Challenge Wanaka Safety Management Plan - February 2021 - Sporty.co.nz
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Challenge Wanaka
Safety Management
Plan
February 2021
1
Safety Management Plan – Challenge Wanaka Sports Trust
January 2021TABLE OF CONTENTS
SECTION 1 - BACKGROUND INFORMATION
Introduction
Background 5
Purpose and Scope of the Safety Management Plan 5
Structure 6
Other Supporting Documents 7
SECTION 2 - HEALTH AND SAFETY POLICIES AND RESPONSIBILITIES
Introduction 7
Health and Safety Policy 7
Health and Safety Goal 7
Health and Safety Responsibility for CHALLENGE WANAKA 8
Safety roles and responsibilities within CHALLENGE WANAKA 8
Employee responsibilities 8
SECTION 3 – HAZARD MANAGEMENT
Section 3(a) – Risk Analysis and Management System (RAMS) 10
Introduction/polices 14
Procedures
/policiesPolicies 14
Hazard Identification 15
Graphic Representation of Reporting System 15
Review Process 16
New Activity Hazard Identification 16
Section 3(b) – Areas Identified as Requiring More Specific Hazard Management 16
Equipment 17
Health Information 18
8
Tracking of Competitors & Employees 19
Use of Public Roads for Cycling 20
Weather Information 21
Medical Management 21
Security 22
Competitor Briefing 22
Support Staff Management 23
Communications 23
Media Management 24
COVID-19 Management 25
SECTION 4 – STAFF COMPETENCY, TRAINING AND INDUCTION
Introduction 27
Policy 27
Procedures 27
SECTION 5 – ACCIDENT AND INCIDENT REPORTING
Introduction 30
Policy 30
Procedures 30
Accident / Incident reporting Process 30
Serious Harm 30
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021Accident / Incident Investigation and Review 30
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021SECTION 6 – EMERGENCY PROCEDURES
Introduction 31
Policy 31
Procedures 32
Emergency Preparedness 32
Non-urgent communication 32
Responsibilities during an emergency 32
Employee Involvement 36
SECTION 7 – CONTRACTORS / CONTRACTED COMPANIES
Introduction 37
Policy 37
Procedures 37
Relationship with contractors 37
REFERENCES 39
APPENDICES
Appendix 1 – Discussion of relevant legislation 40
Appendix 2 – Glossary of terms 42
Appendix 3 – NO Appendix 3(RAMS Moved to pages
10 – 15)
Appendix 4 – Employee Race Review / Questionnaire 45
Appendix 5 – Competitor Health Information & Risk Acknowledgement 46
Appendix 6 – Marshall/Staff Health Information & Risk Acknowledgement 49
Appendix 7 – Marshall/Staff Accident/Incident Contact List/General Info 52
Appendix 8 – Accident and Incident Report 53
Appendix 9 – Contract for Services of another Company 55
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021SECTION 1 – BACKGROUND INFORMATION
Introduction
This section identifies the background about CHALLENGE WANAKA with the purpose of
providing a context to the information in the Safety Management Plan. Throughout this
document, all reference to CHALLENGE WANAKA also includes the CHALLENGE
WANAKA HALF, CHALLENGE WANAKA AQUABIKE and other associated events unless
otherwise stated.
Background
The Challenge Wanaka Sports Trust is non-profit organization that runs Challenge
Wanaka to promote sport and well-being in the region and generate funds for local
charitable causes.
Purpose and Scope of the Safety Management Plan
The scope of the environment that CHALLENGE WANAKA uses for its operation and the
employee or assistants roles are as follows:
The ‘work place’ of CHALLENGE WANAKA is dynamic and varied. For the purpose of the
document this will be the area that at a given time is accessed by competitors and race
employees during the event.
The use of the term “employees” or staff in this document will cover any person involved in
assisting the running of the event including volunteers. These may be termed assistants or
officials.
The use of the term “clients” will include any person that is participating in the event (the
competitors) or assisting those participating (support crews).
During the event there may be a number of visitors to the race environment, general public
that are in no way associated with the race. CHALLENGE WANAKA will aim to only
protect them from any risk to their health and safety that results from the race and not
beyond this.
This Safety Management Plan conveys CHALLENGE WANAKA’s health and safety policies
and procedures. It is one of the documents that support CHALLENGE WANAKA’s
operation. It aims to provide accessible and relevant information to all employees for
managing the health and safety within CHALLENGE WANAKA. It has been compiled for
the purpose of managing compliance with the Health and Safety at Work Act 2015
referred to as HSWA Act 2015 for here on and other relevant legislation and to formalise
safety management thinking.
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021The legislation relevant to the operation of CHALLENGE WANAKA is discussed more fully
in Appendix 1.
A glossary of terms is included in Appendix 2.
This document while it contains information about responsibility for safety, how decisions
are made in relation to health and safety and various safety systems within the organisation.
It does not however contain detailed descriptions of all operational practices.
Structure
To achieve this, the safety management plan is structured in the following manner.
Section 1 Background Information
Section 2 CHALLENGE WANAKA Health and Safety Policy and Responsibilities
Section 3a Hazard Identification and Management
Section 3b Operational Hazard Management
Section 4 Staff Competency, Training and Induction
Section 5 Accident and Incident reporting and Investigation
Section 6 Emergency Planning and Procedures
Section 7 Contractors/Contracted Companies
Appendices
Other Supporting Documents
The safety management plan is one document CHALLENGE WANAKA uses as part of its
operation. Other documents that operate in conjunction with this plan may include:
Legislation pertaining to vehicle and cycle use on roads.
Legislation pertaining to the use of inflatable boats on rivers/sheltered inland waters.
Operations manual and related checklists
Copies of this Safety Management Plan are kept in the following locations:
Office of CHALLENGE WANAKA
Other council or local authority office where applicable.
The Safety Management Plan is available at all times to all PCBUs, staff and other
interested parties.
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021SECTION 2 – HEALTH AND SAFETY POLICIES AND RESPONSIBILITIES
Introduction
CHALLENGE WANAKA recognises the importance of clear health and safety goals in
maintaining a safe event. This section outlines CHALLENGE WANAKA’s commitment to
health and safety. It describes specific responsibilities for the maintenance of health and
safety to management (PCBU) and employees associated with the race. Finally it
describes a process for regularly reviewing and auditing health and safety aspects of the
operation.
