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Kiteboarding Australia Limited Event Sanctioning Policy

Date: 16 December 2015 Policy Number Version Date Approved Next review date 05 1.0 16 December 2015 16 December 2016

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CONTENTS

1. TITLE ....................................................................................................................... 3

2. POLICY STATEMENT ............................................................................................. 3

3. RATIONALE ............................................................................................................. 3

4. SCOPE .................................................................................................................... 3

5. OBJECTIVE ............................................................................................................. 3

6. POLICY DETAILS .................................................................................................... 3

7. ROLES AND RESPONSIBILITIES ........................................................................... 4

8. MONITORING, EVALUATION AND REVIEW .......................................................... 5

9. DEFINITIONS AND ABBREVIATIONS ..................................................................... 5

10. ASSOCIATED DOCUMENTS .................................................................................. 5

SCHEDULE 1 – EVENT PLAN FORM …………………………………………………………….6

SCHEDULE 2 – EVENT ORGANISER DECLARATION ………………………………………..10

ANNEXURE A – RISK MANAGEMENT TEMPLATE ……………………………………………12

REVISION RECORD

Date Version Revision description

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1. TITLE

This Policy is to be known as the Event Sanctioning Policy (Policy).

2. POLICY STATEMENT

KAL is committed to ensuring safe organisation and execution of events involving kiteboarding through the implementation of effective risk analysis and risk management. KAL is further committed to the professionalization of the organisation and execution of events involving kiteboarding such that participants across Australia can expect a consistently high level of event organisation.

Where the word shall is used, an event organiser must comply with the relevant condition of sanctioning. If the words may or should is used the relevant criteria is not mandatory.

3. RATIONALE

To set out minimum requirements for the Event Director on how to safely conduct an event which is specific to kiteboarding only. The aim is to ensure a safe event for the competitors, the officials, the public, and the organisers.

4. SCOPE

This Policy is applicable to all managers and staff (paid, voluntary, permanent or casual) of KAL and its member bodies and affiliated clubs or third party entities when managing an event sanctioned by KAL. This Policy shall be implemented taking into account the environment and prevailing conditions.

5. OBJECTIVE

Through the development of this Policy the objectives of KAL are to:

(a) adopt risk management guidance guidelines through a code of conduct for all mangers and

staff at events sanctioned by KAL;

(b) create a consistent approach across all events sanctioned by KAL;

(c) provide managers and staff at events sanctioned by KAL a framework to work within and a resource to refer to during the process of organising and executing events; and

(d) provide comfort to KAL insurers that sanctioning of event permissible under the existing insurance policy.

6. POLICY DETAILS

(a) Minimum documentation required

In order, to receive KAL endorsement for the Event, Event Director must submit:

(i) a completed Event Plan in the form set out in Schedule 1 of this Policy;

(ii) a signed copy of the Event Organiser Declaration in the form set out in Schedule 2 of this Policy including:

(A) a statement that the Event Organisers has followed the Risk Assessment Guidelines (found in annexure A) in completing a risk analysis of the event;

(B) a statement that all competitors will be members of Kiteboarding Australia and a system to verify membership is in place;

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(C) a statement that all competitors will sign an assumption of risk waiver both in their application to attend the event and when they register for that event at the event site;

(D) that the assumption of risk undertaken by competitors will be raised during the pre-start safety briefing which must occur on each day of the event; and

(iii) execution of a Host Agreement.

(b) Execution of Host Agreement

(i) KAL endorsement for the Event requires execution of a Host Agreement;

(ii) KAL will provide Event Director within 1 month of receiving acceptably completed documentation pursuant to clause 6(a) a Host Agreement to be executed;

(iii) KAL at its absolute discretion may waive the requirement to execute a Host Agreement. In the event that KAL exercises its discretion to waive the requirement to execute a Host Agreement, KAL will notify the Event Director within 2 weeks of receiving the documents required under clause 6(a).

(c) Competitors

(i) All competitors in the Event must be members of KAL.

(ii) All competitors must sign an assumption of risk waiver prior to competing in the event. That assumption of risk waiver must:

(A) limit the Event Organisers’ liability to the maximum extent possible in law; and

(B) set out that all competitors will follow all reasonable directions of the Event Director.

