OCEANS' 21 TEAM MANAGER CIRCULAR - Surf Life Saving New Zealand - Surf Life Saving ...
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OCEANS’ 21
TEAM MANAGER
CIRCULAR
Celebrating 21 years of Oceans
NZ’s premier under 14 surf lifesaving event
Surf Life Saving New Zealand
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Team Manager Circular
Event Purpose – Oceans’ 21
“To provide a fun, exciting and challenging event that allows U14 members to test and
develop their skills in a safe beach and surf environment. The event will allow U14 members
to socialise, work as teams, meet other members and have a great experience”
Dates: Thursday 25th February 2021 - Sunday 28th February 2021
Venue: Mt Maunganui Beach
Team Managers
Thank you for your efforts to date managing your teams and getting the entries and logistics
sorted. We are a week out from Oceans’ 21 and have 47 Clubs and over 850 competitors
entered. It promises to be a fun weekend of racing and beach activities.
This is some important information before you come along to the Mount next week.
For a complete understanding of the Event, this Circular should be read in conjunction with the
Entry Circular.
Wednesday 24 Feb 21
Gear Trailer drop-off 10am to 5pm
Thursday 25 Feb
Team Managers Meeting: 7:30am
Warm Up Start Time: 8:00am
Missing Person At Sea Familiarisation : 8:00am (all Club ASO and On Call Lifeguards to attend)
Marshalling Start Time: 8:30am
Start Time: 9:00am
Friday 26 Feb
Warm Up Start Time: 7:00am
Team Managers Meeting: 7:00am
Marshalling Start Time: 7:30am
Start Time: 8:00am
Saturday 27 Feb
Warm Up Start Time: 7:00am
Team Managers Meeting: 7:00am
Marshalling Start Time: 7:30am
Start Time: 8:00am
Sunday 28 Feb
Warm Up Start Time: 7:00am
Team Managers Meeting: 7:00am
Marshalling Start Time: 7:30am
Start Time: 8:00am
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Entries
Entries have closed now and we have large numbers across all events. The programme will be
full, so from today we will not be accepting late entries to team events. If you need to make
any changes to your teams please bring them along to the team managers meeting on the
Team Change form attached and on the website here.
If you have a competitor that needs to pull out of the entire event prior to the team managers
meeting please let us know as soon as possible and we can remove them from the entries. If
this is a medical issue please send through a medical certificate and we will not charge an
entry fee. Please email to mark.inglis@surflifesaving.org.nz
Event Programming (Appendix One)
The Draft Programme can be found on the Oceans’ 21 web page. Please note that the Draft
Programme is subject to change due to a dependence upon the number of entries and
surf/weather conditions.
Managers Meeting
The team managers meeting will be held: Thursday 24th Feb - 7.30am
Mount Maunganui Club House – 1st floor.
On Friday, Saturday and Sunday we will hold a brief team managers meeting at 7.00am in the
Mount Club house to give updates for the day and a chance to ask any questions.
If you have any questions for the team managers meeting please email these through to
mark.inglis@surflifesaving.org.nz. This will enable us to get a quick and accurate answer for
you at the meeting. You will have the opportunity to ask questions about anything covered in
the meeting as we go through it.
Club Declaration Forms
The Team Declaration Form can be found on the Oceans 21 webpage. Please hand in your
completed Club Declaration Form before or at the Team Manager’s meeting on Thursday 24th.
These can be emailed to mark.inglis@surflifesaving.org.nz .
Missing Competitor at Sea - Emergency Response Plan: (Appendix Two)
One key section of the Competition Safety Manual is the Missing Competitor at Sea –
Emergency Response Plan and the roles and responsibilities of Event Crew, Team Managers,
Competitors, Management and IRB Crews within this procedure. This is a hugely important
plan to understand and know where you can assist, as time is critical when dealing with a
missing person in the sea.
Missing Person at Sea Familiarisation
SLSNZ staff will be running a Missing Person At Sea familiarisation at 8am on Thursday
morning after the Team Managers meeting. We would like all Club ASO and On Call Lifeguards
to attend this briefing. It will be a ‘dry run through’ and will last 20 minutes. This is a very
important part of the weekend, and we would appreciate the Clubs support with ensuring all
key support personal attend this briefing.
