Optimist Safety Procedure

IOCA (UK) OPTIMIST MAJOR EVENT SAFETY GUIDELINES

End of Season Championship – Poole - Version 2.0 22/9/2001

These guidelines are to be used as a basis for conducting the Safety Cover at major Optimist sailing events.

1. Objectives

2. Ratio of Safety boats to competitors

3. Overall organisational structure

4. Radio Callsigns

5. Radio procedures

6. Safety Boat identification

7. Personnel and equipment to be carried

8. Emergency Guidelines

9. Operational Guidelines

10. Procedure to get boats to the race area

11. Procedure to get boats back to the shore base

12. Procedure for retiring Optimists

13. Procedure for use when fog descends

14. Procedure for use when strong winds arrive

15. Positions of Safety Boats during the race

Appendices:

Radio Callsigns List

Safety Fleet Roll call List

Checklist

Safety of the competitors is paramount Boats come second! 1. Objectives:

The Objectives of the Optimist Safety Fleet is to provide efficient, competent safety cover at the major UK Optimist events to allow competitors and family maximum enjoyment with minimum concern for the safety of the sailors and boats.

2. Recommended ratio of Safety boats to competitors:

The appropriate ratio of safety boats to competitors will depend on a number of criteria including: venue (small inland, large inland, sheltered tidal, exposed tidal) weather (actual and forecast) water temperature competitor experience level (open or selected)

The ratio of safety boats to competitors is likely to be in the range 1: 15 to 1: 25. The decision as to the appropriate level is vested in the Safety Coordinator, who will take account of the criteria listed above.

The definition of a safety boat is any vessel with the following characteristics: capable of speeds in excess of 15 mph capable of carrying at least two people capable of operating in a Force 7 wind at the location capable of maneuvering alongside an Optimist without likelihood of causing material damage capable of staying at the race area for the likely duration of sailing, plus 2 hours

It is intended that there will be separate Safety Fleets for the Regatta and Main Fleets.

Safety of the competitors is paramount Boats come second! 3. Overall organisational structure:

Prior to the event, the IOCA Safety Co-ordinator (SC) (Bryan Visser) liaises and agrees safety cover and guidelines with the Host Club. The Host Club will appoint a Club Liaison Officer (CL) who will assist SC and the Safety boats.

SC discusses emergency guidelines with the CL and decides on appropriate emergency guidelines – i.e. who responds to a request from the SC for emergency assistance (probably Beachmaster) (999), where emergencies will be landed, where medical and first aid facilities are located.

SC and CL discuss local conditions (tides, local dangers, shipping traffic, etc.) and these guidelines may be adapted to suit prevailing conditions.

SC, with CL, decides which radio channels to use. Separate channels may be used for the Safety Fleets and for the PRO. Safety Control and the Beachmaster will monitor both channels.

SC appoints separate safety leaders (SL) and backup leaders for Main (MSL) and Regatta Fleets (RSL).

SC decides, with CL, and communicates the safety cover plan to get competitors to the race area and back.

SC defines how cover will be handled on each course – i.e. where safety boats are to be positioned and briefs safety boats and Club accordingly.

SC hosts a Safety briefing for the competitors and also for the Safety Fleet and representatives of the Race Management Team at the beginning of the event. The Safety Fleet will also have a briefing every morning of the event to ensure adequate communication. SC also briefs the Motherships as to their role – particularly with regard to retiring competitors.

SC decides when there are sufficient safety boats in position to launch and instructs Beachmaster when ready to launch.

Safety of the competitors is paramount Boats come second! 4. Radio Callsigns:

Callsign Individual or boat

Safety Control IOCA Safety Co-ordinator (Bryan Visser). Normally in SpareRIB

Pike Control Club Liaison (Martin Boobyer)

Beachmaster Beachmaster (Nikki Booth)

Race Office Race Office (Jenny Campbell-James)

Medic Fleet Doctor (Philip Cook)

Main Fleet Radio Channel 37A (M1)

Main 1 Safety Leader for Main Fleet Main 2 Backup Leader for Main Fleet Main 3 Safety boat Etc.

