Cymraeg Plas Heli – Event Safety Plan
Safety Plan for Events at the Welsh National Sailing Academy & Events Centre
Version: Final – 2026
Approved by: Plas Heli Cyf
Location: Plas Heli, Pwllheli LL53 5YT
Foreword
This Event Safety Plan is the property of Plas Heli Cyf. It contains confidential operational information and must not be shared, copied, or distributed without authorisation from the Directors of Plas Heli Cyf.
This document provides a complete safety framework for events held at Plas Heli. Class Associations and Event Organisers must use this plan as the template for their event‑specific safety documentation.
1. Purpose of Document
This plan sets out how on‑the‑water safety will be managed for the event, ensuring a safe environment for competitors, volunteers, and contractors. It includes:
- Minimum safety requirements for racing
- Coordinated emergency response procedures
- Recommended actions for personnel involved
- Signposting to shore‑based safety and event management
2. Scope
This plan covers all on‑water and associated shore‑based safety operations for the event. It applies to:
- Competitors
- Volunteers
- Race Management
- Safety Fleet
- Contractors
- Event Officials
3. Key Event Details
| Key Event Details | |
|---|---|
| Event | To be completed |
| Location | Plas Heli |
| Event HQ What3Words | accented.marginal.flannel |
| Registration | To be completed |
| Equipment Inspection | To be completed |
| Practice / Training | Only by agreement with Plas Heli |
| Racing Days | To be completed |
| Competitor Numbers | To be completed |
4. Key Personnel
| Event Personnel | |
|---|---|
| Event Director | |
| Event Manager | |
| Youth Racing Manager | |
| Principal Race Officer (PRO) | |
| Course Race Officer (CRO) | |
| Event Safety Officer (ESO) | |
| On‑Site Volunteer Medic | |
| Welfare & Safeguarding Officer | |
Note: For smaller events, roles may be combined. At minimum, the Event Manager, Principal Race Officer, and Event Safety Officer must be appointed. Where roles are combined, the Event Manager is responsible for ensuring that all duties listed in this plan are covered and that personnel are competent for their assigned responsibilities.
5. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Event Director | Overall responsibility for the event |
| Competition Lead | Race office, competitor liaison, competition delivery |
| Principal Race Officer | Decisions on starting, postponing, abandoning races |
| Course Race Officer | On‑water race management and coordination |
| Event Safety Officer | Safety planning, risk assessments, safety fleet coordination |
| Medical Cover | On‑site medical response and ambulance decision‑making |
| Beachmaster | Launch/recovery coordination and slipway management |
| Welfare Officer | Safeguarding and welfare concerns |
6. Risk Assessment
A Pre‑Event Hazard Identification and Risk Assessment (HIRA) must be completed using the Plas Heli Safety Standards & Operating Guidance (SSOG) template. Daily Level 2 risk assessments are completed at the Race Management briefing. Dynamic Level 3 assessments are ongoing throughout the event.
7. Event Locations
7.1 Site Plan
See Plas Heli website – Site Plan.
7.2 Racing Areas
Multiple race areas may be used. Fleet allocations will be confirmed daily based on conditions and operational requirements.
8. Event Programme & Timetable
| Date | Activity | Time |
|---|---|---|
9. Racing Schedule
| Date | Stage | Warning Signal | Races | Target Time |
|---|---|---|---|---|
Tide tables available on request.
10. Briefings
10.1 Event Safety Briefing
Delivered by the ESO to volunteers, staff, contractors, competitors, and coaches. Includes SSOG review.
10.2 Race Management Briefing
Daily briefing covering weather, shipping movements, and operational plan.
10.3 Race Team Briefings
Course Race Officers brief individual race teams daily.
10.4 Daily Safety Briefing
Safety Teams briefed by Course Safety Leads (CSLs).
11. Daily Plan
- Minimum safety boats required before launching
- Tally wristbands issued at registration
- Tally station located below balcony
- Bridge records numbers afloat
- Flag D controls competitor release
- Safety fleet spreads across race area
- Retiring competitors escorted to shore
- Safety fleet stood down once tallies returned
12. Safety Boat Positioning
Safety boats allocated patrol areas based on windward mark, leeward gate, start/finish, and harbour entrance. Adjustments made dynamically by CSL.
13. Communications
| Purpose | VHF Channel |
|---|---|
| Race Course 1 | 77 |
| Race Course 2 | 69 |
| Additional | 72 / 17 |
| Harbour Master | 80 / 12 |
| Reserve Channels | 08, 11, 68, M1 |
Mobile phones used as backup.
14. Welfare
Committee vessels have toilet facilities. Mixed crews ensure safeguarding compliance. Welfare Officer available for concerns.
15. Emergency Action Plans
15.1 Code Red
Declared for significant injury. Procedures covered in SSOG.
15.2 Fog
No launching in fog (<1000m visibility).
15.3 Strong Wind
Guidelines implemented based on class limits and CSL/PRO decisions.
16. Medical & Emergency Response
- ESO and Medic must be informed of any medical incident
- Safety boats conduct initial assessment
- Casualties taken to First Aid or Emergency Landing Point
- Ambulance decisions made by Medic
- 999 calls from water only if life is in imminent danger
17. Landing Points & What3Words
- Ambulance Arrival: ///slices.booms.fruity
- Safety Boat Berth (Hammerhead): ///copes.regretted.cadet
- Main Hospital – Ysbyty Gwynedd: ///collect.golden.slipping
- Minor Injuries Unit – Bryn Beryl: ///humans.measuring.clinked
18. Traffic Management (On‑Water)
- Spectator vessels must remain outside race areas
- Transiting vessels advised of racing and safe routes
- Coach boats not permitted unless authorised
19. Reference Documents
| Document | Number |
|---|---|
| RYA Racing Events SSOG | |
| Plas Heli Events SSOG | |
| Risk Assessment Level 1 | |
| Daily Risk Assessment Template | |
| Crisis Communications Plan | |
| Harbour Regulations |
20. Appendices
- Operating Area Chartlet
- Safety Boat Fleet List
- Radio Protocols
- Contact Numbers
- Tidal Information
- Harbour Regulations
- Welfare Plan
Document Control
Version: Final 2026
Last Updated: 21 September 2026
Next Review: 21 September 2027
Owner: Plas Heli Cyf
Responsible Person: Duty Manager