Health and Safety Policy
CHALLENGE WANAKA is committed to protecting employees, clients and all people
associated with the event from accidental damage and injury. In meeting this commitment,
the management will aim to:
• Provide a safe work place and safe equipment
• Establish and insist upon safe practices at all times
• Comply with all legislative requirements
Signed by Bill Roxburgh – Race Director - CHALLENGE WANAKA
……………………………………………… Date……………………………………….
Health and Safety Goal
CHALLENGE WANAKA will strive to continually improve its health and safety record. Our
aim is to achieve a zero serious injury record for CHALLENGE WANAKA each year.
Health and Safety Management System Review
Internal
CHALLENGE WANAKA will review the SMS annually prior to each event and at any time
after a serious incident takes place. The review(s) will be undertaken by the Race Director
in consultation with key relevant staff.
External
The SMS will be submitted to Tri NZ on an annual basis as part of the sanctioning
process.
Every three years, the SMS will be reviewed by an External Auditor.
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021The outcome of these reviews will be communicated to staff in the most appropriate way
possible. Health and Safety Responsibility for CHALLENGE WANAKA
CHALLENGE WANAKA recognises that the management has overall responsibility for the
health and safety within the organisation. However, employees also have obligations
under the HSWA Act 2015. To this end the following policies assign health and safety
responsibilities within the organisation.
Safety Roles and Responsibilities within CHALLENGE WANAKA
The management (Bill Roxburgh or designated safety representative PCBU) of
CHALLENGE WANAKA is responsible for:
The implementation of all policies and procedures identified in the safety management
plan
Ensuring all employees are promptly informed of any changes to operational policies
and procedures
Ensuring that any concerns raised regarding health and safety are dealt with in a
manner consistent with the policies and procedures identified in this plan
Ensure WorkSafe are notified of any accidents/incidents resulting in serious harm
Arrange a regular review of the safety management and emergency response systems
with a view to determining trends and root causes of any accidents and incidents
Co-ordinate employee involvement in the development and updating of these systems
Hold regular safety meetings involving all key employees with minutes of meeting and
attendance documented
Maintain a constant interest in health and safety matters, applicable to the organisations
work environment and activities, in particular by consulting and involving employees
wherever possible.
Consult with other PCBUs as reasonably practical to coordinate activities who have a
duty in relation to the same matter.
Employee and contractor responsibilities
To adhere to policies and procedures outlined in the safety management plan
To immediately report any unsafe conditions, practices or equipment within the event to
the management of CHALLENGE WANAKA
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021Report all accidents and incidents as soon as practicable
Assist in the investigation of these with the objective of introducing measures to
prevent a recurrence.
Identify who the other PCBUs are eg – swim, ran, bike course coordinator, Traffic
Management etc
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021RISK ASSESSMENT MANAGEMENT SYSTEM
1. LEVEL OF RISK MATRIX
1 2 3 4 5
Insignificant Minor Moderate Major Catastrophic
A Almost Certain Moderate High High Extreme Extreme
B Likely Moderate Moderate High Extreme Extreme
C Possible Low Moderate High High Extreme
D Unlikely Low Low Moderate Moderate High
E Rare Low Low Moderate Moderate High
LIKELIHOOD RATING
A Almost Certain The event is expected to occur in most circumstances
B Likely The event will probably occur in most circumstances
C Possible The event should occur at some time
D Unlikely The event could occur at some time
E Rare The event may only occur in exceptional circumstances
RISK CONSEQUENCE DESCRIPTIONS
The consequence would threaten the event and the event organisation eg
5 Catastrophic
death, huge financial loss
The consequence would threaten continued effective functioning of the event
4 Major organisation and therefore the vent eg major financial loss, important external
resources required
The consequence would not threaten the event, but would mean the event
3 Moderate would be subject to manageable changes eg high financial loss, medical
treatment required
The consequence would not threaten the efficiency or effectiveness of some
2 Minor aspects of the event, but would be dealt with internally eg medium financial
loss, first aid treatment
1 Insignificant The consequence would be dealt with by routine operations eg no injuries, no
financial loss
SWIM COURSE RISK ASSESSMENT
Hazard Risk Existing Controls Likelihoo Consequenc Rating Responsibility
Existing medical condition of Obtain information on competitors and
employee/competitor B High
employees current health before event. Race Director / Swim Leg
Physical loss or
Inadequate information and/or briefing Pre-event information is informative and 3 Director
injury D Moderate
about the event contains information on course.
Obstruction by other lake Notification to lake users in place C High
Medical onsite during entire event to assist if
Unforseen health issue required. Safety boats, kayak and scuba diver D High Race Director / Swim Leg
Drowning out on course 5 Director
Swimming competence inadequate for
course. Event information outlines skills required. C Extreme
Injury from another
Swim Leg Director
Crowding competitor Competitors have a 100m wide start area D 2 Low
Sweep of beach/area prior to start, mats will be Swim Leg Director
Glass / stones on beach Cut feet placed on beach to cover stones at entry/exit D 2 Low
Weather conditions checked and assessment
Race Director / Swim Leg
made of the local impact of these before and
Adverse weather Hypothermia C 3 High Director
during the event.
Competitors are advised during event briefing.
Include advice in general information to
Not hydrated before start. Dehydration competitors on website. C 2 Moderate Race Director
Swimming programme to assist new swimmers
Swimmer Panics Swim Leg Director
Lack of experience in open water Advice on open water swimming pre race info C 2 Moderate
- hysteria
Swim the course practise session
General briefing on effects of cold water.
Hyperventilating due to cold shock. Cold water
C Swim Leg Director
shock/exercise induced Compulsory swim cap and neoprene cap is 2 Moderate
asthma required to be worn during the swim.
Booties are recommended but not compulsory
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021Gloves are optional
Didn’t take asthma inhaler Reminded to take medication at briefing C
prior
. Loss of route Check course markers/buoys prior to start.