Regatta Fleet Radio Channel 72

Regatta 1 Safety Leader for Regatta Fleet Regatta 2 Backup Leader for Regatta Fleet Regatta 3 Safety boat Etc.

Safety of the competitors is paramount Boats come second! 5. Radio procedures:

SC, Pike Control, PRO, Medic and Beachmaster will monitor the Safety Fleet Channel. The PRO will use a private Channel for course laying.

All Safety boats will monitor their respective Channels. Pike Control will conduct a radio check with all of the Fleet before launch of the competitors.

Keep radio transmissions to a minimum to prevent clutter.

Pike Control will monitor Channel 72 and 37A and will be the main communications channel for SC to obtain outside assistance from the Emergency Services.

In the event of an emergency, SC will declare an Emergency Situation (see section named Emergency Situation) and the involved Safety boats and Beachmaster will be asked by SC to change to Channel 16 for the duration of the emergency. All other boats will remain on their normal station and will be controlled by their Fleet Safety Leader until the Emergency Situation is concluded. SC will declare the conclusion of the Emergency Situation and ask all involved boats to return to the appropriate radio channels and their stations.

6. Safety Boat identification:

All Safety Boats will carry flags on staffs that show the number of the boat and a colour (white for Main Fleet and blue for Regatta Fleet) identifying whether they are allocated to the Main Fleet or Regatta Fleet. Safety Control will have a bright yellow flag with “Safety Control” and Pike Control will have a red flag with “Safety”.

The Fleet name (i.e. Main or Regatta) and number will be used as the Callsigns and individual boat names will not be used.

7. Personnel and equipment to be carried:

All Safety Boats are to have a minimum of two competent adults aboard, one of whom should be kitted and ready to enter the water to aid a rescue. All Safety Boats should not be overloaded with crew and should be able to accommodate an additional 3 Optimist sailors.

It is not normal to require on-the-water medical support to a standard above that of First Aider. However, Safety Control will attempt to have a Doctor or trained Medic on board or in the fleet and will thus be used for initial rapid response in the event of a medical emergency.

Safety of the competitors is paramount Boats come second! SC will also carry a medical kit, frogfeet, snorkel and goggles. Safety Control’s boat will be fitted with an appropriate rotating yellow light mounted on an A- Frame. This light will be used to attract attention and also when an incident is being attended to.

All other boats will carry functional VHF radios (including, if possible, spare batteries), a first aid kit, tow rope, a minimum of one red and two white hand flares, a torch, a sound generator (whistle or foghorn), adequate fuel in two tanks (optional) for approximately 9 hours of service, anchor and warp, sharp knife, paddles and normal safety equipment. All Safety Crews will wear personal buoyancy at all times when afloat.

Safety boats will also carry a supply of plastic milk bottles that are to be attached to the pintles of an Oppie that has had its helm removed and has to be left at sea (this is to prevent an unnecessary search being implemented).

Safety of the competitors is paramount Boats come second! 8. Emergency Guidelines:

In the event of an emergency occurring (injury to a sailor or anyone at sea supporting the event, structural damage endangering the safety of a boat in the event, etc.), the first boat on the scene will call SC who will immediately assess the situation, call the Doctor to the scene, if appropriate, assist in stabilizing it and, if appropriate, declare an Emergency Situation on the radio.

All involved boats and Beach will be asked by SC to change to Channel 16.

Only the minimum number of boats are to remain involved with the Emergency, all other Safety Boats are to continue to provide safety cover for the fleets in the normal manner.

SC will, if appropriate, request the Emergency Services to respond via Pike Control.

If necessary, the casualty will be taken ashore in Safety Control’s or the Medics boat or to a rendezvous point with the Emergency Services.

SC will control the situation until it is handed over to the appropriate authority.

If the situation is considered by SC to be hazardous to the rest of the fleets, SC will have the authority to request the PRO to abandon the race. In this event, after the fleets have gathered, they will be instructed to make their way ashore under the control of the Fleet Safety Leaders - both the Beachmaster and the Club Liaison will be kept fully informed by the SLs of progress.

