SASA OPEN WATER SWIMMING. Event Organisation and Safety Guidelines

Transcription

1 SASA OPEN WATER SWIMMING Event Organisation and Safety Guidelines March 2018 scottishswimming.com

2 TABLE OF CONTENTS 1 General Organising the Event Venue and Course Event Amenities Water Quality and Temperature Other Water Hazards Permissions Course Planning Time Limits Administration Age Limits Date and Programme Meet Information/Entry Form SASA Licence Temporary Competitor Members Appointment of Officials Confirmation of Acceptance/Information Guide Swimmer Identification Programme Prizes Safety Risk Assessment Safety Cover First Aid Communication Organisation on the Day Setting up the Course Swimmer Registration Briefing the Race Officials Briefing the Safety Crews Briefing the Swimmers Allocation of Accompanying Boats/Canoes Identification The Start The Course The Finish Race Conditions Safety Races Processing of Results Organiser s, Safety Officer s and Referee s Reports Reporting of Results Risk Assessment & Safe Method of Operation Hazards Control and Mitigation Factors Organisational Check-List Venue and Facilities Administration Activities on the Day Activities Following the Event Open Water Training Sessions Additional Information References Future Plans Definitions Fast Rescue Craft Escort Craft Contact Details Appendix Examples of Forms

3 1 General All open water swimming events and competitions held under the auspices of the Scottish Amateur Swimming Association Ltd. (SASA) must comply with the SASA Open Water Swimming Regulations and be licensed in accordance with Company rules. Since safety is of paramount importance in running an open water swimming competition, the notes contained in this document have been prepared by the SASA Open Water Swimming Committee (SOWSC) to provide additional guidance and assistance to those persons involved in organising and running an open water swimming competition. It is the intention to review the contents of these guidance notes on a regular basis to incorporate experience and best practice stemming from new safety improvements and procedures. Readers of this document are invited to forward any relevant material or comment on the contents with a view to them being included in future issues of the documents. Please write to:- The Chair of the Open Water Swimming Committee Scottish Swimming National Swimming Academy University of Stirling Stirling FK9 4LA Alternatively you can the current Chair of the committee whose address can be found in the open water section of the Scottish Swimming web site; Note: - This document is for assistance and guidance in running a safe, well organised event and whilst every care has been taken in its preparation, SASA Ltd can accept no responsibility for any loss or negligence arising out of its use. 2 Organising the Event 2.1 Venue and Course An open water swim can take place in several different environments, each of which will have its own advantages and disadvantages. An event held in the sea can be very different to one held in a river or canal. In selecting the venue for the event the organiser must take into consideration many factors, the main ones being location, water quality and available amenities. The venue should be chosen far enough in advance to allow the rest of the planning to take place in good time. The organiser must make sure that the choice of water for the open water swim is suitable for the purpose and that the swimmers, officials and spectators are not being placed at unnecessary risk due to its location or means of access. In making the final venue selection for the event, irrespective of whether the planned swim will be in the sea, a loch or lake, a river or a canal, the organiser must consider the following:- Page 1

4 Permission of the owner and the possible interference from other water users see Available amenities for swimmers, officials and spectators see Access for emergency vehicles Boat launching facilities Water characteristics, for the date of the swim:- o o o o o Anticipated quality Anticipated temperature Maximum and minimum water depths Presence of any currents and tides Underwater hazards such as rocks Suitability of proposed start and finish area For Level One Events (National and District Championships), the course must be a circuit Event Amenities To hold an open water event the organiser needs to ensure that the following are available at the proposed venue:- Suitable access for emergency vehicles Adequate access & parking for the competitors, officials, and spectators. There should be adequate directions provided on getting to the venue and signage (permanent or temporary) at the location itself. Sufficient toilet, shower and changing facilities. Toilets should be suitably located with respect to the start and finish areas for the proposed course. Refreshments available during the event for the competitors, officials, and spectators. Adequate shelter, sufficient for all, in the event of inclement weather. A suitable location for use as a First Aid station, if required. Suitable facilities for conducting drug testing should this be necessary (Level 1 events only). Note that this facility does not need to be booked until notification is given that drug testing will be carried out. All that is required at this stage is to ascertain that a suitable location can be made available in the, fairly unlikely, event that they are required. This can include booking a hotel room with en-suite facilities within reasonable driving distance. Secure storage for clothes and personal items for the competitors. Suitable slipways or other facilities for launching boats. Note: - Whilst the lack of some of the above does not preclude the staging of the proposed event, this should be noted in the entry information Water Quality and Temperature In order to comply with the SASA regulations for open water swimming, the organiser must take all reasonable steps to ascertain that the temperature and quality of water is suitable for open water swimming. Page 2

5 Water temperature Under the Scottish Regulations, a minimum temperature of at least 13 C is required. Organisers should assess the likelihood of the water temperature matching this requirement on the planned date of the event. The FINA Rules require wetsuits to be worn at water temperatures less than 18 C. Wetsuits must not be worn at temperatures in excess of 20 C. Between 18 C and 20 C, this is at the discretion of the Organiser and Officials on the day. Where the Organiser obtains a license to hold a non-wetsuit event (ie not FINAcompliant) the water temperature must be a minimum of 14 C if not individuallyaccompanied or 13 C if individually-accompanied. However, the latter is unlikely to be practicable where there are large numbers of entrants. The maximum temperature must not exceed 31 C. This is to comply with FINA regulations. For events in Scotland it can assumed that this will be the case. Mist can develop when the water and air temperatures are out of synchronisation. Events should not take place where swimmers cannot see the next turning point and where spotters cannot see all the swimmers within their zone of control Water Quality An Open Water event should not take place in waters where the quality of the water poses a risk to the swimmers. There are a number of potential hazards which need to be considered; Algae Given the right conditions especially in the summer months algae can grow rapidly and cause blooms across large areas of the potential course. Algae can produce toxins which can cause sickness. It is a sensible precaution to avoid contact with blue-green algae. If large blooms do occur the Event Organiser and Safety Officer should look at postponement or cancellation of the event. Bacteria Open water swimming events are primarily concerned with bacteria that can live in water and may enter the human system either through open wounds or swallowing. Faecal coliforms and faecal streptococci are types of bacteria found in sewage and animal excreta Leptospira (Weils Disease) is a disease that can be transmitted to humans by allowing water contaminated by animal urine to come in contact with unhealed breaks in the skin, the eyes or with mucous membranes. Any venue that shows a widespread infestation of rats should be carefully screened for this bacterium. Sewage visual signs of floating sewage indicate an unsuitable swimming environment. Tarry residues signs of floating oil or petrol also indicate an unsuitable swimming environment. In order to gain assurance of quality of the water organisers should contact at least one of the following:- The Local Council SEPA (Scottish Environment Protection Agency) The Coastguard Page 3