Swim Leg Director
Inadequately marked course Safety boat strategically placed. E 1 Low
Lead Kayaker and Safety Kayaks
Incompetent boat drivers in propeller damage Well briefed boats D 2 Low Swim Leg
Safety Boats Injury to participants Only boats with a prop guard near swimmers or Director
Hyperthermia Ensure well dressed, rotate kayakers, hot
Inappropriate clothing worn by D
drinks available Swim Leg Director
kayaker 2 Low
Safety Kayaker falling Sit on kayaks used, except for lead kayaker E
Lack of kayak skills Inappropriate
kayak Kayakers to have as minimum grade 2 cert
BIKE COURSE RISK ASSESSMENT
Hazard Risk Existing Controls Likelihoo Consequenc Rating Responsibility
Inexperience or ability of Bike Leg Director
C High
cyclist. Ensure all competitors are adequately
informed and briefed on the terrain or 3
Inadequate information/briefing racecourse. Bike Leg Director
about race rules. D Moderate
Ensure information re pre-existing medical
conditions along with competitor race numbers Bike Leg Director
Untreated medical condition is given to medical team prior to event, for early C 3 High
diagnosis during accident/incident.
Road conditions – slippery due to Bike Leg
Ensure road is swept of gravel prior to event. High
rain or other liquid; pot holes; Director
gravel, particularly on corners C 3
Ensure all hazards such as potholes, etc are Bike Leg Director
marked clearly. High
Communication to farmers on timings of race Bike Leg Director
Livestock loose on road C 2 High
to avoid moving of lifestock during race.
Ensure weather conditions are monitored prior
to and during event, and operational systems
Physical loss/injury
are followed regarding Extreme Weather
Guidelines. Race Director / Bike
Strong wind conditions, particularly
Extreme weather guidelines when consultation C 3 High Leg Director
crosswinds
between the Safety Manager & Race Director
will be required:
• Winds greater than 60 km / hour
• Sustained heavy rainfall
Mark all hazards along road edge that may
cause injury if competitor ends up off
Physical hazards near road edge Bike Leg Director
Ensure all competitors are adequately C 2 High
informed and briefed on obeying road rules,
and personal responsibility expectations.
Drafting is prohibited, which allows a seven
Drafting C 1 Low Tri NZ Officials
metre gap to be maintained at all times.
Cycles checked before race by skilled
Mechanical failure. C 1 Low Racers Edge
mechanics.
Hazards identified traffic management plan in
Competitive race atmosphere. C 1 Low Race Director
place.
Inadequate protective gear Helmets must be worn and be of a NZ safety
D 3 Moderate Racers Edge
being worn, no helmet. standard. Checked before race.
Race Director / Bike Leg
Collision involving motor vehicle
Death from RTA As below B 5 Extreme Director
Inadequate briefing as to race Collision with other Competitors briefed on road condition,
conditions, absence of road cyclists/fall from bike. absence of closures and specific areas of C Bike Leg Director
3 High
closures, intersections. greater risk or heavier traffic.
Obstruction by media on Media only permitted on bike course in Bike Leg
D 3 Moderate
motorbikes controlled situation Director
Advertising informing of race and location.
Road signage warning motorists. Use of 3 High Race Director
marshals on the course
Motorists/residents in the area
unaware of the event. Mail drops will be completed in January 2012 C
to all residents and business along the course
route. Particular note given to farmers along 3 High Race Director
Collision with motor vehicle
course and residents in Lake Hawea.
or motorbike.
Briefing outlining competitor personal
Competitive race atmosphere. C 3 High Race Director
responsibility expectations and race rules.
Inexperience of cyclists in race or Areas of high risk identified and additional
bunch conditions. management of cyclists provided in terms of C 3 High Race Director
marshalling and escort.
Inadequate management of Advise competitors of risk. Signage for
C 3 High Race Director
cyclists. motorists as described above.
Race Director / Bike Leg
Poor driving skills of motorists. Competitor awareness of other road users. C 4 Director
High 11
Safety Management Plan – Challenge Wanaka Sports Trust
January 2021Road closed or limited access due Delay due to unrelated Bike leg director to request notification from Bike Leg Director
to accident motor vehicle accident emergency services. Bike leg director to work
with traffic controllers to allow passage of D 1
athletes as quickly as possible. Due to no Low
alternative routes available, if road is
impassable, athletes to be held and then
restarted at timed intervals to ensure as fair as
possible.
2. RUN COURSE RISK ASSESSMENT
Hazard Risk Existing Control Likelihoo Consequenc Rating Responsibility
Existing medical condition of Obtain information on competitors and
C 3 High Race Director
employee/competitor employees current health before event.
Information on the website
Inadequate information/briefing Competitors are advised during event briefing
D 3 Moderate Race Director
about the event. (briefings available in English, French and
German)
Physical loss/injury Information on fitness and level of experience
Inadequate fitness level. required on the website, and reinforced during C 3 High Race Director
event briefing
Reiterate off-road nature of run course at Race Director/ Run Leg
Tripping, falling over briefing and mark all major hazards with dazzle B 2 Moderate Director
spray paint
Expectations disclosed in race briefing. Traffic Race Director/ Run
Collision with traffic, not adhering management plan in place and C 5 Extreme Leg Director
to road rules. officials/marshals competent.
Competitors obstructed in Do not allow spectators or support crew into
People standing in competitors’ transition area transition area. Cover during briefing and with Moderate Transition Manager
B 1
area signage/marshals.
Security has been hired to control all areas
Weather conditions checked and assessment
Adverse weather made of the local impact of these before and C 2 Moderate Race Director
during the event.
Competitors are advised during event briefing
as detailed above. Run Leg Director
Extremely hot day B 3 High
Hyperthermia/ Sun screen will be available at all aid stations
Hypothermia/ Sunburn and in transition during the event.
Inadequate clothing/equipment. Compulsory clothing is to be checked into
transition on race morning competitors have it C 3 High Event Manager
on hand if required
Include in briefing, have water available at
regular drink stations and finish/lap end. Run Leg Director
Lack of sun protection. A 2 High
Sun screen will be available at all aid stations
and in transition during the event.
