Peninsula and Plains Orienteers
P O Box 824
Christchurch
Risk Management Plan for New Zealand Secondary
Schools Rogaine Championships, Saturday 28 May 2016
Contents
1. Introduction.
2. Event structure.
3. First aid.
4. Communications.
5. Search & Rescue.
6. Emergency preparedness.
7. Incident reporting.
8. Traffic management
9. Appendix 1: Emergency contact form
10. Appendix 2: Safety Information provided
11. Appendix 3: Search and Rescue Procedures
1.
Introduction
Peninsula and Plains Orienteers is committed to providing an enjoyable and safe environment
to all participants at this event. This document relates to this event only. It gives details of
the proposed procedures that will be put in place to ensure the safety of competitors,
supporters and members of the public for the duration of the event. All officials will be aware
of these procedures.
Event Planner: Tim Farrant (planner/controller of numerous rogaines, including Canterbury
schools championships 2014, 2015).
Event Controller: Stuart Payne (Orienteering New Zealand accredited controller; Planner or
controller Heights of Winter Rogaines 2003, 2007, 2011, 2013).
Contact Details: Tim Farrant Ph 027 321 3980; [email protected]
Stuart Payne Ph 027 681 4705; [email protected]
Start Location: NZS Topo series BX24 712737 Main car park, Victoria Park, Port Hills.
Finish Location: As for Start.
Duration of Event: Start (4hr): 12 noon. Last team expected to finish by 4.20pm.
Start (3 hr) 12:30 pm. Last team expected to finish by 3.50 pm.
The Terrain: Hill-country farmland, with gullies and small streams; cliffs generally obvious.
The area is readily accessible by public road or 4WD tracks.
Course Descriptions: Map (A4, 1:15,000) with control descriptions printed on the back.
Estimated Number of Competitors: 150
Estimated number of Officials and Helpers: 10.
1
2.
Events Structure
This event is organised and run by Peninsula and Plains Orienteers.
Linley Earnshaw is responsible for overseeing the organisation, and ensuring that everyone
knows what is required of them. Peninsula and Plains Orienteers will provide all necessary
material items, and will organise the helpers for registration, start and finish procedures, and
other duties as required.
Stuart Payne & Tim Farrant are responsible for the safety of the courses.
Stuart Payne is responsible for liaising with the NZ Police and Triple One Care, prior to the
event.
Public liability insurance is provided by the Orienteering New Zealand.
Competitors receive pre-event and on-the day instructions that the following are not
permitted: smoking, dogs, firearms, depositing of litter.
3. First Aid
First Aid cover will be provided by Triple One Care based at the Event Start/Finish.
The nearest ambulance is 10 minutes away at Addington (ph. 353 7110).
Accident & Emergency After Hours: Moorhouse Medical Centre, 3 Pilgrim Place, 365 7900.
The common injuries experienced by competitors at this event are sprained ankles, conditions
related to exposure to cold temperatures, cuts and abrasions.
Minor Injuries
Initial first aid can be obtained from the Triple One Care personnel.
Major Injuries
The injured person is to be kept warm, but not moved until checked by a Triple One Care first
aider or a doctor. This person will decide the course of treatment.
4.
Communications
The base for all communications will be at the Start/Finish area; Event Controller will be
located here.
NZMS map grid references for this event are:
Start / Finish area: NZS Topo series BX24 712737 Main car park, Victoria Park, Port Hills.
The Event Controller will have the contact numbers for the park rangers and medical centre.
Competitors contact numbers will be on their event emergency forms and will be held at the
start/finish area.
5. Search & Rescue
The contact is Christchurch South Police, 154-158 Colombo St, Christchurch, Ph (03) 363
8500. (See also Appendix 3 for full procedures.)
2
6.
Emergency Preparedness
The following strategies will be put in place for the emergencies listed.