6 These can provide data on many stretches of water and are appropriate authorities to contact for advice prior to the event. Additionally the operators of the venue or other water sports providers operating at the venue may also be able to give assistance. If water quality testing is not already carried out at a venue the organiser can employ the services of professional testing services. They may be commercial organisations or government organisations such as the Scientific Services department of Glasgow City Council (Contact the Scottish Swimming Open Water Safety Co-ordinator for more details). In all cases a copy of the testing certificate should be obtained as part of the Risk Assessment for the event Other Water Hazards When planning an event the organiser should be aware of other potential water hazards Tides and currents currents, particularly cross-currents, should not be so strong that the standard of swimmer expected to compete would experience difficult in navigating the course. Planning should consider what currents and tides will be prevalent at the time and date of the event. Wind speed high winds can make swimming conditions more challenging for competitors and also rise to handing difficulties for boats and canoes. The resulting effect on wave heights may also impair the ability to continuously monitor the location of swimmers. The combination of these effects should be considered in reaching a decision on whether the race should be postponed or stopped. Electrical storm the weather forecast for the day should be considered. Should electrical storms be forecast or become apparent during the day the race should be abandoned. Interference on course by other boat users the course should be made safe from other boat users especially fast boats and Jet Ski s. If required, security craft must be employed to prevent other water craft enter the event area. These security craft must be additional to the provision of boats that would otherwise be required. Glass and plastics glass and hard plastics can be a hazard in shallow water especially at the entry and exit points. These areas must be checked and cleared before an event takes place. Litter As with glass and plastics other litter such as paper, cardboard, rubber products, tin cans and ring pulls can be a hazard for the swimmer and should be cleared if present Permissions One of the first items in planning an event should be to obtain permission to stage the swim from the persons or organisation who owns the particular stretch of water and/or access roads. Contact should also be made with any other local water users such as boat/canoe, water-sport & fishing clubs, to advise them of the proposed event so as to minimise any possible disruption or interference to the event timetable Course Planning Point to Point Courses When considering a new venue or a different course at a previously used venue, the proposed route should be drafted, using local advice and historical data. Page 4

7 In the lead up to the event the proposed course should be agreed with the safety officer and surveyed to ensure there are no problems, e.g. with unseen obstructions or sections of shallow water. The survey should be completed and any course adjustments made prior to publishing details in the entry form. Special consideration should be given as to whether any casualties will be evacuated to the start, the finish or other location and as to whether this should change during the swim, and if so when Circuit Courses The layout of circuit courses should consider the following aspects; Total length of circuit(s) Visibility for Safety Officer, spotters and spectators Requirement for movement of Buoys that will be needed for races of different lengths Visibility of buoys from the perspective of swimmers consider size, colour and distance between them. Depth of water where buoys will need to be placed. Access to the venue and availability of boats to place the buoys. Visibility of finish for timekeepers and finish judges. Size and colour of buoys; turn buoys should ideally be a different colour, and larger, than buoys which are placed to provide guidance only. If the course is laid out such that turn buoys are passed on different sides (some with the buoy on the right and others with it on the left) then they should also be of different colours Time Limits For Level 1 Meets the following maximum cut-off times apply. distances can be obtained by interpolation: Times for intermediate Distance Maximum Stay in Water Distance Maximum Stay in Water 750m 30 mins 3000m 100 mins 1000m 43 mins 4000m 135 mins 1500m 70 mins 5000m 150 mins 2000m 80 mins 10000m 225 mins Shorter time limits can be imposed at the Organiser s discretion or as a result of Safety considerations on the day. For Level 2 Meets, these cut-off times are advisory. Should the Organiser decide that they are not to be applied, then this must be justified in the Preliminary Risk Assessment submitted with the license application. 2.2 Administration After deciding on the venue the following must be organised, as appropriate, during the lead up to the event. Date, venue and programme Meet Information/Entry Form SASA licence application Temporary competitor member Appointment of officials Page 5

8 Confirmation of acceptance/information Swimmer identification Programme production Purchase and administration of prizes Age Limits Scottish Swimming sets age limits on swimmers of 10 years on the day of competition where the FINA rules for swimwear apply or 12 years at year end in events where the organisers wish to permit non-wetsuit swims. However, for these younger age groups, maximum distances are set as follows: Age FINA Byelaws regarding open Non-wetsuit events (at year end) water swimwear apply m Not permitted 11 1km Not permitted 12 2km 1km If you wish these younger swimmers to compete at the event, then appropriately selected distances should be chosen for the swims Date and Programme The date for the swim should be selected such that it gives swimmers the best opportunity to attend and takes into consideration the local conditions. Efforts should be made to avoid conflicts with other events which are intended to attract swimmers of a similar calibre. Dates for national and district championships will normally be agreed by the SOWSC. Organisers of other events are recommended to liaise with the committee in selecting the date for their events. Licence applications for events on the same dates as the Scottish national championships or the district championship for the district which contains the venue will not be approved. The date must be fixed far enough in advance to allow the detailed planning and organising to be undertaken. The programme of event also needs to be decided. This allows the entry form to be designed and issued. In selecting the programme and distances of races to be staged, the organiser needs to take into consideration:- The time available for the event Categories within events based on age categories, nationality, district, club, etc. The standard of the slowest swimmers the event is intended to attract. The organiser should not be too ambitious in setting the programme and should allow time for setting up the course with some contingency for circumstances that arise on the day. There should be a registration period for competitors. This should allow sufficient time to mark up all swimmers and should finish sufficiently before the swimmers briefing to allow those STOs involved in marking up the swimmers to attend the Safety Briefing and/or Technical Officials Briefing, both of which must be completed prior to the Swimmers Briefing. Page 6