Not hydrated before start, or Include advice in general information to
not drinking enough during event. Dehydration competitors on website. A 3 High Race Director
No information or expectation
All briefings to advise on non-littering
from race around managing litter.
expectations.
Environmental Run Leg Director
loss – littering B 1 Moderate
Large number of people and
during event Active checking/cleaning of course area
activity that has high use of
following the event.
wrapped bars and paper cups.
Number of people through Impact on tracks/area. Limit total number taking part. Include
area, or not keeping to formed information on environmental care in briefing. C 1 Low Race Director
paths.
Inadequately marked course. Loss of route Check course markers prior to start. Position Run Leg
D 1 Low
Insufficient marshals. marshals at key direction points. Director
PERSONNEL RISK ASSESSMENT
Risks Hazard Existing Control Likelihoo Consequenc Rating Responsibility
Ensure all personnel on highways wear hi vis
clothing as supplied
Course set up and road marking All affected personnel comprehensively briefed Race Director/ Leg
C 3 High
by TMNZ on road protocol Directors
All personnel to wear helmets on all quad and
motobikes, both on and off road
Advise personnel of risk of increased traffic on
roads with hazards identified in traffic
Vehicle accident C 4 High Race Director
management plan and areas of high risk
identified.
Physical loss/injury
Collect medical information (in confidence) to
Untreated or pre-existing medical
be provided to medical team in case of C 3 High Race Director
condition
emergency
Provide shelter for exposed sites
Provide advise on adequate clothing and
Exposure – heat, cold, supplies for duration of race Race Director/ Leg
Communicate SunSmart messages B 2 Moderate
dehydration Directors
Provision of food and drink to all marshals/staff
on course for extended period of time
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021Provide advice on maximizing radio battery life
Ensure all key radio holders are backed up Comms Director
Radio batteries expire A 1 Moderate
with fully charged cell phones and list of
essential contact numbers
Comms
Radio repeater fails Radio technicians on standby throughout race C 1 Low Director
Pre-determine any radio black spots and
Breakdown of where the nearest signal can be obtained. Use
cellphone as a back-up. If no cellphone Comms Director
Radio black spot communication channels A 1 Moderate
coverage, ensure personnel have means to
travel to nearest coverage zone.
Pre-determine any cellphone black spots and
where the nearest signal can be obtained. Use
Comms Director
Lack of cellphone coverage radio as a back-up. If no radio coverage, A 1 Moderate
ensure personnel have means to travel to
nearest coverage zone.
Cellphone batteries run out Ensure all key personnel have car chargers A 1 Moderate Race Director
Delay in response time to Ensure all procedures above in place to Race Director/
emergencies minimize delay C 5 Extreme Comms
Ensure all key staff fully briefed and supported
with adequate infrastructure. Use pre-event
Inadequate knowledge C 2 Moderate Race Director
meetings to ascertain any gaps/omissions in
their work plan and rectify
Inability to fulfill Ensure communication process in place to
responsibilities allow staff to communicate concerns regarding
Excessive workload workload. Have volunteers available to provide C 1 Low Race Director
additional support and lessen workload.
Ensure cover is available to take regular
Incapacitated due to physical Contingency plan in place to provide back-up
C 1 Low Race Director
loss/injury to key personnel.
Ensure all volunteers fully briefed on their
responsibilities. All provided with map of their
Lack of knowledge on where to be No show from personnel post for the day and times required together Volunteer
C 1 Low
and when Communicate process to advise volunteers’ Manager
manager if unable to attend due to unforeseen
circumstances
Have additional volunteers on standby to fill an Volunteer
Unforeseen circumstances A 1 Moderate
vacant spots Manager
Provide crossing points with marshals at heavy
traffic areas of course.
Leaflet drop to all homes/businesses on
Collision with athlete C 2 Moderate Race Director
course to advise of race times and protocols
Promote awareness of cyclists to other road
users
Spectator injury
Infrastructure failure eg
Ensure all infrastructure secured adequately.
barriers collapsing, marquee C 3 High Race Director
Marquees erected by qualified personnel
blowing down etc
SunSmart messages over PA system with
Exposure – sunburn, dehydration sunscreen available on-site B 2 Moderate Event Manager
Medics on stand-by in main finish line area
FINANCIAL RISK ASSESSMENT
Hazard/Risk Impact of Risks Existing Control Likelihoo Consequenc Rating Responsibility
Sponsors unable to pay agreed Invoice prior to event and/or provide staged
sponorship payment plans, timed to complete prior to
Event runs at loss C 4 High Race Director
event
Keep in close contact with sponsors
Grants funding doesn't reach
Event runs at a loss Apply early so financial position known as
anticipated levels
soon as possible and make sure all potential A 3 High Race Director
Cuts made to funders are identified
infrastructure
and marketing
Commercial sponsor budget isn't Event runs at a loss
Make securing sponsorship a priority until eight
reached A 3 High Race Director
weeks before the event
Cuts made to
infrastructure
and marketing
Limit access to banking systems, third party
Affects the integrity and Race Director/
Fraud accounting system (Xero), annually audited E 4 Moderate
financial viability of the Treasurer
accounts
event
Number of Ensure strong pro field, production of
competitor entries doesn't reach convincing market collateral and effective
Event runs at a loss A 3 High Race Director
expected
marketing campaign
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021SECTION 3 – HAZARD MANAGEMENT
Introduction
The identification and management of hazards in a systematic manner is a legislative
requirement under the HSWAE Act Part 2 30 Management of Risk (1) a, b (2).
Section 3(a) outlines the rationale for using a Risk Analysis and Management System
(RAMS) format for identifying and controlling hazards and the process by which this is
achieved. It also identifies policies and procedures of CHALLENGE WANAKA pertaining to
hazard management.
Section 3(b) identifies areas of CHALLENGE WANAKA operation where it is desirable to
have more specific safety systems in place. These areas are discussed and the
management of hazards within these specific areas is outlined.
Section 3(a) – Risk Analysis and Management System (RAMS)
The RAMS format is a thorough planning process that involves the identification and
assessment of hazards. Further to this it also details the control strategies for a chosen
activity. This method of hazard control has been developed for use in the outdoor
recreation industry and has become the industry accepted standard for hazard
identification and control. Given the diverse nature of activities and locations used during
CHALLENGE WANAKA this system has been chosen as the basis of our hazard
management system.