(d) Process for KAL to endorse the Event

(i) Assess the documentation requirements set out in 6(a) excluding the Host Agreement;

(ii) Obtain a signed copy of the Host Agreement from the Event Director;

(iii) If deemed appropriate, by the Director or the Administrative Assistant (where the appropriate delegations from the board have been made), sign a letter confirming KAL sanctioning of the event on the basis of the information provided by the Event Director along with:

(A) any branding materials as agreed upon in the Host Agreement;

(B) the Sponsorship Application forms;

(C) confirmation of Insurance (where required) in relation to the Event.

7. ROLES AND RESPONSIBILITIES

Party / Parties Roles and responsibilities

Event Director Nominated person responsible for the running of an event. This person acts as a point of contact for any authority (i.e. police, ambulance, state maritime authority, local council, surf rescue etc). It is recommended that the event manager has

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considerable kite surfing and event/regatta management experience to be able to discuss and explain issues with authorities.

Event organisers Any persons involved in the planning of the event and will assist with running the event on the day. The event organisers should be familiar with all aspects of the event and be familiar with this safety plan and execute the required management activities outlined within it.

First Aiders First aid volunteers should be suitably qualified (and at a minimum hold an Apply First Aid qualification) and have the necessary first aid equipment available to them. They can be the Event director, Event organisers or volunteers. The first aiders should be made known to all participants of the event and be nominated on the event briefing sheet in Schedule 1.

Volunteers Any one who wishes to help with the running of the event on the day. These people may not have an in depth knowledge of the event or kite surfing and would take direction from the Event director or Event organisers. It is important to note that all people involved in a ‘volunteer’ capacity will not be remunerated.

Participants All kite surfers involved in the event. All participants shall be KAL members and are required to prove their membership at Registration and wear their membership throughout the Event. Any non-members that arrive for the event shall be asked to join KAL on the day and provide proof of membership. All non members shall be advised to not take part in the kite event if they choose not to join KAL. All participants shall understand their kite surfing abilities and kite surf within their abilities on the day. All competitors must also undertake to follow any reasonable direction issued by the event organiser

8. MONITORING, EVALUATION AND REVIEW

This Policy will be reviewed annually and updated in line with any legislative changes that have material impact on the manner in which events are to be organised or risk management is to be dealt with.

9. DEFINITIONS AND ABBREVIATIONS

(a) In this Policy unless the context otherwise requires:

KAL means Kiteboarding Australia Limited

10. ASSOCIATED DOCUMENTS

Annexure A: Risk Management Template

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Schedule 1 – Event Plan

Event Plan

1 Event Title

2 Event Purpose

3 Proposed date(s)

4 Location

5 Host/Venue Information

Organising Authority

Address

Phone

Email

Website

Previous Experience Hosting Events (whether at the Venue or other location)

6 Main Contact Person

Name

Address

Phone

Mobile

Fax

Email

Skype

7 Format [Insert description of the general format of the Event:

Categories of competition;

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Number of heats/length/whether it is a round robin or a championship style event

Whether it is a teams event – and any requirements within that team

Start time] The Event will be run in accordance with the: (strike out the rules not relevant to the Event, rules available at http://internationalkiteboarding.org/):

International Kiteboarding Association Class Rules 2013

International Kiteboarding Association Formula Kite Class Rules 2015

International Kiteboarding Association Twin Tip Racing Class Rules 2013

International Kiteboarding Association Kitefoil Class Rules 2014

ISAF Racing Rules Of Sailing 2013 - 2016 Kiteboard Competition Rules

International Kiteboarding Association Formula Kite Fleetracing Championship Rules 2014

International Kiteboarding Association Championship Rules 2012 – Freestyle

International Kiteboarding Association Championship Rules 2013 – Course Racing

(Strike out if unnecessary) Although the Event will be run substantially in accordance with the above listed IKA rules, the Event Director has determined that the following changes will be necessary:

Explanation of the change to the relevant IKA Rule

Reason for Change

8 Administration & Infrastructure Details

Registration Process All competitor registrations will be via the Kiteboarding website, event organisers will be provided access to the competitor list. OR The Kiteboarding Australia website will not be used because [INSERT]. All competitor registrations will be via the [INSERT] website, event organisers will be provided access to the competitor list to ensure all competitors are Kiteboarding Australia members.

