C:\Users\micha\Downloads\TSSSA Skiing event plan template june 2016.doc Event Management Plan Event Name Event Location TSSSA GymFunk Gymnastics Gymnastica Gym Club, NP Event Date 17/8/17 Organisation TSSSA + Gymnastica Gym Club Document last updated July 2017 *Please note that this document is a guide only* This information can be provided to all interested parties and forms a record of due diligence being undertaken by TSSSA
Event management Event overview The TSSSA Gymfunk Gymnastics Competition is a come & try style participation event whereby new to sport athletes are welcomed. The competition incorporates group performances, tumbling/acro lines & mini trampoline. Key event management contacts The event manager has overall responsibility for all aspects of the event. Depending on the nature and scale of the event, other people will have key tasks and responsibilities allocated to them but will report to the event manager. Name Role Responsibility Contact Details Tara Potter Event Manager Overall responsibility tara@tsssa.org.nz Jody Le Bas Event Director All Event 06 758 8277 Mike Summerell Health and Safety Officer Key event contacts other Risk assessments, legal compliance, fire points, site inspections, mike@tsssa.org.nz Suppliers of services(venues, marquees, catering etc) Organisation Contact Service Contact details Notes Gymnastica Gym Club Jody Le Bas Provider of venue 06 758 8277 Authorities (SAR, fire, police, first aid etc) Organisation Contact Service Contact details Notes 2
St John 111 On call 111 Staffing Volunteers provided by Gymnastica Gym Club Designated School Managers Organisational structure Emergency services Police, Fire, Ambulance, Coastguard (in emergency situation) Event Manager Event Director School Representatives Gymnastica Gym Club Volunteers Timetable Time Pre Event Event 09:00 Arrival & Set Up 09:15 Sign Up Opens 09:45 Event Briefing programme 10:00 Competition Begins 14.45 Competition Ends Pack up other 15:00 Pack up & 3
event closure 4
Health and safety The identified risks will be controlled in the following system: Event Hazard Identification and Risk Assessment Hazard or Risk identified. Risk Level Level of Control (see previous page) Action What could go wrong? Low Med High Extreme Eliminate Substitute Engineer control Admin Control PPE How will we prevent it? Person responsible What we will do if it happens? Evacuation procedures - Inability to safely evacuate if required Medium no no on yes no Managers briefing will outline emergency procedures - refer to host organisation s evacuation procedures and ensure clear messages are received by participants and staff Event Manager / Host Organisation Use of site emergency exit points/ procedures. Event manager to check site before heading to evacuation meeting point. Schools to initiate a head count of their students and await further instructions from event manager/host/emergency services First aid kit not provided by Schools Low yes yes no no no All teams are informed prior to the event to bring their own first aid kit and ice. Event Manager / School Team Manager The event manager will also have a first aid kit in their vehicle at all times and provide it if necessary. Communication failure during event Medium yes no no no no Event Organiser will be on site to ensure running of a smooth event Event Manager Cell phones will be on hand and charged.
Briefing and relevant information isn t communicated properly. High yes no no yes no The briefing is compulsory for all team managers to attend. Rules and format will be explained on the day. Event Manager Participants will also be briefed before the event commences to ensure any missed messages are relayed. Muscle injury Medium no no no yes no Participants to warm-up and cool-down before being physically active. School Team Managers / Participant Ice and / or first aid to be provided if required by team manager. Use Event Managers kit if needed. Asthma, anaphylaxis and other medical conditions suffered throughout the activity High no no no no no Managers/coaches to be aware of their participant s medical conditions. Participants should not to take part in the activity if there is a possibility their health will be at risk. If participants require medication throughout the activity, it is their responsibility to carry this on them or hand it to the appropriate person. School Team Managers / Participant Participant to administer their own medication where needed. Refer to school s emergency procedure. Call emergency services if appropriate. Participant acting inappropriately resulting in negative experience for others involved. Medium no no no yes no Players to exhibit good sportsmanship characteristics. Participants and team managers will be advised during briefing to respect decisions of officials/made by their peers when selfofficiating. Participants/ Event Manager / Activity Official Prompt/ warning will be given by activity official and/or event manager. Team managers will also be informed. If problem persists, the participant will be removed from the activity or disciplinary action will be taken at activity official / event manager s discretion. Audience behaviour (i.e. Violence, anti-social behaviour, Public disorder) Medium no no no no no Event Manager will be on site during the competition. Event Manager Event Manager or Host Organisation Administrator will take responsibility for dealing with any public disorder. Police will be called if necessary. Equipment not being of safe standard Medium yes yes no no no All equipment to be checked by team managers and activity officials before commencement where necessary. Team managers to be told of any risk and how players should treat equipment where required. Activity Officials / School Team Managers / Event Manager Refer to onsite first aid Participant or audience struck by equipment Low no no yes no no Participants and audience to be aware of their surroundings. Event manager to perform a preevent inspection to ensure spectator areas are clearly marked or out of bounds areas are clearly marked. Participants / Audience/ Event Manager Refer to onsite first aid 6
