Royal Queensland Yacht Squadron Regatta Agreement Royal Queensland Yacht Squadron Limited 2015
Agreement This Regatta Agreement is between Royal Queensland Yacht Squadron, 578 Royal Esplanade Manly, Queensland (herein after referred to as RQYS ) as the host club; and the Class Association listed on the Regatta Booking Form at Attachment 1. An Indicative Regatta Quote (Attachment 2) is supplied for the information of the Association. This quote has been prepared on the basis of verbal advice from the Association or person enquiring about hosting of the regatta. RQYS reserves the right to vary the quote based on the information supplied to RQYS on the Regatta Booking Form; or for any reason associated with the safety of the regatta, including the provision of additional safety boats if the need arises. The Indicative Regatta Quote is for the on-water components of the regatta only. Functions and/or catering arrangements are in addition to the Indicative Regatta Quote and will be quoted and invoiced separately. RQYS is a full service yacht club; no external catering is permitted without prior written approval of RQYS. In the event that the Association wishes to fundraise using a BBQ or other avenue RQYS reserves the right to charge an on-site catering and cleaning fee and may decide not to open elements of the clubhouse during the time of the fundraising activity. Initial here to confirm page has been read: Page 2
Regatta Officials In accepting this agreement the Class/Association authorises RQYS to appoint Regatta Officials commensurate with the grading of the regatta and in accordance with RQYS Regatta Management Policy. The Class/Association may make representation to RQYS to utilise external Race Officials; all costs associated with external Race Officials are to be borne by the Class/Association. RQYS has a pool of International and National Race Officials (Race Officers, Judges, Umpires and Measurers) that are experienced in local conditions across a variety of classes. As a guide the following Race Officials and their responsibilities are required by RQYS to facilitate a regatta: Regatta Director: Responsible for the overall coordination and day to day operations of all regattas. Generally the RQYS Sailing Manager will hold the position of Regatta Director. Race Officer: The Race Officer is responsible on-water Race Management of the regatta. In the event of multiple courses being utilized in a regatta; RQYS will appoint a Principal Race Officer who has responsibilities across all course areas. Protest Committee / Jury: RQYS will provide a Protest Committee Chairman plus Committee members. RQYS can organise a National or International Jury if required; all costs associated with flights and accommodation of interstate or international jurors are the responsibility of the Class/Association. Course / Mark Boat Crews: RQYS will provide qualified volunteers for the Race Management of the event. If the Class/Association has volunteers who would like to assist or learn regatta management RQYS is keen to assist. Radio Operator: RQYS will provide a radio operator to monitor communications between on and off water regatta management teams. Initial here to confirm page has been read: Page 3
Regatta Documentation The following documentation associated with the regatta is required: Online Entry & Payment: All entry and payment information will be made directly to RQYS. The RQYS online entry system is our preferred method; paper entries will not be accepted. Notice of Race: A draft Notice of Race is to be supplied to RQYS by the Class/Association for approval, vetting and publication no later than 6 months prior to the first day of racing for the regatta. In the event that a regatta is booked within the six month period, the draft Notice of Race is to be forwarded to RQYS within two weeks of the signing of this agreement. RQYS can provide a current template on request. Sailing Instructions: The Class/Association is to provide draft Sailing Instructions for approval by RQYS no later than 3 months prior to the first day of racing for the regatta. RQYS can provide a current template on request. Sign On / Sign Off: It is a requirement of the RQYS Risk Management Policy that all Sailing Instructions include the RQYS Sign On / Sign Off procedure for all boats competing in regattas at RQYS. RQYS will provide all documentation required to facilitate this process. Results: RQYS will process the results to display on the RQYS website and official notice board. Initial here to confirm page has been read: Page 4
