Falkland Trail Runners
EVENT MANAGEMENT PLAN
&
RISK ASSESSMENT
T H E L O ST T R A I L S
30 APRIL 2017
A p p r o xi ma t e L e n g t h 8 k m / 5 mi l e s
O v e r a l l A s c e n t 2 8 1 me t r e s
A n t i c i p a t e d S t a r t T i me 1 1 : 0 0
A n t i c i p a t e d F i n i s h i n g T i me 1 2 : 3 0
T i me L i mi t 2 : 0 0
Copyright © Falkland Trail Runners 2017
EVENT MANAGEMENT PLAN & RISK ASSESSMENT
SOURCES AND BASIS OF PLAN
This document has been designed to comply with or exceed the Association of
Running Clubs’ minimum requirements for permitted events. It is intended to help
event organisers promote best practice. Completion of this document should ensure
that the club complies with the requirement of an ARC permit and the associated
insurance.
1. The event MUST comply with the Minimum Standards of Race Organisation
for Cross Country and Trail Running Events as published by the ARC. The
requirements within that document have been incorporated in this plan. By
completing the plan the club can be sure that these minimum requirements
are met or exceeded.
2. The Race Director / Organiser of any event organised by the club MUST carry
out a formal Risk Assessment. An outline assessment was used to prepare
this document and this was adapted/extended to suit the particular
characteristics of this event.
3. Consideration has been taken of the Home Office ‘Good Practice Safety
Guide - for Small and Sporting events taking place on the Highway, Roads
and Public Places’ 2006 (Good Practice Safety Guide). By completing the
plan the club can be sure of compliance with the relevant section(s) of this
document.
4. The plan also incorporates guidance on best practice in preventing the spread
of E.coli 0157 via recreational use of animal pasture as recommended by the
Scottish Government’s Health Department.
ORGANISING TEAM
Events should be organised by a team that normally comprises a sub-committee of
the club committee. All officials should be fully competent through qualification
and/or experience. The team will normally be supplemented by additional
volunteers.
The functions included within the organising team will include:
•
RACE DIRECTOR: overall responsibility for planning the event, acquiring
consents, permits, etc. The race director should have NO specific duties for
1
the duration of the race and should focus on monitoring events, responding to
issues as they arise, and coordinating officials to ensure smooth running of
the race.
•
REFEREE: solely responsible for monitoring events and liaising with officials if
(s)he observes anything untoward. Also to hear any appeals by competitors,
take evidence and come to a decision. In doing so, the referee must take
account of relevant sections of the club’s Code of Conduct, Disciplinary
Procedures and Grievance Procedures.
•
ENTRIES AND REGISTRATION: including promotion of the race, distributing
entry forms, processing entries, ensuring smooth running of pre-event
documentation, liaising with the results service, etc.
•
ROUTE: including defining the route in agreement with race officials,
landowners and any others who may have an input. Ensuring the route
complies with land access regulations and codes. Set-up and checking of
signage, etc. ensuring that competitors should not stray off route (unless the
event has been described as comprising unmarked sections), and that
damage to the environment is avoided. Pre-race risk assessment and liaison
with the Race Director regarding any refinement or changes that may be
required. Post-race tear-down of signage, etc. ensuring the land is returned
(as far as possible) to pre-race condition. Due regard to be paid to minimising
interference to residents and the general public.
•
MARSHALS: including recruitment, briefing, liaison, etc. Designing a
marshalling plan, ensuring marshals are positioned at all key points in the
route (e.g. intersections, junctions, crossings and significant changes in
direction).
•
TIMING AND RESULTS SERVICE: including entry list, starting the race,
ensuring the accurate recording and communication of results as appropriate
to the event, dealing with enquiries, identifying the winners of wards and any
other timing requirements required by the Race Director.
•
START/FINISH AREA: including arranging the use of any indoor premises
and/or temporary structures, ensuring the area is free of traffic, obstructions
and congestion, checking the area and facilities are suitable for the expected
number of competitors, provision of event information (e.g. permits, etc.),
organising – where appropriate - the provision of toilets, changing facilities,
bag drops, catering, etc. set-up and tear-down of signage, ensuring the land
and any premises are returned (as far as possible) to pre-race condition.
Provision of first aid near the finish line. Liaison with the welfare officer
regarding any lost children and vulnerable persons, including provision of a
“safe area”.
2
•
CAR PARKING AND COMMUNITY LIAISON: including arranging car parking
facilities (where appropriate), communicating with landowners (if different to
landowner of race venue), arranging marshals, set-up and tear-down of
signage, etc. Ensuring minimising interference to residents and the general
public, communicating details of the event to properties within 100m of the
route and more than 100m away from a public road.
•
SAFETY AND LIAISON: including notifications as required, risk assessment
(including working with route set-up on the day of the race), dealing with local
authorities, etc. regarding any road closures, coordinating race officials and
emergency services in the event of any incidents, etc.
•
FIRST AID: including designing medical plan, locations of first aid kits
(including mandatory first aid near the finishing line), responding to requests
for assistance, liaison with the Safety Officer, etc. in the event of any
incidents, etc.
PLANNING THE ROUTE
There are a number of criteria and guidelines that should be considered to ensure
the safety and suitability of the chosen route.
SAFETY:
•
Is the route safe for competitors and marshals?
•
Is it safe for the public while the race is taking place?
•
Is the surface suitable?
•
How many drinks stations are required (normally, one per 5km of route)?
•
Is there a consistently adequate signal for mobile phones throughout the
venue?
•
Has any part of the venue been used for the grazing of animals within the
three weeks prior to the event?
3
RACE ROUTE:
•
What is the environmental impact of the race upon the venue – including the
landowner’s concerns?
•
Are there any restrictions on the use of the venue?
•
Are the start/finish areas large enough to accommodate the planned number
of competitors?
•
Is the finish line wide enough to accommodate the peak flow of competitors?
•
Is the course wide enough for the planned number of competitors?
•
Might the course be affected by adverse weather, etc.
PUBLIC ROADS:
•
Does the route include the use of public roads?
•
Does the route cross any roads?
•
Does the route need to be accurately measured? (To comply with the ARC
permit, if a Road Race advertises a specific distance in its race literature the
course must have been measured by an accredited course measurer using an
approved measurement device (Jones Counter).
•
Does the route cross any running railway lines? (see notes under ‘consents
and permissions’ and in the risk analysis)
•
Will any roads have:
o significant traffic levels, or
o speed limits over 40mph, or
o poor sight lines or
o narrow carriage ways?
If any of the above are present, there may be a need to apply for formal road
closures.
•
Are any road closures required? (If road closures are required, complete the
schedule later in this document)
4
CONSENTS AND PERMISSIONS
Before proceeding with detailed organisation, advertising the event or making entry
forms available, all consents and permissions MUST be obtained in writing.
Although not required, to preserve goodwill, residences within 100m of the venue or
race route should be notified of the event.
The names, addresses and contact details of all landowners, land managers or other
person authorised to provide consent / permission MUST be recorded in the relevant
section later in this document.
•
Have all landowners agreed to the use of their land in principle?
•
Have they agreed to the arrangements for the start/finish area(s)?
•
Have they agreed to the route?
•
Have they agreed to parking and transport arrangements (where
appropriate)?
•
Have they placed any restrictions, conditions or otherwise commented on the
use of their land?
•
If the course crosses a railway line, via level crossing, swing bridge or any
other mechanism that, if operating, could impede the progress of the race,
then written confirmation MUST be obtained from the railway authority that it
will not be in use for the duration of the race.
•
If the course crosses land under the control of a local authority (including
public roads) consent must be obtained.
5
MANAGEMENT PLAN
The Management Plan provides a summary of information for all aspects of the
event for the benefit of those involved in its organisation and delivery. This includes
details of the race programme and supporting events together with event
management personnel, site plans, routes, necessary planning documents,
production schedules, risk assessment and the cover provided by marshals, the
emergency services, etc.
Maps and plans of the course and start/finish areas provide a useful reference on the
day.