9 2.2.3 Meet Information/Entry Form The meet information should provide key pieces of information for the competitors, including the date, venue and available events. This information can be provided in two parts; in the information available prior to entries being submitted, and in information sent to competitors between receiving their entries one week before the event. Irrespective of the amount of information provided before entries are received it is good practice to have some communication with competitors leading up to the race to confirm/receipt and acceptance of their entries and to confirm or update the information previously given. Meet information may be made available on printed forms and/or on-line. The meet information should contain the following; Date Venue The rules/regulations under which the event will be held (FINA, SASA, BLDSA, etc) Whether wetsuits will be required in accordance with FINA rules or whether this is a non-wetsuit event Race type(s), distance(s) and category(s) Race cut-off times. Entry fee details Entry closing date. Name and address of the person to whom the entry should be sent. Details of refunds, if any, if withdrawing prior to the date of the event. Relevant safety information or special conditions anticipated, e.g. currents or tidal flows. Requirements or options for competitors to provide boats, canoes and personnel to man these. Any additional conditions/requirements A statement to the effect that, with the exception of temporary members, by entering the event the swimmer agrees to become registered as an open water swimmer on the SASA membership database. Optional Information Maps and directions to the venue. Indication where the swimmer should register for the event. Details on parking and public transport, as appropriate. Briefing and starting times A general description of the amenities available for swimmers A general description of the amenities available for spectators Advice on whether it is intended that the event be wetsuit or swimsuit between 18 C and 20 C, if appropriate. Warnings to the effect that while steps will be taken to ensure that the water quality for the event is acceptable there remains a small risk from leptospirosis (weil s Page 7

10 Entry Forms disease) or other water borne diseases and that if participants feel ill after competing they should make an appointment with their general practitioner. Entries may be made by submission of a printed form or by an on-line process. requested information should include fields for the following as a minimum; Name Gender Club Registration Number with National Governing Body or indication that they are a temporary member. Address Post Code Address Contact Telephone Number(s) Age at Year end and/or Date of Birth Events being entered Any illnesses etc Details of previous experience (optional unless this is required under the Risk Assessment). The Declaration The form or process should include statements to the effect that by entering the event the swimmer is making the following declarations where they are applicable; That they will abide by the relevant rules/regulations. That they are a registered member of their national swimming association or are applying for temporary membership That the information they have given on the entry form is correct. That they are not knowingly suffering from any disability or illness, which would render their participation in the event inadvisable. That they are participating in this event at their own risk and that they waive and release any and all claims for damages which they may have against the promoter for any injuries or illness and any loss of property resulting from their participation. Notwithstanding this declaration the promoter still has an obligation to meet safety requirements laid out in this document. That they understand that in the event of their retiring during the race that safety crews will use all means necessary to assist them into the safety craft. That they understand that entry fees are not refundable. That they will wear the cap provided to them. For more challenging swims or for relatively inexperienced competitors it may be pertinent for entrants to declare that given the nature of the event that they believe they are capable of completing the race and have this declaration endorsed by a recognised coach, teacher or official. It may also be appropriate for entrants under the age of 18 for the declaration to be signed by a parent or guardian. Page 8

11 2.2.4 SASA Licence Any open water swimming event involving more than one club taking place in Scotland under the auspices of the Scottish Amateur Swimming Association must obtain a licence for the event. Details of how to apply for a licence are contained in the SASA Open Water Swimming Regulations, a copy of which is available on the Scottish Swimming website. Application for a licence should be made at least 8 weeks prior to the event taking place. Applications must be accompanied by a risk assessment for the event. Note that the risk assessment may be reviewed and updated prior to the meet. If a licence is granted then the licence number should be included on the entry form. Competitive events only involving a single club do not need to be licensed but the club must submit a Risk Assessment to the Chair of the Open Water Committee at least eight weeks prior to the event Temporary Competitor Members Since 2012, a new grade of membership has been made available to the Open Water and Masters disciplines. This has allowed swimmers who are not members of SASA affiliated or other national associations to still compete in a limited number of events by applying for temporary membership. This has been introduced to allow swimmers who do not initially wish to become members of clubs but who wish to take part in some events in order to get experience of competing in SASA events. This may in future years encourage them to become members of clubs. Inclusion of temporary competitor members in an event requires a number of actions by the organisers. Temporary competitor members should be eligible for prizes in an open category but organisers may wish to put restrictions on whether such swimmers are eligible for prizes in categories restricted to a geographical region or district. Such restrictions should be made clear in the meet information Obtaining Permission to Allow Temporary Competitor Members The first stage is for the organisers of an event to decide whether or not they wish to allow such competitors in their event. It is not compulsory and organisers may wish to consider that some such swimmers may be of lower standard than Scottish Swimming members and so wish to take steps to confirm the abilities of such swimmers or to put additional safety measures in place. If a decision is taken to allow temporary competitor members, the organiser must communicate this to the Chair of the SOWSC who will then make a request to the CEO of Scottish Swimming. In the likely event that permission is granted this will be communicated to the organiser via the Chair. The application process and authorisation is handled via the Licence. This process should take place quite some time before the event since the decision has to be made before the meet information and entry forms can be finalised Provision of Temporary Membership Application Forms Meet information should make it clear whether temporary members may enter the event. Entry forms have to be worded accordingly and provide an option such as a tick box to allow the competitor to indicate that they are applying for temporary membership. The meet information should include a temporary membership application form for the competitor to complete and return along with the entry form. If the temporary membership fee is paid by cheque, this should be made payable to SASA Ltd. This will probably mean that the entrant Page 9