RQYS Supplied Boats & Equipment Start / Finish Boat: The Start / Finish Boat will be provided by RQYS. The boat will be manned by approved RQYS Race Management Officials. Support Boats: Support Boats will be provided by RQYS. The boats will be manned by approved RQYS Volunteers. Equipment: RQYS will be responsible for the supply of all race equipment associated with the regatta. Rigging Lawns / Ramps: Rigging Lawns and Launching Ramps will be allocated to the regatta prior to the event. Boats are request to rig in the allocated area. Road trailers and cars are not permitted on the rigging lawns under any circumstances. Containers will be allocated an area on the grounds. Trailers may be stored on the grounds in the designated area. RQYS reserves the right to remove trailers or other equipment that is not stored in accordance with its policies. Initial here to confirm page has been read: Page 5
Other Requirements Association Liaison Officer: For the duration of the Regatta the Association will provide a Liaison Officer, who will remain the sole point of contact for the administration of the regatta. Registration: Measurement: RQYS together with the Association will manage the registration process. Associations are required to supply their own measurers and own arrangements for measurement of class boats. RQYS will provide, where possible, facilities for measurement. Event Program: The Regatta will be conducted as per an approved Regatta Schedule of Events and issued in the Notice of Race and Sailing Instructions. Changes to the Race Schedule of Evens will only be made with consultation and approval of the Regatta Director. PLEASE NOTE: More than one (1) regatta could be racing at any one time Class Flags: Associations are required to supply at least two (2) class flags for the duration of the regatta. These will be returned to the Association on completion of the regatta or can be donated to RQYS for future regattas. Sponsorship: Sponsorship of the regatta is the responsibility of the Association. Sponsorship, unless otherwise agreed, must not conflict with current RQYS Sponsors. Associations are required to forward a complete list of Regatta Sponsors to RQYS prior to the event. Queries or information in regard to Sponsorship should be directed to RQYS Sponsorship & marketing Manager. Sponsors logos are to be provided in.jpg or.gif format Regatta Microsite: RQYS may host a Regatta Microsite from the main RQYS website for the duration of the regatta to host the race documents, important regatta information and results. Spectator Boats: Spectator Boats are the responsibility of the Association. No spectators are permitted on Race Committee boats. Occasionally, RQYS Members offer their own boats to be used as a spectator boat. To check availability, please contact the Sailing Manager. Initial here to confirm page has been read: Page 6
Catering / Social Details Catering: For the duration of the Regatta the RQYS Catering Facilities will be open Squadron Restaurant: Full table service 80 seat restaurant with views over Manly Harbour. Bookings are essential. Boardwalk Café: Bistro style menu plus snack box food, soft drinks confectionary and ice-creams Breakfast Hours 7.30am to 10.30am Lunch Hours 12 noon to 2pm Dinner Hours From 5:30pm remaining open depending on requirement for viable meal service Coffee and cake, some snack food, soft drink, confectionary and ice-creams are available during the RQ Bar opening hours. RQ Bar: Hours 10am to close each day Closing times are dependent upon patronage. Takeaway services are available for competitors for the duration of the event. Social Events: Associations are requested to contact the RQYS Functions Manager for all function arrangements including Welcome Functions, Theme Nights, Presentation Dinners etc. Function Facilities: Girdis Room Function Room catering for 270 seated guests. Auditorium 97 seats; ideal for movie nights or presentations Initial here to confirm page has been read: Page 7
General Information Gate Tags / Security: Gate tags to access the RQYS grounds will be available from the main administration office. A refundable $50 deposit is required for Gate Tags. Pin Codes can also be distributed free of charge and these work between the hours of 7am and 7pm. Competitors will be required to obtain a tag or code to gain access to the rigging lawns. Administration Office: The Administration Office will be open to assist with camping, gate tags and general enquiries from 0800 to 1700 Monday to Friday. Clubhouse Reception will be open from 0800 to close throughout the event. Camping: Limited camping facilities will be available on the RQYS Eastern Lawn area for the duration of the regatta. All camping enquiries are to be directed to the Administration Office. Accommodation: RQYS has onsite accommodation at the following: Manly Marina Cove Motel www.manlymarinacove.com Yachting Queensland www.qldyachting.org.au Other accommodation is located in the Wynnum / Manly area http://www.rqys.com.au/index.php/accommodation-listing/ VIP & Fuel Jetty: The Association is requested to advise competitors and support boats to keep the Fuel Jetty (24 hour facility) and Bill Kirby (VIP) Jetty clear at all times to allow for berthing and mooring of race management and other approved vessels. Code of Conduct: House Rules / Regulations: Please find attached the RQYS Code of Conduct for all events. Please find attached the RQYS Hour Rules and Regulations which are applicable to all members, guests and visitors to RQYS. Initial here to confirm page has been read: Page 8