Earthquake, tsunami, flooding Medium no no no yes no Force majeure (an event that no human foresight could anticipate that prevents Health and Safety Management to be fulfilled). Event organisers will deal within their capability - with any possible incidents and cancel the event if necessary. Event Manager / Host Organisation If on site, refer to host organisations emergency policy. Procedures will be discussed during mangers briefing. Participants injured by something on the ground Low yes no no yes no Grounds will be checked for hazards when activities are being set up. Personnel setting up are to remove anything if found or place cone/sign if needed. Event Manager / Host Organisation Refer to onsite first aid Wet/adverse weather conditions causing slippery ground conditions and hypothermia High no no no yes no Participants to warm up thoroughly in cool weather and wear clothing appropriate to the conditions. Event will be postponed if health and safety is compromised due to the weather. Participants / Event Manager Refer to onsite first aid Extreme heat, leading to heat stroke, sunburn and dehydration. High no no no yes yes Advise participants to wear clothing appropriate to conditions and bring water. Event Manager / Participants Refer to onsite first aid 7
Emergency Protocol See attached emergency flowchart Submission Michael Summerell Date 26/7/17
RISK ANALYSIS AND MANAGEMENT SYSTEM NAME: Gymnastica Gym Club Inc DATE: 17 th August 2017 ACTIVITY: TSSSA GymFunk SITUATION: Gymnastica Gym Club Inc, 493c Devon Street East, New Plymouth Analysis Description U N D E S I R E D EVENT(S) Accident, injury, other forms of damage Accident causing death eg slip or fall while on equipment Accident causing injury eg muscle injury, slip or fall on equipment Accident without injury eg jostling during event Athlete behaviour damaging the reputation of the Sport Equipment damage Loss of possessions eg athletes personal belongings, Gymnastica Gym Club Inc equipment People Equipment Environment CAUSAL FACTORS Inappropriate behaviour Inadequate supervision Unpredictable members of the public Outsiders at venue Athletes unfamiliar with procedures and protocol Insufficient first aid Inappropriate equipment/clothing Inadequate means of communication Lack of safety equipment at venue Unfamiliar location Weather hot or cold conditions Lack of security at venue RISK MANAGEMENT STRATEGIES N O R M A L O P E R A T I O N People Equipment Environment Competent adults GSNZ policies and procedures in place Club policies and procedures in place Event Manager to read health and safety rules to athletes Team Mangers to be aware of athletes medical conditions Adequate and appropriate first aid Spare clothing/ equipment The event manager to carry a cell phone at all times Telephone access at venue Lock/secure all valuables Make sure athletes are aware of the public presence at venue
RISK MANAGEMENT STRATEGIES E M E R G E N C Y STOP! Assess the situation Apply first aid if necessary Call for help if needed - Ambulance/Fire/Police Evacuate if necessary Head count/roll call Keep group calm - counsel/comfort Change, modify or abandon plans Do not talk to any MEDIA (refer them to Event Manager) RELEVANT INDUSTRY STANDARDS APPLICABLE Appropriate safety equipment POLICIES AND GUIDELINES RECOMMENDED Health and Safety Rules clearly communicated with all athletes First Aid Kit (available at venue) Knowledge of athletes medical conditions (this is the responsibility of Team Managers) SKILLS REQUIRED BY OFFICIALS Good group management skills Basic first aid Knowledge and use of cell phone EVENT MANAGER: Jody Le Bas Gymnastica Gym Club Inc Club Manager 06 758 8277 (Club Office) 027 418 5447
TSSSA Incident / Emergency Response Process Student Lost / missing Initiate controlled search 15 minutes Contact TSSSA and staff put on standby Call TSSSA after further 15 minutes if student still missing Student found all OK Refer to debrief box Student found but injured Missing after ½ hour Accident / Injury Stabilise situation / casualty. Ensure rest of group is safe / sheltered / removed CONTACT TSSSA ONCE SITUATION STABLE Accident Cannot make contact with group Group Overdue half hour after the estimated time of return TSSSA base to initiate contact with late group TSSSA staff on standby All OK Emergency services are required Unconscious / severe bleeding / breathing difficulties / life threatening Activate Critical Response Plan Call SAR / NP police Call TSSSA Call 111 cell phone Log all actions communications Assistance from TSSSA staff required TSSSA staff mobilised Log all actions communications STATE OF ALERT TSSSA Event Coordinator controls the response Ensure aware of big picture and clear communications Outside assistance not required Will be overdue CALL TSSSA TSSSA staff put on standby Log all actions communications TSSSA staff stand down Debrief Incident report written. Worksafe informed. Review incident outside agencies if required. Up date SOP procedures / policy TSSSA staff Dispatched to assist Group special Ed crisis team contacted Support services notified TSSSA staff terminate activities and mobilise assistance vehicles, emergency gear, first aid etc Extra staff on phone list contacted Police phoned and put on standby Emergency Services are required Director / Chairman informed at earliest opportunity School Principal / Senior leader is then contacted Parents contacted by Director. chairman Director is contact for all media Assistance from TSSSA staff required TSSSA staff mobilised Log all actions communications Debrief Incident report written. Worksafe informed. Review incident outside agencies if required. Up date SOP procedures / policy Incident resolved Director / Chairman informed at earliest opportunity School Principal / Senior leader is then contacted Parents contacted by Director. Chairman Director is contact for all media Emergency Services required Director / Chairman informed at earliest opportunity School Principal / senior leader is then contacted Parents contacted by Director. Chairman Director is contact for all media Debrief Incident report written. Worksafe informed. Review incident. outside agencies if required. Up date SOP procedures / policy. TSSSA staff terminate activities and mobilise assistance vehicles, emergency gear, first aid, etc Extra staff on phone list contacted Police phoned and put on standby Incident resolved Debrief Incident report written. Worksafe informed Review incident outside agencies if required. Up date SOP procedures / policy Debrief Incident report written. Worksafe informed. Review incident outside agencies if required. Up date SOP procedures / policy Emergency Services required Director / Chairman informed at earliest opportunity School Principal / senior leader is then contacted Parents contacted by Director. Chairman Director is contact for all media Debrief Incident report written. Worksafe informed. Review incident outside agencies if required. Up date SOP procedures / policy C:\Users\elitebook 8530p\Documents\Quality Consulting Taranaki\TSSSA Health and Safety System\TSSSA Emergency response flowchart (Repaired).docx