Entry Fee

Local Funding and

Sponsorship

Management Team

(Include all people

holding key positions

and details of relevant

experience)

Insurance & Affiliation

Finance

Event officials (include

Kiteboarding Australia

or State Association

Representative)

Scoring (explain any

non-compliance with

the IKA Rules)

Prize Money

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Social Events/Side

Events

Clothing or

Merchandise

Accommodation

Transportation

Car parking

Branding

Media

9 Shore Based Details

Site Plan

Launching / Landing

Sites (please note

whether these are

exclusion zones for

the general public and

if not an exclusion

zone, why it is not

necessary)

Judge Tower for

Freestyle and Wave

events

Timing facilities for

Speed Events (if

applicable)

Charter coach boat

Competitor equipment

storage

Toilet and showering

facilities

Catering

Medical services –

both at the site and

available locally

including ambulance

services

10 Water Based Details

Event Area (please note

whether these are

exclusion zones for the

general public and if not

an exclusion zone, why

it is not necessary)

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Race organisation boats

(all boats to be fitted

with prop guards)

Buoys and suitable

ground tackle for the

location and conditions

Safety boats and other

craft including:

number and

type of rescue

boats to be

available

details of

drivers’

experience and

licenses,

confirmation

that prop

guards are

fitted to all

boats

On water first aiders

Press boats (including

registration process)

11 Confirmation of contact with relevant SLSC/Sailing Club/City Council/state maritime authority

including relevant approvals (eg aquatic licence) if required

Entity Date of first contact and person contacted

Comments (including point of contact for Event day)

For larger events, Event Organiser should meet with water police and marine rescue to inform them of the event and potential risk areas. 12 Attachments

Ensure all additional relevant documents are attached with this application. These include but are not limited to:

(a) Official Notice of Race (or draft)

(b) Sponsorship proposals (if applicable) [Please seek assistance from KAL for any pro forma sponsorship proposals needed]

(c) Insurance documentation (if applicable)

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Schedule 2 – Event Organiser Declaration

Event Organiser Application and Declaration Form

I……………………………………………………[insert name] of ……………………………………………….

…………………………………………………………………..[insert address] (Event Organiser) on behalf

of …………………………………………………. [insert name of Event Organisation entity] (Organising

Authority) hereby apply for sanctioning of the ……………………………………………… [insert event

name] on ………… ……………………… [insert date of event] (Event) by Kiteboarding Australia Limited

(KAL). In so applying and in consideration of this application for membership being accepted I

acknowledge and agree that:

1. If accepted the Event will be sanctioned by KAL.

2. This document cannot be amended. If it is amended this application will be null and void and

cannot be accepted by KAL.

3. The KAL Constitution is a contract between the Event Organiser and KAL. Event Organiser

acknowledge and agree as follows:

a) that all competitors or participants of the Event are KAL Members and will sign an assumption

of risk waiver both at the time of entering the Event and when registering at the site that limits

the legal liability of the Event Organiser to the maximum extent possible in law;

b) that the Event Organiser will inform participants of the consequences of signing the assumption

of risk waiver at pre-start briefing occurring on each day of competition or on each day of the

event;

c) maintain risk management procedure in accordance with Risk Management Template found in

Annexure A of the KAL Event Guidelines;

d) at all times operate with the necessary state or national permits;

e) the Organising Authority will be bound by the KAL Constitution and any regulations and policies

made under it and that the KAL Constitution operates to create a single, uniform entity through

and by which the objects (as set out at clause 2 of the Constitution) (Objects) and kiteboarding

are to be conducted, encouraged, promoted, advanced and administered;

f) that it is bound by the KAL Constitution to ensure the maintenance and enhancement of

Kiteboarding, its standards, its quality and reputation for the benefit of the KAL members and

kiteboarding;

g) the KAL Constitution and all and any regulations and policies made under them are necessary

and reasonable for promoting KAL and kiteboarding;

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h) by submitting to the KAL Constitution and any and all regulations and policies made under them

the Affiliate School is subject to the jurisdiction of KAL;

i) it is incorporated or trading under a registered business name as a sole trader in its particular

State

j) it will act in the interests of Kiteboarding and its members;

k) it will not do or permit to be done any act or thing which might adversely affect or derogate from

the standards, quality and reputation of Kiteboarding, and its maintenance and enhancement;

l) it has (or will) adopt or otherwise it will operate in a manner consistent the Objects (in whole or

in such part as are applicable to that Organising Authority) and if applicable (i.e. where the

Organising Authority is incorporated) it will adopt clauses or rules which reflect, and which are,

to the extent permitted or required by the State Acts, generally, in conformity with the KAL

Constitution;

m) act in good faith and loyalty to ensure the maintenance and enhancement of Kiteboarding, its

standards, quality and reputation for the benefit of the Members and Kiteboarding; and

n) at all times act in the interests of the Members and Kiteboarding.