Missing Competitor at Sea - Lifeguard Ratio:
As per last year, all clubs must supply one refreshed lifeguard for every 10 competitors
entered into the event. This lifeguard must have a set of fins, goggles, and a high visibility
vest.
This lifeguard can hold other roles for your club during the event, but they must be on call
over the entirety of the event if the Missing Competitor at Sea procedure is implemented.
These lifeguards will then need to sign in and register that they are at the event and
understand their role prior to the Team Managers Meeting on Thursday
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Arena Safety Observers (Arena Lifeguards)
We have some teams that have not provided an Arena Safety Observer with their entries. We
need to have these people to ensure each arena is safe. I will email the team that do not have
an Arena Safety Observer listed to see who will fill this role for your club. They will need to be
a qualified Surf Lifeguard and be available for 1-2 sessions of around 3 hours for the event.
For smaller clubs that do not have a lifeguard with them we will allow you to work with other
clubs to provide a lifeguard. Please get these names to me ASAP. I will have a roster on
Monday for these positions.
Competition Safety Plan:
The Competition Safety Plan will be available on the website here. The document is also
available for viewing in the Event Management Area
RFID tags
We will be using RFID tags for this event, which will be attached to the wristband with the
colour that relates to the age group. Competitors can wear the same tag as they wore last
year as we have changed the colour of each age group arena to match. If your competitors
have been issued these please being them along. These tags must be worn by the competitors
in all events except beach flags.
Hopefully everyone will have submitted their request for new tags by now, if not please click
on the link here, follow the instructions and submit this form as soon as possible.
Band colours for each age group will be:
U14 – Green
U13 – Yellow
U12 – Red
U11 – Blue
RFID Check Station
We will have a RFID scanning station set up in the portacoms next to the club drive way on
Wednesday afternoon and Thursday morning so your competitors can come and check their
tag is working or get a replacement. We would like all competitors to come and check these
before they race so there are no problems at marshalling.
Event Notifications – SLSNZ APP
We will be pushing Event Notifications through the SLSNZ APP. Once downloaded you can
subscribe to the Oceans’ 21 Event, and receive updates throughout the event. Entry lists,
draws and progressions can be found at on the APP in the liveresults section.
Media/Images
By entering this event Athletes and Team Management agree to SLSNZ using images and
video taken during the competition for media and marketing purposes. Competitors and Team
Management also agree by entering into this event that SLSNZ or second party contractors
are allowed to fly drones above Competitors and Team Management throughout the event.
It is important to note that there will be filming at the event. MMLS have a production crew
from Scottie Productions filming non-stop action, character-based, factual series that gives an
intimate look at the extraordinary lives of a small group of junior life savers and their coaches
at the Mount Maunganui Lifeguard Service.
If you have athletes that do not want to be included in any of the filming, please let the Event
Manager know, as these children will need to wear identifying wrist bands. For more
information please see the show description here.
www.surflifesaving.org.nz
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Club Tents
As many of you may be aware, Oceans’ has often had to be relocated to its various alternative
venues when weather/surf conditions warrant it. We would like all Team Managers to consider
the use of pop-up tents, which can easily be moved to these alternative venues. These venues
may include, but are not limited to: Shark Alley and Pilot Bay.
Due to the large number of these popup tents, we now require that all 6mx3m tents be
placed ‘end on’ to the Arena Backline (barriers). We no longer have the space for
these tents to be placed longitudinally. We will only allow one pop up tent per club in each
arena. All tent pegs must be driven below the surface. Event Logistics Crew will ensure this is
complied with.
Gear Trailer and Security
Please check your Club Gear Trailers: we have had numerous trailers turn up at events
without Warrants and Registrations. Our Logistics crew will be monitoring this and you run the
risk of these not being allowed/towed onto the beach.
Gear trailers may be dropped off between 10:00am – 5:00pm on Wednesday or 7:00am –
8:00am on Thursday. Clubs are encouraged to approach the Mt Maunganui Lifeguard Service
(MMLS) Club from Pilot Bay rather than crossing the traffic on Marine Parade. The three car
parks immediately preceding the MMLS car park will have cones restricting access to the
general public and we hope will enable a queue to form if needed.
Gear trailers will then be picked up by tractors to be taken on to the beach. Should there not
be a member of the work party at the time of your drop-off, please ensure that you make
contact with them to advise that your trailer is awaiting transport onto the beach. All trailers
will be placed on the beach in front of the camping ground. Should any club wish to arrive
before or after the designated time, please contact Alan Coates directly on 027 4796 866 to
arrange for your gear to be transported on to the beach.