Policies
• Hazards and significant hazards are identified in a systematic manner using a RAMS
form. (Note that under the WorkSafe definition a hazard is regarded as significant if it is
capable of causing serious harm – See also Appendix 2 – Glossary of terms).
• For each identifiable hazard appropriate controls are developed (see Appendix 3-
RAMS).
• All practicable steps are taken to eliminate or minimize the likelihood of harm
from significant hazards.
• Hazard controls are in place and working.
• PCBUs and employees are involved in the process of hazard identification.
• Clients are informed of hazards associated with participation in CHALLENGE
WANAKA.
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021Procedures
Hazard Identification
As indicated in the policies section, hazard identification occurs through the RAMS form.
Employees can discuss operational safety concerns with CHALLENGE WANAKA
management at any time or write concerns in relation to safety on the Post Race review
and pass this to CHALLENGE WANAKA management.
Graphic Representation of Reporting System
Talk to other Concerns written on
Management Post Race Review
Issue discussed by Management and Employees and actions or
non-actions recommended
Actions taken to No actions take
rectify concern
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Safety Management Plan – Challenge Wanaka Sports Trust
January 2021Clients are informed of hazards associated with CHALLENGE WANAKA through pre-race
information sent to all competitors and via the web site. This hazard identification is
reinforced and updated during the briefing attended by competitors and support crew prior
to the event.
Review Process
After CHALLENGE WANAKA a review is conducted to ensure that hazard controls are
effective and any new hazards are identified. Employees, identified PCBUs and
management are involved in this review.
Clients have an opportunity to voice concerns with the safety of the event by contacting
the designated CHALLENGE WANAKA contact following the event.
New Activity Hazard Identification
Prior to including a new activity (a race course or discipline not previously used as part of
the CHALLENGE WANAKA) the identification of hazards occurs through the following
planning process.
1. Discussion of proposed activity including site visits
2. Identification and assessment of the hazards using the RAMS format
3. Identification of the controls to manage these hazards
4. Assessment of the staff, training and equipment requirements
5. Identification of any development/alteration required to emergency procedures
Following the implementation of the new activity, a review of hazard identification and
control occurs.
Section 3(b) – Areas Identified as Requiring More Specific Hazard Management
With the purpose of identifying and managing significant hazards in the operation of
CHALLENGE WANAKA the following areas have been noted as worthy of specific
consideration.
Equipment selection / requirements
Event equipment
Clients equipment
Employees/assistant’s equipment
Health information
Medical
Competitor tracking procedures
Road use
Weather information
Security
Competitor briefing and information
Support staff management
Communications
Safety Management Plan – Challenge Wanaka Sports Trust 16
January 2020The following discussion outlines CHALLENGE WANAKA policies and procedures
pertaining to these areas, and details any systems in place to implement these
Equipment
During CHALLENGE WANAKA, certain equipment is recognized as important in maintaining
the health and safety of employees and clients. This section identifies the required
equipment standards and how CHALLENGE WANAKA will ensure the equipment used
meets these necessary standards.
CHALLENGE WANAKA Health and Safety Manager along with course specific PCBU will
check all sites and equipment being used. If any problems arise these will be discussed
with the Contractor or personnel responsible. If necessary work will stop until a satisfactory
resolution is reached.
Policy
CHALLENGE WANAKA will ensure clothing and equipment used during the event is of a
standard that supports the health and safety of employees and clients.
Procedures
Event equipment
o At the race central site marquees will be erected. Hire Pool is contracted to
erect and manage the Marquees.
o The Glendu Station woolshed will be used and has a capacity of 300 people, is
a wedding venue so meets all QLDC guidelines
o Fencing will be erected by event staff
o Traffic management equipment will be laid out and monitored by Southern
Safety
o Medical equipment is provided by the event contractor as per pre-event briefing
Client’s equipment
CHALLENGE WANAKA will be posting safety information on the event website, in the
competitors’ race packs and will be discussing it at the event briefing. Points of safety are:
Challenge Wanaka is being held in an alpine region. Extremes of temperature can be
experienced and the weather can change within a very short time frame. Careful
preparation is required.
Swim Leg
o wetsuits are compulsory for all competitors (long or short arms and full leg)
These will be checked on race morning
o Swim cap will be provided and is to be worn over the neoprene swim cap (if it is
required)
o Neoprene swim cap will be compulsory if the water temperature drops below
o 14C. These will not be supplied but will be for sale in local stores and by the
event wetsuit supplier. These will be checked for on race morning.
o Booties will be optional. These will not be supplied.
Safety Management Plan – Challenge Wanaka Sports Trust 17
January 2020o Non-webbed gloves will be optional. These will not be supplied.
Prior to the event cycles, helmets and/or other gear are checked to the required
standard. ‘Checked gear’ is identified with a sticker.
Cycle equipment checked by bike sponsor mechanics at the Marquee.
o Cycle is safe and up to a safe standard
o Helmet meets NZ safety requirements
Bikes can only be racked once the required safety checklist has been completed and
signed off. No exceptions will be made.
Employees/assistants equipment
Advice will be given on suitable clothing for the environmental conditions. The ‘Tail End
Charlie’ on the cycle and run sections will carry a survival blanket and a radio / phone.
All marshals on road sections to wear fluorescent-striped hi vis vests. All employees and
assistants will be required to wear event t-shirts and identification bands. It will also be
recommended to each marshal to take suitable clothing for hot and/or a cold day.
All key staff will be in either radio or telephone contact to report safety info at any time.
Non-key staff will report to their team leader.
Health Information
To complete CHALLENGE WANAKA competitors sustain a reasonable level of physical
activity for the duration of the event. Obtaining information on the competitor’s health
status will assist CHALLENGE WANAKA in managing their health and safety.
Policy
Prior to competing in the CHALLENGE WANAKA client’s current health status is
established and the risks associated with CHALLENGE WANAKA activity are disclosed.
We will be obtaining this information at the time of entry and again at registration
Competitors sign a disclosure and, if required, provide information on support crew and
their contact details.