4. For the avoidance of doubt, the Organising Authority acknowledges and agrees to comply with the

Constitutions, By-Laws and policies of the International Kiteboarding Association Limited (IKA) and

the International Sailing Federation (ISAF), KAL if this application is accepted.

5. The Organising Authority acknowledges and agrees that any right to be covered by KAL insurance

is limited to the extent that they comply with the Event Plan as submitted to KAL.

6. The Organising Authority acknowledges that this application needs to be accepted by KAL and if its

application for membership is successful it will be entitled to all benefits, advantages, privileges and

services of sanctioning of the Event by KAL.

7. I, the undersigned for and on behalf of the Organising Authority acknowledge that I:

(a) am duly authorised for and on behalf of the Organising Authority to apply for sanctioning;

execute this Event Organiser application and declaration (Declaration); and give the

undertakings set out in this Declaration.

(b) are over the age of 18; and

(c) have read, understood, acknowledge and agree, for and on behalf of the Organising Authority,

to the above Declaration.

SIGNED BY EVENT ORGANISER ENDORSED BY KAL

Date: Date:

Signed:

Signed:

Name:

Name:

Position:

Position

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Annexure A – Risk Management Template

[INSERT ORGANISING AUTHORITY LOGO]

Risk Management Policy (TEMPLATE) Date: [insert date] [insert Organising Authority name] [insert Organising Authority address]

Kiteboarding Australia Limited Risk Management Policy (Template) i

TABLE OF CONTENTS

1. INTRODUCTION ...................................................................................................... 1

2. OBJECTIVES ........................................................................................................... 1

3. WHAT IS RISK MANAGEMENT? ............................................................................. 1

4. RISK RESPONSIBILITY ........................................................................................... 2

5. RISK MANAGEMENT PROCESS ............................................................................. 3 5.1 Risk Identification ........................................................................................ 3 5.2 Risk Categories ........................................................................................... 3 5.3 Risk Assessment ......................................................................................... 4 5.4 Risk Treatment or mitigation (action plan) ................................................... 6 5.5 Monitor and Review .................................................................................... 6 5.6 Communication ........................................................................................... 7

SCHEDULE 1 - RISK MANAGEMENT TABLE ...…………………………………...………….. 8 SCHEDULE 2 -LEGAL CONSIDERATIONS FOR AN EVENT - CHECKLIST OF ISSUES .. 9

Risk Management Policy ii

Kiteboarding Australia Limited Risk Management Policy (Template) 1

Risk Management Policy (TEMPLATE) 1. INTRODUCTION

[Insert event organising authority name] (Organising Authority) is responsible for the conduct of the [Insert Event name and date of event] (Event) in [insert location].

The directors and management of the Organising Authority recognise risk management as an integral component of good corporate governance and that it is fundamental to allow the Organising Authority to ensure a safe event for the competitors, the officials, the public, and the organisers.

Event organisers owe a duty of care to participants in their events and activities where there is a reasonably foreseeable risk of harm or injury to participants, members of the public and people involved in running the events, as a result of their actions. In exercising this duty of care, the law requires reasonable steps to be taken to reduce the likelihood of injury to participants, members of the public and people involved in running the events, as a result of those risks which are foreseeable.

Risks need to be managed in order to prevent the effects they can have. Risk management is a logical method of identifying, analysing, assessing, treating, mitigating, monitoring and communicating the risks that are associated with various activities, so that negative effects and losses can be eliminated or minimised to an acceptable level. Managing the risks associated with the Organising Authority and the Event will encourage more people to participate because the environment is safe.

The Organising Authority’s risk management policy provides the framework to manage the risks associated with its core activities, including the Event.

2. OBJECTIVES

The objectives of this Risk Management Policy (Policy) are to:

(a) to protect the Organising Authority in all areas of operation;

(b) to eliminate or minimise the incidence of injury to participants, officials and other persons;

(c) to provide a fun, healthy and safe sporting environment; and

(d) to minimise potential liability as a result of poor management.

3. WHAT IS RISK MANAGEMENT?

(a) Risk management is the process of systematically analysing risks that could potentially result in injury, death or damage to property and either eliminating or mitigating the risk to an acceptable level. This requires the development of a framework within which risks can be identified, analysed and steps be identified to either eliminate or mitigate risk to an acceptable level. Risk management is a tool by which persons involved in sport can seek to meet their duty of care and thus avoid incidents and injuries that might result in liability.

