SAFETY PLAN HUNTINGDON GREAT OUSE MARATHON 12 JULY 2015 Author: Gary Aldam (Race Organiser) Date: 27 June 2015 1. AUTHORISATION The event is an official Hasler race authorised by the British Canoeing Marathon Racing Committee (MRC) 2. RACE ORGANISING TEAM KEY PERSONNEL The club will appoint 1. Race Organiser Gary Aldam (BSCC Committee Member) 2. Safety Coordinator David Cayford (BSCC Safety Officer) 3. First Aid Coordinator Deborah Cayford 4. Welfare Officer Gary Aldam The Safety Coordinator will have final approval of the safety arrangements. He will be assisted by the two members of the organising committee (including the Race Organiser) have attended the British Canoeing Event Safety Management Workshop. The Race Organiser will appoint An acting Race Organiser / Safety Coordinator / First Aid Coordinator as required to take on each or any of those roles for periods when the nominated person is away from the Riverside Park Marshals at key points on the bank at the start finish points, turns and portages Safety boats (canoes/kayaks) at the start, Lightning turn and following the Lightning races 3. RISK ASSESSMENT A risk assessment has been prepared which covers activities on land and water and the impact on other river users and members of the public. 4. WELFARE The club has a Child Protection and Vulnerable Adults Policy overseen by the club Welfare Officer. If the Club Welfare Officer is not available to be the Welfare representative on the day, another club member who has been on the BC Time to Listen course will act as Welfare Officer for the event. Their contact details will be published as part of the race details. Many of the Marshals and other staff involved in the event are also Coaches and as such hold current CRB/DBS checks. However, the nature of the race means that no individuals should need to be alone with children or vulnerable adults. 5. INFORMATION DISTRIBUTION PARTICIPANTS Race details, Risk Assessment and Safety Plan to be published on the club website submitted to the BC Marathon Race Committee, Environment Agency, Huntingdon CC Safety Advisory Group in good time before the race displayed for inspection by all on the day Page 1
Specific written instructions will be prepared for the marshals and safety boats including special attention to the Accident and Emergency Action Plan A race briefing will be held on the day to highlight the key points for competitors including any last minute issues A marshals briefing will be held on the day to highlight the key points for marshals and safety boats including any last minute issues PUBLIC Warning notices will be sent electronically to all known stakeholders river operating on this stretch of river: All known marinas and fishing clubs, Houghton Mill, Great Ouse Boating Association and StanJay fishing tackle shop. Where appropriate, a warning poster for display will be enclosed. The Environment Agency River Inspector will also be sent posters for display at locks 6. RACE ENTRIES A sheet of race details are distributed to racing clubs across the region by direct mail and by submission to the Marathon Racing Committee. These details include deadlines for race entry. Late bookings are permitted on the day (up to a specified cut off) where individuals are additional members of a team who have already pre-booked, or are able to demonstrate personal membership of British Canoeing. Participants are registered onto the official British Canoeing Hasler Race Management computer system (HRM). The race rules require that all participants can swim 50m in canoe clothing. Most entrants do so as part of a team and train under a coach who will advise on their competence to participate. Data will be held in line with the BSCC and British Canoeing Privacy Policies. 7. VEHICLE AND TRAILER ACCESS ROUTES There is a substantial public car park at the venue and no especial precautions are considered necessary. 8. BOAT STORAGE ARRANGEMENTS There is ample open space on which boats can be placed safely on the ground 9. BOAT CHECKING Standard marathon committee rules require all boats to have sufficient buoyancy to remain afloat and support the crew in the event of a capsize, and this must be provided by fixed flotation material or sealed bulkheads. Random spot checks of boats will be undertaken as the paddlers get onto the water and any unsafe craft discovered will be disqualified. 10. LAUNCHING AND LANDING PROVISION There is a concrete landing stage in front of the Rowing Club premises which provides an ideal safe getin/get-out. The bank in the general vicinity is also quite suitable for launching and landing. 11. CIRCULATION PATTERNS TO BE FOLLOWED AT ALL TIMES DURING THE PERIOD OF RACING AND WARM-UP, WARM-DOWN While warming up and cooling down, paddlers will be advised to keep river right. Page 2