This information is managed according to the requirements of the Privacy Act 1993 and is
stored throughout the event at the Race HQ. (Medical forms scanned and stored for 12
months on central data base system).
Procedure
Due to the nature of the event and unique environmental conditions we will be closely
monitoring all competitors and their general state of health for the duration of the event.
Medical staff will be on call for the entire duration of the event and will be prepared to
deal with any issue that may arise.
During the run leg of the event the body may start to show major fatigue. Key aid station
staff will be monitoring each competitor as they go past.
Safety Management Plan – Challenge Wanaka Sports Trust 18
January 2020Tracking of Competitors and Employees During CHALLENGE WANAKA competitors and some employees travel up to 10 kilometres from HQ. Maintaining information on the location of competitors and employees during the event, assists management in maintaining the health and safety of those involved, in particular alerting management to any lost or injured parties. Tracking of competitors is via timing chips and of employees is by Team Leaders, there will be check lists for both. Policy CHALLENGE WANAKA maintains information on the location of employees and clients during the event. Procedure Clients (competitor)/Tracking Employees at event transitions are provided with a list of all competitors and their race numbers. Employees check competitors through every transition. This information is relayed to Race HQ if required. Employees at the transitions compare race numbers from the start and finish of each leg to ensure all competitors have exited the particular leg. A Tail End Charlie’ moves through all sections of the event behind the last competitor. Swim Section will be a kayak, cycle section will be a motorbike, and run section will be a mountain bike. Competitors are advised to contact a marshal and hand in their race number if they pull out of the race. Any competitor pulling out of the event at any stage must report to the Medical Marquee at HQ. Competitors will be tracked on the day via a timing chip, which is located on a strap, which connects to their leg Employee Tracking Employees traveling to remote areas are checked in and out of the sections they are assigned to. Blerter will be used for the 2021 event for the first time. A number of employees are required to move between a variety of (non-remote) locations during the event. Management provides these employees with a detailed timeline. This Safety Management Plan – Challenge Wanaka Sports Trust 19 January 2020
includes information on the time period that they spend at each location including their
approximate return time to Race HQ.
All employees are to report to their Team Leaders who then check off their names to
ensure everyone is accounted for.
Succession Strategy
In the event that any key staff member is incapacitated on race day for whatever reason,
the following succession strategy applies:
Role Succession Strategy
Race Director Challenge Wanaka Assistant Race Director takes
over role of race director working with Tri NZ officials
to ensure a safe fulfillment of the event
Operations Director 2IC to take over transition manager or finish line
managers and split role between them
Communications Manager 2IC takes over role or Assistant Race Director
Section Director Section assistants to fulfill role under direction from
race director
Athlete services Manager A s s i s t a n t t o t a k e o v e r o r Race director
to brief transition manager, finish line manager and
key team leader volunteers and divide role between
them
Use of Public Roads for Cycling
CHALLENGE WANAKA has identified that the sharing of roads with other users / motorists
during the cycle legs is a significant hazard. The following policies are used to control this
hazard.
Policy
To manage road safety during the event for all users.
Procedure
Competitors must observe all road rules.
Opus Queenstown, local Council and NZTA is supplied with a traffic management plan
prior to the event which is signed off.
Road signage is used on all cycle sections to warn other road users about the event.
Areas of the cycle legs have been identified as more hazardous. For these areas a mixture
of police attendance, marshals and / or lead and tail vehicles are used to assist in the control
of these.
Safety Management Plan – Challenge Wanaka Sports Trust 20
January 2020The location of transitions and the parking of support crew is managed to ensure sufficient
space for the safe transition of competitors.
Vehicles use in the running of the CHALLENGE WANAKA must meet legal requirements
of roadworthiness. Any person driving these vehicles must hold a valid license, sighted by
management, and appropriate to the particular vehicle used.
Weather information
CHALLENGE WANAKA requires competitors and some employees to complete the
following:
Swim Leg
o Lake Wanaka – Glendu Bay – either one or two laps
Bike Leg
o Wanaka –Glendhu Bay to Treble Cone Turn Off – 5 or 6 laps
Run
o Wanaka – Glendu Bike Park and the Motatapu Road
( Alternate if Bike Park too wet will be to use the Motatapu walking track)
The hazards associated with these legs of the race can alter with a change in weather
conditions.
Policy
To have up to date weather information available prior to and throughout the event.
Procedure
1. CHALLENGE WANAKA will be monitoring the weather from 14 days prior to the
start of the event.
2. An updated weather forecast is obtained for each part of the course with the local
weather conditions monitored during the day.
3. An alternative course is available for the run identified above if,heavy
precipitation exceed safe levels.
4. During race briefing competitors will be advised on the expected race weather
conditions. These will be advised again on race morning.
5. CHALLENGE WANAKA has allowed time to have a second major race briefing if
required for safety reasons or major course changes
Safety Management Plan – Challenge Wanaka Sports Trust 21
January 2020Medical Management 3vents will provide all medical support on the event day. They will have a full team of professionals, which are qualified to deal any emergency that may occur. CHALLENGE WANAKA will be assisting in any way possible to make sure all competitors and staff / contractors are safe. Our goal is to provide any competitor medical help very quickly so our communication programme reflects this Policy 3vents medical safety plan will be checked by our Medical Director (Dr Andrew McLeod – Trustee) Medical staff will be on FULL standby for all three disciplines. Procedure Swim leg - medical staff will be on the beach with trained first aider in a safety boat and at Medical HQ Cycling leg - medical staff will be roving on course with Medical staff at HQ. To use 111 to respond to any emergency incidents Run leg, medical staff will be roving on the road / track along with medical staff at HQ Medical staff will be stationed at the Finish Line and in the marquee. Security Policy To protect event equipment from being damaged, stolen or tampered with To prevent members of the public from entering a secure area To protect the competitor’s equipment from being tampered with Procedure CHALLENGE WANAKA has contracted a professional security firm to handle all race venues during the event, namely Pembroke Park, transition areas and Medical HQ. Additionally, staff/volunteers will be present on site, particularly in the transition areas, to ensure the areas are secure. Competitor Briefing Policy In order to ensure everyone involved is well informed. Competitors will be briefed: on the event website; via the event App, a written information is available at registration; at the event briefing(s): by day race updates before the start Procedure A full briefing for Challenge Wanaka athletes will be available online. We will be holding competitor transition walk throughs on Friday (2 for CWH and 1 for AB) Safety Management Plan – Challenge Wanaka Sports Trust 22 January 2020
If a competitor does not speak English we will provide a special briefing in their own
language. Information as to whether they understand English will be gathered at the time of
entry. We will have staff at all briefings to answer any questions that arise.