(b) Risks which can be covered by a risk management program include:

(i) Legal risks – losses and costs arising from legal actions for breach of a common law or statutory duty of care;

Risk Management Policy 2

(ii) Physical risks – injuries to participants and the public;

(iii) Financial risks – increased insurance premiums, costs associated with injuries for business reasons, loss of financial stability and asset value, replacement costs and earning capacity and increased external administrative costs;

(iv) Moral and ethical risks – loss of quality of participant experience and confidence, adverse publicity and damage to image or reputation.

4. RISK RESPONSIBILITY

(a) The directors or board of the Organising Authority is responsible for overseeing the establishment and implementation of risk management systems by the Organising Authority. The board is also responsible for reviewing the on-going effectiveness of these systems.

(b) The directors or board’s role in relation to risk includes:

(i) overseeing the creation, implementation and maintenance of the risk management system of the Organising Authority;

(ii) establishing a risk profile for the Organising Authority setting out both financial and non-financial material and/or strategic risks facing the Organising Authority;

(iii) reviewing the effectiveness of the Organising Authority’s implementation of its risk management systems on an on-going basis;

(iv) seeking to reach a common understanding with management (whether paid or volunteer) and auditors about key financial and regulatory risks and related controls including focusing on the “key” risks which are considered to be currently, or may in the future be, more significant or more likely to occur;

(v) analysing the effectiveness of the Organising Authority’s risk management activities and the effectiveness of their implementation;

(vi) developing an understanding of the overall business environment, laws and codes which are relevant to the Organising Authority and the programmes that the Organising Authority has in place to provide reasonable assurance of compliance;

(vii) reviewing the Organising Authority’s occupational health and safety policies and ensuring regular reporting to the Board on issues related to occupational health and safety;

(viii) reviewing insurance coverage and claims trends against identified risks;

(c) The role of management of the Organising Authority is to assess, monitor and manage the operational, financial reporting and compliance risks for the Organising Authority. Management is responsible for:

(i) implementation of the principles, actions and requirements under this Policy, including completing the Risk Management Table at Schedule 1(and using the matters raised in the Risk Management Checklist at Schedule 2 assist in this regard);


(ii) monitoring the Risk Management Table's implementation within the Organising Authority;

(iii) provision of the necessary tools and resources to identify and manage risks;

(iv) review of risks on an annual basis (or earlier in the case of a material change impacting a particular risk and at a minimum between each event that the Organising Authority is responsible for), including identification of new risks, changes to existing risks and retirement of previously identified risks (through a formal decision making process);

(v) regular reporting of the status of risks to the Board;

(vi) appraisal of actions taken to manage risk and correction of inappropriate performance;

(vii) internal compliance and control systems for the implementation of the risk management plan;

(viii) consideration of non-financial audits; and

(ix) compliance with regulatory requirements and best practice.

5. RISK MANAGEMENT PROCESS

Having considered the matters set out at items 5.1 to 5.6 of this Policy, the Organising Authority should develop a risk management plan by completing the Risk Management Table at Schedule 1(and using the matters raised in the Risk Management Checklist at Schedule 2 to assist in this task).

5.1 Risk Identification

(a) The first step in the risk management program is to identify what risks exist (or may exist in the future). It is important that people who will be involved in all levels of the Event are involved in identifying risk areas. There is no substitute for actual practical experience in working out why accidents may occur, or what presents a potential problem.

(b) There are a number of things that must be considered in identifying risks:

(i) The type of activities conducted;

(ii) Injury history (including type of injury and cause);

(iii) How operational procedures are conducted, and whether there have been any previous problems.

5.2 Risk Categories

The following are some example risk categories to consider:

(a) Administration / Relations

For example: personnel (i.e. loss of staff); damage to office (i.e. loss of vital documents); information management (i.e. loss of information); legal; health; safety; insurance; death; compensation; privacy; and intellectual property protection /ambush marketing.


(b) Finance

For example: membership income (if relevant), government; participants; and sponsorships.

(c) Communications / Public Relations

For example: dealing with the media; spokesperson; and action plans re: response.

(d) Event

For example: ensuring venue is safe to conduct event, are appropriate licences in place etc.

See Schedule 2 to this Policy for a comprehensive (not exhaustive) checklist of matters to consider from a risk management perspective and which may inform the risks to be identified in the Risk Management Table at Schedule 1.

