Event Risk Management Plan 2017
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MARGARET RIVER PRO - EVENT RISK MANAGEMENT PLAN 2017 EVENT RISK MANAGEMENT PLAN Incorporating Emergency Management Plan 28 March to 9 April 2017 Version: 1.0 30 September 2015 Author: RPM Consulting Group ign Margaret River Pro international Surfing Tournament 7 to 19 April 2017 Surfing Western Australia and RPM Consulting Copyright CO 2017 :11 Page MARGARET RIVER PRO - EVENT RISK MANAGEMENT PLAN 2017 Contents 1 Introduction 4 1.1 Risk management within the Margaret River Pro International Surfing Event 4 1.2 MRP Event profile 4 1,3 Event Terms and definitions 5 1.4 Event management roles and responsibilities. 7 2 Event Risk Management Plan 10 2.1 Purpose and scope 10 2.2 Risk related terms and definitions 10 2.3 Defined event goals and objectives 11 2.4 Risk based methodology and approach 11 2.5 Risk in context with the event 12 2,6 Communication and consultation 13 2.7 Risk Assessment 15 2.7.1 Identifying sources of risk 15 2.7.2 Determining areas of impact 16 2.7.3 Analysing event likelihood and consequences 17 2.7.4 Risk Evaluation 21 2.8 Risk Treatment 21 2.8.1 Risk Treatment Options 21 2.8.2 Selection of Risk Treatment Options. 22 2.8.3 Risk Treatment Plans 22 2.9 Monitoring and review 22 3 MRP Risk Profile — Emergency (Evacuation) Contingencies 23 3.1 Context of the MRP Emergency Management (Evacuation) Plan 23 3.2 Geographical scope of emergency management for MRP 23 3.2.1 Emergency Zone 1 Main Break and Southside 23 3.2.2 Emergency Zone 2 Surfer Point Car Park and Northern Grassed Area 24 3.2.3 Emergency Lone 3. The Box Reef and Rivermouth Car Park 24 3.2.4 Emergency Zone 4 Public Roads and Streets. 25 3.2.5 Emergency Zone 5 Natural Hazard Cliff Fall Area 26 3.3 Specific emergency management issues relevant to MRP 27 3.3.1 On water emergency management scenarios 28 Margaret River Pro international Surfing Tournament 28 March to 9 April 2017 Surfing Western Australia and RRM Consulting Copyright 2017 21 Page MARGARET RIVER PRO - EVENT RISK MANAGEMENT PLAN 2017 3.3.2 On land emergency management scenarios 29 3.4 Emergency management (evacuation) plans 29 3.4.1 Emergency evacuation MRP Emergency Zone 1 Main Break 29 3.4.2 Emergency evacuation MRP Emergency Zone 2 Surfers Point 30 3.5 Emergency management command and control for MRP 31 3.5.1 Emergency management structure 31 3.5.2 SWA Event Management Structure 33 3.6 Emergency management communications for MRP 33 3.6.1 Emergency incident categories 33 3.6.2 Local communication 34 4 Event Risk Action Plans 35 4.1 Risk Action Plans — On Water Incidents (MRP Emergency Zone 1) 36 4.2 Risk Action Plans — Environment Management 39 4.3 Risk Action Plans — Fire and Explosion Risk 41 4.4 Risk Action Plans — Emergency Services Access Risk 42 4.5 Risk Action Plans — Operational Risk 43 4.6 Risk Action Plans — (MRP Emergency Zone 2) 45 4.7 Risk Action Plans — (MRP Emergency Zone 5 — Cliff Hazard Fall Area) 50 5 Event Authorisations and Approvals 54 5.1 Regulatory Approvals 54 5.2 Contractual Approvals and Agreements 55 6 Appendices and Attachments 56 6.1 Event Risk Register: Appendix 2 56 6.2 MRP Water Emergency Response Plan: Appendix 3 56 Margaret River Pro international Surfing Tournament 28 March to 9 April 2017 Surfing Western Australia and ARM Consulting Copyright 2017 31 Page MARGARET RIVER PRO — EVENT RISK MANAGEMENT PLAN 2017 1 Introduction IA Risk management within the Margaret River Pro International Soiling Event Risk management is an integral part of the corporate governance policy and operational framework established by Surfing Western Australia (SWA) and World Surf League International (WSL) and applied consistently to every aspect of the Margaret River Pro Surfing event (MRPro). The WSUSWA risk management philosophy requires a specific Event Risk Management Plan (ERMP) to be developed to address the unique risks for the surfing event and requires full stakeholder participation to ensure all foreseeable risks are identified, evaluated and appropriately managed. Importantly the WSUSWA approach brings together the various risk based disciplines of health and safety, security and emergency management, environmental, operational and project management, information management and compliance, along with risk financing, into a comprehensive risk management system to address all threats that have potential to impact upon the strategic goals and operational objectives of an action sports game event. These principles have been applied to the development of the ERMP for the Margaret River Pro Surfing event in 2017 as part of the WSUSWA strategy for managing risks associated with the MRPro 2017 program of events, The WSUSWA approach ensures a - clear focus on safety and security of the Margaret River community and public, the staff and volunteers engaged in supporting the event, competitors, visitors to the MRPro 2017 and the event commercial partners (supporters, sponsors and contractors). This focus is underpinned by WSUSWA commitment to achieving higher levels of better practice through improved international surfing event risk management programs. 