PADDLENSW INC.

Event Management Planner

Event management planner

This document should be used by the Event Organiser to ensure that all aspects of the planned event are addressed, all relevant applications are processed within the necessary timeframe and that persons responsible for the various aspects of the event have accepted that responsibility, acknowledged acceptance and confirmed the completion of their task.

Preparation prior to the event

Action	Timeframe	Action	RESPONSIBLE Party	Date Completed
12 weeks out	Confirm Event Committee members and elect an Event Organiser (PROFORMA - DOCUMENT B)
Check availability and secure a venue
10 weeks out	Design an event logo / create brand name
Design and map the course
Describe the event, including craft class and ages
Source potential sponsors for the event
Draft a Risk Assessment (SAMPLE - DOCUMENT C)

Action	Timeframe	Action	RESPONSIBLE Party	Date Completed
10 weeks out	Secure the event officials: First Aid personnel, etc (PROFORMA - DOCUMENT D)
Organise and book catering (expected at any major event)
Determine total power required and book generator, if necessary
Apply for permits and licences: local council – national parks & wildlife – private access – NSW Maritime Aquatic Licence (Refer DOCUMENT E and DOWNLOAD DOCUMENT F – Locate form under Miscellaneous Forms in the Recreational Boating Forms tab)
Design an Event Advertising programme
9 weeks out	Determine insurance requirements: public liability, membership, personal accident
Secure safety craft and drivers for the event
8 weeks out	Create an Event Registration Form including T&C’s/Waiver details (SAMPLE – DOCUMENT G)
Compile Event Briefing Notes (SAMPLE – DOCUMENT H)
Complete the Paddling Australia Events Sanctioning Application Form (DOCUMENT I) and submit with substantiating documentation to the PaddleNSW Office – admin@paddlensw.org.au
Create an event flyer to advertise on the PaddleNSW website and locally, including sponsors (design and distribute material)

Action	Timeframe	Action	RESPONSIBLE Party	Date Completed
8 weeks out	Ensure receipt of official sanctioning documentation - formal PaddleNSW acceptance sanctioning letter, a Public Liability Insurance (PLI) Certificate of Currency, and a Paddling Australia Event Sanctioned logo issued by Australian Canoeing where they may be sanctioning the event.
6 weeks out	Determine the prize pool and composition (merchandise, medals, certificates, etc)
Book public address equipment (optional)
Book portable toilets, if applicable
Compile a list of volunteers (PROFORMA - DOCUMENT J)
Source communications equipment and book handsets, if necessary
4 weeks out	Check and service all race equipment (buoys, racing numbers, etc)
Check receipt of Aquatic Licence
2 weeks out	Print course maps and risk factors for distribution
Re-confirm suppliers
Conduct a Committee meeting to reconfirm volunteers/officials
Check final list of phone numbers for all event officials
Print laminated warning signs for access points to the course
Conduct a physical check of the course at same event time and tide
1 week out	Check the availability of all keys required for access to venue and facilities
Create signage for registration area, start and finish areas, parking, etc and print laminated list of the contact details of all officials
Collect prizes and trophies
3 days out	Check the weather forecast and river levels
Check the Event Management Planner to ensure all action points have been completed
Assemble Registration Packs
Finalise and print Event Briefing notes
1 day out	Collect all equipment for the event and erect and secure parking signs, where necessary

Preparation for the day of the event

Action	on the day	RESPONSIBle party
Check that all volunteers and officials are available for duty (phone check)
Obtain a current weather forecast, including possible boating alerts
Event Organiser to conduct a full briefing with the officials and volunteers
Unlock / mark out the event site, including registration area, start and finish areas, parking, etc
Set the course including the marking of obstacles
Welcome participants to the event and issue/repeat the information on where the facilities are located
Process paddler registrations
Conduct a participant Event Briefing
Advise all other persons/boaters on the course of the nature of the event
Conduct the event according to the Event Management Planner and Aquatic Licence conditions
Ensure that every participant is accounted for at the conclusion of the event (liaise with safety boats)
Remove all course markings (including cyalumes if it is a night event)
Pay relevant personnel/organisations, if possible
Compile a results document for relevant publishing/web posting
Ensure the venue is left clean and tidy
Reconcile accounts for the event. Issue a statement to stakeholders

Post Event

Event Organiser to complete the Paddling Australia Event - Post Event Report and Post Event Acquittal within 21 days of the completion of the event (DOCUMENT G)

Reference Notes to the Event Planner

CONFIRM EVENT COMMITTEE MEMBERS AND ELECT AN EVENT ORGANISER

(Refer Proforma – DOCUMENT B)

PaddleNSW provides insurance for club officials who are responsible for the conduct of events. This requires a degree of care and responsibility on the part of the chosen person.

