Risk Management Plan

---

RISK MANAGEMENT PLAN NAME: Clare Lynch – Sport Whanganui RSD ACTIVITY/SITUATION:

Analysis UNDESIRED EVENT(S) Accident, injury, other forms of damage

        

CAUSAL FACTORS

   

RISK MANAGEMENT STRATEGIES

N o r m a l O p e r a t I o n

   

   

DATE: 14th March 2018

WSS Athletics Championships at Cooks Gardens, Whanganui Description Accident causing death eg hit with implement Accident causing injury eg hit with implement, surface burns, muscle injury Accident without injury Athlete behaviour damaging the reputation of the Sport Vehicle damage or accident Loss of possessions eg athletes personal belongings, Athletics Wanganui equipment People Equipment Environment Inappropriate  Insufficient first aid  Unfamiliar location behaviour  Inappropriate  Weather – hot or cold Inadequate supervision equipment/clothing conditions Unpredictable  Inadequate means of  Lack of security at members of the public communication venue Outsiders at venue  Lack of safety  Ground not maintained equipment at venue Athletes unfamiliar with  Stones, debrie, loose procedures and  Equipment not set up spikes on track protocol properly  Slippery surfaces No pre warm up   Inexperienced volunteers Competent adults Rules as set down by IAAF Team managers reminded to read instructions/rules to athletes Schools to keep track of their own students and behaviour Officials to brief athletes before event starts Experienced officials to control events Athletes are responsible for own warm ups

    

 

Adequate and appropriate first aid Spare clothing/ equipment Carry a cell phone at all times Telephone access at venue Ensure public & competitors are made aware of “Out of Bounds” areas Ensure the gates of the security fence are shut Equipment set up by experienced officials

  





 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 Meeting Manager)

Lock/secure all valuables Make sure athletes are aware of the public presence at venue Frequent announcements regarding safety at the stadium Check the track during the meet

RELEVANT INDUSTRY STANDARDS APPLICABLE

POLICIES AND GUIDELINES RECOMMENDED

 Appropriate safety equipment

 Rules clearly communicated with all athletes  First Aid Kit ~ Schools responsibility plus Sport Whanganui will have kit and  

SKILLS REQUIRED BY OFFICIALS

ice on site. St John Ambulance personnel – not on site. Emergency vehicle tagged for this event. Easy access to venue. Hospital very close to venue – 5 mins drive. Knowledge of athletes medical conditions ~ this is the responsibility of Team Managers/school teachers in charge.

 Good group management skills  Knowledge and use of cell phone  Understanding of the event and their role

Meeting organiser:

Alec McNab – Athletics Wanganui

Regional Sports Director:

Clare Lynch – Sport Whanganui

Date:

14th March 2018

CRISIS MANAGEMENT PLAN SERIOUS INJURY SCENARIO STOP THINK ASSESS – Call 111? 1. 2. 3.

Safety of Self Safety of Group Safety of person/s involved

2. 3.

DELEGATE Sport Coordinator/Teacher in Charge to manage their group – warmth, shelter, food, fluids, reassurance. Groups to remain in vicinity until told otherwise by Cooks Gardens staff, Sport Whanganui RSD or Meet Manager. Sport Whanganui staff (RSD)/Event Provider staff to manage the situation. At least two messengers as needed

1.

GATHER INFORMATION Establish circumstances and medical history/needs, if any.

1. 2. 3. 4. 5.

MAKE A DECISION Call 111 (if not done already) Event suspended until further notice by TSSSA/Event provider First aid responder to assess and apply emergency first aid as appropriate. If a fatality situation occurs, refer to Fatality plan. Relinquish effort to emergency services upon arrival.

1. 2. 3. 4.

COMMUNICATE Ask staff member of school involved to notify principal (this may occur earlier) Keep group reassured and informed Anyone with first aid experience to liaise with first aid responder and swap roles or help if appropriate and asked Nobody to talk to media – RSD or Event provider will release a statement to the media if appropriate

1.

1.

EVACUATE/RESOLVE Sport Whanganui or Event provider to inform sports coordinators/teachers in charge when they can leave or whether the event may continue.

1. 2.

Sport Whanganui and Event Provider to debrief Incident report and review

DEBRIEF

Event Safety Briefing Template Event Personnel Who is the event manager? Who are the event staff?

Alec McNab Clare Lynch, Nicky Malipaard, Jodie Brunger (SW), club and school officials and helpers.

Who is the facility contact?

Stephanie Thomas | Whanganui Venues & Events Coordinator P: +64 6 349 3275

First Aid Who is lead first aider? Who are other first aiders? Where is the first aid post? How can first aid be contacted?