12 will have to provide two separate cheques; one for the entry fee and the other for the temporary membership fee. The temporary membership application form should be customised to make it specific to the event by including the name and date of the event and the name and address of the entry secretary Processing of Forms When an entry form with an application for temporary membership is received the organiser should. Check that the information on both the entry form and temporary membership application form is complete. If not the entrant should be contacted and the situation resolved. Check that the payment is correct and made in a way that allows the temporary membership fee to be forwarded. Make a decision on whether the applicant will be accepted for the event. If all of the above is correct the application form and payment should be forwarded to the Chair of the SOWSC. This should normally be done along with all the other applicants in one batch and take place immediately after the closing date to arrive with the Chair of the SOWSC at least one week prior to the event. Even if the organisers are prepared to accept entries after the nominated closing date, this must not apply to temporary memberships. The Chair of the SOWSC is responsible for checking that the applicant has not already competed in their maximumm two events that calendar year or that there is any other reason why the application for temporary membership should not be granted. The Chair of the SOWSC will allocate temporary membership numbers and inform the organiser of the swimmer s eligibility to compete. It is then the responsibility of the organisers to inform the competitor. Note : Neither the applicant nor the event organiser should send forms directly to the Scottish Swimming office. They must be processed in the manner described above. Page 10

13 2.2.5 Appointment of Officials The organiser must appoint, in good time, three key officials for the event. These are the Referee, the Safety Officer and the Course officer. Note:-The organiser, at his/her discretion, may choose to adopt one of these posts himself providing he/she is suitably qualified. Additional officials such as judges and timekeepers will subsequently be appointed, as required for the event. These appointments are made by the referee or by the organiser with the approval of the referee. It is the responsibility of the organiser to ensure that sufficient officials are appointed. For events held under SASA licence the requirements for the number of officials and their duties are detailed in the SASA open Water Swimming Regulations. On the day of the event, the Referee and Safety/Course officer are responsible for all aspects of the competition which take place on the water Confirmation of Acceptance/Information Guide At least one week prior to the event the promoter should send, by post or , a confirmation of acceptance to all competitors or notification that their entry has not been accepted. Unless the information has previously been provided, the following information should be included Venue:- Directions and maps, where appropriate. Details on parking and public transport, as appropriate. Briefing:- Relevant safety information or special conditions anticipated, e.g. currents or tidal flows. Information on no go areas other than swimmers, Safety and Technical Officials Briefing and starting times of each event Indication where the swimmer should register for the event. Reminder of race cut-off times, if any. Page 11

14 Facilities:- Medical:- Contact Details:- A general description of the amenities available for swimmers and spectators. These would include details of changing rooms, toilet and shower facilities, refreshments, etc. Instruction for how swimmers with medical conditions should report this to race organisers. Telephone numbers and addresses to contact for more information in the period leading up to the event and on the day itself. And In Addition:- Any alterations or changes to the previously advertised information Swimmer Identification In order to distinguish between them, swimmers will normally be allocated a swimming cap which is unique by number and/or colour. In addition, there may be a requirement to mark the number on the shoulders and/or hands of swimmers. Caps and marker pens need to be procured in good time for the event. Note that marking up is not mandatory under SASA rules for races with fewer than 20 competitors. Caps should be of colours which make them clearly visible against the background of the water surface. Another consideration is to avoid colours which are similar to turning buoys (from a swimmers point of view it is possible to confuse a turning buoy with the cap of a swimmer who is closer). Colours of caps may be used to distinguish between swimmers in different race categories as an aid to swimmers, officials and spectators. The standard colours which have been adopted in Scottish events are; Senior Men White or Lime Green Senior Women Red or Pink Junior Men Light Blue Junior Women Yellow Caps should be numbered by the manufacturer or by purchasing blank caps and adding numbers with a thick marker pen offering a good clear contrast to the cap colour. Numbers should be unique for competitors in a given race even if the cap colours are different. If the meet has more than one race which a given competitor can enter it is advisable to assign a numbered cap which they wear in all races. Additional blank caps should be available so that they can be marked up and used as replacements if necessary Programme Level 1 licensed competitions have a requirement to provide programmes, which as a minimum should contain:- Details of the course(s), preferably in the form of a map. The registration, briefing and race start times A list of competitors for each race with their race number and club. Page 12

15 Prizes Prizes, normally medals, will need to be obtained prior to the event. In addition trophies will need to be obtained from previous winners and certificates (if certificates are to be presented to those completing the course) will need to be produced. 2.3 Safety Risk Assessment A risk assessment specific to the event and venue should be produced and submitted with the licence application. It should be updated as necessary in advance of the day. Typically a risk assessment should include, but not be limited to, a register of the risks perceived in the running of this particular open water event and measures put in place to mitigate these. A template is available to assist (See discussion in section 4, the appendices and Scottish Swimming website) In some cases the emergency services or the venue itself may wish to have sight of the risk assessment before giving final consent to the event going ahead Safety Cover Safety boats and escort craft are essential for all open water swimming events. These provide assistance to any swimmer who gets into difficulty and allows the officials to monitor the race. The number and type of boats required will depend on the nature and location of the course. These should be agreed with the appointed safety officer and referee prior to the event. Communications between boats and shore based officials is essential. Normally there are two types of craft (see Section 7) needed for an event:- A fast rescue boat, two of which are usually required to assist any swimmer in difficulty. Such craft :- should be capable of reaching any section of the course quickly. should be manned by at least two appropriately qualified personnel (both minimum Royal Yachting Association Powerboat Level 2, at least one with a current First Aid certificate). should carry an appropriate stock of safety equipment including blankets and spares for more than one casualty. One spare lifejacket for any casualty Two kill cords should be used to monitor the swimmers and the escort craft. Escort boats and canoes which may be used to accompany individual swimmers or to generally patrol the course. These craft :- must be at least capable of keeping pace with the swimmer must have a competent crew, capable of rowing the entire length of the course at the swimmer s pace in the event of a breakdown can transport the swimmer s coach who can give instruction/encouragement to them and also provide food and drinks. will provide initial assistance and, if it should prove necessary, summon the fast rescue boat. Boats should be manned by at least one experienced boatman. For races over 10km a dedicated escort craft should accompany each swimmer individually. This should normally be a boat but if considered appropriate under the risk assessment a canoe may be used. Page 13