12. WHEN AND WHERE PADDLERS / TEAMS CAN PRACTICE, WARM UP AND COOL DOWN ON THE WATER Paddlers will be requested at the briefing to warm up downstream of the Rowing Club and to return to a point upstream of the Start line by 1:00pm to join the prestart. This is to avoid undue interference with the operation of Purvis Marina. Marshals will be on the water to ensure that this is obeyed. A megaphone announcement will call paddlers to the pre-start line 5-min before the race start. 13. BUOYS Turn buoys will be placed in midstream at Turn 1 (Hartford Marina), Turn 2 (Babcocks Island) and Turn 4 (Godmanchester Lock). These will be supervised at all times while in place. 14. ANY SPECIAL POINTS OF DANGER ON OR NEAR THE COURSE There are no especially dangerous points. The more advanced paddlers (only) will be required to portage around Houghton Mill Lock and over the tip of the island beside Hemingford Abbots weir, but neither of these are especially hazardous for experienced competitors. The greatest risks are associated with the powered craft which operate along the whole length of the river. 15. MARSHALLING INSTRUCTIONS AND CONTROL It is not practical in a race extending over 19 km to have the whole course under observation. Marshals are stationed at key points, specifically each of the turns and portages. It is part of standard race rules that all competitors must stop to help another competitor who is in distress. The pre-start marshal with use a loud hailer to control the waiting competitors and advise oncoming powered craft. The start marshal and pre-start marshal will be within hearing distance of each-other. Runners will convey messages between the locations at Riverside Park (start/pre-start, race HQ in the pavilion and the finish marshals). Marshals stationed on the banks at turns and portages will use their mobile phones to contact the personnel at Riverside Park. The on water marshal at Turn 1 (Hartford Marina) will be within sight and hearing of the bank turn marshals who will have phone contact. 16. SAFETY BOAT TYPE, NUMBERS AND LOCATIONS Safety boats will be unpowered, stable craft suitable for performing rescues from. This necessarily makes them slow-moving. It will not be practical for them to carry mobile phones or other electronic equipment. They will be manned by experienced paddlers who, where possible, have completed a Foundation Safety & Rescue course. There will be several safety boats at the pre-start where capsizes are more likely and where (due to the concentration of paddlers in a small area) there is most likelihood of conflict with powered craft. Some will follow the under-12s race down the course. An on-water marshal at the far end of the u12 s course will be waiting at the turn to ensure that none overshoot, and will follow them back. Page 3
17. SAFETY EQUIPMENT REQUIRED FOR THE COMPETITION The on-water safety marshals will use equipment (including buoyancy aids) provided by themselves and/or their clubs. BSCC will issue high visibility bibs. The club will supply throw lines to the bank marshals where it would be practical to deploy them, especially Houghton Mill Lock portage and the start/finish line. 18. FIRST AID POSITIONS There will be a first aid point at the race food tent and a nominated first aider will be available. The main portage/turn marshals will be equipped with small first aid kits. 19. MEDICAL SUPPORT ARRANGEMENTS If medical support is required we shall call 999. 20. SUMMONING HELP There is no on-site telephone. Mobile phones can be used to dial 999 21. CANCELLING OR SUSPENSION OF THE COMPETITION The race will not run if there is a Strong Stream alert. If the course is suspected to be in an unsafe condition due to prevailing or recent weather, the Race Organiser will need to view the conditions at key points along the course on the previous day and consider whether the race should be cancelled or modified e.g. restricting participation by under-12s and/or making buoyancy aids mandatory for all. If the competition is cancelled or suspended, this information will be distributed as soon as possible to all pre-booked Team Leaders via the contact details they have given and an announcement made on the club website where the original race details appeared. 22. EMERGENCY ACTION PLAN WITH DETAILS OF IMMEDIATE ACTIONS TO BE TAKEN See the Club Accident and Emergency Action Plan. 23. INCIDENT REPORTING Competitors and team leaders reminded at the briefing of their responsibility to report incidents to the Race Organiser. The Race Organiser will report incidents to the Environment Agency and/or Huntingdon Council or other authorities (as applicable), and to British Canoeing and their insurers. 24. POST-EVENT REVIEW After the event, all those involved especially organisers and marshals will be invited to contribute their thoughts about problems encountered and suggested improvements. These will be recorded in a document which will be circulated to the organising committee at the time and again to the organising committee of the next race before the next event. The Risk Assessment, Safety Plan and any other procedures will be revised in the light of this learning. Page 4