Clubs will not be allowed access to the MMLS car park to drop off gear trailers. No club
vehicles are to enter the car park and please do not attempt to lift the barrier arm.
On Sunday, team managers (not club members) are to advise the tractor drivers when they
are ready to have their gear trailer removed from the beach; vehicles must be ready by the
gate to take the trailer off the tractor.
We will have security on through the night from Wednesday to Sunday morning. Please ensure
your gear and tent is secure and no valuables are left in the tent or on the beach. There will
be no security on Sunday night, your gear will be your responsibility that night.
Communications
Oceans’ 21 utilises a variety of tools to keep you updated with the latest event information
and news. These include:
SLSNZ Website
Twitter
Instagram
Facebook
This year, more than ever, we will be using the Oceans’ 21 Facebook event page as one of our
main communications tools to post a lot of key information about the event.
Please keep a close eye on this page as we post event notices and programme changes and
updates prior to and during the event. This information will be vital to team management, club
supporters, competitors and family members so please make them aware of this page. We
have also planned several prize giveaways to lucky clubs and competitors. All of this will be
advertised through the Facebook page, so please encourage as many people as you can to like
the page.
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Event Rules
Oceans’ 2021 is a sanctioned SLSNZ event and therefore comes under the jurisdiction of the
SLSNZ Surf Sport Competition Manual. Therefore, as per Introduction, Section 1, some
rules have been amended to fit the purposes of Oceans’ 2021.
Code of Conduct
The organisers also reserve the right to exclude competitors from further competition for poor
or ‘un sportsman like’ behaviour. This also applies to parents, managers and supporters.
The team managers are directly responsible for the conduct of all persons, from their club,
attending this event. We encourage you to ensure that the culture you create within your
arena is one that embraces the values espoused by SLSNZ as well as the Oceans’ principles.
Click here to view the SLSNZ Code of Conduct.
Site Plan (Appendix Three)
Please note that the Site Plan is subject to change due to a dependence upon the number of
entries and surf/weather conditions.
Alternative Venues
As many of you may be aware, Oceans’ has often had to be relocated to its various alternative
venues when weather/surf conditions warrant it. The alternative venue may include but is not
limited to Shark Alley and Pilot Bay.
COVID Measures / Precautions
The Event Management will look to implement the Event Sector Voluntary Code
This Event Sector Voluntary Code outlines a high-level overview of what the event sector can
do to safely deliver events. The Code provides best practice expectations on running events
and is based on Ministry of Health guidance to reduce COVID-19 related risks.
The Event Management would suggest members associated with this event:
• Stay home if you are unwell and call Healthline (for free) on 0800 358 5453 or
your health care provider if you think you have symptoms of COVID-19.
• Scan in with the Event QR poster, or utilize the Bluetooth COVID App:
• Follow basic hygiene measures at the event:
– Hand hygiene – frequently wash your hands for a minimum of 20 seconds, then dry them
thoroughly. If you are unable to access soap and water, use an alcohol-based hand sanitiser
containing at least 60% alcohol. If using sanitiser, ensure that you use enough to cover your
hands and rub hands together until dry.
– Cough and sneeze etiquette – sneezing or coughing into the crook of your elbow or covering
coughs and sneezes with a tissue, then putting the tissue in a bin and cleaning your hands (as
above).
– Avoiding touching your face – hard surfaces can be contaminated with infectious droplets.
Hands can be contaminated after contact with these surfaces. If you need to touch your face,
clean your hands first.
– Cleaning surfaces and frequently touched items – clean high-touch surfaces and items (for
example door handles and phones) frequently with an appropriate cleaning solution to reduce
transmission of germs in general.
– Physical distancing – When physical distancing isn’t a requirement, you can still play it safe
by continuing to keep a distance from people you do not know. Use your judgement. This will
help to minimise the spread of COVID-19 if community transmission returns.
www.surflifesaving.org.nz7
Changes in COVID Alert Levels.
Public Events at Alert Level 2
If Level 2 were imposed countrywide, restricting gatherings to 100 persons, the event
management would be unable to run an event this size under these conditions.
