTRODUCTION The Newport Stopover of the Volvo Ocean Race (VOR) is being held at Fort Adams State Park in Newport, Rhode Island from 8 May to 20 May Our goal is to deliver the best possible experience during the Newport Stopover, with excellence in areas both on- and off-shore, thereby leaving a legacy for the the City of Newport as well as the State of Rhode Island. Newport Stopover Volunteers some 700 strong are the face of the event, and a vital part of the Port Crew for the Volvo Ocean Race. As a volunteer, you will be one of the first people visitors see and talk to at the Newport Stopover. A friendly demeanor and professional image are an essential part of your role. Thank you for your commitment and dedication, and we hope you enjoy the racing and activities during the 12-day stopover. SECTION TWO / PORT CREW / VOLUNTEER INFORMATION GENERAL INFORMATION All volunteers serve as the face not only of sailing, but also of Newport, Rhode Island and the United States of America. Please be aware that many visitors and spectators may be from other parts of this country as well as overseas. We ask that each volunteer always be friendly, helpful and polite, and a great team player. 11

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13 SECTION TWO / PORT CREW / VOLUNTEER INFORMATION 13

14 Throughout the Newport Stopover, expect to be approached by spectators requesting a range of information about the Race Village and the Volvo Ocean Race. Be prepared to assist with: Entertainment areas First Aid Security Merchandise outlets Public Toilets Food and Beverage outlets Wheelchair-accessible routes and facilities Emergency evacuation UNIFORM All volunteers are required to wear their official Volvo Ocean Race volunteer uniform at all times while working during the event. This is to be worn with your own long pants or shorts, in khaki, white, navy blue or black; dress jeans are acceptable. Volunteers should wear their own footwear, but it must be neat and practical for your role. Plan for possible inclement weather. Your uniform must be clean and tidy at all times. ACCREDITATION You will be supplied with accreditation, which must be worn at all times.

15 MEDIA We are anticipating huge media interest in every aspect of the Volvo Ocean Race. Approximately 200 media representatives TV, print, radio, photographic and web will be accredited to cover the event, and others will be doing pieces during the final countdown. During the Newport Stopover, members of the media may approach you while you are working to ask about your experience as a volunteer. If you are willing to talk to the media, go ahead. Please remember that you are representing the Newport Stopover when you speak, so it is important that you speak about your experience in a positive manner. Please do not comment on matters outside your roles as volunteer and the general event experience. If you do not wish to be interviewed, feel free to say so in a friendly manner and refer the media representative to the Media Center on the ground floor of the Museum Building the Media Information Desk can assist them. Under no circumstance should you comment to the media on any accident or incident that you observe. SECTION TWO / PORT CREW / VOLUNTEER INFORMATION Spokespersons for the event are Brad Read, Kim Cooper, and Suma Plowden. Call (401) with any questions. 15

16 VOLUNTEER SIGN-IN / SIGN-OUT PROCESS All volunteers based at the Volvo Ocean Race Newport Stopover (Fort Adams) are required to sign-in at the Volunteer Center located in the Barracks of Fort Adams at the start of each rostered shift. At the Volunteer Center, you will be provided with a secure place to store your belongings. You will then meet with your Team Leader or Manager and be given instructions on tasks to be carried out. It is also expected that all volunteers check-in and check-out daily at the Volunteer Center. Volunteers MUST NOT leave the venue without first signing out. This is very important for everyone s safety. Thank you for your compliance. The Volunteer Center is available to you throughout the day, before and after your shift as well as during your breaks. Daily information sheets will be displayed in this area, advising of the day s activities and any updates. Be sure to check this information. If you are present for an accident, incident or near-miss, you are required to return to the Volunteer Center at the end of you shift to complete a brief report for Sail Newport s records. FOOD / DRINK All volunteers will be provided with morning and afternoon beverages, as well as a lunch, if working through lunch hour. This will be available from the Volunteer Center.