This management plan should be a working document that should be considered
flexible, and will need to be updated as planning proceeds. It must also provide for
flexibility on the day of the event, when weather or other circumstances might mean
the plan has to be adapted.
1. Statement of Intent
The club intends to provide runners with an event that is challenging yet fun, but
above all one that is safe.
2. Event Management
The club will appoint a number of lead officials, each with a defined role. Each
official will have the authority to appoint assistants to perform specific sub-roles.
A schedule of lead officials is attached as an appendix.
3. Entries
The event will have a maximum of 200 entries. The minimum is 75. The cut-off date
for new entries is 23/04/2017.
The cost to competitors will be £8.00. An additional entry fee of £2 will apply to all
entries accepted from unattached runners who are not current members of Clubs
affiliated either to ARC or UK Athletics. They DO NOT need to be an individual
member of ARC or UKA, only a member of a club that is affiliated.
6
Competitors will be allowed to transfer their entry to someone else by not later than
the cut-off date. Transfers should be at no cost to the club and any costs associated
with such transfers (e.g. fees charged by an online entry system provider, card
transaction fees, etc.) will be borne by either or both competitors.
If the number of entries at the cut-off date is less than the minimum, the viability of
the event will be reviewed. If necessary, the event will be cancelled or postponed.
The club will refund entry fees. Where entries have been made using a payment
card, the fees will be refunded to the same payment card. Where entry fees have
been subject to deductions by, for example, an online entry system provider, the
amount refunded will be the amount received by the club after the deduction of all
fees. The club will absorb all other costs incurred.
4. Communications
The management team will mostly communicate by mobile phone. This will depend
upon the availability of a suitable strong signal, ideally throughout the venue.
However, the nature of the event may mean that there may be areas where the
signal is insufficient. The Safety Officer, when planning for the event, should check
signal availability. Where the signal is insufficient, and the risk of an incident is
above “low”, the Chief Marshal should allow for doubling up of marshals to allow at
least one person to summon help while at least one other remains at the scene to
handle the situation.
5. Programme Information
The club will post copies of relevant documents – e.g. permits, road closures, etc. –
in the start area, normally in or near the registration area.
6. Risk Assessments
It is recognised that no activity is free of risk. Competitors should expect to
encounter some risks e.g. physical effort, jostling, adverse weather conditions and
road traffic on any open public roads.
Risk assessment is a careful examination of what is likely to cause harm to people,
the identification of potential hazards and preparing actions that can be taken to
eliminate risks, or at least reduce them to an acceptable level.
7
Risk assessments undertake for this event aim to ensure that it will:
•
•
•
•
Be safe for the general public, spectators, competitors and officials
Not cause undue nuisance to the general public
Meet or exceed minimum standards of race organisation
Meet or exceed legal requirements
The club will carry out a full risk assessment, covering all appropriate aspects of the
organisation of the event.
An assessment will also be made of medical support required, taking into account
the nature and distance of the race, number of entrants, terrain and environment,
and the likely weather conditions.
The risk assessments will comply with appropriate recommendations.
These are intended to be “living documents” that are subject to review and update as
circumstances demand. They will be reviewed on the day of the event, prior to
competitors and spectators arriving. The assessment of the route in particular will be
reviewed prior to the start of the race, and any action required to make the route safe
will be implemented.
Under no circumstances will the race take be started unless and until the Race
Director confirms with the starting official that the route has been deemed safe. This
may result in the start of the event, and subsequent items, being delayed.
7. Technical Information
There is no information specific to this event.
8. Marshalling & Security
The club aims to provide an event that instils a sense of confidence in competitors
and spectators. The arrangements for marshalling and security will largely depend
upon the event venue and race route.
The nature of the club’s events is such that it is not possible to secure the venue. In
this context, ‘security’ means security of the route to an extent that meets the
requirements of the organisers and other parties such as landowners, etc. It also
includes the security of property such as competitors’ belongings during the race.
8
A “bag drop” will be provided for competitors at Race HQ.
Marshals will be competent for the task(s) allocated to them.
Marshals will be posted at the Falkland village car park, on the race route and
elsewhere as agreed between the Safety Officer and Chief Marshal.
A marshalling plan has been prepared. This aims to ensure that marshals are
positioned at all key points in the route (e.g. intersections, junctions, crossings and
significant changes in direction). Where competitors are required to change direction
at a point where otherwise there is no need for supervision by marshals, the correct
route may be indicated by a sign or other marking, an example of which will be on
display at race HQ.
Marshals will receive a briefing from the Chief Marshal. The briefing will include
information about the event and its organisation. Marshals will be provided with a
briefing document which includes, at a minimum, the following:
a) A map of the route, with marshalling points clearly marked,
b) A list of marshals and the points to which they have been allocated,
c) The timetable for the event, showing the times by which marshals should be
at their designated point, and the expected latest time by which they should
be able to leave their point,
d) Arrangements by which marshals will know that the last competitor has
passed their point (e.g. the use of a tail runner),
e) Contact information for the Chief Marshal, Race Director, Safety Officer and
Lead First Aider.
Marshals will be provided with a tabard that clearly identifies them as a race marshal.
Marshals will be asked to tear down any race furniture that has been erected in the
vicinity of their post and gather it together. This will both ensure that the visual
impact of the race will be removed at the earliest possible time AND help ensure that
all materials are removed from race route.
9. Lost Children and Vulnerable People
The club will take reasonable measures to reunite a lost individual (lost person) with
the person responsible for them (the responsible adult). It will also take reasonable
measures to assist a responsible person find a lost person within the event venue.
The following procedures are based upon the recommendations of the Child
Protection in Sport Unit.
9
One of the club’s Welfare Officers (or in their absence, the start/finish area controller,
or a person nominated by the Race Director) will be identified as a member of the
organising team. The nominated person will act as a de facto Welfare Office.
Where the procedures refer to a “Welfare Officer”, the nominated person will adopt
the duties that would otherwise be carried out by the Welfare Officer.
A “safe area” will be identified and recorded in the Programme Information and
marshals’ briefing document. This will normally be the registration area. Where the
registration area is separate from the event venue, a safe area near the start/finish
area will be identified. This should ideally a building or temporary structure (e.g.
gazebo). If neither is possible, it should be an area set aside for the purpose and
which will provide an appropriate level of privacy and security.
In the case of an incident, the welfare officer will be advised. They will decide
whether there is a need to intervene. If so, the person should be taken to the safe
area.
Where a lost person is identified to the management team:
The lost person and the welfare officer should stay where they are for a few
minutes in case the responsible adult returns to the area.
If not reunited at this point, the welfare officer should enlist the support of a
second official and accompany the lost person to the safe area, where they
can be reunited with the person responsible for them.
THE LOST PERSON CANNOT BE TAKEN THERE OR DETAINED AGAINST
THEIR WILL. The club will try to persuade the person to accept help but
cannot force help upon the lost person.
A public announcement will be made regarding the lost person. The
description of the lost person should be general and not sufficient for an
unauthorised person to claim that they are the lost person’s responsible adult.
10
Where a responsible adult notifies the management team of a lost
person:
The responsible adult should be taken to the safe area where they can be
reunited with the lost person.
The welfare officer should make a note of the circumstances in which the lost
person has gone missing and where he/she was last seen and prepare a
detailed physical description of the lost person, to include their hair and eye
colour, approximate height and build and clothing he/she was wearing, as this
will be required should the police become involved.
All available officers and marshals within the venue should be asked to attend
the safe area, where they should be provided with details of the lost person.
The venue should be divided into a number of clearly defined areas, and
officers/marshals assigned to each area.
The welfare officer should set a time by which officers and marshals should
return to the safe area and report back.
If the lost person is located, the welfare officer should enlist the support of a
second official and accompany the lost person to the safe area, where they
can be reunited with the responsible adult.
THE LOST PERSON CANNOT BE TAKEN THERE OR DETAINED AGAINST
THEIR WILL. The club will try to persuade the lost person to accept help but
cannot force help upon the lost person.
In such cases, the officials will monitor the movements of the lost person and
request that the responsible adult join them in order that they can be reunited
with the lost person.