16 The number of craft required is determined by the risk assessment. For example a lake swim round a circuit course where swimmers are never too far from shore would require less cover than a point to point sea swim where the swimmers need to contend with waves, tides and currents and where they will become more spread out. As a minimum requirement there should be a maximum ratio of 5 swimmers to each escort boat. The safety officer should also satisfy themselves that the craft may be distributed such that at any point during the race any swimmer will not be more than 100 metres from the nearest craft. Boats should fly a flag alpha if there is any possibility of other users sharing the water. In river or canal races with good towpath/bank access, escort craft may be replaced entirely or in part by nominated persons equipped with life belts or throw ropes. For every event, the organiser, referee and safety officer must all be satisfied that the safety cover is adequate to deal with all foreseeable situations First Aid First aid facilities and trained personnel must be available during the event. It is normal in Scotland to have First Aid Organisations such as the St Andrew s Ambulance or Red Cross. This may be waived if the venue has permanent first aid facilities. First Aid cover should normally be sited adjacent to the finish area. The siting should be especially carefully considered for point to point races and a plan agreed and clearly understood if the First Aid cover is to move during the race. It may be alternatively sited on a rescue boat docking point. At least one crew member on each fast rescue craft should have a first aid qualification. Where an external organisation is required, the service must be arranged in advance by the promoter. Prior to the event the promoter must ascertain how they will contact additional medical facilities, e.g. local hospital or doctor, in the event of this becoming necessary. For level 2 licenced events it is permissible to dispense with the presence of a recognised organisation provided a person with first aid qualifications is available for the duration of the event, subject to the risk assessment. It is recommended that this should only be the case where relatively small groups of swimmers (max 10) are competing over relatively small distances (max 3 km) Communication During a race the officials and safety organisation could be spread out over a large area. Effective and efficient communication between officials and safety staff is essential and is usually achieved by means of radio. The following is a list of key personnel who may be provided with communications: Referee(s) Race judges in boats Turn judges Finish judge Chief timekeeper Rescue boats Safety Officer First aid station Clerk of the Course Race control Announcer Page 14

17 Setting up the system The communication system needs to be checked prior to the event to ensure that it will be effective over the whole course. All pieces of equipment should be tested to ensure that they are operating correctly. Be aware that operation of VHF and VHF (DSC) radios requires the user to hold a Marine Radio (SRC) Certificate. Improper use of this type of radio may lead to prosecution. Communication plan Prior to the event the Safety Officer will confirm a communication plan. This will include: A check for any radio black-spots on the course. A listing of all personnel who are to be using radios. The number of handsets required including back-ups. Call signs for users. Safety messages and controls. A back up plan. For example if radio communication should fail mobile telephone numbers should be available for use. Emergency contacts such as local hospital. In setting up the Communication Plan it needs to be remembered that course officials may be related to competitors. As far as possible, usage should follow standard radio protocols. Safety - Normal Operating Procedure The Safety Officer is responsible for documenting and communicating the normal operating procedure for all aspects of safety. This may include: The number of safety craft on the water and their role Any counts and checks of swimmers in the water Any counts and checks on swimmers entering and leaving the water Radio usage Safety - Emergency Operating Procedure The Safety Officer is also responsible for documenting and communicating the Emergency Operating Procedure for all aspects of safety. This may include: Action to take if swimmer in distress Action to take if safety crew suspect that a swimmer may be in danger e.g. hypothermia Action to take if threat of electrical storm Action to take if race is to be abandoned for any other reason Action to take should an Official, helper or spectator be in need of treatment. 3 Organisation on the Day When the day of the competition arrives most of the hard work has already been done, however, there are still some items to be organised. Setting up the course Swimmer registration Briefing the race officials Briefing the boat crews and canoeists Briefing the swimmers Running the Races Processing and Collating Result Page 15

18 3.1 Setting up the Course A change in water conditions on the day of the race such as temperature, tidal flows, and quality or wave conditions differing from those anticipated or a deterioration of the weather will require a change to the Risk Assessment and may lead to the safety officer or referee cancelling the event. The decision of these officials is final and each has the power of veto. Alternatively the course may be changed and/or shortened. Setting up the course is normally done at the earliest opportunity on race day but if possible this can be carried out in advance. The organiser must allow sufficient time for setting up to take place prior to the first event since boats will need to be launched, buoys positioned and course distance measured and adjusted. Setting up of the course is normally performed by the Course Officer with the start and finish areas clearly defined. Each turn should be marked with a clearly visible buoy and in such a way that the turn can be monitored by one of the turn judges. Refer also to section Swimmer Registration Information on registration procedure must be given on the competitor s entry form or information guide. Normally a table should be set aside for the designated registration official who should:- Check off the competitor against the list of entrants. Issue the competitor with their race cap. Confirm the race programme and time of the competitor s briefings. Register any information on medical conditions and medication. Apply the swimmers numbers in indelible marker In events with a small number of officials a table may not be necessary but the race organiser or registration official must still carry out these tasks. 3.3 Briefing the Race Officials This will be carried out by the Referee with the help of the safety officer before briefing the swimmers. The briefing will cover: Specific duties required by the venue and the event Safety aspects including the emergency procedures First Aid and other safety provisions The officials should all be assigned to specific roles, for example; Starter Clerk of the Course Race Judge(s) Turn Judge(s) Finish Judge(s) Timekeepers. Recorders Page 16

19 One person may fulfil more than one role for which they are qualified as long as this is in accordance with SASA Regulations. However, it should be noted that the duties of the Safety Officer are such that the Regulations require that they must not multi-task in any role during the event. It is recommended that Safety Officers should not adopt any other role on the day of the event at all. 3.4 Briefing the Safety Crews This will be carried out by the Safety Officer about 30 minutes before the start of the first race. The briefing will cover:- Information on how the event is to be run. The positioning of craft at the start and during the race. Safety aspects including the emergency procedures. First Aid and other safety provisions. Instructions on the rules relating to feeding of swimmers, slipstreaming of craft and interference. Where swimmers are individually accompanied by a boat or canoe which is navigating on their behalf they need to be clear on their responsibilities. This is particularly the case for canoeists who are new to the role and who might otherwise expect the swimmer to navigate for themselves. Safety crews are also encouraged to attend the swimmer s briefing. 3.5 Briefing the Swimmers The referee will normally lead the briefing with assistance from the safety officer. It should be conducted in a manner such that all competitors and their representatives can hear the information clearly. The briefing should be concluded in enough time to:- Have a role call to confirm who is present Allow swimmers to complete their pre-race preparations including meeting and making arrangements with their escort crew/canoeist. Check that swimmers race numbers have been applied Travel to the start location. If there is going to be insufficient time for swimmers to get changed between the briefing and the start of the swim this should be made clear in the entry information Allocation of Accompanying Boats/Canoes If swimmers are to be individually escorted, the organiser should make a list of which boat/canoeist will accompany each swimmer. This list should be read out at the briefing and the referee should check that the swimmers and their allocated crews/canoeists have identified each other Identification The procedure for marking swimmers with their race numbers should be explained. This should be done before the swimmers have applied Vaseline, grease or sun tan lotion. This may take some time, so is better carried out substantially before the briefing, with a subsequent check to ensure that all are numbered. Page 17