Attachments One Two Three Four Regatta Booking Form to be returned to RQYS Indicative Regatta Quote Code of Conduct House Rules & Policy Initial here to confirm page has been read: Page 9
Attachment 1 - Regatta Booking Form Association: Official Regatta Name: Association Liaison Officer: Contact Email Contact Mobile Phone Number ON-WATER REQUIREMENTS Expected Entry Numbers: Regatta Dates: Total number of races: Number of Races to constitute a series: Number of Races per Day: Reserve / Lay Day Yes Reserve Day (racing may be conducted on this day) Yes Lay Day (this is a guaranteed non-racing day) Are Class Rules Applicable Yes Yes as amended (please attach amendments) Level of Event World Championship National Championship State Championship Other Initial here to confirm page has been read: Page 10
Documentation Notice of Race: Draft to be supplied by Association at least six months prior to the first day of racing. Copy of previous event NoR will suffice. Sailing Instructions: Draft to be supplied by Association at least three months prior to the first day of racing. Race Officials Race Officer Supplied by RQYS Race Officer Supplied by Class Association (at Association expense) Measurer Supplied by Class Association (at Association expense) Other Supplied by Class Association (at Association expense) Protest Committee / Jury Required (All costs associated with Interstate or International Jurors are at Association expense) International Jury National Jury Protest Committee On-Water Judging / Umpiring Yes Appendix P (Rule 42) Yes Appendix Q (Umpired Fleet Racing) Yes Appendix D (Team Racing) Yes Observation Only Media Boat Yes Initial here to confirm page has been read: Page 11
Class Flags A minimum of two class flags for each Class or Division are to be supplied by the Association. On completion of the regatta the flags will be: Flags are already held by RQYS from a previous regatta Donated to RQYS for future regattas Returned to the Association Results Please select results to be processed: Scratch Handicap Courses Please advise type of course: Windward/Return Trapezoid Angles between mark Triangle Other (incl. Passage Race) Target Time: Indicative Wind Strengths Minimum Wind Strength Maximum Wind Strength NON RACING Spectator Boat Yes Initial here to confirm page has been read: Page 12
OFF-WATER REQUIREMENTS Royal Queensland Yacht Squadron is a full service club. Selecting some of the options* below will incur additional costs on the Association and may include RQYS closing the boardwalk café and/or Squadron Restaurant. Welcome Function Yes included in entry fee Yes not included in entry fee Daily Presentation Yes Presentation Function Yes included in entry fee Yes not included in entry fee Other Functions Yes please specify *Does the Association intend to offer any of the following directly to competitors: BBQ Breakfast and/or Bacon & Egg Rolls Sausage Sizzle or other after sailing catering Social Activities *RQYS has a 97 seat theatre that can be made available for movie nights or other presentations. Does the Association wish to use the theatre? Yes Initial here to confirm page has been read: Page 13
AGM Does the Association need a room or location to hold an AGM or other meeting during the regatta? Yes - Other Requirements Sponsors Logo: The Association agrees to supply the Sponsors Logos in.jpeg or.gif Additional Information: Please include any additional requirements from the class association: Authorised on behalf of the Association by: Name Position Signature.. Date.. Accepted on behalf of Royal Queensland Yacht Squadron: Name Position Sailing Manager Signature.. Date. Initial here to confirm page has been read: Page 14