In all cases:
A record of any incidents of lost persons should be made on a “Lost Person
Report” or “Found Person Report” and retained. Copies of the forms are
included as an appendix.
The welfare officer and/or Race Director will coordinate efforts to reunite the
lost person with their responsible adult. They should maintain a dialogue with
the responsible adult and searchers.
11
When a responsible adult is reunited with a lost person, the welfare officer
should be provided with proof of identity before reuniting the lost person.
After reuniting the lost person and responsible adult, all officers and marshals
should be advised and thanked for their assistance.
Where a lost person cannot be reunited with their responsible adult within 20
minutes of the initial missing person report, the police service should be
contacted.
In the case of a lost person having been separated from the responsible adult,
the lost person should be handed over to the police when the officer(s) arrive.
The lost person should only be handed to an officer in uniform, and after
checking their warrant card, which includes a photograph of the holder, the
holder's name, rank, warrant number and a holographic emblem to mark
authenticity. The officer’s details should be recorded on the “Found Person
Report” as the responsible person collecting the lost person, and their warrant
number recorded as their ID.
10. Medical Support
The level of medical support required will be assessed within the risk assessment for
the event. The outcomes of the assessment will be implemented as described within
the appendix “Medical Support”. All officials and marshals should be aware of these
arrangements. In all cases, emergency procedures supersede planned activities.
11. Emergency Procedures
The nature of trail running events is such that it is unlikely that there would be an
instance of a full emergency. However, the club accepts that in such a case it would
have a responsibility to show that it had made provision for such an emergency.
In considering its emergency plan, account has been taken of factors such as:
1. The nature of the event
2. The nature of the venue, including terrain, access for emergency services
vehicles, etc.
3. The time of year, including likely weather conditions, etc.
4. The types of emergency that may arise
5. The availability of officials, marshals and others to respond to an emergency
12
6. Communications that may be available, and areas where communications
may be problematic.
The club will appoint a Safety Officer for the event. In the event of an emergency,
the Safety Officer will adopt the role of Emergency Services Liaison Officer and will
be the primary point of contact with the emergency services. The ESLO will work
closely with the Race Director, Chief Marshal and the Medical Provider.
In the event of an emergency, the procedures contained as an appendix should be
followed. All officials and marshals should be aware of these procedures. In all
cases, emergency procedures supersede planned activities.
12. Contingency Plans
It is recognised that circumstances may arise that are unforeseen and cannot be
anticipated.
Where an official becomes unable to continue carrying out their duties, the Race
Director will appoint an understudy who is the ‘best fit’ for the role to be adopted.
Where the Race Director becomes unable to continue carrying out their duties, the
Route Coordinator will assume those duties related to the race, and the Chief
Marshal will assume the remaining duties.
The club will authorise any understudies to act with the full power of the role they are
adopting.
All other contingencies will be handled by the Race Director in liaison with other
relevant officials.
13
APPENDICES
1. Organising Team
2. Route
3. Entries
4. Timetable
5. Programme Information
6. Schedule of Landowners, etc. and consents
7. Schedule of Road Closures (if any)
8. Competitors Final Instructions
9. Marshals Briefing Document
10. Risk Assessment
11. Medical Risk Assessment
12. Medical Support
13. Emergency Services
14. Lost/Found Person Report
15. Emergency Action Plan
16. Reporting of Dangerous Incidents and Accidents
14
1. ORGANISING TEAM
Race Director
Malcolm Mactavish
Secretary
Malcolm Mactavish
Chief Marshal
Rod Cooke
Entries
EntryCentral
Results
pbTiming
Referee
Jim Close
Registration
Maureen Close
Lynne Zabek
Jane Mactavish
Susan Harley (standby)
Nessie Kirkbride (standby)
Route Coordinator
Sandy Milton
Route Setup & Tear down
Rod Cooke
Bill Gillan
Nessie Kirkbride
Malcolm Mactavish
Start/Finish Area Co-ordinator
Brian Cruickshank
Assistant Chief Marshal (pinch point)
Susan Harley
Tail Runner
Rod Cooke
Safety Officer / Emergency Services Liaison
Malcolm Mactavish
Welfare
Sandy Milton
Nessie Kirkbride
Medical Services Provider
Falkland Trail Runners
Lead First Aider
Malcolm Mactavish
15
Race Director
Name
Malcolm Mactavish
Address
2 High Street
Pitlessie
Cupar
KY15 7ST
Phone Number (main)
01337 831799
Phone Number (race day)
07980 224246
Email Address
[email protected]
Secretary
Name
Malcolm Mactavish
Results
Name
pbTiming
Address
Restalrig, School Hill, Ceres, KY15 5NJ
Phone Number (main)
01334 828770
Phone Number (race day)
Email Address
[email protected]
Notes
Brian Cruickshank & Tony Martin
16
Chief Marshal
Name
Rod Cooke
Address
St Helens, Golf Street, Ladybank, KY15 7LN
Phone Number (main)
01337 830591
Phone Number (race day)
07858 150410
Email Address
[email protected]
ELEVATION PROFILE:
17
3. ENTRIES
Entries Open
01/03/2017
Maximum Number of Competitors
200
Minimum Number of Competitors
75
Minimum Age of Competitors
18
Cost of Entry
Additional entry fee for unattached runners
who are not current members of Clubs
affiliated either to ARC or UK Athletics.
Cut-Off Date for New Entries
Late Entries Allowed
£8.00
£2.00
23/04/2017
NO
Cost of Late Entries
Cut-Off Date for Late Entries
Entry Transfers Allowed
Cost of Transfer
Cut-Off Date for Transfers
YES
all associated costs
23/04/2017
18
4. TIMETABLE
Race HQ opens
09:00
Documentation opens
09:30
Marshals and officials briefing
10:00
Location of briefing
Marshals and officials to be in position for their
race duties
Community Hall, Falkland
10:30
Start Time for slow runners (if appropriate)
Start time
11:00
Estimated duration of event
90 minutes
Maximum duration of event
120 minutes
Expected time marshals and officials can be
released from their race duties
12:30 – 13:00
(Expected time of last finisher)
Expected time prize-winners list available
13:00 - 13:30
19
5. PROGRAMME INFORMATION
Name of event
Date
Permit
The Lost Trails Race
30/04/2017
This event is being held under ARC Rules,
Permit Number 17/268
Start time for slow
runners (if appropriate)
Approximate distance
Start time
8km / 5 miles
11:00
Expected time of last
finisher
12:30 – 13:00
Expected time prizewinners list available
13:00 - 13:30
Minimum Age Limit
Location of First Aid
Facilities near the finish
line
Location of the safe area
for lost children and
vulnerable adults
18
Finish Line, plus Community Hall, Falkland
Community Hall, Falkland
20
6. SCHEDULE OF LANDOWNERS, ETC.
The following individuals and/or organisations have consented to the use of their
land and/or property. NOTE: remember to contact the railway authority if the route
crosses a railway line, and local authorities if the route crosses their land or public
roads. (See notes in Consents and Permissions” section)
Property
Falkland Estate
Address
The Stables, Falkland Estate, Falkland, KY15 7AF
Phone Number
01337 858838
7. SCHEDULE OF ROAD CLOSURES
This event does not require any road closures.
8. COMPETITOR BRIEFING & FINAL INSTRUCTIONS
Please take a few minutes to read this document - we have to give you most of this
information as a condition of our permit and insurance. If you don’t understand
anything or need any more information, just email
[email protected]
Local Services
We encourage you to support local services. There is a number of hotels, B&Bs,
and a small campsite in the estate itself. The Stables in Falkland Estate does teas,
coffees, etc. There are also several pubs, tea shops and restaurants in Falkland.
Parking
Parking is a particular problem in Falkland, and has to be shared with noncompetitors. Other events will be taking place on the day of our race, and parking
will be at a premium. Please car-share wherever possible.
The main car park for the event is at the main village car park (KY15 7BX). Please
park within marked bays intended for cars – NOT ‘bus’ bays. Traffic wardens have
been known to issue tickets while a race was in progress.