17 WHAT DO I DO IF I CANNOT ATTEND MY ROSTERED SHIFT? If you are sick, or are unable to attend your shift for any reason, please contact Lisa Charrier, Hannah Lasorsa, Mary Smith or Bill Heller as soon as possible. Their phone numbers are listed in the Key Contacts and on the back cover. LOOK AFTER YOURSELF Look after yourself while volunteering at the Newport Stopover. It can be both physically and mentally demanding work. Make sure you take scheduled breaks and keep your fluid and food intake up. Watch out for your personal safety while working, and if you see something which might endanger other volunteers or spectators, advise your Team Leader as soon as possible. THANK YOU VOLUNTEER FUNCTION A Thank You Volunteer event will be held on 20 May 2018 at 6:00 PM at the tent at the Eisenhower House. Please be sure to RSVP through your online profile. SECTION TWO / PORT CREW / VOLUNTEER INFORMATION 17

18 KEY INFORMATION Throughout the Volvo Ocean Race Newport Stopover, expect to be approached by spectators requesting a variety of information about the Race Village area and the race itself. FIRST AID TENT / SOUTH COAST EMS: Outside of East Gate of Fort Adams RED CROSS TENT (minor first aid care): Next to Visitor s Center IN CASE OF FIRE CALL 911 Fire extinguishers are located in each tent and structure. INJURY AND HAZARD REPORTING FORMS Located at Volvo Ocean Race Operations Office Trailer / Dockmaster s Office Alofsin Pier PUBLIC SAFETY LAW ENFORCEMENT & SECURITY Duty Officer Operations Trailer / Additional Resources Command Post KEY CONTACTS Sail Newport Main Office: Hannah Lasorsa: Lisa Charrier: Mary Smith: Bill Heller:

19 Clean Seas: Turn the Tide on Plastic The Port Crew Volunteer Program will support the Clean Seas: Turn the Tide on Plastic campaign. Marine plastic pollution is a global problem that needs global solutions. Through the Clean Seas campaign, Volvo Ocean Race and United Nations Environment will draw attention to the growing problem of marine litter, putting a spotlight on what needs to be done to protect our oceans. UN Environment is bringing together countries, companies and citizens to raise awareness about ocean health. The Volvo Ocean Race, via its various initiatives and the volunteer program, will send an urgent call to Turn the Tide on Plastic. SECTION THREE / KEY INFORMATION Ocean Summits have been and will continue to be hosted in Race Villages along the course. Alicante, Cape Town and Hong Kong have already gathered Newport, Cardiff, Gothenburg and The Hague are still to come. These sessions bring sport, business, government and science together to drive conversation on Ocean Health and bring about real change. These are invitation-only events, and content will be tailored to each Host City s particular issues. An Educational Program has been developed for teachers and students. This is available online as well as through attendance at our Race Villages at the One Ocean Exploration Zone, presented by 11 th Hour Racing. Teachers and students will be able to learn about ocean plastic pollution throughout the Race Village. The Globe, as well as the team bases of Turn the Tide on Plastic and Vestas 11th 19

20 Hour Racing will allow all visitors to brush up on ocean health and plastic pollution issues. Clean Seas Pledge: UN Environment launched #CleanSeas in February 2017 with the aim of engaging government, the general public, and the private sector in the fight against marine plastic litter. Over the next five years, we will address the root cause of marine litter by targeting the production and consumption of non-recoverable and single-use plastic. To do this effectively, we need citizens to be aware, engaged and active in addressing the problem in their own lives and beyond. We are also giving a platform to hundreds of local organizations who are already doing important work on marine litter to highlight their efforts. To take the pledge, visit Reducing Our Footprint: The number one challenge we have set is to avoid single-use plastics! This means no disposable plastics used in hospitality bottles, straws, condiment packets, cutlery, shopping bags or stirrers. If you see any vendors or bars handling such items out to visitors, report it to your supervisor immediately. Do not conduct a citizen s plastic intervention your supervisor will handle that! We will be making huge efforts to recover all waste resources, so getting the right thing in the right bin is critical. An information board in the Volunteer Center will explain precisely how resource recovery works. Do your part to Turn the Tide on Plastic!