5.3 Risk Assessment

Having identified the risks involved in the Organising Authority's activities we need to assess them in terms of their likelihood to occur and the seriousness of the consequences arising from their occurrence.

Each identified risk must be rated. These ratings describe:

the likelihood of the risk occurring (likelihood); and

the loss or damage impact if the risk occurred (severity);

the priority, or degree of urgency required to address the risk.

In order to systematically assess the risks identified in the first stage of the process, we apply the risk rating scales set out below in Tables 1 – 3. The risk rating scales will allow you to rate identified risks and then identify risk management priorities.

(a) Likelihood

The likelihood is related to the potential for a risk to occur over an evaluation cycle.

Table 1: Likelihood Scale:

Rating LIKELIHOOD

The potential for problems to occur in a year

A ALMOST CERTAIN: Will probably occur, could occur several times per year

B LIKELY: High probability, likely to arise once per year

C POSSIBLE: Reasonable likelihood that it may arise over a five-year period

D UNLIKELY: Plausible, could occur over a five to ten year period

E RARE: Very unlikely but not impossible, unlikely over a ten year period

(b) Severity


The severity of a risk refers to the degree of loss or damage which may result from its’ occurrence.

Table 2: Severity Scale:

Rating POTENTIAL IMPACT

In terms of the objectives of the organisation

A CATASTROPHIC: Most objectives may not be achieved, or several severely affected

B MAJOR: Most objectives threatened, or one severely affected

C MODERATE: Some objectives affected, considerable effort to rectify

D MINOR: Easily remedied, with some effort the objectives can be achieved

E NEGLIGIBLE: Very small impact, rectified by normal processes

Having assessed each risk in terms of its likelihood and severity we are in a position to prioritise the risks to assist in the decision making of what action is warranted to manage the risks (where possible).

(c) Risk Priority

The risk priority scale determines the nature of the risk and the action required. They are indicators to assist in the decision making of what action is warranted for the risks.

Table 3: Risk Priority Scale

IMPACT

A

B

C

D

E

A

Extreme

(1)

Extreme

(1)

Major

(2)

Major

(2)

Medium

(3)

B

Extreme

(1)

Extreme

(1)

Major

(2)

Medium

(3)

Minor

(4)

(i) C

Extreme

(1)

Major

(2)

Major

(2)

Medium

(3)

Minor

(4)

D

Major

(2)

Major

(2)

Medium

(3)

Minor

(4)

Minor

(4)

E

Medium

(3)

Medium

(3)

Minor

(4)

Minor

(4)

Minor

(4)

Key:

L I K E L I H O O D


1 Extreme risks that are likely to arise and have potentially serious consequences requiring urgent attention such as multiple deaths, serious injuries or incidences of significant property damage

2 Major risks that are likely to arise and have potentially serious consequences requiring urgent attention or investigation such as a death or serious injury or an incident of significant property damage

3 Medium risks that are likely to arise or have serious consequences requiring attention such as an injury or incidence of minor property damage

4 Minor risks and low consequences that maybe managed by routine procedures

5 Use this to note a risk that does not apply to your organisation

Once a risk priority has been determined the Organising Authority can consider the level of risk treatment and action required for each risk.

5.4 Risk Treatment or mitigation (action plan)

(a) This stage is all about identifying and testing strategies to manage the risks which have been identified and subsequently evaluated as posing a real risk to the Organising Authority and / or the participants. Ideally personnel will work together to brainstorm a variety of treatment strategies and then consider each strategy in terms of its effectiveness and implementation. This will necessarily involve some “reality testing” of risk treatment strategies as personnel determine what reasonable steps they may take to reduce the impact of the risk arising.

(b) This stage is best approached by applying a hierarchy of controls to bring the risk back to an acceptable level;

- Eliminate – ie remove the activity

- Substitute – use another approach that has an acceptable risk

- Engineering controls – isolate people from the risk

- Administration – such as documented procedures, warning signs, training etc

- Personal Protective Equipment – Least Effective Control

(c) If the risk has been assessed and the risk has rated highly you will need to carefully consider necessary policies, procedures and strategies to treat the risk. These will include what is needed to treat the risk, who has the responsibility and what is the timeframe for risk management. These elements will comprise your action plan. If you already have a strategy in place to address or manage an identified risk, insert details of that strategy in the space provided. If not, you will have to devise a strategy.

5.5 Monitor and Review

(a) It is very important that the Organising Authority review the risk management plan annually (or earlier in the case of a material change impacting a particular risk and at a minimum between each event that the Organising Authority is responsible for). The risk management plan should be a fluid document which is regularly updated to take account of changes.