21
If the village car park is full, please park sensitively in nearby streets, showing
consideration for residents and other visitors, taking care not to obstruct narrow
roads.
DO NOT PARK IN ANY OF THE FOLLOWING LOCATIONS:
1.
2.
3.
4.
THE MAIN ROAD THROUGH FALKLAND (A912),
THE MAIN STREET IN FALKLAND (East Port),
THE VICINITY OF THE START/FINISH (East Loan)
THE CAR PARKS WITHIN FALKLAND ESTATE.
Race HQ
Race HQ is located at the Community Hall, Falkland, which is in the village car park
Toilet facilities are available at this location. HQ will be open from 09:00 until the
presentation of awards has taken place.
Race HQ will be the location for:
•
•
•
•
competitor registration and number collection
announcement of the results
bag drop – please note that although Race HQ will be manned throughout the
event, you leave your bags at your own risk.
“safe area” in the event of a vulnerable person becoming lost or found.
22
About You
We want you to have a fun and, above all, a safe event. However, the nature of trail
running means that the unforeseen can happen. To help us help you in the event of
an accident, when you collect your race number, please complete the information on
the reverse side of it.
If you have medical problems, you may also wish to follow the convention of having
your name, phone number, and blood type on the inside sole of your running shoe
Trail running can be an arduous activity and might take you to locations that are not
easily accessed. PLEASE DO NOT TAKE PART if you are injured or feel unwell. If
you are unsure, please consult your doctor.
Trail Running
Trail running involves the need to cope with hazards. A full risk assessment has
been carried out. A copy can be viewed at Race HQ.
You should stay aware of your surroundings, including uneven ground, ditches,
potholes, streams, boggy or slippery surfaces, vegetation and overhanging
branches, tree roots and other trip hazards, fixed and loose rocks, debris, etc.
This Event
The race is scheduled to start at 11:00 am. Registration and race number collection
will take place at Race HQ, which opens at 09:00. Documentation opens at 09:30 please register not later than 10:30 as it will take at least 10 minutes to get to the
start. Maps showing the route to/from the start/finish area will be displayed at Race
HQ. If you don’t register by 10:30, your number may be reallocated to someone on
the waiting/standby list.
A race briefing, which will provide essential route and safety announcements, will
take place in the start area shortly before the start time.
The route is approximately 8km / 5 miles in length. There is no need to carry
survival equipment on this race. There is a cut-off time of 120 minutes, which allows
15 minutes per km (24 mins per mile).
23
The route is a single loop on mixed terrain but predominantly unsealed paths, tracks
and trails. A map will be on display at Race HQ. At significant changes in direction,
the direction to follow will be indicated by arrows, a
sample of which will be displayed at race HQ (Falkland
Estate disapprove of marking using flour). Confirmation
of being on the correct route will, where possible, be
indicated by marker tape hanging from branches after
junctions, and as confirmation on long sections
The event will be covered by marshals who can be identified by yellow high visibility
safety wear.
The last competitor will be shadowed by a tail runner.
You will receive your finisher’s medal at the end of the finish funnel.
The results for prize-winners will be declared, on a provisional basis, at approx.
13:30. To query any result, please contact the timing team within 15 minutes of the
results being declared provisional. Formal protests or objections should be
submitted to the Race Director within the same period. The ARC Rules for
Competitions require the payment of a £10 deposit. If no queries, protests or
objections are lodged within this time, the prize-winners will be declared final and will
not be amended under any circumstances. If any are lodged, related awards will not
be declared final until all matters are resolved. This may mean they are not
presented at the prize-giving ceremony.
The full results will normally be distributed by email after the timing team have
checked them and resolved any queries they may have.
Your Safety
Safety is more important than anything else. A risk assessment has been carried out
and the route will have been surveyed in the days leading up to the race. Any
significant hazards will be indicated on the route map, which will be displayed at Race
HQ
“CAUTION” signs will be erected at locations that may be particularly hazardous.
Please pay attention to them – exercise caution on the following section.
24
The route passes through an area used by mountain bikers.
Locations where mountain bikers may be travelling at speed will
be clearly indicated by advance notices. At areas of greatest risk,
a marshal will monitor the mountain bike tracks to determine
whether bikers are approaching. YOU MUST NOT PROCEED
UNLESS INSTRUCTED TO DO SO BY THE MARSHAL – IF
YOU DO NOT COMPLY, YOU WILL BE DISQUALIFIED.
The route also involves the crossing of a minor road. The
approaches to this crossing will be clearly indicated by advance
notices and runners will be slowed by the need to navigate an
offset gate which will be marked by warning tape. There will also
be sturdy barrier netting on the roadside verge.
YOU MUST STOP AT THE ROADSIDE VERGE.
Marshals will be in position and will signify whether it is safe for
you to cross the road.
IF YOU FAIL TO STOP AT THE VERGE OR IGNORE A
MARSHAL’S INSTRUCTION NOT TO CROSS, YOU WILL BE
DISQUALIFIED.
CHANGES TO RISK MAY MEAN THAT ARRANGEMENTS FOR THE RACE
HAVE TO BE CHANGED RIGHT UP TO THE LAST MINUTE, AND ANY
ADDITIONAL HAZARDS WILL BE ANNOUNCED AT THE RACE BRIEFING. IT IS
THEREFORE IMPORTANT THAT YOU ATTEND THE BRIEFING. This will take
place in the start area, shortly before the start time.
Please be aware of other competitors on race route. Falkland Estate is used by the
public, and you should stay aware of the possibility of meeting other users of the
paths and trails, including cyclists, dogs, horses and other animals.
This is a working estate. Workers are aware that this race is taking place. However,
circumstances may demand that they attend to urgent matters and you may
encounter them, animals, vehicles and equipment.
25
IF YOU COME ACROSS ANOTHER RUNNER WHO IS ILL OR INJURED, YOU
MUST OFFER ASSISTANCE. WHERE APPROPRIATE, REPORT THE ILL OR
INJURED RUNNER TO THE NEXT MARSHAL YOU ENCOUNTER SO THAT
THEY CAN SUMMON ASSISTANCE.
This event includes tracks and/or areas of ground that may have been exposed to
animals in the period leading up to the race. Please take the following minimum
precautions:
a. Wash hands before eating, drinking and smoking, i.e. use soap, clean
towels and, preferably, hot and running water,
b. Do not consume water from burns or streams,
c. Ensure adequate supervision of children, particularly those under 5 years
of age.
Cold Weather
This event takes place at a time of year when bad weather might still be
encountered. If the weather is cold, please ensure that you wear clothing
appropriate for the conditions. A hat and gloves can play an important role in the
regulation of body temperature. However you should avoid wearing too many layers
of clothing as your body temperature will rise once you have started running.
The weather can deteriorate during the race. It is your responsibility to be aware of,
and adapt to, changing conditions.
Principal Contacts:
Contact
Name
Phone
Chief Marshal
Rod Cooke
07858 150410
Race Director
Malcolm Mactavish
07980 224246
26
9. MARSHALS BRIEFING
Thank you for volunteering to marshal on today’s event. We appreciate your help
and hope you have an enjoyable day.
This document provides you with the information you need to help you carry out your
role. If you don’t understand anything or need any more information, please contact
the Chief Marshal.
Local Services
We encourage you to support local services. There is a number of hotels, B&Bs,
and a small campsite in the estate itself. The Stables in Falkland Estate does teas,
coffees, etc. There are also several pubs, tea shops and restaurants in Falkland.
Parking
Parking is a particular problem in Falkland, and has to be shared with noncompetitors. Other events will be taking place on the day of our race, and parking
will be at a premium. Please car-share wherever possible.
The main car park for the event is at the main village car park (KY15 7BX). Please
park within marked bays intended for cars – NOT ‘bus’ bays. Traffic wardens have
been known to issue tickets while a race was in progress.
If the village car park is full, please park sensitively in nearby streets, showing
consideration for residents and other visitors, taking care not to obstruct narrow
roads.