 The Weather
Cancellation or shortening of the event will occur if in the event controller’s opinion
conditions are too dangerous for safe competition. This will include very strong winds,
high rivers, snow conditions.
In the pre-event information, competitors are instructed as to (a) compulsory clothing and
equipment; (b) additional, strongly recommended clothing and equipment.
 Competitors sustaining injury whilst on the course.
Competitors will be advised that are expected to be fit enough to compete, and to wear
clothing suitable for the conditions on the day.
Pre-event information – refer Appendix 2 (Safety Information) to this Plan.
At event start all competitors will be advised, where necessary, as to whether they will
encounter other land users, such as other recreationalists, vehicles and animals.
First Aid will be given as detailed in section 3.
 Competitors becoming fatigued, ill or otherwise unable to continue
Competitors, where necessary, will be instructed to carry whistles and that for use in
emergency they are to give repeated short blasts on whistle, then repeat if they hear one
long blast. Teams are also recommended to carry cellphones for use in an emergency.
Refer also Appendix 2 (Safety Information) to this Plan.
 Competitors becoming lost
Safety navigation directions (bearings) will be advised to all competitors before they start
(and will also be included on the map). An emergency phone number will also be on the
map, for teams opting to carry a cellphone. Refer also Appendix 2 (Safety Information) to
this Plan.
 Accounting for all competitors at end of event
All competitors are required to register prior to the event and complete an emergency
contact form on the day. Anyone who pre enters and then does not report to the start will
be assumed to not be competing.
Competitor details, as per entry forms, will be held at registration.
It will be mandatory for each team to mark their intended route (with direction arrow) on a
special map received when they register. The route they mark need not constrain their
subsequent plans through the day, but it will be used to provide backup information in the
event of the organisers having to call out Search and Rescue to look for them. The
intentions map must be handed in at registration before the start. Teams will not be
permitted to start until this is done
As each competitor finishes they will be checked off against a master list. Throughout the
event, the finish officials can advise the organisers how many competitors are still to
finish. A comprehensive electronic system is used to record teams finishing.
All competitors will be instructed that if for any reason they cannot complete the event
they must report back to the officials at the finish so as to be recorded.
3
7. Incident reporting, investigation and analysis
The person responsible for incident reporting and analysis is Stuart Payne.
The event assistants will be verbally advised of the procedure to be followed.
The event assistants will be requested to report any incident or injury that they assist with to
Stuart Payne, who will document the incident with as much information as is available at that
time.
Once the documentation is completed and the event assistant(s) and Stuart Payne are satisfied
that all information is noted, it is to be signed off by both parties.
Any information added after this date, should be signed and dated by Stuart Payne.
Stuart Payne will collate all the incident forms for the event, and note if any procedures can
be improved or changed for the safety of competitors in future events.
8. Traffic management
While the organisers cannot be responsible for the actions of competitors and spectators, they
will take responsibility to make access to the event as clear and safe as possible. Location of
the registration /assembly area will be detailed prior to the event and signage to this area will
be in place on the day of the event
Competitors and spectators will park as directed, where necessary. Otherwise this is
principally an OFF-ROAD event.
9. Appendix 1: Emergency Contact Form
(included in the Pre-Event Information)
Emergency Contact
Your name, and Vehicle
Registration Number (parked at
this event)
Emergency Contact
(not a competitor)
Name, Address, Phone No.
Allergies or Medical
Condition
NOTE:
1. Supply the name, address and telephone number of a person to contact in the event of an emergency. This
person must not be a competitor in the event.
2. Supply details of any medical conditions or allergies that might be of assistance to First Aid staff in the
event of an accident or emergency.
4
10. Appendix 2: NZ Secondary Schools Rogaine Championships: Safety Sheet
(provided as part of the Pre-Event Information)
Safety is a priority during this event. However the organisers cannot guarantee your safety
and you participate at your own risk. Your responsibilities include:
•
carrying all compulsory protective clothing and other safety equipment.
•
staying together as a team at all times, and providing mutual support.