An Emergency is only declared closed when the situation has been resolved, the danger has been removed, the damaged boat made safe or the casualty evacuated to the safety of the base.

The Safety Fleet is only able to stand down and to return ashore when the Beachmaster has confirmed that all boats and crews are safely ashore and permission is granted by SC.

Safety of the competitors is paramount Boats come second! 9. Operational Guidelines:

1. In the event that SC is unable to conduct his duties, the Main Fleet Leader will deputise for him 2. Hold Competitor briefing with Event briefing 3. SC attends Race Management briefing (Saturday at 08:30, Sunday at 08:00) 4. Hold Safety Fleet briefing at 09:00 on Saturday and 08:30 on Sunday – see the Safety Notice Board for daily updates 5. Sufficient Safety Boats launch and proceed to Oppie launch area/s, normally 90 minutes before the start of the first race 6. On water roll call for the Safety Fleet is conducted by the SLs, reported to SC and recorded by the Pike Control (this includes boat callsign and number of people aboard) 7. Once sufficient boats are on station, SC radios Beachmaster to permit launching to start 8. Beachmaster calculates and confirms the number of Optimist afloat in each Fleet and informs SC and the SLs. This is critical to the safety of the fleet. 9. Start to launch Optimists 10. Commence procedure to move boats to race area 11. Conduct racing 12. All retirements from racing are to be notified to the SLs and Pike Control will record these for later use by the Safety Fleets, PRO and the Emergency Services 13. After conclusion of racing, start procedure to move boats back to shore base 14. Once Beachmaster has informed SC that all boats are safely ashore, SC will inform the Safety Fleet that it can stand down 15. If the Beachmaster finds that one or more boats are missing, SC is to be informed immediately. SC will direct a number of Safety Boats back to the Race Area to start a search. Meanwhile, Beachmaster will urgently investigate the missing individuals – if they are not accounted for, SC will be informed immediately and, at this point, will probably declare an Emergency Situation.

Safety of the competitors is paramount Boats come second! 10. Procedure to get boats to the race area:

One of four methods is typically used (it is expected that method 3 will be used at Poole):

1. Hold the Oppies in separate fleets and then proceed as a controlled bunch with Safety Boats spread throughout the bunch

2. Hold the Oppies in manageable groups of boats (10-15 boats) and then proceed in groups with a Safety Boat per group

3. Provide a corridor down which the Oppies sail with Safety Boats spread out along the corridor

4. In a particularly safe area and in safe conditions, simply provide safety cover spread out over the route that the Oppies sail to the race area

11. Procedure to get boats back to the shore base:

One of four methods is typically used (it is expected that method 3 will be used at Poole):

1. Hold the Oppies in separate fleets and then proceed as a controlled bunch with Safety Boats spread throughout the bunch

2. Hold the Oppies in manageable groups of boats (10-15 boats) and then proceed in groups with a Safety Boat per group

3. Hold the Oppies at, but clear of, the Finish Area and, when ready, provide a corridor down which the Oppies sail with Safety Boats spread out along the corridor

4. In a particularly safe area and in safe conditions, simply provide safety cover spread out over the route that the Oppies sail to the race area

Safety of the competitors is paramount Boats come second! 12. Procedure for retiring Optimists:

1. Retiring Optimist informs a Safety Boat and/or proceeds to a Mothership, informs the Mothership of her intentions and stays in the vicinity of the Mothership or boards the Mothership. If Optimist informs a Safety Boat, the Safety Boat decides whether to remove the sailor from the Optimist. The Safety Boat is to immediately inform SL that the boat is retiring and identify it by sail number. If the sailor is removed, the Optimist must be taken to a Mothership or attached to one of the buoys that will be positioned outside of the course midway up the beat and down the run. Leave the Optimist with a plastic milk bottle tied to the pintles. If the sailor needs to receive attention ashore, leave the Optimist with a plastic milk bottle tied to the pintles.