DO NOT PARK IN ANY OF THE FOLLOWING LOCATIONS:
1.
2.
3.
4.
THE MAIN ROAD THROUGH FALKLAND (A912),
THE MAIN STREET IN FALKLAND (East Port),
THE VICINITY OF THE START/FINISH (East Loan)
THE CAR PARKS WITHIN FALKLAND ESTATE.
Race HQ
Race HQ is located at the Community Hall, Falkland, which is in the village car park
Toilet facilities are available at this location. HQ will be open from 09:00 until the
presentation of awards has taken place.
27
Race HQ will be the location for:
•
•
•
•
competitor registration and number collection
announcement of the results
bag drop – please note that although Race HQ will be manned throughout the
event, you leave your bags at your own risk.
“safe area” in the event of a vulnerable person becoming lost or found.
This Event
Marshal and competitor registration will take place at Race HQ, details of which are
shown above. Race HQ opens at 09:00. Please be registered not later than 10:00
as the marshals’ briefing will take place at approx. 10:00 at the Community Hall. You
should receive your goody bag at the briefing – it’s our way of saying “thanks”.
There are approx. 200 competitors signed up for the race. It is scheduled to start at
11:00. Please be in your position not less than 20 minutes before the start time.
The route is approximately 8 km / 5 miles in length. We expect the last runner to
complete the course in approximately 90 minutes but there is a cut-off time of 120
minutes, which allows 15 minutes per km (24 mins per mile). You will know when
the last runner has passed your post when the tail runner passes you.
28
Marshalling
Please ensure you wear the high visibility tabard provided as this clearly identifies
you as a race marshal.
The marshalling plan will show the location of the post that you have been allocated.
If your position is on race route, you will most likely be responsible for making sure
competitors turn in the correct direction at intersections, junctions, crossings and
significant changes in direction.
The route passes through an area used by mountain bikers. Locations where
mountain bikers may be travelling at speed will be clearly indicated by advance
notices and marshals will be present at areas of most risk. If you are marshalling
one of these locations, your primary task is to constantly monitor the mountain bike
tracks to determine whether bikers are approaching downhill. STOPPING A
MOUNTAIN BIKE CAN BE DANGEROUS AND YOU MUST GIVE BIKERS
PRIORITY AT ALL TIMES. IF A BIKER IS APROACHING YOUR POSITION
DOWNHILL, YOU MUST INSTRUCT RUNNERS TO STOP UNTIL THE BIKER
HAS PASSED.
If any runners fail to stop, they will be disqualified. Please make a note of their
competition number and report them to the race director.
The route also involves the crossing of a minor road. The approaches to this
crossing will be clearly indicated by advance notices and runners will be slowed by
the need to navigate an offset gate which will be marked by warning tape. There
will also be barrier netting on the roadside verge.
If you are marshalling this location, your primary task is to constantly monitor the
road to determine whether any road users are approaching from either direction.
IF A ROAD USER IS APROACHING YOUR POSITION, YOU MUST INSTRUCT
RUNNERS TO STOP UNTIL THE ROAD USER HAS PASSED.
If any runners fail to stop, either at the roadside or by disobeying your instruction
not to cross, they will be disqualified. Please make a note of their competition
number and report them to the race director.
29
The last competitor will be identified by the presence of a tail runner. Once the last
competitor has passed your marshalling point, please take a few minutes to take
down any race furniture in the vicinity of your post and gather it together. Hopefully,
tape will be fixed using knots that leave a tail hanging – just pull the tail and the knot
will come undone. This will ensure that the visual impact of the race will be removed
at the earliest possible time, help ensure that all materials are removed from race
route, and therefore help us retain this venue for future events.
Communication will normally be by use of your mobile phone. Please let us know
your phone number so that we can communicate with you if required. If you need to
communicate with us, please use the phone number noted at the bottom of this
document. State your name and your marshal point number so that we know where
to send assistance if it is required.
First Aid cover consists of a Lead First Aider who will be able to attend any incidents
as required. There will also be First Aid facilities near the finish line. At certain
locations, marshals may be provided with a First Aid Kit for use in treating minor
injuries such as small cuts. DO NOT PROVIDE TREATMENT YOURSELF UNLESS
YOU HAVE BEEN TRAINED. Instead, provide the competitor with the kit so that
they can treat themselves.
Location of First Aid
Facilities near the finish
line
At the finish line.
Location of additional
First Aid Facilities
Community Hall, Falkland
Principal Contacts:
Contact
Name
Chief Marshal
Rod Cooke
Assistant Chief Marshal
Susan Harley
Race Director, Safety
Officer, Lead First Aider
Malcolm Mactavish
Emergency Services
Phone
07858 150410
07980 224246
999 or 112
30
What To Do In The Event Of An Accident Or
Dangerous Incident
In the event of an event that you think might be a life
threatening emergency, call 112 or 999 - DON’T WAIT FOR
APPROVAL BY EVENT OFFICIALS.
Even if your phone says there is no signal, try dialling anyway – when you call an
emergency number, your phone will connect to any available signal. When you make
an emergency call, ask for the POLICE SERVICE. They will arrange any other
services (e.g. ambulance) that might be required. All Mountain Rescue requests will
automatically be sent via the police service.
Your location is Falkland Estate. All emergency services have been notified about
the event and have a map with marshalling locations marked on it. If required, state
the number of the marshalling point nearest to the incident.
Once you have made the call, notify the Lead First Aider, then the Race Director,
then the Safety Officer.
If the incident is sufficiently serious, the Emergency Plan will be put into operation.
If there is no threat to life or limb
Notify the Race Director who will arrange for first aid to be dispatched to your
location. In serious cases, the safety office will be asked to attend.
31
What To Do if a child or Vulnerable Person is Lost or
Found
Notify the Race Director who will contact the official responsible for welfare. The
event has a procedure that will be put into operation.
Stay with the person who has been found or the person who has lost someone.
Ideally, ask another marshal or a member of the public to stay with you and the
person.
YOU CANNOT DETAIN THE PERSON AGAINST THEIR WILL. If they refuse to
accept your help, make a note of the fact and any other relevant circumstances. If
the person has lost their parent or responsible adult, try to maintain visual contact
and phone the Race Director to pass on their current location.
If possible, record the time you were informed of the incident.
Location of the safe area
for lost children and
vulnerable adults
Community Hall, Falkland
32
10. RISK ASSESSMENT
This risk assessment is designed to minimise the risks to competitors and others
involved in the event. A high degree of risk is inevitable in almost all sports. UK
Athletics and the Trail Running Association say that athletes are responsible for
bringing and wearing suitable clothing and footwear, and that trail runners should
expect to encounter the following (up to a point):
a)
b)
c)
d)
e)
f)
g)
Hard physical effort
Adverse weather conditions
Rough, uneven ground, Mud and other slippery surfaces
Trees (including roots and branches)
Water hazards (e.g. streams, puddles)
Tight turns
Jostling
This risk assessment considers the following aspects of the event:
a) Areas within which the event and any related activities take place
b) Any part of the route taking place on public roads
c) Any part of the route taking place off-road or on country tracks
The following process has been followed:
a)
b)
c)
d)
e)
f)
g)
Undertake assessment at the same season, day and time as the event
Walk, cycle or drive round the route
Record difficult features for inclusion in the risk assessment
Record potential situations that are not visible at the time of the visit
Record, e.g. signing and marshalling positions/duties
Consider the implications of other events happening at the same time
Consider the ages, abilities and experience of athletes
The following have been listed:
a)
b)
c)
d)
e)
f)
g)
Hazards
Persons at risk for the hazard
Level of potential injury (high, medium, low)
Risk (high, medium, low)
Measures to reduce the severity of the risk
Severity of the risk after preventative measures
Any additional measures that could further reduce the level of risk
A separate Medical Risk Assessment considers medical / first aid / emergency
procedures.
33
1. AREAS –
a) start/finish area – traffic, parking, toilets, registration area, getting to the start,
other nearby activities (e.g. ball games)
b) set-up and tear-down of temporary structures, marquees, gantries, barriers,
etc.
