This Event Safety Plan sets out the safety arrangements for events held at Plas Heli. It provides clear guidance for organisers, volunteers, competitors, contractors, and visitors, ensuring that all activities are delivered safely and in accordance with statutory requirements, RYA guidance, and local authority expectations.

This document is intended for authorised users and event organisers.

1. Purpose

The purpose of this Event Safety Plan is to outline the safety framework for events at Plas Heli, including roles and responsibilities, communication arrangements, emergency procedures, welfare provision, safeguarding, and risk management. It supports consistent delivery of safe events across all disciplines and sizes.

2. Scope

This plan applies to all events hosted at Plas Heli, including:

• Sailing regattas and championships
• Training courses and coaching events
• Community and club activities
• Large multi‑day events with temporary accommodation
• Events involving external contractors or class associations

3. Roles & Responsibilities

3.1 Plas Heli Duty Manager

• Overall responsibility for site safety during events.
• Leads emergency response and liaises with emergency services.
• Ensures escape routes, access points, and welfare facilities are maintained.

3.2 Event Safety Officer (ESO)

• Coordinates event‑specific safety arrangements.
• Briefs volunteers, bridge team, shore contacts, and coaches.
• Monitors temporary structures, compound use, and high‑risk activities.
• Must be informed immediately of any medical incident or ambulance request.

3.3 Volunteers

• Support event operations including beach, slipway, compound, and race management roles.
• Report hazards, incidents, or concerns immediately.

3.4 Event Organisers / Class Associations

• Provide event‑specific risk assessments and safety documentation.
• Ensure competitors and teams are briefed on site rules and emergency procedures.
• Provide a list of competitors to the ESO.

3.5 Contractors

• Must provide RAMS and insurance documentation before commencing work.
• Must comply with Plas Heli site rules and safety instructions.

4. Communication & Briefings

• Daily briefings for volunteers and key officials.
• Competitor briefings covering slipway use, compound layout, hazards, and emergency actions.
• Radio communication protocols for race management and beach teams.
• Emergency contact numbers displayed at key locations.

5. Welfare & Facilities

• Toilets and changing facilities available during events.
• First aid points located in the main building and beach area.
• Drinking water available at designated points.
• Lost child / vulnerable person procedure in place.

6. Safeguarding

Plas Heli follows RYA safeguarding guidance. All concerns must be reported immediately to the Duty Manager or Safeguarding Lead. Visiting class associations must ensure their safeguarding policies are communicated to participants.

7. Temporary Structures

• Marquees, briefing tents, and race offices must be positioned to maintain clear escape routes.
• Structures must be secured appropriately and inspected daily.
• Electrical hook‑ups must be installed safely and protected from weather.

8. Boat Compound & Slipway Safety

• Clear separation between rigging areas, vehicle movements, and pedestrian routes.
• Fuel storage only in designated external areas.
• Slipway operations supervised by trained volunteers.
• Lifejackets must be worn in designated zones.

9. Temporary Accommodation (Caravans, Motorhomes, Campervans & Tents)

• Units must be positioned to maintain safe spacing and clear access routes.
• Gas bottles and cooking equipment must be used safely and stored appropriately.
• Electrical hook‑ups must not be overloaded.
• Vehicle movement restricted during peak pedestrian times.

10. Severe Weather Procedures

• Monitoring of wind, sea state, lightning, and forecasts.
• Abandonment procedures for on‑water activities.
• Securing of temporary structures during high winds.
• Communication to competitors and volunteers via briefing and notice boards.

11. Incident & Accident Reporting

All incidents, injuries, and near‑misses must be recorded in the Plas Heli Online Accident Book. This includes medical events, equipment failures, collisions, slips, trips, and any occurrence that could have resulted in harm.

• The Duty Manager or Event Safety Officer must be informed immediately of any incident.
• Safety boat crews, bridge team, and shore contacts must report all on‑water incidents as soon as practicable.
• Event organisers must ensure competitors and coaches are aware of the reporting process.
• Accident Book entries support post‑event review and continuous improvement.

Online Accident Book:
Open Accident Book

12. Emergency Procedures

Emergency procedures are detailed in the Fire Evacuation Plan and include:

• Raising the alarm
• Calling 999
• Evacuation routes
• Assembly points
• Accounting for persons

13. Medical & Emergency Response

The Event Safety Officer (ESO) must be informed immediately of any medical incident, first aid request, or ambulance call. The ESO will coordinate the response and ensure the correct landing point is used.

13.1 Medical Casualties

• The ESO will be made aware of event personnel with First Aid training.
• If an ambulance is called from the water, the ESO must be informed at the same time.
• Safety boats may make an initial assessment and contact the medic for direction.

13.2 First Aid

• Safety boats may provide initial assessment.
• The medic will determine whether the casualty should be taken to the First Aid Landing Point or the Emergency Landing Point.

13.3 Significant Injury

• If a casualty is not walking, has a significant injury, or an ambulance has been requested, they must be taken to the Emergency Landing Point.
• The medic will meet the casualty at the landing point.

13.4 External Emergency Services

• Calls to external emergency services should only be made by the ESO.
• Personnel on the water may call 999 only if life is in grave and imminent danger.
• The ESO must be informed immediately of any emergency call made from the water.

13.5 NHS Pressure Avoidance

To avoid unnecessary pressure on the NHS, event personnel should be seen initially by the Event Medic, who will direct them to the most appropriate medical centre if required.

14. Landing Points & What3Words Locations

• Ambulance Arrival Location: Roundabout entrance to the quayside
  What3Words: ///slices.booms.fruity
• Safety Boat Berth (Hammerhead):
  What3Words: ///copes.regretted.cadet
• Main Hospital (Ysbyty Gwynedd):
  Penrhosgarnedd, Bangor LL57 2PW
  03000 840 840
  What3Words: ///collect.golden.slipping
• Minor Injuries Unit (Bryn Beryl):
  Caernarfon Road, Pwllheli LL53 6TT
  03000 850014
  Open 7 days, 08:00–20:00
  What3Words: ///humans.measuring.clinked

15. Key Contacts

• Stephen Tudor: 07977 929116
• Mark Thompson: (number as required)

Document Control

Version: 1.1

Published: 21 September 2026

Last Updated: 21 September 2026

Next Review: 21 September 2027

Document Owner: Plas Heli Cyf

Responsible Person: Duty Manager

© Plas Heli Cyf. All rights reserved. This Event Safety Plan is the property of Plas Heli Cyf and may not be reproduced, distributed, or modified without permission. Event organisers may reference this document for planning and compliance purposes but must ensure they are using the latest published version.