Suffolk School Games Festival 2017 Tuesday 4 th July Westbourne Academy, Marlow Road, Ipswich, IP1 5JN

Transcription

1 Suffolk School Games Festival 2017 Tuesday 4 th July 2017 Westbourne Academy, Marlow Road, Ipswich, IP1 5JN Panathlon, Inclusive Cricket, Inclusive Tri-Golf, U11 High 5 Netball & Year 3&4 Mini-Tennis Red EVENT MANUAL The sections of the Event Manual are: 1. Festival Map 2. Spirit of the Suffolk School Games Festival 3. Arrival Times/Parking 4. Suffolk School Games Festival Timetable 5. Medal Presentations 6. Team Manager Briefing Notes 7. Wet Weather Plan & Emergency Procedures 8. General Information 9. Main Contacts Appendix A- Risk Assessment Record 2017 Suffolk School Games Festival 1

2 1. FESTIVAL MAP 2

3 2. SPIRIT OF THE SUFFOLK SCHOOL GAMES FESTIVAL Six values represent the spirit of the Suffolk School Games Festival. 1. Respect 2. Determination 3. Honesty 4. Passion 5. Self Belief 6. Teamwork All those associated with the Suffolk School Games Festival are required to conduct themselves with these values in mind at all times. The Competition Directors are given the authority to pause the competition at any stage to deal as necessary with any team manager, competitor, or spectator who is operating outside of these values. Repetitive contravention of these values may lead to the team being disqualified from the competition by the Competition Director, or a spectator being asked to leave the event by the Suffolk School Games Festival Organiser. 3

4 3. ARRIVAL TIMES/PARKING Arrival Times 09:00 - Young Leaders for Panathlon & Inclusive Tri-Golf/Cricket 09:45 - Panathlon and Inclusive Tri-Golf/Cricket Competitors 13:30 - Young Leaders for Netball & Tennis 14:00 - Netball & Tennis Competitors Parking Please be aware that this is an operational school site and extra care should be taken when moving throughout. The entrances will be marshalled by SGO s and Suffolk Sport. Please note that spectators are only permitted for the Netball and Tennis (limited space) competitions and may only enter at the same arrival time as the teams no spectators outside of this time will be able to gain access to the site. 4

5 4. SUFFOLK SCHOOL GAMES FESTIVAL TIMETABLE Leaders and competitors have been notified of the appropriate arrival times as per section 3. 5

6 5. MEDAL PRESENTATIONS Following the culmination of each competition, the Competition Director will announce the standings. The top three teams will be asked to participate in a medal ceremony held at the Competition venue. The medal ceremony will take place after the culmination of the competition, and will last no longer than 10 minutes. Bronze, Silver and Gold medals and certificates will be presented to applicable teams. Competitors from teams that do not finish in the top three places will be given a School Games Participation Certificate by the Competition Director. All teams are asked to stay for the presentations, if possible. 6

7 6. TEAM MANAGER BRIEFING NOTES A Team Manager is anyone who has overall responsibility for their competitors on the day. The following is intended to provide Team Managers with some of the basic points needed to ensure the safe, effective and successful running of the 2017 Suffolk School Games Festival and to act as a reference should queries arise. Code of Conduct All team staff, competitors and spectators (where applicable) are expected to adhere to the School Games code of conduct, these will be given to schools prior to the event; they have responsibility to ensure that these are disseminated appropriately. Any person or persons found to be contravening the code of conduct may be subject to further action which could result in removal from the competition. Responsibilities Team Managers are responsible: For the safety, welfare and good behaviour of all members of their team at all times. For having relevant Medical Information, Parental Consent and Emergency Contact Details for each competitor in their team. For the submission of fully completed Registration Forms (in block capitals please) at the predetermined registration times as stipulated in your competition invitation. For their attendance, where applicable, at a Team Managers Briefing before each sport commences. This meeting will be conducted by the Competition Director. For familiarising themselves with the venue, emergency procedures, First Aid facilities, toilets etc. For the supervision of all members of their team for the duration of the Festival. Rules of the Competitions Team Managers should already have a copy of the rules for each competition taking place as part of the Festival. Please contact your local School Games Organiser should you require extra copies, these will not be available on the day. Where necessary, the Competition Director will provide instruction of the scoring process used to determine the final results. This is entirely at the discretion of the Competition Director. The rules of each competition also include the eligibility of competitors. Please review these as necessary prior to the competition. 7