An Event Organiser should be someone with experience in conducting similar events, and a suitably qualified person (having ideally completed the Department of Sport and Recreation Official’s course) with appropriate personnel management skills.

A Committee will usually nominate an Event Organiser, and this person must be willing to be named on the NSW Aquatic Licence.

The Event Organiser must use this Event Management Planner, and show evidence by signature, that all relevant points have been firstly delegated, and secondly completed by the delegated person.

The Event Committee should contain both experienced and newer members. The experienced members who have been involved in the conduct of previous events can foresee problems before they happen, and add their suggestions for improvements to the event. Newer volunteers provide a refreshing new outlook to the expectations and planning for the event, often injecting new enthusiasm into a staid committee. If the event and committee are new, every effort should be made to enlist the assistance of experienced people from other organisations for advice.

The Event Committee will comprise of:

Chief Official

Technical Director

Safety Officer

Competition Secretary

With sub-committees chaired by these persons as deemed necessary.

check AVAILABILITY AND SECURE A VENUE

Where a course is within the confines of a commercial or statutory facility, the booking procedure is relatively simple, however the bookings usually have to be made well before the nominated date. This is because these venues attract many different users due to their more suitable facilities. Often, a deposit will have to be paid to confirm the booking. Check with the venue.

Where a venue is part of a public waterway or reserve, every effort should be made to determine whether other events are likely to interfere with the running of your event. Apply to the relevant authority as soon as possible.

DESIGN AN EVENT LOGO / CREATE BRAND NAME

An event logo should be simple, eye catching, and depicts the event clearly. Complicated and “busy” logos are not very effective. Creating brand awareness is essential in establishing a place in the paddling community and an identity where you can send a simple message through all communications.

DESIGN and MAP THE COURSE

The course for the event must conform to the expectations of competitors and organisers alike. The rules for the conduct of the event will determine the layout of the course, and there are many factors, which will determine exactly where the course should run. These include:

Is the proposed course free of obstructions, both above and below the surface of the water?

Will the course be unduly affected by tidal influences on the day in question?

Is there sufficient room on the course for competitors to safely turn their craft? (e.g., a racing K4 needs around 50m minimum)

Is the course as simple to navigate as possible, with as few marker buoys as possible?

Is the course accessible for large numbers of craft to enter the water at the same time?

Is the start and finish of the course clearly visible from the water and from the official’s position?

Is there adequate access to all parts of the course for emergency vehicles and personnel?

Is there adequate area off the water for marshalling, general competitor preparation, launching and finish?

The course should be checked for length with a GPS if required, both during planning and when setting up on the day

The start/finish should be checked to run perpendicular to the course over its width. Two sets of markers (or a movement of one marker) may be required if the start is at a different angle to the finish.

DESCRIBE THE EVENT, INCLUDING CRAFT CLASS AND AGES

There are many examples of event descriptions available from event websites. Use these as examples, but ensure that you provide the following essential information:

Title of the event (including naming rights sponsors, if any)

Organisers (club, association, etc)

Date of event (including any qualifying / event briefing days)

Description of event (racing / participation classes, age groups, distances)

Cost of entering

Course map (google map, etc) with actual course indicated, including turns, start / finish, placement of boys

Directions on how to get to the course

Any parking restrictions applicable at the event

What catering is being provided

Any other associated activities of interest to entrants and supporters

How to enter (website address, etc)

source potential sponsors for the event

The success of the event can often rest on the prize money on offer, something most events cannot source from entry fees alone. Every effort should be made to source sponsorship from local businesses, organisations or larger sport associated groups.