Nicky Malipaard (SW) Mobile: 021 246 6184 School teachers in charge/coaches Under main tent at finish line Nicky Malipaard (SW) Mobile: 021 246 6184

Building Evacuation Where are the building exits?

All exit ways are signposted generally with illuminated green exit signs. Main entrance doors on to car park or doors at either end of connecting corridor exiting onto Carpark.

What is the assembly point?

Centre of the field

Site Hazards Identify known hazards. Procedure to report hazard.

Stones and debrie on track and field. Railing surrounding the field/on inside of the track – tripping hazard. Cooks Gardens has a hazard register in main office. Also needs to be reported to Sport Whanganui staff member Nicky Malipaard to be recorded, followed up on and raised at the Sport Whanganui Health & Safety meeting.

Communication How do you contact the event manager? Who do you contact if you cannot reach them? Use of communication equipment (if provided). Any communication difficulties (i.e. blackspots).

Alec McNab Mobile: 021 421 145 Clare Lynch Mobile: 027 370 7226 Nicky Malipaard Mobile: 021 246 6184 PA/speaker system -

Schedule When will the event start? When will it finish? When should staff/volunteers leave their post? What to do if participants are overdue.

12.45pm Approx 8pm Once their event is over or otherwise notified by event manager. Participants are responsible to follow programme and get to event on time, some calls will be made over the PA system.

Participants Safety equipment requirements. How we will account for all participants finishing safely. Supervision (for youth). Adult ratio (for youth).

First aid kits, officials to brief participants at their event. Schools responsibility to roll check throughout the day and ensure their students leave the venue safely at the end of the day. Teachers in charge - As per school ratio As per school ratio. Schools to determine how many adults accompany the number of students they bring to the event.

Event Areas Where is registration?

Where can water be accessed? Where are the toilets? Where is the parking? Designate any other relevant areas (i.e. transition). Designate any relevant boundaries.

Registration for the event is submitted before the day, scratching’s will occur at the managers meeting – 1pm in Resource room (WRFU building). Water fountain outside main grandstand/toilets Beside both grandstands Streets surrounding Cooks Gardens Food caravan (Cooks St entrance way), school tents on grass area terraces, first aid tent and results tent Must stay within Cooks Gardens grounds for entirety of event unless

Where are spectator areas? Where are the access points? Where can emergency vehicles access the area?

notifying teacher in charge. In grandstands and outside surrounding fencing – not on the field or track. Maria Place Extn, Cooks Street and St Hill St Maria Place Extn entrance

Weather What is the weather forecast?

How could it affect the event? What weather conditions will change the delivery of the event?

Depending on severity of weather conditions, it could delay or cancel some/all events. At this stage the weather is fine. High winds, severe rain. Extreme cold or hot temperatures.

Traffic Management What traffic restrictions apply? Who is the STMS? What period will traffic control apply to?

-

Accident Procedure How to report an accident.

How an accident will affect your event role.

Accident register in main office of Cooks Gardens. Also needs to be recorded on the Sport Whanganui accident register at results tent so it can be followed up on and raised at the Sport Whanganui Health & Safety meeting. Depending on severity, it could delay or cancel some/all events.

Lost Participant Procedure to report. Action to take. Collection point (youth).

Notify event manager and TIC. Record at main tent, TIC and Clare Lynch to work together to locate or contact school & parents. Main tent on field.

People With Disabilities Additional safety actions required. Differences in access, ingress or egress areas. Additional participant specific safety information.

Same as above.

-

EMERGENCY EVACUATION PROCEDURES Rationale:

To ensure that staff and guests will follow safe evacuation procedures in an emergency.

Purposes:

To minimize casualties and injury in an emergency. To ensure a co-ordinated and calm evacuation takes place in an emergency. To ensure a co-ordinated response by Cooks Gardens Staff to deal with an emergency.