•
helping any other team you find in difficulties.
Hazards to be aware of are:
•
Hypothermia. Wind, water and cold temperatures can lead to exposure or
hypothermia. Early symptoms are subtle (clumsiness, lethargy, slurred speech). Be
prepared to seek shelter or to call it a day if conditions are severe, or if any of your
team is becoming exhausted. In severe weather, keep off high, exposed ridges.
•
Streams. While the streams in the competition area are minor, teams should not cross
them if they are heavily swollen.
•
Cliffs and slippery rocks. There are cliffs and outcrops throughout the event area.
Please be very cautious around steep faces and rock bluffs, especially after dark.
•
Fog/low cloud. If in fog, orientate the map and yourself with a compass. If in doubt,
don’t climb into cloud, and descend out of it.
•
Rough ground, such as steep banks, rock outcrops, incised creeks, slippery grass
slopes, and hidden obstacles such as logs, rocks, loose fencing wire.
•
Fences: Assume electric fences are ON. Insulate yourself with a plastic sheet,
rainwear, etc. Take care with barbed wire strands.
•
Road traffic: You are unlikely to make much use of roads but where you do – face
oncoming traffic and keep to the extreme verge.
In the event of serious injury or exhaustion, make injured person warm and comfortable;
arrange, if possible, to leave someone with the person; note your exact location on the map;
seek help via nearest road or farmhouse. Emergency signal: repeated short blasts on whistle.
Repeat if you hear one long blast.
It is also recommended that each team carry a cellphone, the number of which will be entered
on their team’s event emergency form held at the Start/Finish. The emergency number to ring
will be 027 681 4705. This number will also be listed on the event map.
If you become totally disorientated, travel down slope to sheltered ground. Be very careful of
steep cliffs. If you become totally lost try and descend and head North and West.
IT’S MID WINTER. WRAP UP IN CASE OF COLD AND WET WEATHER
11. Appendix 3: Search and Rescue (SAR) Procedures
General:
Half-an-hour after event closure time, compile list of teams not finished and handed to the
Controller. The intention maps for these teams will then also be extracted.
The following procedures shall then take place:
5
Check the team is actually unfinished:
Is it certain the team is not finished?
 Have they reported in at the finish? Check back through finish lists.
 Is their car still at the event?
 Who knows the person (s)?
 Have other family members/friends seen the person(s)?
 Use telephone number on entry details to check location of competitor (They may
have gone home)
If it appears that the competitor is still on the course
Gather and record information about the team(s):
Who are they and what are their details?:
 What is their age group?
 What is their level of experience?
 What is their level of fitness and general health?
 What are they wearing?
 Did any other team see them?
 Check their intentions map – where on their intended route are they now likely
to be?
Consider that the team may
 Have become disoriented.
 Have gone off the map.
 Be injured and either conscious (and responsive) or unconscious.
Consider prevailing weather conditions and daylight remaining
The Search:
Send a vehicle (preferably with cell phones) around the roads / tracks on the likeliest areas of
the map. If no sightings, then controller to organise people to carry out a sweep of likely area.
Set up a Search HQ. Group together available orienteers. (Qualified first aider and Controller
to remain at Search HQ ) If there is cell phone coverage, check who has cell phones. Record
names of searchers and with whom they are searching, the area they will be searching and cell
phone numbers. (if applicable) Provide number of Search HQ to each cell phone holder. (if
applicable) Notify searchers of latest return time to Search HQ
Orienteers in minimum of pairs, (preferably carrying cell phones) to check likeliest areas on
intended route. Searchers to make lots of noise: to call out name, then listen. In the event of
team not being found, searchers to return to Search HQ not later than notified time
Rescue:
If team is found the Controller at Search HQ is called and all the searchers called back in.
If not found in this initial sweep, hand over search to NZ Police, as per previously arranged
contact (see page 2 above). Police to contact local SAR unit.
6