Attachment 2 Indicative Regatta Costings The costings contained herein are those incurred by RQYS in providing on-water activities. DESCRIPTION Location Fee: Entry processing Administration Printing Results processing Aquatic Event Permit Protest Committee / Race Officials Stage/area for Briefing/Presentation 6.0m Centre Console Rigid Inflatables: Includes qualified operators and their lunches Start/Finish Boat Includes qualified operators and their lunches UNIT PRICE (INC GST) $400/day $200/RIB/day $550.00/day NOTES Location fee is payable for each day of registration and/or measurement and each scheduled day of racing. No location fee is payable for a designated Lay Day. RQYS uses a standard ratio of safety boats to competitors depending on class and experience. Separate start & finish boats can be provided if required. Additionally the Class Association will be responsible for any and all costs associated with the provision of a National or International Jury and any Race/Class or other Official or person requested by the Association. If RQYS collects entry fees the cost to host the regatta will be deducted and a refund issued to the Association as soon as possible on completion of the regatta unless the Association is required to pay an additional amount. Invoices will be raised at the commencement of the regatta and payment is required at the conclusion of the regatta. Function charges will be invoiced separately and payment may be required prior to the event. Initial here to confirm page has been read: Page 15
Attachment 3 - Code of Conduct The following Code of Conduct is applicable to all Royal Queensland Yacht Squadron Events including Competitive Sailing Events, Predicted Log and other Powerboat event, WAGS, Cruising Yacht events and Powerboat Cruise events. The code of conduct is to be read in conjunction with the Royal Queensland Yacht Squadron Club Participation Rules, Safety Declaration, Release and Indemnity and Acceptance of conditions for any event. BEHAVIOUS OF SKIPPER, CREW AND GUESTS All participants of Squadron events agree to conform to the high standards of social behaviour, which are customary and traditional for sailing and powerboat events. The following behaviour is considered inappropriate and will not be permitted during Squadron events: 1. Participation in any illegal activity, including possession or consumption of any illegal substances, or the supply of such substances, the supply of alcohol or tobacco to minors, stealing or destruction of property of any kind, conduct of a gross, obscene or loud nature 2. Swearing, abusive language and/or action against another competitor or participant Loud or excessive noise which may result in the disturbance of other participants, other marine users or members of the public 3. The display of any material, signage and/or wearing of any article of clothing bearing profane, suggestive or improper words or designs RESPONSIBLE SERVICE OF ALCOHOL A legal alcohol limit of 0.05 applies to all skippers on the water. It is also the responsibility of the skipper to maintain responsible service of alcohol and keep crew and guests alcohol levels at a safe and responsible level both on and off the water during a RQYS organised event. ENVIROMENTAL PROTECTION The environmental protection of our harbour and waterways is of vital concern to RQYS and littering or discharge of waste material from a vessel is not permitted. JUVENILES Parents (or parent substitutes) shall be responsible for the conduct of persons in their care under 18 years of age at all times. The skipper shall remain responsible for the restitution of damage to any property or equipment by any child, crew member or guest from the skipper s vessel during a Squadron event. OFFICALS Disputes in regard to competition remain available through the ISAF Racing Rules of Sailing plus Sailing Instructions and Royal Queensland Yacht Squadron Predicted Log Event Competition Rules plus Navigation Event Course Instructions and Conditions of Entry. Complaints in regard to the organization or administration of an event may be directed, in writing, to the Marine Sports Manager and/or General Manager for referral to Sailing and Powerboat Committee for consideration. Physical and/or verbal abuse of any nature directed against staff, event officials or volunteers is not considered appropriate and is not permitted. ENFORCEMENT Complaints and/or reports associated with Code of Conduct for Squadron events may be referred to the Officer of the Day, General Manager, Sailing Committee, Powerboat Committee and/or General Committee for consideration and if applicable disciplinary action, may be taken, as per the Squadron s Constitution. Initial here to confirm page has been read: Page 16