21 8 May 2018, Tuesday Race Village Opening Ceremony Dock Party - Chelley, Bill & Dyl 9 May 2018, Wednesday Race Village Open Race Boat Arrivals Try Sailing! Arrival Press Conference 10 May 2018, Thursday Race Village Open Race Boat Arrivals Try Sailing! 11 May 2018, Friday Race Village Open Average VO65 ETA from Itajai Try Sailing Heineken Dock Party - Comenchero 4:00 PM - 7:00 PM 4:00 PM - 7:00 PM 11:00 AM - 7:00 PM TBD 11:00 AM - 3:00 PM TBA 11:00 AM - 7:00 PM TBD 11:00 AM - 3:00 PM 11:00 AM - 7:00 PM TBD 11:00 AM - 3:00 PM 4:00 PM - 7:00 PM SECTION THREE / KEY INFORMATION 12 May 2018, Saturday Race Village Open 10:00 AM - 7:00 PM Try Sailing! 10:00 AM - 5:00 PM One Ocean Exploration Zone Opening, presented by 11 th Hour Racing 11:00 AM Kids Zone Open 11:00 AM Stars & Stripes Sail Newport Party 8:00 PM - Midnight 21

22 13 May 2018, Sunday Race Village Open Try Sailing! Kids Zone Open 14 May 2018, Monday Race Village Open Try Sailing 15 May 2018, Tuesday MetLife Veterans Regatta Race Village Open M32 Sailing Try Sailing! VO65 Free Practice 16 May 2018, Wednesday Race Village Open M32 Sailing VO65 Practice Race Try Sailing! Dock Party - Honky Tonk Knights 17 May 2018, Thursday Race Village Open Try Sailing! Ocean Race Club (Ticketed Access) Practice Race VO65 Pro-Am Race 10:00 AM - 7:00 PM 10:00 AM - 5:00 PM 11:00 AM 11:00 AM - 7:00 PM 11:00 AM - 5:00 PM 9:00 AM - 4:00 PM 11:00 AM - 7:00 PM 2:00 PM 11:00 AM - 5:00 PM TBD 11:00 AM - 7:00 PM 10:00 AM - Noon 2:00 PM 10:00 AM - 5:00 PM 4:00 PM - 7:00 PM 10:00 AM - 7:00 PM 10:00 AM - 3:00 PM 12:00 PM - 4:30 PM 1:00 PM 2:00 PM

23 18 May 2018, Friday Race Village Open Try Sailing! M32 Sailing Ocean Race Club (Ticketed Access) Public Leg Prize Giving Chateau d Esclans Dock Party - Paula Clare Blues Band 19 May 2018, Saturday Race Village Open VO65 In-Port Race Dock Out Show Gurney s Resorts In-Port Race Ocean Race Club (Ticketed Access) Prize Giving 10:00 AM - 7:00 PM 10:00 AM - 3:00 PM 10:00 AM 12:00 PM - 4:30 PM TBD 4:00 PM - 7:00 PM 10:00 AM - 7:00 PM Noon 2:00 PM 12:00 PM - 4:30 PM 60 min. after racing SECTION THREE / KEY INFORMATION 20 May 2018, Sunday Race Village Open Try Sailing! Leg Restart Dock Out Show Ocean Race Club (Ticketed Access) Leg Start (Newport to Cardiff) Race Village Closes 10:00 AM - 6:00 PM 10:00 AM - Noon 3:30 PM - 5:30 PM Noon 12:00 PM - 4:30 PM 2:00 PM 6:00 PM 23

24 Fort Adams State Park KEY CONTACTS Sail Newport Main Office (401) Lisa Charrier (401) Hannah Lasorsa (401) Mary Smith (901) Bill Heller (401) Ainhoa Sanchez / Volvo Ocean Race