Before You Arrive Checklist

The Before You Arrive Checklist provides a practical, step‑by‑step preparation guide for visiting event organisers at Plas Heli, the Welsh National Sailing Academy & Events Centre. It helps ensure that all governance, safety, compliance, and operational arrangements are in place before arriving on site.

This checklist should be completed before drafting your Event Management Plan (EMP) and before submitting documentation to SAG.

Digital Library Development

Plas Heli is actively expanding this digital documentation platform. Many of our long‑standing paper documents are being migrated into structured online libraries. If you require a checklist item, template, or reference that is not yet available here, the Plas Heli Operations Team will provide it directly.

This checklist will continue to grow as we publish more organiser‑facing guidance, safety procedures, and venue‑specific requirements. If something you need is missing, please let us know — we are here to help.

High‑Priority Preparation Areas

These areas contain essential actions that organisers must complete before arriving on site.

• Governance & Responsibilities: Confirm roles, responsibilities, and organisational structure. (See Playbook)
• SAG Notification: Determine whether your event requires SAG notification and prepare the necessary documentation. (See Playbook)
• Safety Planning: Review afloat and ashore safety requirements, including safety boat fleet, weather limits, and emergency arrangements. (See EMP Library)
• Medical Arrangements: Confirm medical cover, first aid provision, and casualty extraction routes. (See EMP Library)
• Compliance Documentation: Ensure all statutory documents (PLI, FRA, EICR, Gas Safety, etc.) are available and valid. (See Compliance Library)
• Operational Procedures: Review key safety procedures including Lost Children & Vulnerable Adults, Launch & Recovery, and Emergency Actions. Lost Children Procedure
• Communications & Briefings: Prepare daily briefings, competitor communications, and incident reporting workflows. (See EMP Library)

How the Checklist Supports Your Event

The Before You Arrive Checklist works alongside the Playbook, EMP Library, Safety Documents, and Compliance Documents to provide a complete preparation workflow for visiting event organisers.

Event organisers should ensure that:

• The checklist is completed before arriving on site
• All checklist items are reflected in the EMP
• Safety and compliance documents are prepared in advance
• Volunteers and team leaders are briefed using checklist content
• Any missing checklist items are requested from Plas Heli Operations

Document Control

Document Title: Before You Arrive Checklist – Landing Page
Version: 1.3 (refined layout + Digital Library message + High‑Priority Areas)
Review Cycle: Annual or post‑major event