20 3.5.3 The Start All competitors should be told how the start will be conducted. The procedure should be demonstrated during the briefing The Course The course should be explained and the referee should be satisfied that all competitors understand the course, the route they must swim, what will be expected at turn points and the finish. On some courses there will be buoys which are for guidance only and which may be passed on either side. If this is the case they should be identified during the briefing The Finish The approach to and layout of the finish as well as the actual finishing point should be explained clearly. The swimmers should also be told the procedure for leaving the water after finishing the race Race Conditions The swimmers should be made aware of:- The water conditions. Temperatures of air and water. Tidal and current flows they may encounter. Any weather changes forecast for the duration of the race. 3.6 Safety The safety officer should explain the safety arrangements for the race and the procedure to be adopted should any swimmer wish to retire from the race. The First Aid provisions in place at the location should also be made clear. If a first aid organisation is in attendance a representative should be given the opportunity to introduce themselves and explain how they will operate. The safety officer should explain the procedure for emergency abandonment of the event, should this become necessary. 3.7 Races The activities of the various officials and assistants during the races are normally directed by the referee (for the officials) and the safety officer (for safety crews, canoeists and first aid personnel). Radio communication between the various parties is important. The various safety craft should distribute themselves so as to cover the field. The Referee must ensure that the race does not start until all safety craft are in position. Safety personnel should monitor the progress of swimmers and identify if any are showing signs of hypothermia and alert the fast rescue craft personnel to the possibility of a retirement. If possible there should be a cordoned area at the start and finish within which only swimmers and officials are allowed (no coaches, no parents). Swimmers should be counted in this area so that the number of swimmers entering the water can be established. On leaving the water, all swimmers should be checked before they are released back to their parents. In this way, Page 18

21 the swimmers become the responsibility of the race team at a defined point and are released back at a defined point. This advice should be given to swimmers/parents with the information pack. Ideally, swimmers should be given black bags to keep outer clothes in so that other people are not milling into this area, which makes head-counting and race control more difficult. If the finish of the race is at a jetty, timekeepers and finish judges will normally need access and such officials should be equipped with life jackets. Spectators should be dissuaded from walking on the jetties if this is not safe or if they are likely to impede the work of the officials. 3.8 Processing of Results The effort required in processing the results depends on the number of competitors and the number of different categories available. If there are only a few competitors this can be done by hand. Alternatively, with larger fields and multiple categories it is more convenient to make use of a computer system which can sort and format the results. A given competitor in a race may be in an open division and age category division, a district competition and a leg of the Scottish Open Water Grand Prix. An integrated entry and results processing system has been used at most of the level 1 licensed meets in Scotland over the last few years and is available to organisers. Whatever system is used, organisers should bear in mind the need to process and check results quickly in the period between the end of the race and the presentation of prizes. 3.9 Organiser s, Safety Officer s and Referee s Reports At the conclusion of licensed events, the organiser, referee and safety officer should complete their reporting section of the licence form, including data on the environmental conditions. The organiser is responsible for returning the completed form to the Chair of the SOWSC. The Organisers, Referees and Safety Officers are expected to be open and honest in completing their sections so as to identify opportunities for improvement Reporting of Results Results of the licensed event should be forwarded to the Chair of the SOWSC within seven days of the event and include the items of documentation required by SASA Regulations. Failure to comply may result in the organisers having to meet additional requirements in order to obtain a licence or future licence applications being declined. The form in which the information is supplied is largely up to the organisers but it should be laid out clearly. Standard forms are available, are depicted in the appendices and the most up-to-date versions are on the Scottish Swimming website. Page 19

22 4 Risk Assessment & Safe Method of Operation The Organiser of an open water event should identify potential hazards and ensure that appropriate measures to control and mitigate these are put in place. This should be undertaken as a specific assessment for the event in question which can address the issues applying to the venue, course conditions and number and standard of swimmers. This is an important process in ensuring the safety of competitors and others attending the event and should be undertaken in a structured and diligent manner. Where the venue is unchanged, it is permissible to use the risk assessment for the event held the previous year as a starting point but this must be thoroughly reviewed since the course, conditions and safety provision to be put in place may change from one year to the next. Note also that the standard template has been amended for Alternatives can be used but they must be of a similar standard. For events where the Organiser wishes to allow non-wetsuit swimmers at temperatures less than 18 degrees (ie not following the new FINA Rules), it is a license requirement that both the Preliminary Risk Assessment and the Final Risk Assessment be approved by a qualified British Swimming Open Water Referee and a qualified Scottish Swimming Safety Officer. It is expected that for each identified Hazard, assessors will score the reasonable likelihood that harm will occur and the reasonable severity of that harm, to give a Risk Rating : Likelihood that Harm will Occur Score Likelihood Comment 1 Remote Almost never 2 Unlikely Occurs but only rarely 3 Possible Could occur but uncommon 4 Likely Recurrent but not frequent 5 Very Likely Occurs frequently or more or less constantly Severity of Harm Score Severity Comment 1 Trivial Discomfort, slight bruising, self-help recovery 2 Minor Small cut or abrasion basic First Aid needed 3 Moderate Strain, sprain, very cold, etc. First Aid needed 4 Serious Fracture, hypothermia, hospitalisation, etc 5 Fatal A Risk Rating is obtained by multiplying these two scores together. The resultant rating can be compared with the below: Risk Rating Bands Score Risk Rating Band Comment 1 to 4 Low Risk Monitor. Institute controls to reduce risk further where reasonably practicable 5 to 9 Medium Risk Institute control measures to reduce risk to low and monitor 10 to 25 High Risk Effective control measures must be introduced and monitored. The risk must be reduced to low The Risk Rating should be assessed before Control Measures are included ( Initial Risk Rating ) and afterwards, taking the Controls into account ( Residual Risk Rating ). The Residual Risk Rating should be as near 1 as can reasonably be achieved. Although this process involves some extra steps from the previous approved methodology, it is useful in that a high Initial Risk Rating or else a large difference between the Initial Risk Rating and Residual Risk Rating indicates the particular importance both of the Control Measure itself and of the monitoring of that Control Measure as the event progresses. Page 20