(b) The keeping of records, and the continued evaluation of the risk management plan in the light of such records is crucial. Your risk management procedures should include the documentation of any accidents, as well as information on the effectiveness of the risk management plan. Statistics on continuing injuries or accident occurrences should be used to determine whether there are specific activities that require either increased precautions or supervision.

(c) Your risk management plan cannot remain static. Risks can change according to changes in the law, development of safe practices and techniques, and developing technology. Constant evaluation and updating must be done to take account of developing trends and the Organising Authority’s own experience.

5.6 Communication

(a) It is essential that all the Organising Authority's personnel and participants are aware of the risk management program and are consulted in its development, implementation and evaluation.

PLEASE NOTE this Resource is a guide. The risks which have been included under the respective Risk Categories in the following Risk Management tables are identified as a starting point. There will be circumstances where risks which are particular to your role may not have been addressed. Space has been provided for you to identify and address these.

Kiteboarding Australia Risk Management Policy – Template Page 8

SCHEDULE 1 RISK MANAGEMENT TABLE

Risk Identification

Likelihood

Severity

Risk Rating

Treatment

Mitigated Risk Level

Resources

Responsible Person

Time-frame

Administration / Relations

Eg: the council does not give us a permit

Kiteboarding Australia - Risk Management Policy - Template Page 9

RISK MANAGEMENT TABLE

Risk Identification

Likelihood

Severity

Risk Rating

Treatment


Resources

Responsible Person

Time-frame

Finance

Eg: We do not get enough registration fees to cover the cost of the event


RISK MANAGEMENT TABLE

Risk Identification

Likelihood

Severity

Risk Rating

Treatment


Resources

Responsible Person

Time-frame

Communication / Public Relations

Eg: Our facebook page is used for an improper purpose

Eg. The public feel like we have taken over their beach


RISK MANAGEMENT TABL

Risk Identification

Likelihood

Severity

Risk Rating

Treatment


Resources

Responsible Person

Time-frame

Event

Eg. Competitors crash into each other

Kiteboarding Australia Risk Management Policy – Template Page 12

SCHEDULE 2

LEGAL CONSIDERATIONS FOR AN EVENT - CHECKLIST OF ISSUES

PLANNING THE EVENT

Relationship with Government(s)

Support from critical ministers/bureaucrats/local councils and

government agencies – eg maritime

Establish good relationships

Diplomatic barriers

Issues of funding/impost relief

Government owned facilities?

Relationship with International Authorities

Compliance with international standards/rules/regulations

Establish and maintain contacts/liaison

Vehicle for Event

Current legal structure of Organising Authority

Determine appropriate legal vehicle for event:

Company

Incorporated Association

Other

Regard must be had to variety of aspects, including:

Current structure

Role of vehicle

Limitation of liability

Kiteboarding Australia - Risk Management Policy – Template Page 13

Taxation/Stamp Duty implications

Costs of establishing vehicle

Structure (Inter-relationship of entities)

Current legal structure of Organising Authority

Proposed structure complimentary to current structure

Determine appropriate legal structure of relevant entities:

Current Organising Authority

International/national entities

Only one entity required?

Stamp Duty implications

Taxation implications

Relative costs of putting structure in place

Compliance with Legislation, Regulations, By-Laws, Orders,

Notices

Local Government Act

Occupational Health and Safety Act

Local Council By-Laws

Planning and other Permits

Liquor Licensing

Workcare/Workcover/Superannuation compliance and other Industrial

Relations matters such as applicable awards and agreements

Occupier’s Liability legislation

Equal Opportunity legislation


Drug Testing legislation eg. Victoria

Use of roads/parks/open spaces

Parking

Entry/exit from country eg. Visa requirements

Hawkers/peddlers permits

Special legislation eg. Grand Prix

Contractual Arrangements

Sponsorship agreements. Is there a sponsorship policy in place?

Marketing/Advertising agreements

Marketing in-house and external

Ambush marketing (defences)

Key Personnel Employment agreements ie. CEO

Television and other broadcasting arrangements

Accommodation and travel

Venue Lease/License agreements

Construction agreement (if appropriate)

Venue Joint Use agreements

Other Employee agreements

Tenders for appropriate services eg.

Catering requirements

First aid and medical needs

Pre-competition training facilities/rostering

Security


Equipment

Ticketing agency

Other: ________________

Protection of Intellectual Property

Does the Organising Authority have a logo/mark(s) that will be used?