It is essential that, should the event be part of a series which has naming rights associated with it, that that named sponsor be honoured in all advertising, and no conflict of interest occurs between local sponsors and series sponsors. Any sponsorship deal should be accompanied by a written agreement setting out the terms applying to both parties.

draft a risk assessment

(Refer Sample – Document C)

secure the event officials

(Refer Proforma – Document D)

Qualified first aid personnel are essential at any competitive event. While independent first aid officers such as St Johns Ambulance are desirable, it is often beyond the budget of the event to hire specialised first aid. A suitable alternative is a dedicated fist aid officer who has minimum level 1, and preferably level 2 first aid qualifications, together with the relevant kit. A ratio of one officer per hundred competitors is suggested. In all cases, it is essential that rapid contact with ambulance or emergency services is available.

Events are often held in areas of poor mobile phone coverage, so alternative contact methods must be in place.

ORGANISE and BOOK CATERING

Catering for hungry paddlers and supporters has many benefits:

It provides required nourishment after physical activity

It provides a means of adding value to the event with extra income if provided by organisers

It supports local community organisations who use this service for fundraising (e.g., volunteer coastal patrol)

Community clubs often need plenty of notice to ensure availability of their service. A supply of electricity and water is often necessary as well.

DETERMINE TOTAL POWER REQUIRED and book generator

Following on from item 9, a reliable supply of power is often required for many of the systems used for events. Here is an indication of what you may require:

1 x electric urn: 2400w = 10 Amps

1 x public address system: up to 600w = 2.5 amps

Computer systems and printers: around 240w = 1 amp

A standard power outlet will supply 16 amps if no other equipment is connected. If you connect an electric kettle (10 Amps) to this supply you will probably trip the protection circuit breaker, and lose all power.

Things to note are:

Add up the total load on your available power supply and make sure you do not overload it.

The maximum distance you can safely run power is 50m before you will suffer voltage loss that could damage sensitive equipment.

Use one long, heavy-duty power cable rather than a few shorter ones joined together, to avoid risk to the public.

Run power cables in the safest manner, away from pedestrian traffic. Minimise all trip hazards by taping down or covering cables with mats.

If you need a generator, add up the total load you will have and hire a generator with 1.5 times the expected load. Book the generator well in advance to ensure availability. Hire a fully silenced generator as noisy ones can detract from the event.

If PaddleNSW is a partner in the event, (such as a Marathon 9 series or “State Championship” event), there will be an acknowledged share of responsibilities between the relevant PaddleNSW Paddlesports Committee and the event organiser. The resources of PaddleNSW will be provided depending on the arrangements and requirements. Such things as timing equipment, public address systems, safety boats, generators, medals and event registration services can to be provided by PaddleNSW. Early notice is necessary to ensure availability.

APPLY FOR PERMITS

[Refer to Document E – Advice for Licence Applicants and Permits, and Document F - NSW Maritime Aquatic Licence Download]

Apply for an Aquatic Licence through Maritime if the event requires exclusive water rights. A condition of the waterways licence is to verify permission to use the land adjoining the waterway where the event will be held.

Late applications may have a surcharge applied.

design an event advertising programme

An event will not be successful if no-one knows about it. Series events have the advantage of continuity. One-off events require much more publicity skill. In addition to the PaddleNSW website, all available methods should be used to publicise the event, including:

Club or event website

Leaflets in retail outlets and at other events

Local media (newspapers, TV, radio) - look for something that will make the event unique, and therefore, interesting

Banners

“What’s on” event listings

Major sponsor publicity partnerships

Determine insurance requirements

You will need to be issued with a Public Liability Insurance (PLI) Certificate if you are running your event under PaddleNSW sanctioning. Interested parties may be included on the certificate e.g., local council, NSW Parks & Wildlife, NSW Maritime. Every participant must be insured via PaddleNSW membership - either full membership or single event membership. Non-members have not acknowledged the terms and conditions affecting PaddleNSW’ sanctioning of your event, so they cannot take part. This includes ‘trialist’ paddlers.

secure safety craft and drivers

Safety craft are required for all competitive open water events, no matter whether they are 100km or 200m sprints. Closed course events such as canoe polo, wildwater and slalom have their own special safety procedures. In general, each safety boat should have visual contact with the next boat or the start/finish area. Safety boats must be driven by licenced drivers. Please pay particular attention to the requirements for no wash and speed limits on the course. Boat drivers must wear high-visibility clothing indicating their role to other craft. A 5km lap course must have a minimum of 2 safety boats, stationed at each end of the course. Particular attention must be paid to the safety of paddlers when in the proximity of propellers - prop guards are preferred where possible. Engines must be turned off where possible when affecting a rescue - oars and paddles should be used instead.

