These Guidance Notes support visiting event organisers and class associations in completing the Event Safety Plan Template. They explain what information is required, why it matters, and how the completed plan will be used by Plas Heli Operations, volunteers, and the Event Safety Officer (ESO).

The aim is to keep the process simple, friendly, and clear — while ensuring all essential safety information is captured.

1. Event Details

This section identifies the event and provides basic operational information.

• Event Name: Use the full official title (e.g., “Welsh Youth & Junior Championships”).
• Organising Authority: Class association, club, or governing body.
• Event Dates: Include arrival, practice, and race days if applicable.
• Competitor Numbers: Estimate as accurately as possible.
• Fleets / Classes: List each fleet separately (e.g., ILCA 4, ILCA 6, 29er).
• Race Areas: Identify expected race areas (Inshore / Offshore).

Why this matters: It allows Plas Heli to plan safety boat allocation, compound layout, and volunteer support.

2. Purpose

This is a simple statement explaining what the plan is for. Organisers only need to insert the event name.

Why this matters: It ensures the plan is clearly linked to the specific event.

3. Scope

List all activities associated with the event. This helps identify where risks may arise.

Examples include:

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

Why this matters: It ensures the plan covers all relevant areas, not just racing.

4. Roles & Responsibilities

This section identifies who is responsible for key safety roles. Roles are grouped into Ashore and Afloat to reflect operational structure.

Ashore Roles

Event Director

The Event Director provides overall leadership of the event and ensures compliance with Plas Heli policies and RYA guidance.

Why this matters: Clear leadership supports consistent decision‑making and communication.

Plas Heli Duty Manager

The Duty Manager is responsible for site safety, emergency coordination, and welfare facilities.

Why this matters: The Duty Manager is the key link between the event and Plas Heli operations.

Bridge Team

The Bridge Team manages race documentation, timing, and communications with afloat teams.

Why this matters: Accurate communication between ashore and afloat teams is essential for safety.

Beach Team

The Beach Team manages competitor flow, welfare needs, and general safety around the beach area.

Why this matters: This team often identifies issues early and supports competitor wellbeing.

Tally Team

The Tally Team manages tally‑out and tally‑in systems and ensures competitor accountability.

Why this matters: Tallying is a critical safety system for ensuring all competitors return ashore.

Afloat Roles

Principal Race Officer (PRO)

The PRO is responsible for afloat race management and works closely with the CSL to assess conditions and make safety decisions.

Why this matters: The PRO is central to afloat decision‑making and communication.

Course Safety Lead (CSL)

The CSL leads afloat safety operations, coordinates safety boats, and advises on weather and fleet behaviour.

Why this matters: The CSL ensures safety boats respond effectively and consistently.

Safety Boat Crews

Safety boat crews provide on‑water safety cover, respond to incidents, and report issues to the CSL and ESO.

Why this matters: They are the first responders during afloat incidents.

5. Communication & Briefings

Organisers should describe how they will communicate safety information to competitors and volunteers.

Include:

• Daily volunteer briefings
• Competitor briefing content
• Radio channels used
• How changes (e.g., weather) will be communicated

Why this matters: Good communication prevents incidents and ensures everyone knows what to do.

6. Welfare & Facilities

Organisers should confirm welfare arrangements such as toilets, changing rooms, drinking water, and first aid points.

Why this matters: Welfare provision is a statutory requirement and part of duty of care.

7. Safeguarding

Organisers must ensure safeguarding policies are communicated to participants and volunteers.

Why this matters: Safeguarding is a legal requirement and essential for youth events.

8. Temporary Structures

Organisers should describe any temporary structures they intend to use (e.g., marquees, briefing tents).

Include:

• Location
• Size
• Anchoring method
• Electrical supply (if any)

Why this matters: Structures must not block escape routes or create hazards.

9. Boat Compound Safety

Organisers should outline how they will manage rigging areas and pedestrian flow.

Why this matters: These are high‑risk areas with mixed movement and equipment.

10. Temporary Accommodation

If the event includes caravans, motorhomes, or tents, organisers should describe how spacing, access routes, and safety will be managed.

Why this matters: Temporary accommodation can create fire and access risks if not managed properly.

11. Severe Weather Procedures

Organisers should describe how they will monitor weather and respond to high winds, lightning, or unsafe sea states.

Why this matters: Weather is one of the most common causes of incidents and abandonment.

12. Incident & Accident Reporting

Organisers must ensure competitors, coaches, and volunteers know how to report incidents.

Why this matters: Accurate reporting supports post‑event review and continuous improvement.

13. Medical & Emergency Response

Organisers should confirm how medical incidents will be managed and how the ESO will be informed.

Why this matters: Clear medical pathways reduce delays and ensure correct landing points are used.

14. Landing Points & What3Words

Organisers should familiarise themselves with landing points and ensure safety boat crews know the correct locations.

Why this matters: Accurate location information speeds up emergency response.

15. Key Contacts

Organisers must provide contact details for their ESO, event organiser, and any key officials.

Why this matters: Quick access to contact information is essential during incidents.

Document Submission

Completed Event Safety Plans must be submitted to Plas Heli Operations before the event. This allows the Duty Manager and ESO to prepare volunteers, safety boats, and site arrangements.

Document Control

Version: Guidance Notes v1.1
Last Updated: 28 September 2026
Next Review: Annual or post‑major event