Attachment 4 - House - Rules and Policy PRIMARY PURPOSE The provision of facilities and services to Squadron members and the achievement of the Squadron s objectives. SALE OF LIQUOR 1. RQ Bar - The sale of liquor is only authorized for consumption on or at the Clubhouse by a member of the Squadron and authorized visitors. 2. Functions - The sale of liquor is only authorized for consumption on or at the Clubhouse by a member of the Squadron, authorized visitors and invited guests to the function only. 3. Takeaway - The sale of liquor is only authorized to Squadron members and competitors and officials in a visiting sporting team for removal and consumption away from the Clubhouse. 4. Barbecue Area - The barbecue area is subject to the licensed conditions of the Squadron and the consumption of bring-your-own or takeaway liquor is not permitted. LICENSED PREMISES The clubhouse consisting of ground floor, first floor and an outdoor area containing outdoor activities and entertainment area, covered facilities and barbecue area. TRADING HOURS The club can trade within the Licensed Hours: Monday to Friday - 10 am to 12 midnight Saturday and Sunday - 8 am to 12 midnight (excluding Christmas Day, New Years Eve, Good Friday and Anzac Day, the trading hours of which are prescribed in the Liquor Act 1992) While closing times are dependent on patronage normal operating hours are: RQ Bar Monday and Tuesday 4.00 pm to close Wednesday 11.00 am to close Thursday 11.00 am to close Friday 11.00 am to close Saturday 10.00 am to close Sunday 10.00 am to close Christmas Day Closed Good Friday Closed Anzac Day No liquor sold prior to 1.00 pm New Years Eve May remain open to 2.00 am Takeaway Liquor All items available in the RQ Bar are available for purchase as Takeaway within the Licensed Hours of the Squadron. Monday to Friday 10 am to 12 midnight Saturday and Sunday 8 am to 12 midnight (excluding Christmas Day and Good Friday) Takeaway sales, within Licensed Hours, and outside the RQ Bar Opening Times can be purchased through the Administration Office. Any takeaway liquor shall not be consumed on the licensed premises. Squadron Restaurant Full table service restaurant overlooking Manly Boat Harbour Bookings are essential Initial here to confirm page has been read: Page 17
Boardwalk Café Bistro style menu plus snack foods, soft drinks, confectionary and ice-creams. Restaurant and Café Opening and Closing Times Monday and Tuesday closed except Public Holidays and Sailing Regattas Saturday and Sunday Breakfast 0800 to 1000 Wednesday to Sunday Lunch 1130 to 1400 Dinner from 1730 remaining open depending on requirement for viable meal service. Coffee and cake, some snack foods, soft drinks, confectionary and ice-creams available during RQ Bar Opening Hours. PROOF OF MEMBERSHIP 1. To ensure compliance with Liquor Legislation, members, when on the licensed premises, shall have in their possession their current membership card or tag. 2. Membership card or tag shall be produced on request by Squadron employees. 3. Random membership checks may be carried out on occasion. 4. Production of Membership Cards and Random Checks are not a reflection on the status of individual members but to ensure compliance with Liquor Legislation and the Squadron Rules and Regulations. VISITORS Other than members, the following persons may visit the club and licensed premises 1. a guest of a member - Must remain in the company of the member and be recorded in the Visitors Register (both visitor and member to sign). 2. member of another club with formal reciprocal rights - The only registered reciprocal club for Liquor Licensing purposes to the RQYS is the Queensland Rugby Union Club. Name and club must be recorded in the Visitors Register. 3. people who live at least 15 km journey from the club (i.e. 15km by road by the shortest possible route) - Name and address must be recorded in the Visitors Register 4. visiting sporting teams and genuine officials attending the Squadron - Do not need to sign Visitors Register provided evidence of team lists, game schedules etc available from Marine Sports Office. 5. visitors who pay to play the Squadron s sport - Do not need to sign Visitors Register provided evidence of payment to compete is available. 6. people attending a function conducted by the club that is not the business of the club - Name and event to be recorded in the Visitors Register. 7. people attending a function held by a private person, company or as wedding guests - Do not need to sign the Visitors Register. Guests to remain within the function area at all times. If they leave the area they must meet other visitor categories. CONDUCT ON LICENSED PREMISES 1. Members or visitors shall not bring liquor of any kind onto the licensed premises 2. Glasses and other Squadron property shall not be removed from the licensed premises. 3. Swearing, loud and abusive language or excessive noise shall not be permitted in the licensed premises. 4. Scooters, rollerblades, skateboards or similar items are not to be ridden or parked in the Squadron grounds, including licensed area, boat and car parks. 5. Motorcycles and bicycles are not to be ridden or parked in the licensed premises. Bicycles must be parked in cycle racks and motorcycles in the car park. 6. Pets shall not be brought onto the licensed premises at any time. 7. Glasses and breakable items shall not be taken into the playground area. SMOKING Smoking is not permitted anywhere on the Squadron grounds Initial here to confirm page has been read: Page 18
