Plas Heli: Event Organiser Playbook (Venue Handover Guide)

Plas Heli, the Welsh National Sailing Academy & Events Centre, is a nationally recognised venue for championship‑level sailing and marine events. This Playbook provides the essential information external organisers need before arriving on site. It explains:

• statutory requirements
• safety expectations
• operational protocols
• organiser responsibilities
• venue responsibilities
• key documents you must use

This Playbook must be read before completing your Event Safety Plan or submitting information to the Local Authority or Safety Advisory Group (SAG).

1. Pre‑Event Requirements: Local Authority & SAG

Events that affect public spaces, emergency services, or local traffic may require formal notification to the Gwynedd Safety Advisory Group (SAG). Organisers must follow the timelines below.

Event Scale & Notification Timelines

Organisers must complete the Pre‑SAG Questionnaire and supply draft versions of their Event Safety Plan, Risk Assessments, and operational arrangements.

2. Venue Documentation Provided by Plas Heli

To support your Event Safety Plan, Plas Heli will provide the following baseline venue documents:

Premises Documentation

• Fire Risk Assessment
• Fire Evacuation Plan
• Building floor plans

Site & Zoning Maps

• Pontoon and marina asset plans
• Camping and trailer storage allocations
• Compound and slipway zoning

Statutory Proofs

• Public Liability Insurance (PLI)
• Electrical Installation Condition Report (EICR)
• Premises Licence details

Operational Guidelines

• Crane Use Policy
• RIB User Guides
• Slipway & Beach Risk Assessments

These documents form the foundation of your Event Safety Plan.

3. High‑Hazard Operational Rules (Organiser Enforcement)

Organisers must brief competitors, coaches, and support crews on the following mandatory venue rules. Failure to enforce these may result in event suspension.

3.1 Fuel & Refuelling

• Refuelling is permitted only at designated bunded fuel stations or commercial fuel docks.
• No decanting of fuel on pontoons, decking, or slipways.
• Maximum of two 20‑litre fuel cans per team stored in the designated compound.

3.2 Pyrotechnics & Flares

• Plas Heli does not provide disposal for time‑expired pyrotechnics.
• Leaving expired flares in venue waste skips or bins is prohibited and constitutes a criminal offence.
• Competitors and safety crews must remove their own pyrotechnics at the end of the event.

3.3 Fire Safety & Behaviour

• Disposable BBQs and open fires are banned on decking, pontoons, dry grass, and beach areas.
• Gas cooking equipment is prohibited inside compounds or standard camping tents.

4. Security & Emergency Management

Organisers must incorporate site security and emergency procedures into their Event Management Plan.

Invacuation vs Evacuation

• Invacuation: shelter in place inside the main building when instructed.
• Evacuation: safely leave the site using agreed routes and assembly points.

Hostile Vehicle Mitigation (HVM)

• Enforce designated vehicle marshalling zones.
• No unauthorised vehicles in pedestrian areas, quaysides, or slipway approaches during event hours.

Incident Reporting

• All injuries, near‑misses, or security concerns must be logged immediately using the Plas Heli Online Accident Book.

5. Land‑Side, Social & Licensing Compliance

Land‑side activities often carry greater public liability risks than water‑based racing. Organisers must ensure compliance with the following:

5.1 Regulated Entertainment & Licensing

• Live music and PA systems must comply with Premises Licence cut‑off times and decibel limits.
• “Challenge 25” must be enforced for all alcohol sales.

5.2 Temporary Structures & Vendors

• Marquees and inflatables must meet wind‑loading and anchoring standards (BS EN 14960).
• External food vendors must supply PLI, Food Hygiene Ratings (minimum 4), and Gas Safe certification.

5.3 Environmental & Biosecurity

• All visiting boats must follow the Check‑Clean‑Dry protocol.
• Underwater hull cleaning in the marina is prohibited.

5.4 Community Impact & Stakeholder Liaison

• Assess and minimise impacts on residents and businesses (noise, traffic, parking, lighting, access).
• Agree a stakeholder liaison plan with Plas Heli for events likely to cause disruption.
• Issue clear advance information to appropriate local channels.
• Provide a named Community Liaison Lead during build, delivery, and breakdown.
• Log and review complaints and feedback with Plas Heli after the event.

6. Statutory Premises Compliance

Plas Heli maintains strict non‑delegable duty of care for the safety of the premises. Organisers must manage the dynamic risks introduced by their event.

6.1 Water Safety & Legionella (L8)

• Plas Heli maintains a current Legionella Risk Assessment and Water Safety Plan.
• Temporary showers or standpipes must have valid chlorination/water safety certificates.

6.2 Electrical Safety (EICR & PAT)

• Plas Heli maintains a current EICR and PAT register.
• All organiser‑supplied electrical equipment must display a valid PAT sticker.
• Indoor 13‑amp sockets must not be used for EV charging or heavy outdoor lighting.

6.3 Lifting Operations (LOLER 1998)

• Only venue‑authorised personnel may operate cranes or winches.
• Visiting teams may not operate lifting equipment without written approval.

6.4 Gas Safety (PSSR)

• Temporary caterers must provide Gas Safe certification for LPG equipment.
• LPG cylinders must be stored upright in ventilated outdoor cages.

6.5 Asbestos

• Plas Heli is an asbestos‑free building.
• Drilling or modifying venue structures is prohibited without permission.

7. Responsibility Handover Matrix

This matrix clarifies the division of responsibilities between Plas Heli and the Event Organiser.

Document Control

Document Title: Plas Heli Event Organiser Playbook
Version: 2.0
Review Cycle: Annual or post‑major event