23 4.1 Hazards Typical hazards to address include but may not be not limited to the following. Organisers and safety officers should assess whether these are applicable for the event in question and whether other hazards are present; Low standard of swimming ability Low water temperature - hypothermia Dangerous conditions due to high winds Slips and falls Cuts Poor water quality Swimmers struck by boats or other craft. Canoeists capsize Lightning strikes Safety of spectators and officials Breakdown in communications Safety vehicles unable to gain access. 4.2 Control and Mitigation Factors The risk assessment should list the measures in place to control the hazard (reduce the likelihood of it occurring) and to mitigate it (reduce/limit its impact should it occur). Examples of such measures may include, but are not limited to, the following; Information provided to competitors. Previous experience of the swimmer (listed in descending order of reliability): o o o Documented information on successful participation in previous equivalent swims Declaration by coach or other club official who knows the swimmer well that the swimmer is of a suitable standard to take part in the event (not a parent/guardian). Declaration that swimmers consider themselves to be of sufficient standard (Counter-signature for competitors under the age of 18 by parent/guardian). Information given at briefing requesting swimmers to retire if in difficulty Cut off times Limited distance of event Good access to and from water Appropriate water temperature Testing of water to ensure good quality Limited/no sources of pollution. Adequate depth of water over course Proximity of course to shore. Dissuading swimmers from using slipway to enter water Advice given at briefing on contacting GP if ill a few days after event. Page 21

24 Availability of Fast Rescue craft Fitting of propeller guards to outboard motors. Supervision by safety boat to identify swimmers becoming cold. Qualifications and experience of launch drivers Use of experienced boat handlers and canoe lifeguards. Available of canoes and boats for individual escort Lifejackets available for all crews and officials in boats Postponing event if thunder storm forecast. Cancelling or postpone races if winds cause rough conditions. Ensuring radios are in good state of repair and sufficient in number. Listing mobile phone numbers of officials to be listed. Provision of whistles to all canoeists and turn judges. Safety equipment and blankets on rescue craft. On site medical facilities supplied by appropriate organisation Local doctor/hospital notified in advance Availability of showers The organiser and safety officer should satisfy themselves that the safety measures put in place are adequate to reduce the risks to being as low as reasonably practicable. A template, in the form of an Excel workbook is available (on the Scottish Swimming website amended for 2017) to document the risk assessment. To aid consistency, event organisers are requested to use this but they are free to adopt an alternative equivalent method if they wish. An undertaking to complete an adequate risk assessment is a licence condition. A preliminary risk assessment must be carried out and the document generated by this process submitted along with the licence application. If the risk assessment is considered inadequate, the Chair of the SOWSC may request further information/assessment, which may delay the issue of a licence. The risk assessment should be reviewed and revised leading up to the event and the final version should be submitted to the Chair of the SOWSC along with the completed licence form even if it has not been necessary to change it. 5 Organisational Check-List 5.1 Venue and Facilities In making the final venue selection for the event, the organiser must consider a number of aspects relating to the course location and the availability of facilities. The following items should be considered in selecting the venue and provision of facilities. The Venue Permission of the owner Possible interference from other water users Other bodies/organisations who may be affected by the activity on and off the water. Access for emergency vehicles Boat launching facilities Page 22

25 The Course Water quality Anticipated water temperature Water depths Presence of any currents and tides Underwater hazards such as rocks Suitability of proposed start and finish area(s) Facilities Adequate access and parking for the competitors, officials, and spectators and which are suitably signposted. Suitable toilet, shower and changing facilities close to the start and finish areas. Provision of refreshments during the event for the competitors, officials, and spectators. Adequate shelter for competitors, officials, and spectators in case of inclement weather and an area and which can be used as a First Aid station if required Secure area to store clothes and personal items for the competitors Liaison Contact with local water users (e.g. boat/canoe club, water sports group, fishing club etc.) to advise them of the proposed event such that any possible disruption or interference to the event timetable can be minimised. Whilst the lack of some of these does not preclude the staging of the proposed event, this should be noted in the entry information. 5.2 Administration Date and Programme The date for the swim should be selected as far as reasonably practicable so as to avoid clashes with other swimming events (pool and open water) which are aimed at attracting the same standard of competitor. Try to avoid conflicts with any other local club or community event. Liaise with the organisers of other open water events who are targeting their event at the same standard of swimmer. The date must be fixed far enough in advance to allow the detailed planning The programme for the event also needs to be decided at an early stage Content of Entry Forms Refer to section 2.2. SASA Licence Application for a licence at least 8 weeks prior to the event taking place. Temporary Members If temporary members are to be allowed to compete then; A request has to be made to the Chairman of the SOWSC on the licence application, who will forward the request on to the CEO of Scottish Swimming who in turn will make a decision on whether this will be permitted. Temporary membership application forms should be included with the entry information. Page 23

26 Application forms must be forwarded to the Chairman of the SOWSC to arrive not less than one week before the event. Accepted applicants should be informed. Appointment of Principal Officials Appointment of Referee Appointment of Safety Officer Appointment of Course Officer Content of confirmation letter/ Directions and maps Details on parking and public transport Briefing and race times Facilities available at the venue Location of registration table Contact details 5.3 Activities on the Day Setting up the course Swimmer registration Briefing the race officials Briefing the safety crews Briefing the swimmers Races Presentation of prizes Reporting of results 5.4 Activities Following the Event Submission of licence and associated documentation. This can be submitted electronically o Licence completed, including Organiser, Referee and Safety Officer comments o Final Risk Assessment, even if it has not changed from the preliminary o Results o List of Officials and Duties o Any Disqualification Forms o Any Incidents Forms Submission of reports as required Completion of financial arrangements. Page 24