create an entry form (REGISTRATION, T&CS AND WAIVER DETAILS)

(Refer Sample – Document G)

Your entry form should contain all the information required for entry, including indication of classes, length of courses, location of start and finish, times for registration, scrutineering, the conduct of the event, and what other activities are important for paddlers to be made aware of and acknowledge. There should be a place for indicating the PaddleNSW member number, and you will need to include a place for participants to acknowledge the particular terms and conditions relating to your event. PaddleNSW can assist with the design and setting up of an on-line registration process, which will take a lot of the time consuming work out of paddler registrations. Email webmaster@paddleNSW.org.au. Have a look at any of the other on-line registrations for upcoming events to see what your event registration could look like.

COMPILE EVENT BRIEFING NOTES

(Refer Sample – Document H)

There should be two briefings:

An officials briefing, consisting of introducing all key officials, description of their roles, event management processes, event safety strategy, event conduct and timing schedules. This is often more involved than the competitor briefing, and is best performed as early as possible, often the day or several hours before the event.

A competitor briefing, consisting of indicating to competitors the processes involved in the actual competition, description of the course, event rules and protest procedures. The sample supplied - Document H should be modified to suit the conditions at your event. The competitor briefing should be held no closer than 30 minutes from the start so that competitors have time to properly warm up before their event.

complete the paddling australia events sanctioning application form

(Refer Application Form - Document i)

CREATE AN EVENT FLYER and advertise

Your event advertising programme should already have been designed, so now is the time to start getting the word out. Contact the local media and make sure you include the sponsor’s name, if they have naming rights to the event. Happy sponsors give generously! Local media are often looking for local content of interest, so create some interesting angles for your event to gain extra and maximum publicity.

ensure RECEIPT OF official sanctioning documentation

After your initial documentation has been submitted to PaddleNSW and reviewed, you will receive a Certificate Of Currency (stating any interested parties), an official letter sanctioning your event and release of the Paddling Australia sanctioned logo, if applicable.

DETERMINE PRIZE POOL

The prize pool will be dependent on several factors, including:

Available sponsorship prizes

Additional funds from event registrations

Cost and number of medals/trophies etc, if any

BOOK PUBLIC ADDRESS EQUIPMENT

Communications is a major key to the success of an event. All too often a huge amount of work is put into an event, only for the participants and spectators to be left wondering what is happening. A public address system of good quality and coverage is required to inform the participants during the competitor briefing, as well as provide information generally during the event. An enthusiastic commentary can create more interest in the event, more sales for the caterers and better adherence to event timing (starts, etc). The public address system should project over the whole competitor assembly area evenly, and then if possible be able to face the water for on-water marshalling / starting, etc. A wireless handheld microphone will be very useful.

BOOK PORTABLE TOILETS

Events are often held in areas where facilities are lacking. If there are no toilet facilities, you will need to consider hiring portable toilets, at a ratio of 1 per 100 persons. If drinking water is not available, this must also be provided. If there are no toilets available, National Parks will specify that they are to be provided, however some councils are not so rigorous. If toilets are available, access and condition / supplies of paper will need to be checked. No-one wants to be chasing the key on the day!

COMPILE A LIST OF VOLUNTEERS

(Refer Proforma – Document J]

You should by now have a list of all positions to be filled by volunteers. Where possible, allocate volunteers to the positions they are most suitable for. Volunteers are the heart of any competitive event run by an association. They need to be treated with gratitude, and made to feel like they are an integral part of the success of the event. They should be thanked at the presentations by the Organising Committee, and given access to food and drinks. Event clothing is another way of adding value to their participation, as well as indicating their role to competitors. Where possible, source two volunteers for the one location, so company is provided in what could be a long, lonely day. This will enable each in turn to have a break.

source communications equipment and book handsets

Communications systems are essential for safety and efficient conduct of your event. Each key official should be within reach of communications equipment. While mobile phones are useful, they are clumsy to use, affected by wind, and not always within mobile phone coverage. The preferred option is UHF handsets, available in open and trunked varieties. For total security, hire a trunked system that will not suffer interference from other users, and once a frequency has been selected, lock the channel to ensure communications will not be comprised. Test all handsets together before issuing them. The minimum required is one handset per safety boat and one with the chief official. Others can be used for distant officials, such as turn umpires, starters, first aid, etc. Book them early to ensure availability.