Types of Emergency: the occasions where these procedures shall be enacted include but are not limited to:  Outbreak of fire  Earthquake  Terrorist or other physical threat to occupants  Toxic gas or other hazardous substance release PROCEDURES FOR OPERATIONS MANAGER 1. Raise the alarm and make sure everyone knows what the emergency is. 2. Ensure all guests understand they are under the control of the Operations Manager and are to follow any instructions accurately and without delay. 3. Instruct all staff and guests to assemble in the designated safe area, which unless stated otherwise, is the center of the field. 4. Wear the fluorescent fire warden vest stored in the Function Centre bar. 5. Take the roll of all staff and guests (when known) and will give a list of the people missing to the appropriate Emergency Service (i.e. Fire Service). 6. Require all staff and guests to remain in the safe area unless otherwise directed by the Operations Manager or Fire Service or other Emergency Services. 7. The Operations Manager will be responsible for all staff and guests while in the safe area. 8. When it is safe to do so, advise staff and guests that they can return to the building unless otherwise directed by the Operations Manager or Fire Service. GROUND EVACUATION 1. If determined as necessary by security or other authorities, the grounds shall be evacuated. 2. Announcement over the P.A. system shall advise those present that they must leave the grounds and direct them to the exit gates. 3. Security staff shall open all gates available, to allow egress as quickly as possible 4. People should be asked to walk quickly and directly to the exits and not to run or push others. 5. Ground security shall station themselves at corners and intersections of pathways and direct people to relevant exits in a fashion that ensures all available exit ways are used to avoid delays in exiting. FIRE EVACUATION PROCEDURES What to do if you discover a fire:       

Sound the alarm by setting off the alarm (glass break red box on wall, generally located near exit doors) nearest to your location. Call the Fire Service from a safe location. Dial 1 (to obtain a dial tone) then 111, If you see or are told of a fire leave the building by the nearest and safest exit as quickly as possible, in an orderly fashion and assemble in the designated safe area, which is the centre of the oval. Do not run or push others out of the way. Assist infant, elderly and disabled people wherever possible. The last people to leave shall close all doors behind you on the way out. All belongings to be left in the building. Do not delay your exit by attempting to retrieve personal property. Stay out of the building until the Fire Service says it is safe to return.

Do’s and Don’ts of a Fire   

Do know the location of all exits from all areas. Do know where the assembly point is and how to get there. Do know how to use fire extinguishers before you need to.

 

Do not attack the fire unless you can do so safely. Do not return to the building unless the Fire Service says it is safe to do so.

Evacuation from the Corporate boxes and Offices EXITS  All exit ways are signposted generally with illuminated green exit signs  Doors at either end of connecting corridor exiting onto Carpark or Grandstand.  Do not exit onto the Grandstand seating unless a clear path onto the ground can be seen from inside.  All doors can be opened without the need for a key. If you cannot open a door without a key it is not an authorised exit.

Evacuation for Cooks Bar and Function Centre EXITS  All exit ways are signposted generally with illuminated green exit signs  Double blue door from the conference room  Main entrance doors on to car park.  Main doors to Grandstand. Do not exit onto the Grandstand seating unless a clear path onto the ground can be seen from inside.  Door from s kitchen leading through service yard onto carpark.  All doors can be opened without the need for a key. If you cannot open a door without a key it is not an authorised exit.

Evacuation from Grandstand EXITS  Exit from Grandstand via the quickest and most orderly route.  Do not climb over seats or attempt to jump over the railings.

Evacuation from Grounds EXITS  Vehicle gate at Maria Place Extn.  Gates at Cooks St  Gates at St Hill St  Pathway from Eastern end of Velodrome grandstand seating are and follow path to ST Hills St Gates  Pathway from Eastern end of Cycling pavilion leading down to carpark and out of Trafalgar place gates.

MITIGATION PROCEDURES FOR EARTHQUAKE PRONE AREAS The following procedures are designed to mitigate the risk of being trapped or injured in a building collapse due to an earthquake. They also apply where staff are likely to be undertaking unsupervised hazardous activities (i.e. climbing or operating dangerous machinery) within any part of the facility. Areas identified as Earthquake prone are the:  Southern Stand (Whiskas stand) assessed at 12% compliant. This applies only to the middle (original) section of the grandstand constructed in 1947 and comprises the wooden grandstand seating area, the Medical and Officials changing rooms, the shower bays of change rooms 3&4 and the connecting corridor.  Velodrome – the service space under the wooden track, not assessed at this time. Other structures have been assessed as being compliant to an acceptable standard and do not pose an undue risk of collapse in an earthquake. These procedures need to be followed by all staff, visitors, regular users and contractors granted access to the affected areas. Please ensure these procedures are explained to them and the reason why, when access keys are issued. Procedures: 1. Minimise the number of visits to these areas. 2. Minimise the amount of time spent in these areas. 3. Advise the office staff (or failing that someone else not in the affected areas) when you will be visiting those areas and approximately how long you will be in there. 4. Advise the same person when you have left the space. 5. If multiple visits over a relatively short period are required e.g. for an event setup, advise the overall time that you are likely to be in and out of the affected areas.

Ref: Evacuation Procedures.doc