8 Appeals / Arbitration Procedure Complaints regarding specific games rules (i.e. competition eligibility) should be reported to the Competition Director prior to the end of the competition. If a team in any sport is found to contravene any of the rules, the Competition Director reserves the right to make a final decision on what action is to be taken. The Competition Director may consult the Suffolk School Games Festival Organiser and/or other Team Managers involved in the competition, before coming to a final decision. The following actions could be taken: The team may be permitted to continue with their participation in the competition. The team may be permitted to continue with their participation in the competition but will not receive any points for matches/activities participated in. The team may be asked not to compete for the rest of the competition. If the discrepancy is not identified until the semi-final (or equivalent) stage of the competition or later, that team will be stripped of any points and medals and teams finishing in lower positions will be promoted accordingly. Changing Please ensure all competitors arrive ready for the competition. Other than where specific attire is worn, teams should wear their school PE uniform as they are representing their school, along with appropriate footwear for their event. General Notes All those attending the 2017 Suffolk School Games Festival should be encouraged to come prepared for all weathers, including plenty of drink and lunch / snacks as appropriate. Particularly those involved in the Netball, Cricket and Tri-Golf competitions who may be outside for long periods of time. MANY THANKS FOR EVERYTHING THAT YOU HAVE DONE TO GET TEAMS TO THE EVENT AND ENSURING THE FESTIVAL IS A SUCCESSFUL AND ENJOYABLE DAY FOR ALL. 8

9 7. WET WEATHER PLAN & EMERGENCY PROCEDURES Inclement weather - pre event Should inclement weather be forecast, a decision will be taken prior to 2pm on Monday 3 rd July to postpone the outdoor sports (Netball, Cricket and Tri-Golf). This decision will be communicated to schools through your local School Games Organiser. Unless the safety of competitors is deemed compromised, the competitions taking place indoors will continue as planned. Inclement weather - during the event In the event of inclement conditions during the event, competitions taking place outdoors will continue at the discretion of the individual Competition Director. However, safety is paramount and if necessary play will be halted, either temporarily or permanently if the situation fails to improve. If competitions are to be stopped temporarily and shelter needs to be taken, the following sports may be asked to take the appropriate action: Netball Participants make their way to the covered area next to the Sports Hall Cricket/Tri-Golf Participants make their way to the covered area next to the Sports Hall All other sports to continue as planned. If the conditions do not improve in sufficient time that the competition can be completed within the allocated time, the decision will be taken by the Competition Director to postpone the competition. Teams will then be asked to return to their transport and return to their school. Should a competition / game be 50% or more complete, the Competition Director has the right to make a decision on the outcome of that competition / game. 9

10 Inclement weather decision making and information cascade process Suffolk School Games Festival Organiser to liaise with Competition Director and determine an appropriate action. Suffolk School Games Festival Organiser to contact School Games Organisers. SGOs to contact schools for that sport to confirm decision made and procedures thereafter. SGO Workforce Lead for that sport to contact Young Leaders to make them aware of the decision. First Aid Provision First Aid teams will be available throughout the day through the Director at each competition. For all sports, regardless of venue, venue and event staff are qualified to deal with incidents / accidents. Please contact any of the venue staff or event staff immediately if you have a problem. Nearest Accident and Emergency unit Ipswich Hospital, Heath Road, Ipswich, Suffolk, IP4 5PD 10