DRESS GUIDELINES 1. Except as may be determined by the House and Entertainment Committee for special events the minimum dress within the licensed premises shall be: Shirts or T-shirts or blouse or dress Shorts, slacks or skirts Footwear 2. Persons wearing dirty or wet footwear or clothing, no footwear or bathing attire shall not be permitted to remain within the licensed premises. 3. Persons wearing hats (unless for medical reasons) shall not be permitted to remain within the RQ Bar. 4. The wearing of any article of clothing bearing profane, suggestive or improper words or designs shall not be permitted on the Squadron premises. JUVENILES 1. Parent and guardians at all times shall be responsible for the behaviour of their children on Squadron premises, including the boat and car parks. Parents and guardians of children whose behaviour is socially unacceptable shall be requested to remove them from Squadron premises. 2. Persons under the age of eighteen shall not be permitted to be served or receive alcohol. 3. Persons under the age of eighteen shall not be permitted to purchase or be supplied tobacco from the cigarette vending machine. 4. Persons under the age of eighteen shall not be permitted to remain within the RQ Bar unless under the direct supervision of a person over the age of eighteen years. 5. Children using club playground equipment shall at all times be under the supervision of their parent or guardian. UNDERAGE DRINKING 1. Liquor may not be sold or supplied to, or permitted to be consumed by a minor on licensed premises or at a place adjacent to licensed premises. 2. Persons may be asked for an acceptable proof of age card prior to service. The following photographic ID represent the only acceptable proof of age: A proof of age card issued by relevant authorities in each state or territory. The proof of age card issued in Queensland is Card 18+. A driver s licence An Australian or foreign passport 3. It is a requirement under the Liquor Act to confiscate fake or fraudulent ID and for this document to be forwarded to the Liquor Licensing Division. RESPONSIBLE SERVICE OF ALOCHOL - REFUSAL OF SERVICE 1. The Licensee and staff must refuse service to patrons who are intoxicated. 2. The Liquor Act defines undue intoxication as: a state of being in which a person s mental and physical faculties are impaired because of consumption of liquor so as to diminish the person s ability to think and act in a way in which an ordinary prudent person in full possession of his or her faculties, and using reasonable care, would act in like circumstances. 3. There are several behavioural signs which, in combination, may indicate that a person has had too much to drink. These signs include: mood changes slurring or mistakes in speech raised speaking voice clumsiness, fumbling with change loss of balance or co-ordination, swaying or staggering confusion, lack of ability to hear or respond 4. The Squadron s Licensee and staff do not commit an offence if an intoxicated person is on their premise, although the intoxicated person does. The Squadron s Licensee and staff do commit an offence if they sell or supply liquor to unduly intoxicated or disorderly patrons. Initial here to confirm page has been read: Page 19
5. The Squadron and its Licensee must behave responsibly in the service, supply and promotion of alcohol * must not engage in a practice or promotion that may encourage rapid or excessive consumption of liquor must engage in practices and promotions that encourage the responsible consumption of liquor must provide and maintain a safe environment in and around the licensed premises. CODE OF BEHAVIOUR 1. All members and visitors are requested to maintain an appropriate code of behaviour and consider the needs of other patrons whilst at the Squadron. 2. Conduct within the licensed premises and the provisions of the Liquor Act are the responsibility of the Licensee and the Duty Manager at any given time and the cooperation with the directions provided by the employees, is required at all times. 3. Service can essentially be refused to patrons for the following reason: Safety of the patron Safety of others Provisions of the Liquor Act Civil liability 4. The enforcement of the Liquor Act and the Squadron s House - Rules and Policy is the responsibility of the Squadron s Licensee, Management and employees. Reports in regard to breaches of the House - Rules and Policy and/or misconduct of members may be referred to House and Entertainment and/or General Committee by management. 5. Complaints and reports associated with House operations may be referred to Duty Management, General Manager, House and Entertainment Committee and/or General Committee for consideration. Initial here to confirm page has been read: Page 20