There will be a further safety/update briefing on Saturday morning at the swim start at 7am
Support Staff Management
There is a chain of command as follows:
1. Race Director – Bill Roxburgh
2. Operations Director – Cass harvey
3. Assistant Race Director – Sally Hayes
4. Athlete Services – Catherine Hall
5. Communication Manager – Carly Parker
6. Section Directors Swim Leg – Chris Thornton
Bike Leg – Trev – Southern Safety
Ltd (STMS)
Run Leg – Duane Smith
Transition/Finish Line – Jono Hildage
Medical – Aaron Scott
Volunteers – Sarah Searle
Gear –
7. Event Assistant – Jess Hildage
8. Volunteers/Assistant – Tim Coleman
A. Junior Challenge –
Procedure
Each volunteer/assistant will be asked to register via a questionnaire. The
information gathered will enable them to assist us in the best possible way
depending on the personal skill levels.
Each team of support staff will have a team leader. Additionally, they will receive a
verbal and written briefing prior to the event.
We will provide support staff with food and drink for the duration of the time that
they are assisting on the event.
Communications
An efficient communication system is vital for the safety management of this event. Our
aim is to have all parts of the course covered at all times.
Policy
A range of communication systems will be used including:
Radios CB and VHF
Mobile telephones on Vodafone and Telecom networks
Blerter - a communication and operational app
Safety Management Plan – Challenge Wanaka Sports Trust 23
January 2020Procedure CHALLENGE WANAKA HQ for Communications will be located at Race HQ. All radio and cellphone communication is managed from this centre location during the event. There is a Communications Manager who manages all comms and filters out to various parties as required. Cellphone is the preferred method of communication due to the unreliable nature of the radios at times and also during conversations that are required to be kept private. The Communications Manager will have direct contact to the Race Director and or Assistant Race Director These people have the experience to make the final call on any issue during the event. Media Management It is recognized that media have a significant role during the event, and strategies have been put in place to manage this. Policy To ensure that competitors are not endangered or impaired from competing in the event by any actions of the media. Also, to ensure media have the best possible opportunity to provide coverage of the event. To ensure the media do not endanger local residents or break any traffic laws while attempting to film or take photos of competitors during the event. Procedure A media briefing will take place immediately prior to the event. Briefing notes and event protocol will be included in all media information packs. All media vehicles will be driven by CHALLENGE WANAKA team members who are familiar with all safety requirements. Any external/private companies used by media will need to apply to CHALLENGE WANAKA for approval to undertake media coverage of the event (eg filming or photography). All media personnel will be required to sign a statement in which they agree to follow event protocol. All media personnel will under go police vetting prior to the event Safety Management Plan – Challenge Wanaka Sports Trust 24 January 2020
COVID-19 Management
If COVID-19 is still present during the preparation and delivery of the event the following will
be carried out to assist with the management of COVID19.
The event can only operate if the alert level is at level 1 or lower. A refund policy is in place
should the alert level be higher.
The event will follow the Voluntary Event Code, the Ministry of Health website and
government requirements will be checked regularly for any changes. During the event Janey
Rae will be monitoring the COVID management to ensure everything is being carried out as
per the plan.
Key areas that will be included in the event planning:
1. Commitment to COVID-19 Ministry of Health Guidance
o Regularly and consistently stay up to date with the Ministry of Heath guidance.
o This will be done by monitoring the Ministry of Health website:
https://www.health.govt.nz/
2. Contact Tracing
o Participants will be informed how contact tracing will be carried out at the
event, why we are doing this and how long their information will be kept, the
following statement will be included during the registration process:
“As an event we are following the Event Sector Voluntary Code and should the
Ministry of Health and/or the District Health Board request participant details for
contact tracing purposes we will supply this to them. This will include your Name,
contact phone number and contact email. This information will only be supplied to
the Ministry of Health should it be requested within 4 weeks of the event.”
o Volunteers and Spectators will be encouraged and reminded to carry out their
own record keeping of their whereabouts, posters for the NZ Government
COVID tracer App/QR code will be displayed at the entrance to the registration
area, volunteer tent and also around the venue.
3. Retaining Records
o Attendance records will be maintained for 4 weeks and can be later supplied to
the Ministry of Health should they need to use them for contact tracing.
4. Health of Attendees
o We will remind people attending the event to carry out good hygiene, this will
be through signage at the event around expo areas, food and beverage areas,
toilet facilities and will be included in pre-event information for staff and
participants. Reminding everyone about washing their hands, coughing and
sneezing into their elbow etc.
o Volunteers and Spectators will be encouraged and reminded to carry out their
own record keeping of their whereabouts, posters for the NZ Government
COVID tracer App/QR code will be displayed around the village.
o There will be sufficient facilities onsite for good hygiene practices, such as
hand washing facilities, hand sanitizer, waste management etc.
Safety Management Plan – Challenge Wanaka Sports Trust 25
January 2020o Volunteers, spectators and participants will be reminded to stay home if they
are unwell, this will be included in all pre-event information for staff and
participants.
o Any incidents will be recorded, including cases of people feeling unwell.
o If someone presents at the event, that has COVID19 symptoms they will be
asked to leave the venue and contact the Ministry of Health or their local GP.
The Event Director will then contact the Ministry of Health on 0800 358 5453
and follow their instructions from there.
5. Encourage a culture of adhering to best practice COVID-19 risk management
o We will utilise leadership, influence, education and best practice to ensure
Ministry of Health guidance on hygiene and adherence to event policies put in
place by the Event are upheld in pre-event, during the event and post the event
o This is managing the above 4 points through technology, briefings, marketing
and incident reporting.
o These procedures form part of our risk management plan and will also form the
plan should there be another type of pandemic in the future.