If Tauranga remains at Alert Level 1 and other regions are at higher Alert Levels, the event
will still proceed, however clubs and individuals situated in those regions above Alert Level 1
will not be able to attend or participate until their region is at Alert Level 1.
Public Events at Alert Level 3
At Alert Level 3 gatherings of any size are cancelled and public venues are closed. Gatherings
such as concerts and sporting events pose a high risk for transmission of infectious diseases.
Suppport
Thanks to the generous support of Tauranga City Council for the funding assistance to host
Oceans’ 21.
Key Contact
If you have any queries or concerns, please feel free to contact the Event Manager.
Mark Inglis
Sport Event Manager
Surf Life Saving New Zealand
Phone – 027 457 1021
Email – mark.inglis@surflifesaving.org.nz
Website – surflifesaving.org.nz
www.surflifesaving.org.nz8
Appendix One
Draft Programme (subject to change upon entry numbers)
Thursday 25th Feb 2021
Warm Up Start Time: 8:00am Off Water Time: 8:30am
Team Managers Meeting: 7:30am High Tide: 6.45am (1.6)
Marshalling Start Time: 8:30am Low Tide: 12:40pm (0.4)
Start Time: 09:00am High Tide: 6:53pm (1.6)
Events: Run Swim Run (Heats, Semis, Finals) – All age groups
Board race (Heats, Qtrs, Semis) – All age groups
Surf Race (Heats, Semis) – All age groups
Friday 26th Feb 2021
Warm Up Start Time: 7:00am Off Water Time: 7:30am
Team Managers Meeting: 7:00am High Tide: 7:35am (1.7)
Marshalling Start Time: 7:30am Low Tide: 1:32pm (0.4)
Start Time: 8:00am
Events: Beach Sprint (Heats, Qtrs, Semi, Finals) – All age groups
Board Rescue (Heats, Qtrs, Semi, Finals) – U14
Diamond Race (Heats,) – All age groups
Mixed Beach Relay (Heats, Semi, Finals) – All age groups
Saturday 27th Feb 2021
Warm Up Start Time: 7:00am Off Water Time: 7:30am
Team Managers Meeting: 7:00am High Tide: 8:20am (1.8)
Marshalling Start Time: 7:30am Low Tide: 2:22pm (0.3)
Start Time: 8:00am
Events: 2km Mixed Beach Relay – U14 (Other age groups can run in this event)
Tube Rescue (Heats, Qtrs, Semi, Finals)
Board Relay (Heats, Semis, Finals) – U14, U12
Beach Flags (Heats & Finals) – All age groups
Sunday 28th February 2021
Warm Up Start Time: 7:00am Off Water Time: 7:30am
Team Managers Meeting: 7:00am High Tide: 9:03am (1.82)
Marshalling Start Time: 7:30am Low Tide: 3:11pm (0.2)
Start Time: 8:00am
Events: Grand Cameron (Heats, Final) – U12, U14
Surf Race Finals – All age groups
Board Race Finals – All age groups
Diamond Race Finals - All age groups
www.surflifesaving.org.nz9
Appendix Two
Missing Person at Sea – Event Crew Reflex Tasks
The continuous sounding of air horns & whistles, and waving of flags to competitors, confirms
that a competitor is missing at sea.
Event Crew’ response and responsibilities.
1. Immediately close and clear the water arena of competitors and craft, by commentators,
water safety crew and Event Crew.
2. The continuous sounding of air horns & whistles, and waving of flags to competitors, until
all competitors are out the water.
3. With the assistance of supporters immediately clear competitor’s equipment from the
beach within the affected arena/s then keep supporters and all competitors, who are not
part of the competitor search party (CSP), out of the affected arena/s.
4. Arena Referees (AR) with assistance of Event Crew and team managers/coaches, assemble
the designated CSP into orderly lines, with fins & goggles/masks, ensuring each are
“buddied up,” and with lifeguard (LG) support, (preferably 1X10). LGs must have fins and
a tube.
5. Arena Referees (AR) to ‘standby’ on their allocated radio channels for instructions from the
Event Safety Officer (ESO) who will confirm the location and timing for the deployment of
the CSPs.
6. When requested, deploy the CSP to sea, then observe and monitor progress of the CSP
and their safety. AR to provide feedback to ESO only where necessary and only as radio
traffic permits. AR should continue to ‘standby’ their radios for further information and
instructions.