1:2 MRPro Event profile In understanding the context in which risks for the MRPro 2017 are to be identified, evaluated and managed, the WSL team has adopted a comprehensive event profile to establish the core parameters and characteristics of the MRPro 2017. The event profile provides the basic guide for the development of the WSL risk management strategies and the ERMP for MRPro 2017. Name of Event: Margaret River Pro Surfing Event 2017 being held in association with the World Surf League (WSL International) World Tour global events Type of Event and Purpose: International surfing World Tour men's and women's tournament held over a twelve day period (28 March to 9 April 2017), with international contestants. One day dedicated for a Local Trials event (28 March 2017). Date of Event: Load in: 17 March to 27 March 2017 Trials: 28 March; main event 29 March to 9 April 2017 inclusive Competition Event Days: 29 March to 9 April 2017 Men and Women's Load out: • 10 April to 14 April 2017 Event Location and Venue: General location: Surfers Point Road, Prevelly Beach, Western Australia 6285 Primary Venue: Surfers Point, Margaret River Mainbreak* Secondary Venue: The Box Reef, Margaret River* Alternative Venue: North Point, Gracetown" *Event competition venues selected subject to prevailing conditions, Margaret River Pro international Suiting Tournament 7 to 19 April 2017 Surfing Western Australia and RPM Consulting Copyright 2017 4 !Page MARGARET RIVER PRO — EVENT RISK MANAGEMENT PLAN 2017 Main Infrastructure Requirements: Surfers Point: Event Competition Zone (Surfers Point Mainbreak and Southside Surf break) Surfers Point Car Park Corporate marquee, media/judging marquee, licenced area marquee, sponsor hospitality tents. Site Sheds, Portable toilet and shower facilities. Power (Synergy Supply Authority) (on site transformer) (Event Power Generators) Water (Water Corporation Supply Authority) (Portable Gas bottles) (Local Supplier) Event Waste Management (Local Bin Hire and Waste Disposal) North Point (Gracetown). Alternative Event Competition Zone. (Designated public exclusion zones) North Point Hedland and Car Park. Judges viewing platforms, broadcast set-up, event management and emergency services parking Temporary access gates and crowd barriers to public exclusion zones Participants: Competitors. (34) Male Surfers and (18) Female Surfer plus (8) Male Trialists and (8) Female Thelists Spectators Land vantage points from Surfers Point Hedland, beach area and car park. Spectator planned maximum capacities are (1) Surfers Point 4,000 (2) Box Reef — no public access (3) North Point Limited public access 500-1,000 controlled maximum) Spectator access all areas subject to Local Area Traffic Management Plan. NB Shuttle bus services to North Point as required. Event Officials WSL Officials, Judges, Event Coordinators, Beach Marshal, volunteers, traffic management Event security personnel. Crowd control (WSL Security) licensed premises patron Key Event Components or Activities: (Refer event program run sheet for detailed activity schedule). (a) Set Up: Surfing Event- Major International Surfing Tournament with a 30 + year history held annually at Surfers Point. Prevelly Beach, Margaret River, Western Australia Music- There will be on site Di entertainment style music Command and control- Established athlete and crew compound, administration, media/judging centre, first aid on water and land facilities and on beach safety rescue area Support infrastructure- Establish licensed premises zones, interactive zones and services areas (b) Awards Ceremony: (c) Functions and social events: • Thursday 30 March — 6:30pm — 11:30pm, Shire President Sundowner, approx. 109 guests • Friday 31 March — 6:30pm — midnight, Corporate VIP cocktail party, approx. 200 guests • Saturday 1 April— 4.00pm — 6.00pm, Surfing WA Junior state presentations approx. 200-250 guests • Saturday 1 April — 6pm to 11.00pm, Shire of Augusta Margaret River Social Club Sundowner • Sunday 2 April — 3pm — 6pm, SurfAid Corporate Cup presentations, approx. 100 guests • Sunday 2 April 6pm to lOpm Emergency Service Frontline Function approx, 50 guests 1.3 Event Terms and definitions. To ensure clarity of some of the specific terms and definitions used in the MRPro 2017 ERMP and to assist the overall appreciation of roles and responsibilities of all key stakeholders. the following terms have been defined for reference during review and implementation of this plan. Margaret River Pro international Surfing Tournament 28 March to 9 April 2017 Surfing Western Australia and RRM Consulting Copyright 0 2017 5 I P a F: e MARGARET RIVER PRO - EVENT RISK MANAGEMENT PLAN 2017 Defined Term Event Related Definition Approval agencies and Relevant agencies and authorities with statutory, regulatory or authorities legal powers to review, consider, approve or permit public or community events and/or to receive and review and approve nsk management or emergency management plans relating to a defined public or community event.