ACCIDENT & EMERGENCY ACTION PLAN HUNTINGDON GREAT OUSE HASLER Operator: Bishops Stortford Canoe Club Author: David Cayford (BSCC Safety Officer) & Gary Aldam (BSCC Race Organiser) Date of approval: 1 July 2015 Incident Reporting: After the emergency has been dealt with it will be necessary to report it on behalf of the Club to various authorities and our insurers. All information about the incident should be passed in writing to the Safety Officer for the Race. The reporting procedure is described in the Club Safety Policy. EA 24-hour Incident and emergency hotline - 0800 80 70 60 RIVERSIDE If calling Emergency Services, the address of Race HQ is: Pavilion, Riverside Park, Riverside Road R (B1514) Huntingdon, Cambs PE29 3RP O.S. Map 153, TL 245 719 The designated First Aider or other persons present with first aid training will render assistance, utilising the contents of the first aid box as required. The First Aid station will be at the Race Food tent. Send a person to the car park entrance to guide the emergency services to the casualty If a competitor should be suspected to be lost in the course of a competition (e.g. recorded as started but not finished, or reported to have been seen in difficulties) 1. Clearly establish the paddler s name and race number 2. Contact the Team Leader: a. Has the paddler been seen since getting off the water? (retirement? missed finish?) b. Did the paddler definitely start? c. Team Leader to ask around amongst the paddlers for more information 3. Race Organiser to contact the offsite marshals which the paddler should have passed ask them to look out for the paddler and notify any sighting immediately to the Race Organiser If the paddler still appears to be missing 4. Team Leader to try to get a description of the paddlers boat/clothing 5. Establish whether the paddler has any known health issues or other cause for concern (e.g. young age/inexperience)? 6. Make a public appeal for further information 7. Consider asking the marshals in the affected area to remain at their stations 8. Call the emergency services Page 1
3. FIRE On discovering a fire: 1. Raise the alarm 2. Evacuate the building. 3. Summon the fire service by dialling 999 4. A competent person to fight the fire with the on-site extinguishing equipment if it is no larger than a waste paper bin. 5. A responsible person may remain nearby (but clear of the structure) to brief emergency services and advise of any persons reported. All other members and guests should congregate on the adjacent football field. The list of competition entries may be helpful as a guide to those present, remembering that non-padding family members will also be present and that some/all paddlers may be on the river when an incident occurs. Page 2
HARTFORD MARINA (TURN 1) If calling Emergency Services, the address of Hartford Marina is: Hartford Marina, off A1132, Banks End,, Wyton, Huntingdon PE28 2AA O.S. map ref TL 2632 724 (turn position, southwestern corner of marina) Marina manager: 01480 45467 Persons present with first aid training will render assistance, utilising the contents of the first aid kit as required. When calling the emergency services send one person to the road entrance of the marina to meet the emergency services and direct them to the casualty. If a paddler is seen to be in difficulties, please report this to the Race Organiser, including the race number, nature of difficulty, time seen and direction of travel If race control has reasons for concern about the safety of a paddler, you may be contacted to discover whether you have seen them. You may be asked to specifically look out for them and report any sighting. If there is severe cause for concern, you may be asked to remain at your station until they have been located. If you have news and cannot get through to the Race Organiser by voice, please send a Text Message. Page 3
HEMINGFORD ABBOTS (TURN 2) If calling Emergency Services, the location of the point where the footpath leaves the road is: High Street (near junction with Royal Oak Lane),, Hemingford Abbots O.S. map ref TL 283 709 (entrance to footpath) Persons present with first aid training will render assistance, utilising the contents of the first aid kit as required. When calling the emergency services send one person to the High Road near the footpath entrance to meet the emergency services and direct them to the casualty. Note Casualty at the Weir (O.S. ( map ref TL 28769 70888): in the event that there is a casualty on the Island where the Weir marshal is operating, the Weir Marshal has been instructed to call you and ask you to go to the point where the footpath leaves the road and direct the emergency services to the weir. Sight of the weir can be obtained by continuing along the footpath through the woods and into the next field. If the casualty is on the island the emergency services should have been informed by the Weir Marshal that a boat will be needed to reach the casualty. If a paddler is seen to be in difficulties, please report this to the Race Organiser, including the race number, nature of difficulty, time seen and direction of travel If race control has reasons for concern about the safety of a paddler, you may be contacted to discover whether you have seen them. You may be asked to specifically look out for them and report any sighting. If there is severe cause for concern, you may be asked to remain at your station until they have been located. If you have news and cannot get through to the Race Organiser by voice, please send a Text Message. Page 4