7. Event Crew may be called upon by the ESO to call for volunteers, (qualified LGs, whom are
competent swimmers, and whom have fins, goggles/mask, and preferably a wetsuit vest)
from supporters, who are able and willing to take part in the search upon completion of a
suitable briefing, to form supporters search parties (SSP). Event Crew may only deploy
SSP after cleared to do so by the ESO or their delegate, and only when the ESO or their
delegate is satisfied that the SSP have been adequately briefed of their roles, safety
procedures, and the potential hazards and risks.
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Missing Person at Sea - Managers/Coaches Reflex Tasks
The continuous sounding of air horns & whistles, and waving of flags to competitors, confirms
that a competitor is missing at sea
TEAM MANAGERS/COACHES’ response and responsibilities.
1. Team managers to check that their competitors are all accounted for.
2. Assign only competent lifeguards (LG) to the competitor search party (CSP) with fins and
goggles/masks, and direct them to their Coach or Arena Referees (AR) in the affected
arena/s.
3. Coaches to report immediately to the AR in their assigned arena and organise their CSP in
line/s, ensuring that they are ‘paired up’ while awaiting instructions from the AR.
4. CSP should be sorted into lines with the most capable lifeguards closest to the water and
least capable furthest from to the water. Coaches to remind CSP that when in the water,
searchers will take turns at diving under water to search, while their buddy makes sure
they are safe and that their buddy returns to the surface.
5. Coaches/Team managers must should know the number and names of their CSP prior to
entering the water and ensure that they are all accounted for prior to leaving the water
and or search party.
6. Team Managers/Coaches and the CSP must follow the instructions of the AR and the Event
Crew at all times to ensure that the search is implemented in a coordinated manner. If
competitors do not feel confident or capable of implementing a search they must withdraw
from the CSP, ensuring that they notify their buddy and coach/team manager before
leaving the water and or CSP.
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Missing Person at Sea - Supporters Reflex Tasks
The continuous sounding of air horns & whistles, and waving of flags to competitors, confirms
that a competitor is missing at sea.
SUPPORTERS’ response and responsibilities.
1. Immediately leave the beach area closest to the water, taking all equipment that you can,
to provide clear open access to the water arena by Event Crew and search parties.
2. Only re-enter the arena area, if required, to continue to remove craft and equipment from
the arena.
3. Then please remain outside the arena and the designated search zone until instructed or
permitted to do so by the Event Crew or an announcement by the event management
group over the public address system.
4. If you are a qualified and refreshed lifeguard, a competent swimmer, and have fins and
goggles/mask with you, and preferably a wetsuit vest, you may wish to consider making
yourself available, to join a support search party. If you meet all these requirements,
please report to the Event Crew in the affected arena/s with the equipment detailed above,
and follow their instructions as directed.
Missing Person at Sea - IRB Reflex Tasks
Upon hearing rescue, rescue, rescue or the continuous sounding of air horns & whistles, and
waving of flags to competitors, confirms that a competitor is missing at sea.
IRB CREWS’ response and responsibilities.
1. One crew to immediately return to shore and pick up the LKP (pink) buoy and place this
at the Last Known Position of the missing person.
2. Once the LKP is in the correct position, the crew person must enter the water with life
jacket, at the LKP, and allow themselves to drift in the direction of the prevailing current,
while maintaining their distance from the shoreline.
1. All other Crews - Immediately remove all competitors from all arenas, regardless of the
race completion.
2. Position the IRBs on the ocean side of the break zone and LKP and stand by on your
assigned radio channel for further instructions.
3. Monitor progress of the competitor search party in the water, and provide immediate
assistance if required.
4. If the missing person is found, immediately return to the designated position on shore. The
Tower.
www.surflifesaving.org.nz12 Appendix Three
Oceans’ 21 – Site Plans
Thursday 24th February to Sunday 28th February 2021
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Oceans’ 21 – Competition Arenas
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Oceans’ 21 – Competition Arenas, Water contingencies.
RED, Plan A – Good conditions (Indicative surf size 0-1m)
BLUE, Plan B – Marginal conditions (Indicative surf size 1-2m, heavy shore break)
YELLOW Plan C – Dangerous conditions (Indicative surf size +2m)
PLAN A
Contingency B
Sprint Track Contingency B
Contingency C
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