Description of hazard:
Participants moving from event headquarters
(in village) to/from start/finish areas at risk from
road users
Absence of toilet facilities within the event
venue
Possible injury during set-up and tear-down of
temporary structures, marquees, gantries,
barriers, etc.
Use of the venue by the public as well as event
participants
Use of the venue for other events in the same
area and at the same time
Persons at risk:
Participants, venue staff and residents, the
public and persons participating in other events
Level of potential injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce the
severity of the risk:
The Start and Finish areas will be free of
traffic, obstructions and congestion while
runners are assembling, during the start and
until after the whole field has left the area.
Set-up to be done before competitors and
spectators start to arrive and tear-down to be
completed after they have departed.
Areas used during set-up and tear-down to be
taped off where necessary, and monitored for
34
intrusion by persons not involved in set-up or
tear-down..
Residual severity of risk:
Any additional
measures that could
further reduce the level
of risk
high
medium
low
Parking provided at the venue where possible.
Provision of portable toilets where viable.
Timetabling the event at a time when numbers
of non-participants are at a minimum.
2. ROUTE (GENERAL CONSIDERATIONS) –
a)
b)
c)
d)
e)
f)
competitors losing their way
competitors becoming lost
spectators, members of the public, etc.
land workers, vehicles, machinery, etc.
natural hazards
weather-related hazards
Description of hazard:
Competitors losing their way
Competitors becoming lost
Persons at risk:
Competitors
Level of potential injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce the
severity of the risk:
Place maps at registration
Post marshals at principal changes of
direction,
Highlight other changes of direction with
arrows,
‘Block’ incorrect options with warning tape
(NOTE: tracks must NOT be physically
blocked to non-competing members of the
public),
35
Place confirmation markers at regular
intervals shortly after changes of direction,
Where a section between changes of
direction is long, place confirmation markers
at regular intervals,
Provide samples of arrows, tapes, etc. at
registration,
Describe route markers in the competitor
briefing / ‘final instructions’,
Confirm the identity/race number of each
competitor at the start line
Confirm the identity/race number of each
competitor arriving at the finish
When the last competitor finishes, check that
all competitors who started the race have
finished it.
Residual severity of
risk:
high
medium
low
Any additional
measures that could
further reduce the level
of risk
Description of hazard:
Encountering spectators, members of the
public, etc. on race route
Encountering land workers, vehicles,
machinery, etc. on race route
Persons at risk:
Competitors, spectators, members of the
public, land workers, etc.
Level of potential
injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce
the severity of the risk:
Agree route with landowners
Landowners advise land workers of
date/time/route, etc. and request they avoid
36
the area and remove vehicles, equipment,
etc. for the duration of the event
Pre-race check to be aware of any such
hazards and liaise with landowners / land
workers as required
If hazard cannot be removed, mark with
warning tape, caution board or similar and
announce the hazard at the race briefing.
Public to be alerted about the race by signs
at points of entry to the venue
Maps of the route to be displayed at points
of entry to the venue
Possibility of people on race route to be
announced at the race briefing, asking lead
runners in particular to be aware.
Residual severity of
risk:
high
medium
low
Any additional
measures that could
further reduce the level
of risk
Description of hazard:
Encountering mountain bikers in the
Bluebrae section of race route
Persons at risk:
Bikers, competitors.
Level of potential
injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce
the severity of the risk:
Mountain biking club advised of event and
liaison taken place.
Warning signs placed on relevant sections
of biking tracks.
Bikers to be alerted about the race by
signs at points of entry to the venue
37
Maps of the route to be displayed at points
of entry to the venue
Possibility of bikers on race route to be
announced at the race briefing, asking all
runners to be vigilant
Caution signs to be erected on race route
at points of risk
Marshals at points of most significant risk
monitoring bike track for traffic and
controlling runners
Any runner not stopping when instructed
to do so will be subject to instant
disqualification
Residual severity of
risk:
high
medium
low
Any additional
measures that could
further reduce the
level of risk
Description of hazard:
Encountering traffic where race route
crosses the public road from Falkland to
Craigmead.
Persons at risk:
Road users, competitors.
Level of potential
injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce
the severity of the
risk:
Local police advised of event and liaison
about safety measures at this point taken
place.
38
Warning signs placed on both uphill and
downhill approaches to the crossing
point.
Possibility of traffic on road to be
announced at the race briefing, asking all
runners to be vigilant
Caution signs to be erected on race route
at approaches to crossing
Offset ‘gate’ to be erected on approach
to crossing, to slow down competitors
and act as a final warning
Sturdy “barrier netting” erected on strong
metal posts driven well into the ground
will be erected on the roadside verge as
a final layer of protection. This will have
an offset ‘gate’
Three marshals on duty, monitoring for
traffic and controlling runners
Any runner not stopping when instructed
to do so will be subject to instant
disqualification
Residual severity of
risk:
high
medium
low
Any additional
measures that could
further reduce the
level of risk
39
Description of hazard:
natural hazards
weather-related hazards
Persons at risk:
Competitors, officials, marshals,
spectators
Level of potential
injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce
the severity of the risk:
Residual severity of
risk:
Route to be surveyed at least three times
a) When the route is being planned,
b) A few days prior to the event
c) A few hours prior to the start time
Any potential hazards or changes in
hazards to be noted
Hazards due to overgrown
vegetation/trees to be trimmed (with the
permission of the landowner)
Debris and other obstructions to be
removed
Other hazards (rocks, stumps, gate posts,
deep mud, fallen trees, etc.) recorded and
marked with flour, temporary paint,
warning signs or tape as appropriate.
Hazards due to adverse weather (snow,
deep water due to heavy rain, ice, etc.) to
be cleared if possible. If not possible,
recorded and marked with flour, temporary
paint, warning signs or tape as
appropriate.
Where risk remains at a “high” level, reroute the event as necessary.
If it is not possible to reduce the level of
risk to “medium” or “low”, or to re-route,
postpone or cancel the event.
high
medium
low
40
Any additional
measures that could
further reduce the
level of risk
3. ROUTES USING PUBLIC ROADS –
a) hazards from landscape, street furniture, etc.
b) traffic levels and traffic management on open public roads, speed limits,
sight lines, layout of junctions, width of carriageway, practicality of
implementing a road closure and availability of alternative routes
c) inconvenience to others – access to properties, access by emergency
services and statutory undertakers (e.g. power networks)
Description of hazard:
High traffic levels
The absence of a speed limit, or speed limits
that would allow speeds dangerous to
competitors
Narrow road with insufficient width to allow
road users to pass competitors safely
Sight lines that do not provide competitors OR
road users with adequate warning of each
other’s presence
Junctions that may cause road users to
manoeuvre is ways that may cause a danger
to competitors
Street furniture causing an obstruction to
competitors who may not be aware due to
congestion, etc.
Persons at risk:
Competitors, other road users
Level of potential injury:
high
medium
low
Level of risk:
high
medium
low
41
Measures to reduce the
severity of the risk:
Consider re-routing to avoid sections of road
that present a high level of risk.
Where re-routing is not possible or desirable,
consider a road closure.
Highlight or, where necessary, protect street
furniture with padding or similar.
Residual severity of risk:
Any additional
measures that could
further reduce the level
of risk
high
medium
low
Placing marshals at areas of higher risk.
These persons do not have official status and
no authority to direct the public, but will be able
to direct competitors.
4. ROUTES USING OFF-ROAD AND CROSS-COUNTRY
TRACKS –
a) width of tracks, tight turns, dips, etc.
b) ruts, deep mud, etc.
c) obstacles and obstructions on paths (e.g. roots and other tripping risks,
branches etc.)
d) water risks (e.g. puddling, streams, etc.)
e) other natural risks (e.g. cliffs)
f) hazards from landscape, street furniture, etc.
g) provision of drinks stations
Description of hazard:
Narrow tracks, particularly where branches,
etc. are intruding into the track.
Possible ankle and similar injuries due to
uneven surfaces, ruts, rocks, roots, etc.