27 6 Open Water Training Sessions This guide deals mainly with the organisation of competitive race events. However, some aspects are also relevant to sessions for open water training. In particular, the requirements for conducting training sessions in a safe manner are just as relevant as they are for a competitive event. Training sessions also need to be risk assessed and safe practices put into operation. Where the arrangements for a group of training sessions are the same, it is permissible to carry out an assessment covering the whole group but it should be reviewed and revised as any significant changes become apparent and at least on an annual basis. Some factors which organisers of training sessions should bear in mind are; The standard of some swimmers attending may be low, so the organiser should have some process for assessing swimmers who should not take part or for whom additional supervision is required. If swimmers who are not members of the SASA wish to swim alongside the SASA members taking part in a training session, they should be strongly discouraged from doing so, even to the extent of requiring them to sign a form to indicate that they acknowledge that they are there at their own risk and are not covered by SASA insurance. The organiser is unlikely to have the authority to prevent someone from swimming in the same stretch of water while the training session is taking place but the organised group is likely to comprise significantly stronger swimmers than the non-members, an issue which may impact on the overall safety of the organised group itself if the non-members attempt to join in the training session. Swim only in shallow water where swimmers are able to stand on firm river/loch bed and still have their head above water. Swim in short circuits or out and back courses so that the maximum distance between a swimmers and an escort craft is minimised as is the distance required to return them to shore. Swimmers should all wear brightly coloured caps. It is safer to swim in groups so swimmers should be instructed to stay within a limited number of groups. This is especially true if there are a limited number of escort craft. Even within the group there may be a range of swimming ability. Staying within a group reduces the training benefit for the faster swimmers. They may be required to periodically stop or swim an additional loop to allow others to catch up. Given that the session is not competitive, swimmers may wear wetsuits. This has the safety benefit of providing buoyancy but decreases the benefit of acclimatisation. 7 Additional Information 7.1 References Any person wishing to organise or promote an open water event in Scotland should read this document in conjunction with SASA Open Water Swimming Regulations. These are available on the SASA web site Additional information may be available from the British Swimming/ASA website Page 25

28 7.2 Future Plans The Safety Officer must be competent to the task. Scottish Swimming recommends that the Safety Officer should be fully and properly trained in accordance with the Scottish Swimming Safety Officer training scheme. This is not currently a Regulation but it is intended that it should become a Regulation as soon as is practicable. 7.3 Definitions Fast Rescue Craft A fast rescue craft is one with a minimum power of around 30 H.P. manned and equipped as in Section Fast Rescue Craft should be equipped with:- Blankets Life saving equipment Radio First Aid Kit Escort Craft An escort craft should have an engine with the capability of keeping pace with the swimmer and sufficient fuel for the duration of the race. It should also have an alternative means of propulsion e.g. Oars. And have the following safety equipment:- Throw line Whistle Buoyancy aid Compass The craft should be manned by a competent crew capable of rowing the entire course if required Contact Details The following are relevant contact details at the time of issue. changed from that time. Some details may have British Red Cross Scottish Canoe Association Scottish Open Water Swimming Committee See Page 26

29 Appendix - Example of Standard Forms These are updated regularly and the latest versions are available on the Scottish Swimming website I.1 Risk Assessment Forms Front Sheet - Example Event Name Scottish Open Water Swimming Championships Location and address: Loch Tay Highland Lodges Name of assessor: Jim Gallacher Milton Morenish Estate by Killin Job title: Safety Co-ordinator Loch Tay Perthshire Date of assessment: 19/06/2011 FK21 8TY Grid reference: Date of event 6th and 7th August 2011 Contact details of site owner: +44(0) Time of event 6th : 9 A.M. - 5 P.M., 7th 9 A.M. - 2 P.M. Description of venue: Loch Tay is a natural fresh water loch. It is a long narrow loch of around 14 miles (23 km) long, and typically around 1 to 1½ miles wide, following the line of the valley from the south west to north east. The base venue is a holiday park situated on the north bank. It is equipped with jetty's and a marina. The race will take place along the north bank. Who is at risk? Adult swimmers: Estimated at 30 Junior swimmers: Estimated at 30 Safety crews and officials: Estimated at 24 Spectators: Estimated at 50 Others: Event Leader: Lynne Deans Other event contacts Safety Officer: Jim Gallacher Referee: Ralph Payne Technical Officials Co-ordinator: Les Rodger First Aid and emergency cover: Red Cross Access arrangement for Nearest hospital: Perth or Stirling Emergency vehicles: Emergency Procedure: To be developed Emergency action Plan: To be developed Safetly support: Shore based spotters the bank is wooded making placement of bank spotters difficult. Canoe s approx 10 to 12 canoes who will accompany the swimmers. They will spot for any problems as well as offering support until rescue boats can arrive. Rescue - Two motorised inflatable rescue boats and crew supplied by Dundee sae cadets. These boats and crew have been operating at Open Water events for a number of years and are very experienced. The boats are equipped with prop guards. One motorised inflatable supplied by the Loch Tay Highland Lodges. Turn judge a turn judge will spot at the far end of the course. Referee the referee will be located on a boat. Additional comments: There will be two radio groupings operational on the day. 1. Rescue boats and Red Cross 2. Technical officials. Page 27

30 Risk Assessment and Safe Method of Working Example Page 28

31 I.2 Temporary Membership Application Form Notes : 1) Shaded Fields to be filled in with event specific information before form is made available. 2) A word version of this form is available on the website. Page 29

32 I.3 Turns Record Page 30

33 I.4 Time Sheet The form can be used for either Finish order or for timekeeping. The right-hand column can be used for additional swimmers (more than 30) or for a second event or to record the result. It is normal to record the cap and time during the finish, adding the name of the swimmer only later. Page 31

34 I.5 Officials Record Page 32

35 I.6 Disqualification Record (Front) Page 33

36 Disqualification Record (Back) Page 34