WEIR PORTAGE If calling Emergency Services, the nearest vehicular access is to the point where the footpath leaves the road: High Street (near junction with Royal Oak Lane), Hemingford Abbots O.S. map ref TL 283 709 (entrance to footpath) Weir: O.S. map ref TL 28769 70888 Quiet Waters Caravan Park,, Hemingford Abbots, Huntingdon PE28 9AJ Tel: 01480 463405 OS map ref TL 283 710 Persons present with first aid training will render assistance, utilising the contents of the first aid kit as required. It is vital that the emergency services are informed if the casualty is still on the island. If the casualty is on the island the emergency services need to be informed that a boat will be needed to reach the casualty. Having called the emergency services, contact the Hemingford Abbots (Turn 2 Marshal) so that they can send a person to the High Road near the footpath entrance to meet the emergency services and direct them to where you are. If a paddler is seen to be in difficulties, please report this to the Race Organiser, including the race number, nature of difficulty, time seen and direction of travel If race control has reasons for concern about the safety of a paddler, you may be contacted to discover whether you have seen them. You may be asked to specifically look out for them and report any sighting. If there is severe cause for concern, you may be asked to remain at your station until they have been located. If you have news and cannot get through to the Race Organiser by voice, please send a Text Message. Page 5
HOUGHTON MILL If calling Emergency Services, the location of Houghton Mill is: Houghton Mill (National Trust), Houghton near Huntgindon PE28 2AZ Tel. Houghton Mill office: 01480 301494 Houghton Mill O.S. map ref TL 281 719 Houghton Mill Lock: O.S. map ref TL 28067 71907 Persons present with first aid training will render assistance, utilising the contents of the first aid kit as required. When calling the emergency services send one person to the entrance of Houghton Mill to meet the emergency services and direct them to the casualty If a paddler is seen to be in difficulties, please report this to the Race Organiser, including the race number, nature of difficulty, time seen and direction of travel If race control has reasons for concern about the safety of a paddler, you may be contacted to discover whether you have seen them. You may be asked to specifically look out for them and report any sighting. If there is severe cause for concern, you may be asked to remain at your station until they have been located. If you have news and cannot get through to the Race Organiser by voice, please send a Text Message. Page 6
ST IVES (TURN 3) If calling Emergency Services, the location of the Quay is: The Quay, St Ives, Cambridgeshire PE27 5AR O.S. map ref TL 312 711 (bridge) / TL 313 711 (Quay) When calling the emergency services send one person to the Quay to meet the emergency services and direct them to the casualty Persons present with first aid training will render assistance, utilising the contents of the first aid kit as required. When calling the emergency services send one person to the Quay to meet the emergency services and direct them to the casualty If a paddler is seen to be in difficulties, please report this to the Race Organiser, including the race number, nature of difficulty, time seen and direction of travel If race control has reasons for concern about the safety of a paddler, you may be contacted to discover whether you have seen them. You may be asked to specifically look out for them and report any sighting. If there is severe cause for concern, you may be asked to remain at your station until they have been located. If you have news and cannot get through to the Race Organiser by voice, please send a Text Message. Page 7
GODMANCHESTER LOCK (TURN 4) If calling Emergency Services, the location of Godmanchester Lock is: O.S. map ref TL 24108 70372 The nearest access point is: Causeway Carpark, next to Town Council & Chinese Bridge,, 1 Post Street, Godmanchester PE29 2NB OS map ref TL 24454 70592 Persons present with first aid training will render assistance, utilising the contents of the first aid kit as required. When calling the emergency services send one person to the Causeway Car Park (far side of Chinese Bridge, Godmanchester to meet the emergency services and direct them to the casualty If a paddler is seen to be in difficulties, please report this to the Race Organiser, including the race number, nature of difficulty, time seen and direction of travel. If race control has reasons for concern about the safety of a paddler, you may be contacted to discover whether you have seen them. You may be asked to specifically look out for them and report any sighting. If there is severe cause for concern, you may be asked to remain at your station until they have been located. If you have news and cannot get through to the Race Organiser by voice, please send a Text Message. Page 8