It is important to note that at any time New Zealand could move to a new alert level, or the
government could put restrictions on gathering numbers should an outbreak occur. The
event organiser is committed to staying up to date with the latest information from the
Government and Ministry of Health and will adjust plans where required to meet those
restrictions or guidelines.
https://covid19.govt.nz/
https://www.majorevents.govt.nz/resource-bank/covid-19-advice-for-event-organisers/
Safety Management Plan – Challenge Wanaka Sports Trust 26
January 2020SECTION 4 – STAFF COMPETENCY, TRAINING AND INDUCTION
Introduction
Under the HSWA Act 2015 – PCBUs and employees have the knowledge; experience,
training and where necessary the supervision to perform any given job safely.
This section identifies the policies and procedures of CHALLENGE WANAKA in relation to
staff competency, training, induction and supervision. It details systems that will assist in the
implementation of these procedures.
Policy
Employees will have prior experience from our other events or receive the following:
o The necessary knowledge, experience and training to perform their work in a
safe manner
o Training in the safe use of any equipment required to do the job
o Information on hazards and controls needed to protect themselves and others
o An adequate level of supervision based on their competency to perform a task
o Training in what to do in an emergency and where safety equipment is kept
o All staff must supply CVs detailing appropriate experience and at least two
referees
Procedures
CHALLENGE WANAKA has identified the following competencies are required by
employees to perform their job.
Race Director & Communications Manager
o Experience in directing sporting events
o Training in race and emergency response procedures
o Good leadership and communication skills
o Ability to manage and relate well to groups of people
o Ability to use, maintain and understand the limitations of all types of
communication required for the event
o Able to make informed decisions quickly and communicate this to others
o Have thorough knowledge of all event equipment and race requirements
Section Managers
o Experience in managing sporting events
o Training in race and emergency response procedures
o Good communication skills
o Ability to manage and relate well to groups of people
o Ability to use of range of communication systems
o Able to think and act quickly and relay information accurately
o Have comprehensive knowledge of event equipment and race
requirements relevant to their role
Safety Management Plan – Challenge Wanaka Sports Trust 27
January 2020Team Leaders
o Training in the required job
o Training in race and emergency response procedures
o Good communication skills
o Ability to manage and relate well to groups of people
o Ability to use communication equipment relevant to their role. Able to think and act
quickly and relay accurate information to others
Tail End Charlie
o Current First Aid skills
o Trained in race and emergency response procedures
o Use communication equipment relevant to their role.
o Training/experience in the role.
o Be able to communicate effectively with competitors and management
o Be able to think and decisively.
Race Assistants / Marshals/Volunteers
o Trained in race and emergency response procedures
o Use of cell phone and VHF radio if required
o Understand their role and its requirements.
o Stay on task and be focused.
o Communicate clearly with competitors and other staff
Equipment Checkers
o Understanding of the equipment and race requirements
o Ability to manage and relate well to people and/or individuals
o Communicate clearly regarding equipment standards and know what standard is
required.
Staff qualifications and experience are collected through a questionnaire and kept on file.
Where staff are identified as not having the competencies to perform the task supervision
or training is provided.
Training and induction for staff
Staff receive adequate training and induction in the tasks required to perform their job.
This includes:
o Every Tail End Charlie receives information on the task requirements via a
briefing and in written form.
o Race assistants/marshals are provided with all information at the event briefing
and written information in their event packs including a timeline and job
description that outlines locations and tasks that are required to be completed.
o All staff are provided with hazard information and trained in the
emergency responses appropriate for their location during the event.
o All staff to complete an induction form to include date of induction
Training and Induction for Competitors
Safety Management Plan – Challenge Wanaka Sports Trust 28
January 2020Pre-race information is able to be viewed on the event website (www.challenge- wanaka.com) so all competitors can see an outline of the course, skills required, clothing requirements and safety procedures along with identified hazards for each leg. The briefing leading up to the event reinforces and updates competitors in specific hazards and outlines the emergency responses appropriate for each leg. (For example – what to do if lost or injured) Safety Management Plan – Challenge Wanaka Sports Trust 29 January 2020
SECTION 5 – ACCIDENT AND INCIDENT REPORTING
Introduction
The reporting, investigation and recording of accidents and incidents is designed to identify
contributing hazards and any improvements that can be made to prevent a recurrence of
injuries or near misses. This process is also a legislative requirement under the HSWA Act
2015. (Section 56)
This section identifies the policies and procedures of CHALLENGE WANAKA pertaining to
incidents, accidents and serious harm (see Appendix 2 – Glossary of terms). It details
systems that will assist in the implementation of these procedures.
These policies and procedures support the goal set by CHALLENGE WANAKA in Section
2 to achieve a zero serious injury record for the CHALLENGE WANAKA event each year.
Policy
A record of all accidents, incidents and serious harm is maintained.
The management investigates all accidents and incidents and the underlying causes
responsible for the event are identified.
All instances of serious harm are reported to the Work Safe within seven days. (See
Appendix 9 – Worksafe notice of serious harm.)
A review of all accidents, incidents and serious harm occurs to identify any trends.
Definitions
Incident An incident is an undesired event, which could, or does, result in harm to people,
plant or process.
Accident Accidents are incidents that do result in injury or harm, loss.
Serious harm The first schedule of the HSE guide defines serious harm as:
o Conditions that result in permanent loss of (or temporally severs) body function
o Any harm that causes hospitalisation for a period of 48 hours or more within a
period of 7 days of the accident occurring.
Near Miss A near miss incident is defined as an unplanned event that did not result in injury,
damage or loss – but had the potential to do so. Only a fortunate break in the chain of events
prevented an injury (fatality), damage or loss.
A copy of the Incident Severity Scale is available to all staff.
Procedures
Accident / Incident Reporting Process
All incidents and accidents that have harmed or have the potential to harm
employees or clients are reported to CHALLENGE WANAKA as soon as is
practical. (See Appendix 6 – Accident / Emergency Contact list)
Safety Management Plan – Challenge Wanaka Sports Trust 30
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