Puddling, etc. due to heavy rain or water
flowing from hills.
Hazards due to natural features, hard
landscaping, permanent signing, etc.
42
Risk of hyperthermia / hypothermia /
hypoglycaemia and similar conditions due to
exertion and weather conditions.
Persons at risk:
Competitors, and on-route officials.
Level of potential injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce the
severity of the risk:
Open out tracks and cut back growth to avoid
injury (where possible and with agreement of
landowners).
Removal of rocks, etc. (where possible and
with agreement of landowners). Where not
possible, highlight significant elements with
biodegradable marker (e.g. flour).
Checking of route prior to event to assess
extent and severity of puddling and/or related
icing. If severe enough to raise the level of risk
to “high”, re-route or cancel the event if. If
level of risk has risen to “medium”, position
warning signs, post additional marshals and
issue a warning during the competitors’
briefing.
Natural hazards, hard landscaping, permanent
signing, etc. to be highlighted by signage
where appropriate. If necessary, marshals to
be posted and warnings issued at the
competitors’ briefing.
Weather forecasts to be monitored prior to the
event and appropriate measures (e.g.
provision of water) prepared. Marshals and
other on-route officials encouraged to report
abnormalities to the Safety Officer who will
arrange pre-planned contingencies. If
extremes of weather, the event to be brought
forward, postponed or cancelled.
Residual severity of risk:
high
medium
low
Any additional
measures that could
43
further reduce the level
of risk
Description of hazard:
Presence of Mountain Bikers on sections of the
route (other than in the Bluebrae section
specifically considered above)
Persons at risk:
Competitors, other road users
Level of potential injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce the
severity of the risk:
Consider re-routing to avoid sections of road
that present a high level of risk.
Where re-routing is not possible or desirable,
position marshals at each point where biking
tracks cross the route. Marshals are instructed
to constantly monitor the biking track for bikers
approaching downhill at speed.
Residual severity of risk:
Any additional
measures that could
further reduce the level
of risk
high
medium
low
Placing marshals at areas of higher risk.
These persons do not have official status and
no authority to direct the public, but will be able
to direct competitors.
44
5. RISK OF E. COLI 0157 –
Ideally, to completely avoid risk of infection by E. coli 0157, no area of land should
be used in an event if:
a) farm animals will be on the land during use, or have grazed on the land within
3 weeks prior to use,
b) There are any visible droppings,
c) Grass is particularly long, or clippings have not been removed
Description of hazard:
Contamination of ground, fences, gates, etc.
at venue
Contamination of event apparatus
Contamination of competitors, officials and
spectators
Persons at risk:
All persons within the vicinity of the event
Level of potential injury:
high
medium
low
Level of risk:
high
medium
low
Measures to reduce the
severity of the risk:
Check with landowners whether any parts of
the venue have been used for grazing within
three weeks prior to the event. If so, re-route
to remove any affected water crossings. Reroute other sections where practicable or take
remedial action to reduce the risk of infection.
Clean all apparatus, etc. after the event is
complete.
Post notices at Race HQ to advise those
involved with the event:
I.
II.
III.
Residual severity of risk:
To wash hands before eating, drinking
and smoking, i.e. use soap, clean
towels and, preferably, hot and running
water,
Not to consume water from burns or
streams,
To ensure adequate supervision of
children, particularly those under 5
years of age.
high
medium
low
45
Any additional measures
that could further reduce
the level of risk
Assessed by: Malcolm Mactavish
Date: 05 April 2017
11. MEDICAL RISK ASSESSMENT
The Health & Safety Executive recommends that an assessment of medical risks
and medical cover be carried out for all events. They no longer publish specific
information and advice, so an “informed common sense” approach will be taken.
This risk assessment aims to provide an assessment of any medical support that
may be required. Suitably qualified and trained medical/first aid personnel will be
present at the Race Finish and on course, according to the race nature and distance,
terrain and environment, number of entrants and likely weather conditions.
The assessment of medical risk and medical cover includes levels of provision for
spectators and public safety.
The level of medical cover required, number and qualification of personnel required
and the equipment that he will provide, are detailed in the “Medical Support” section.
Medical arrangements will be outlined on the marshals’ briefing document.
The locations of medical facilities will be marked on a map of the venue, which will
be included on marshals’ and officials’ briefing documents.
46
12. MEDICAL SUPPORT
The level of medical cover required has been established from the Medical Risk
Assessment. This section assesses the number and qualification of personnel
required and the equipment that he will provide.
Where professional or third party medical provision is used, the race organisers will
proceed in accordance with the medical provider’s recommendations.
The medical support requirements will be implemented as follows:
Medical Provision by Club Volunteers
For some small events it may be appropriate to use suitably trained, competent club
and other volunteer first aiders. The event will have at least two competent persons.
If a section of the route is one where injuries are likely to occur, nearby marshal
points will be equipped with a first aid kit with instructions for handling basic injuries.
Competent
A person shall be regarded as competent where (s)he has sufficient training and
experience to meet the national occupational standards relevant to the tasks within
their role. This includes knowing the limits of their knowledge, skills and experience.
Marshals will be instructed NOT to provide first aid themselves unless they have
been trained to do so. Instead, they should pass the first aid kit to any injured
runners so that they can treat themselves.
In the event of a requirement for greater expertise, marshals will, in the first instance,
contact the Lead First Aider.
Competitor Medical Information
The reverse side of race numbers will have provision for appropriate medical
information and contact details to be inserted by the competitor. Where possible,
competitors’ medical information will be provided separately to medical providers.
47
Assessment of Medical Provision Requirements
The characteristics of this event suggest the following requirement:
Doctor
NO
Paramedic
NO
Ambulance
NO
First Aiders
2
Where events occur that are exceed the capability of the planned medical support,
the emergency services will be called.
In extreme cases, the event emergency plan will be put into operation.
13. EMERGENCY SERVICES, ETC.
In the event of a full emergency, the emergency plan should be followed, taking
account of the information in this section.
The following authorities and services have been notified and advised that the event
is taking place. This is not to ask them to do anything, but to let them know of the
event so that, if they want to provide any advice or have an input into the
organisation of the event, they can do so.
All authorities and service have been provided with information about rendezvous
points. They have been advised that a copy of this event management plan and risk
assessment, including medical risk assessment for the event, etc. is available on
request.
LOCAL AUTHORITY – email
[email protected]
POLICE SCOTLAND - email
48
[email protected]
NHS FIFE (Victoria Hospital A&E) - email the A&E Secretary, Victoria Hospital.
[email protected]
SCOTTISH AMBULANCE SERVICE - email The Emergency Planning Officer (or
equivalent)
East Central Division
76 West School Road
Dundee
DD3 8PQ
01382 882400
[email protected]
The above have been notified that the event is taking place and saying that all
advice will be carefully considered.
The following, as a minimum, has been provided:•
•
•
•
•
•
•
Date, time and place of the event
Contact names and numbers
The name of the Medical Provider
Location Map showing access and evacuation points plus emergency
services rendezvous point (if applicable)
Map of route, including marshal positions
Numbers expected at the event.
Advise the service that the Risk Assessment is available on request
The above may happen as a matter of course if a Safety Advisory Group has been
involved (if, for example, a road closure is required).
49
14. LOST/FOUND PERSONS
When a child or vulnerable adult loses contact with their responsible adult, the
procedures contained in the Management Plan should be implemented. The
following forms should be completed and forwarded to the club welfare officer(s) for
retention. If it is necessary to contact the police, they should be provided with
additional copies of the forms.
50
FALKLAND TRAIL RUNNERS
LOST PERSON REPORT
(participant or member of the public)
IMPORTANT:
The following information is to be used for recording purposes only.
