This Event Safety Plan Template provides the structure and guidance required for organisers to prepare a complete safety plan for their event at Plas Heli. It ensures consistency, clarity, and alignment with statutory requirements, RYA guidance, and local authority expectations.

Organisers must complete all sections marked with [INSERT DETAILS].

1. Event Details

• Event Name: [INSERT]
• Organising Authority / Class Association: [INSERT]
• Event Dates: [INSERT]
• Expected Number of Competitors: [INSERT]
• Fleets / Classes: [INSERT]
• Race Areas: [INSERT]

2. Purpose

The purpose of this plan is to outline the safety arrangements for [INSERT EVENT NAME], including roles and responsibilities, communication arrangements, emergency procedures, welfare provision, safeguarding, and risk management.

3. Scope

This plan applies to all activities associated with [INSERT EVENT NAME], including:

• Afloat racing
• Training sessions
• Beach and compound operations
• Briefings and registration
• Temporary structures
• Contractor activity

4. Roles & Responsibilities

This section identifies the key personnel responsible for delivering a safe event. Organisers must complete all fields marked with [INSERT]. Roles are grouped into Ashore and Afloat to reflect operational structure.

Ashore Roles

4.1 Event Director

• Name: [INSERT]
• Overall leadership of the event.
• Ensures compliance with Plas Heli policies and RYA guidance.
• Supports the ESO and PRO in safety‑critical decisions.

4.2 Plas Heli Duty Manager

• Site safety lead during the event.
• Coordinates emergency response and liaises with emergency services.
• Ensures welfare facilities, access routes, and assembly points are maintained.

4.3 Bridge Team

• Manages race documentation, timing, and communications.
• Supports the PRO with afloat information and updates.
• Maintains radio contact with CSL and safety boats.

4.4 Beach Team

• Manages beachside competitor flow and general safety.
• Supports tallying, competitor queries, and welfare needs.
• Reports hazards or incidents to the ESO or Duty Manager.

4.5 Tally Team

• Manages tally‑out and tally‑in systems.
• Ensures accurate competitor accountability.
• Immediately reports any missing tally to the ESO and PRO.

Afloat Roles

4.6 Principal Race Officer (PRO)

• Name: [INSERT]
• Overall responsibility for afloat race management.
• Works closely with the CSL to assess conditions and make safety decisions.
• Communicates abandonment, postponement, or course changes.

4.7 Course Safety Lead (CSL)

• Name: [INSERT]
• Leads afloat safety operations.
• Coordinates safety boats and patrol craft.
• Assesses weather, sea state, and fleet behaviour.
• Advises PRO and ESO on safety‑critical decisions.

4.8 Safety Boat Crews

• Provide on‑water safety cover.
• Respond to capsizes, injuries, and incidents.
• Report all incidents to the CSL and ESO.

4.9 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.

4.10 Contractors

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

5. Communication & Briefings

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

6. Welfare & Facilities

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

7. 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.

8. 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.

9. Boat Compound Safety

• Clear separation between rigging areas and pedestrian routes.
• Fuel storage only in designated external areas.
• Lifejackets must be worn in designated zones.

10. Temporary Accommodation (If Applicable)

• 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.

11. 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.

12. Incident & Accident Reporting

All incidents, injuries, and near‑misses must be recorded in the Plas Heli Online Accident Book.

• The Duty Manager or ESO must be informed immediately of any incident.
• Safety boat crews, bridge team, and shore contacts must report all on‑water incidents promptly.
• Event organisers must ensure competitors and coaches are aware of the reporting process.

Online Accident Book:
Open Accident Book

13. Medical & Emergency Response

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 immediately.

13.2 First Aid

• Safety boats may provide initial assessment.
• The medic will determine the correct landing point.

13.3 Significant Injury

• Non‑ambulant casualties 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 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.

13.5 NHS Pressure Avoidance

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

• Event Safety Officer: [INSERT NAME & NUMBER]
• Event Organiser: [INSERT NAME & NUMBER]
• Plas Heli Duty Manager: 07977 929116

Document Control

Version: Template v1.0

Last Updated: 28 September 2026

Next Review: Annual or post‑major event

Document Owner: Plas Heli Cyf

© Plas Heli Cyf. This template may be used by visiting event organisers to prepare their Event Safety Plan. Completed plans must be submitted to Plas Heli Operations before the event.