Necessary to obtain licence from national or international body to use

any particular intellectual property?

Devise and protect logo/mark

Licensing of intellectual property

Enforcement of intellectual property rights

Ambush marketing (defences)

Copyright on event programs and other publications

Television implications (ensuring appropriate exposure)

Trade Practices Compliance

Supply of goods and services

Conduct not “misleading or deceptive”

Insurance (section 47 TPA)

Exclusivity arrangements

Venue/Facilities

Contractual Arrangements

Assessment of suitability for needs

Compliance with Australian Standards, where applicable, and Safety


Codes

Compliance with international/national standards

Maintenance, inspection and repair requirements

Emergency and first aid requirements, access and egress

Signage, safety barriers

Adequate lighting/ventilation etc.

Disabled access/facilities

Adequate public conveniences

Security

Parking and or Public Transport

Equipment

Contractual arrangements (if any)

Compliance with Australian Standards, where applicable, and safety

codes

Compliance with international/national standards

Installation, maintenance, inspection and repair requirements

Provision for safe use of equipment (instructional requirements)

Television (location of cameras etc)

Personnel

Selection of qualified and suitable personnel

Training of Managers/Supervisors

Appointment of responsible officers


Training of staff and volunteers in:

Inspection

Reporting

Responsibilities

Dealing with competitors and public

Agents

Consultants

In-House Risk Management Procedures

Risk Management Policies

Professional guidance on insurance requirements!!

Ensure adequate cover for public liability, professional liability, directors

and officers liability, athlete injury protection, foul weather insurance,

volunteers

Draft and put in place all relevant documentation eg. entry forms

Ensure indemnities/disclaimers included in appropriate documentation

Emergency Procedures (evacuation)

Signage

Should warn of risks - care with scope of information provided

Town planning and local government requirements

Compliance with standards (if any)

Use of pictograms/multilingual signs, not just English

Placement and maintenance

Sponsors’ signage


Information Management

Ensure adequate storage and processing systems in place

Analysis of relevant records

Facilities to speedily distribute information

Any special software developed or used for the event (requires

licensing or protection)

Other Matters

Organising the event program

Media facilities

Communications, timing and other electronic facilities

Dealing with the media -pre-event publicity

Dealing with the competitors/officials

Crowd control contingencies

Ticketing

Sports medicine physicians available/rostered/on call

Emergency services aware, present and/or on standby

Complaints handling procedures

DURING THE EVENT

Facility/Equipment Maintenance and Inspection

Maintenance to minimum acceptable standards

Regular inspections and preventative maintenance

Maintenance as required, and reporting.


The Events

Event Plan

Ensuring “low risk” participation in event - general risk management

Risk management planning

On water risk management

Land based risk management

Attending to the variety of athlete/official needs, as required

Appropriate number of qualified or accredited officials for number of

competitors and events

Ensuring event information readily available to official, competitors and

coaches

Emergency/Hazard/Accident Reporting and Action

System of reporting and recording emergencies/hazards devised and

ready to use (perhaps in liaison with insurer)

Emergency response procedures, including eg.

First aid

Evacuation

On water safety

Land safety

Procedure for monitoring action and outcomes

Incident Investigation (Generally)

Allocation of responsibility to official/s

Reporting and recording procedure

Exercise of discretion in accordance with appropriate


policies/guidelines

Incident Investigation (Athletics Judiciary)

Appointment of appropriate Tribunal to hear complaints

Reporting and recording process for complaints

Hearing and determination by (unbiased) tribunal

Any appeal procedure?

Drug testing protocol (specifically)

Compliance with international/national procedures

Dealing with the Media

Designated spokesperson

Use prepared statements, if controversial

Care regarding defamation

Security

Crowd control

Restriction of alcohol to specified areas

Checking contents of bags necessary?

Announcements

Indemnity Documents/Forms

Preparation of specific documents, as required

Tickets contain disclaimers


POST EVENT

Payment of employees

Payment of employees

Attention to taxation issues

Prepare appropriate financial and information reports

Debrief appropriate officials/bureaucrats/others

Post event publicity

Finalise all outstanding matters

Attend to winding up of event vehicle, if appropriate

Reporting to Committee and NSO

Retain all intellectual property rights

Post event broadcasting and video licensing

Reconciliation of government funds

NOTE: This checklist is comprehensive, but is not exhaustive.