It must NOT be announced over a public address system
Name of Lost Person:
Time and place last seen:
Gender:
Male Female
Time event informed:
Age:
(years old)
Time person/adult reunited:
Date of Birth:
/
Time police informed:
/
Spectator / Participant / Other
Name of responsible adult:
Colour of hair:
Address:
Colour of eyes:
Ethnicity:
Phone number:
Clothing:
Other relevant information:
Name of Event Official
Details of ID provided:
Notes:
51
FALKLAND TRAIL RUNNERS
FOUND PERSON REPORT
(participant or member of the public)
Name of Found Person:
Place Found:
Gender:
Male Female
Time Person Found:
Age:
(years old)
Time event informed:
Date of Birth:
/
Time person/adult reunited:
/
Colour of hair:
Time police informed:
Colour of eyes:
Name of responsible adult collecting
person:
Ethnicity:
Relationship to lost person:
Any Special Medical Requirements
(check for tags on wrist / neck)?
Address:
Spectator / Participant / Other
Phone number:
Clothing:
Other relevant information:
Name of Event Official:
Details of ID provided:
Signature:
Signature:
Notes
52
15. EMERGENCY ACTION PLAN
Although full scale emergencies are unlikely to occur, it is important that the event
organisers have prepared a plan that can be put into action.
This plan takes account of:
1. The nature of the event
2. The nature of the venue, including terrain, access for emergency services
vehicles, etc.
3. The time of year, including likely weather conditions, etc.
4. The types of emergency that may arise
5. The availability of officials, marshals and others to respond to an emergency
6. Communications that may be available, and areas where communications
may be problematic.
1. Emergency Services
The emergency services listed in the section titled “Emergency Services”
have been notified about the event. If this plan is put into operation, reference
should be made to that section as appropriate.
2. The Nature of the Event and Venue
a. This is a Trail Race that take place over mixed terrain, including asphalt
roads, constructed paths, and rough/informal tracks.
b. The race route includes sections at both low level and on hills. Certain
sections of the route are not accessible by vehicles.
c. The event takes place in Falkland Estate, which is situated immediately to
the west of Falkland.
d. Members of the public will generally congregate within the vicinity of the
start/finish area and in the low-level reaches of the estate. More
adventurous spectators may venture deeper into the estate. Like any
other member of the public using the estate, they do so at their own risk.
The club will, however, do all it reasonably can to assist spectators in
difficulty.
53
3. Types of Emergency
The following types of emergency are those which the organisers think are
most likely:
a) Collisions between competitors, officials, marshals, spectators, etc. with
moving vehicles
b) People becoming lost due to sudden onset of bad visibility
c) Multiple people being injured or otherwise at risk due to a sudden change
in weather conditions or other unforeseen circumstances
4. Likely Weather Conditions and their Impact
This is the most likely cause of a full emergency. Trail running generally takes
place away from populated areas and sometimes uses tracks and paths not in
regular use by the public. Generally, this is not a cause for concern as
participants are aware of their surroundings and the potential hazards.
The event organisers will have monitored weather forecasts in the period
leading up to the event and made judgements about measures they should
take to ensure the safety of all concerned. This includes a series of route
assessments, during which new and anticipated hazards are identified and
appropriate action taken.
Since trail races tend to take place in hilly areas, micro-climates can be
present. Thus, although forecasts and organisers’ experience suggest
conditions that are acceptably safe, these conditions can change very quickly
and present a real hazard.
Hazards can include:
a.
b.
c.
d.
disorientation due to fog, mist, etc.
physical injuries due to newly hazardous ground conditions, etc.
hypothermia or hyperthermia due to high or low temperatures
heat exhaustion
5. Access
a. The nearest access and evacuation points around the course are indicated
on the map at the end of this plan.
b. The plan marks the location of one or more Emergency Services
Rendezvous Points. These have been notified to each of the emergency
services.
54
c. For this event, only one gates is in place at the access road from the
Falkland/Craigmead road to Westfield Farm. Access to the route by
emergency services may require vehicles to pass through this gate, and it
will be unlocked for the duration of the event. It will be left in the ‘closed’
position unless otherwise stated in the route description.
d. In the event of an emergency, and where a gate needs to be opened, an
officer or marshal will be dispatched to gates at or near the relevant
Emergency Services Rendezvous Point and will open the gate to provide
vehicles with access.
e. Many of the roads within Falkland Estate are suitable for use by normal
vehicles. Certain locations, however, will require the use of off road
vehicles. The officer or marshal at a gate will, to the best of their
knowledge and ability, advise the crew of any emergency services
vehicles as to the most appropriate route.
f. Casualties may be some distance from a road and manual extraction or air
rescue may be required.
6. Serious Casualties
Club officers, marshals, etc. are not qualified to attend to serious casualties.
Those who have been trained in Outdoor Emergency First Aid have knowledge of
assessing, caring for and extracting casualties and will, to the best of their ability,
take appropriate action.
In general, unless a casualty is in a life-threatening condition, they will be
stabilised, made comfortable and monitored pending the arrival of the emergency
services.
In extreme cases, where a casualty is unlikely to survive until the emergency
services arrive, it may be necessary to make a decision as to the best action to
take, and to carry that out in good faith.
In cases where a runner is hospitalised, relatives may need to be informed. In
serious cases, this may best be done by the hospital, police or other official. The
welfare officer for the event, or the club welfare officer, will evaluate the situation
and follow the most appropriate action.
55
7. Communications
Communications will generally be by mobile phone. It is possible that, due to the
nature of the terrain, phone signals may be limited or non-existent. The
marshalling plan should have identified marshalling posts where there is no
signal, and marshals will have been doubled up. In this way, one marshal can
stay at the point while the other makes their way to the nearest point where a
signal exists.
Marshals will be provided with emergency phone numbers, the numbers of senior
event officials, and instructions on what to do in the event of an emergency.
Within the club, the Race Director will work closely with the Safety Officer /
Emergency Services Liaison Officer who in turn will be responsible for
coordinating information and liaising with marshals and the emergency services.
8. Emergency Services
The organising team will have advised each of the emergency services that the
event will be taking place. The services will have been supplied with a summary
of the event, important information, contact details, a map showing the location of
the event and Emergency Services Rendezvous Points, etc.
Marshals are empowered to contact the emergency services as soon as they
become aware of an emergency. After completing the call, they have been
advised to contact the event Safety Officer. The Safety Officer will then be
responsible for implementing this Emergency Plan, including liaising with and
taking instructions from the emergency services.
9. Briefings
There may be a need to evacuate casualties from the race course, and the event
plan identifies and records the nearest access and evacuation points around the
course.
The emergency services will have been supplied with important information,
contact details, a map showing the location of the event and Emergency Services
Rendezvous Points, etc. Where any parts of the route are inaccessible to normal
road vehicles, casualties will have to be extracted to the nearest point of access.
Event personnel may not be able to safely extract a casualty, and the service
should be informed that off road vehicles or air support may be required and/or
that manual extraction will be required.
The location of the event includes one locked gate that could potentially block off
access via roads. The landowner will be asked to provide keys to the gate so
that it can be unlocked for the duration of the event. In the event of an
56
emergency, the nearest available marshals should be dispatched to any gates in
the vicinity of the Emergency Services Rendezvous Points so that they can meet
the services as they arrive, open the gates and brief them as required.
Marshals will receive a briefing from the Chief Marshal, and they will be provided
with written information about the event, contacting the emergency services, the
location of Emergency Services Rendezvous Points, etc.
16. REPORTING DANGEROUS INCIDENTS AND
ACCIDENTS
Reportable Accident
A reportable accident is one in which a person suffers an accident as a result of
which that person requires or is likely to require medical treatment.
Reportable Incident
A reportable incident is one, which in slightly different circumstances, might have led
to a reportable accident (e.g. a near miss on the road by a car)
The Race Director, in conjunction with the lead medical person, will record the
following details which should be included in the ARC Post-Event Information form:
a) Date and time of accident or incident
b) Details of any injured persons
c) Description of accident or incident with diagrams and photographs
where possible
d) Nature of any injuries
e) Details of any first aid provided, and names of first aiders
f) Names of any other persons present
g) Details of the person making the report
In the event of an accident occurring in which an insurance claim is likely to be
made, officials should ensure that all relevant details of the accident/incident are
recorded and that an ARC Incident Report form is submitted within 7 days
57