check and service all race equipment

Race equipment is often stored for up to a year between events. A physical check of their condition, and even their existence, is required prior to the event. Check that your marker buoys float and that they do not require a fresh coat of paint, that their lines are still in good condition, and you have a suitable means of getting them to the event. Racing numbers are often mounted in holders fixed to the boat with suction caps, double-sided tape or screws. Check supplies of these items. Check your signage and all other equipment needed; and make sure you have spares.

ensure receipt of aquatic licence

Give yourself enough time to follow-up in the event there is an issue with the application. Take note of any special conditions imposed on the organisation of the event. If you have not heard from your Maritime Office within a reasonable time frame, contact them and ask if they are in receipt of the application in the first instance.

print course maps and risk factors for distribution

The course map should have been created and included with the Aquatic Licence application. Enough copies should be printed for the Committee and any other individuals pertinent to the involvement of the event. A brief summary of risk factors should be distributed to each competitor at the time of registration, in addition to outlining those risks at the competitor briefing.

re-confirm suppliers

Your suppliers (equipment and services) should be confirmed two weeks prior to the event to give yourself enough time to source alternatives should there be a problem, and to advise that you are still expecting them on the day.

confirm all officials and volunteers

A full committee meeting is useful to ensure that all persons involved with the event are confirmed, and that there are no double-ups of volunteers. The list of tasks, and the persons allocated to those tasks should be cross-checked with all officials present.

check final list of phone numbers for all event officials

The contact details of officials should be compiled close to the event date so that any changes are accounted for. Phone numbers and email addresses can change unexpectedly, and as these will be added to a laminated list, they need to be correct on the day of the event.

print laminated warning signs for access points to the course

NSW Waterways will often place a requirement on organisers to affix laminated signs at all access points to the waterway within the course, alerting other users of your event. It is courteous to let other waterway users know what is happening, and the times when their activity is being restricted. Most events do not have sole use of the waterway, and so must co-exist with powered / sailing vessels, etc.

conduct a physical check of the course at same event time and tide

The course should be checked for safety and obstructions, such as logs and sandbanks, in conditions mirroring those of the event. It is no good doing a course reconnaissance at high tide, if the event is held at low tide and snags are exposed. Likewise, overhanging trees that do not pose a problem at low tide can create a hazard at high tide. If there are safety hazards caused by directly paddling into the sun, adequate warnings can be issued to wear a cap, etc.

check availability of all keys required for access to event venue and facilities

Venue managers such as National Parks or Councils may have your venue locked without your knowledge. Check with both to ensure you have access on the day. Collect the keys prior to event day, if necessary.

create signage

Create signage for registration area, start and finish areas, parking, etc and print laminated list of the contact details of all officials.

collect prizes/troPhies for event

A simple task, yet easily forgotten. Who has that perpetual trophy from last year? Where did we have to collect the medals from?

CHECK WEATHER FORECAST AND RIVER LEVELS

If there has been no change in usual weather patterns, it is unlikely that water levels will change subsequent to the reconnaissance taking place. However, on a river subject to dam release, dry weather can often lead to an increase in river level due to irrigation demands. A check of levels and weather forecast is essential prior to the event commencing.

check event management planner to ensure all action points have been completed

The Chief Official must ensure that the checklist has been completed and no items have been left unaddressed.

assemble registration packs

Registration packages can be as simple as collecting a number board, and/or as value-added as a recycled bag with sponsors logo, brochures, offers, food/drink samples, etc. It is a great way for sponsors to increase the value of their support.

print event briefing notes

Check final draft and ensure that briefing notes are printed for the Event Organiser, the Announcer and a copy for public display.

collect all equipment for event and erect/secure parking signs, where necessary

By now, all equipment should have been booked, checked and ready to go. Collect whatever is possible the day before to reduce the workload on volunteers on the day of the event.

You will need to secure parking for first aid, catering, event officials carrying equipment, and disabled persons at your event, plus possible drop off zones for competitor’s boats. If possible, secure the required parking the day before with barrier tape, or at minimum first thing on the day of the event. Witches hats and signs are another great way of marking out parking or traffic areas, but these are best left for the day of the event, as they tend to “grow legs”.

GET A GOOD NIGHT’S SLEEP !

Adopted by the PaddleNSW Board on 12 February 2012.