2. Mothership informs (SL) Safety Leader of the Oppies sail number and the reason for the retirement

3. SL informs Pike Control who records the retirements

4. If a group of Retirees is formed and they wish to proceed ashore, the Mothership is to request the SL to provide cover to escort the group ashore

5. The group is escorted ashore, handed over to the Beachmaster who confirms to SL and SC that they have been accounted for. If they are not accounted for, SL is to inform SC immediately and SC will deploy boats to commence a search

Under no circumstances are Oppies to proceed ashore unescorted!

Safety of the competitors is paramount Boats come second! 13. Guidelines for use when fog descends:

1. If fog arrives prior to the start of a race – SC and PRO agree to postpone racing and SC requests the Safety Fleet to implement Fog Guidelines. Optimist Fleets are informed by SLs to stay close to the Committee Boat and to take tows.

2. If fog arrives during a race – SC and PRO agree to abandon racing and SC requests the Safety Fleet to implement Fog Guidelines. Optimist Fleets are informed by the Safety Boats on each leg of the course to stop, stay close together and to take tows. If the Optimist cannot see a Safety Boat, they are to STOP, stay with any other boats that they can see and use their whistle to attract attention

3. Safety Fleet gather Optimists together and take in tow. Each Safety Boat will need to secure up to 15 Optimists. Safety Fleet stays in the vicinity of the Committee Boat.

4. When Safety Boat has a full complement of Optimists, the Safety Boat reports the number of Optimists on tow to Beachmaster.

5. Beachmaster calculates the total number of Optimists in tow and informs SC and the SLs. If the total number does not equal the total of the boats that went afloat, SC will instruct for a search to commence.

6. When all Optimists are accounted for, SC will ask the Safety Boats to tow the Optimists back to the base.

7. Optimist will be tallied ashore as normal.

Safety of the competitors is paramount Boats come second! 14. Guidelines for use when strong winds arrive:

1. If strong winds arrives prior to the start of a race – SC and PRO agree to postpone racing and SC requests Safety Fleet to implement Strong Wind Guidelines. Optimist Fleets are informed by SLs to stay close to the RIBs and to heave to.

8. If strong winds arrive during a race – SC and PRO agree to abandon racing and SC requests Safety Fleet to implement Strong Wind Guidelines. Optimist Fleets are informed by the Safety Boats on each leg of the course to stop, stay close together, to stay close to the RIBs and to heave to.

2. Safety Fleet gather Optimists together in groups and once sensible groups are formed, SLs will request each Safety Boat to get the Optimists to safely sail to the base. Each Safety Boat will be asked to escort approximately 15 Optimists in a group. Whilst groups are being formed, the Safety Fleet must stay in the vicinity of the Committee Boat.

3. In the event of a capsize, the group should stop until the boat is righted and ready to sail again.

9. Optimist will be tallied ashore as normal.

Safety of the competitors is paramount Boats come second! 15. Positions of Safety Boats during the race:

Regatta Fleet:

Positions have been allocated to cover the racing. See document entitled Safety Boat Positions matrix – EoS – Regatta.

Main Fleet:

Two starts will be held in the Main Fleet and Safety Boats are to keep the non-starting boats clear of the Start Area

Positions have been allocated to cover the racing. See document entitled Safety Boat Positions matrix – EoS – Main.

Note that there are 2 groups of Sweepers – one allocated to each of the two starts.

Safety of the competitors is paramount Boats come second! Support Boat registration

Boat name Boat type Skipper Optimist being supported

………………… ……………….. …………….….. …………….…..

Safety of the competitors is paramount Boats come second! Checklist

Radio channels for Safety use

Local dangers

Radio frequencies for RNLI, Coastguard, etc

Weather forecast each day

SMS urgent weather forecasts

Conduct Safety Fleet briefing

Distribute plastic milk bottles for use when Optimist boats are left unattended at sea

Conduct Competitor briefing

Allocate boats to course positions

Roll call of Safety Fleet out

Tally out

Tally back

Roll call of Safety Fleet back

Safety of the competitors is paramount Boats come second!