11 MAJOR EMERGENCY In the event of a major emergency at any of the venues school staff (in consultation with the Suffolk School Games Festival Organiser and Site Manager) will take responsibility for this procedure or for the evacuation of the venue, i.e. action on FIRE, BOMB SCARE, etc. In addition to these procedures, reference should also be made to Westbourne Academy Emergency Action Plans where relevant. All Games personnel will be required to assist in such procedures and will take instructions from: Safety Officer: Jon Paisley (Westbourne Academy) THE DESIGNATED EVACUATION AREA IS: Netball Courts (adjacent to playing fields) In the case of a medical emergency: All play / activity should be halted. First Aiders, Safeguarding Officer and Safety Officer should be informed (if necessary). Emergency services should be called (if necessary) by above and reception made aware for vehicular access. School staff should be advised (if not already aware of problem). If evacuation is necessary all competitors, Young Leaders and spectators etc should be escorted directly to the designated evacuation area. All site staff, Competition Directors / Team Managers, and adult support staff should supervise this procedure. Further directions will be given by the emergency services or Safety Officer (whichever is appropriate). Major Emergency Plan In the event of a serious emergency / crisis the following procedure should come into action and override any other procedures in place. 11

12 Competition Director to stop competition Competition Director to contact Safety Officer Safety Officer to contact Suffolk School Games Festival Organiser and Safeguarding Team. A designated volunteer helper to put out a general announcement to all other competitions on site. Proceedings at all other sports to be stopped and any spare personnel to attend scene of incident as appropriate. Festival Organiser to contact SGOs as necessary. High Suffolk SGO Forest Heath SGO Copleston SGO Westbourne SGO Bury St. Edmunds SGO North Suffolk SGO Gipping Valley & Thurston SGO South West Suffolk SGO Festival Organiser to move immediately to site of incident Adult helpers and team managers to remove all teams/spectators/young leaders etc. away from the area of the incident Emergency services / Safety Control Officer to take charge of proceedings from this point onwards Under no circumstances should any site / Competition Director/ Team Manager or adult helper speak to the media regarding the incident. Any media enquiries should be directed to the Festival Organiser. 12

13 SAFEGUARDING PROCEDURES All Team Managers to have completed DBS Checks and/or Self-Declaration Forms. It is the responsibility of each individual school to check that this has been completed. Competitors details, including medical information, parental consent and emergency contact details to be held by the Team Manager throughout the Festival and during transport (if applicable). First Aid provision is available on site throughout the Festival. All concerns must be reported to the identified Safeguarding Team for the Festival, at this event Kathryn James See next page for more details. Major concerns to be followed up by the Safeguarding Team for the Festival according to the procedures outlined in the Partnership Safeguarding Policy. Team managers are to be responsible for the supervision of children in their team at all times. Each School to adhere to the Partnership Safeguarding Policy and the Festival Risk Assessment. A copy of the Partnership Safeguarding policy is available upon request. Safeguarding Information for Team Managers / Competition Directors What to do if you have any Concerns If at any time during the Suffolk School Games Festival, you are concerned that some form of abuse is taking or has taken place, then it is vital that you follow these simple steps: Using the form overleaf, note down what has been said / witnessed, but remember it is not your responsibility to investigate the situation. Report your concerns IMMEDIATELY to the Suffolk School Games Festival Child Officer, Kathryn James who will be on site throughout the whole day and can be contacted on the number above. If you cannot contact the Safeguarding Officer, speak to your Competition Director or supporting Suffolk Sport staff member. In an emergency, contact Suffolk Customer First on or Suffolk Police on If you want general advice about these issues, you can also contact the NSPCC on or Childline on

14 If you have any concerns during your coaching OUTSIDE of the Suffolk School Games Festival or Suffolk Sport programme, you should: Note down your concerns, using the form provided. Report them to your employer or your club / school Welfare Officer If this is not possible, contact Suffolk Social Care Services or Suffolk Police REMEMBER IF YOU ARE CONCERNED ABOUT ANYTHING RELATING TO THE WELFARE OF YOUNG PEOPLE IN YOUR CARE, IT IS YOUR DUTY TO REPORT IT A copy of Suffolk Sport s Safeguarding Policy is available on request. 14

15 FORM FOR RECORDING ALLEGATIONS OR CONCERNS ABOUT CHILDREN Please use this form as a prompt, recording any additional information on another sheet of paper. PLEASE HANDWRITE YOUR NOTES DO NOT TYPE THEM. REMEMBER your job is not to investigate, but to record accurately all information you receive or signs and symptoms you observe. HAND THIS FORM TO THE PERSON TO WHOM YOU INITIALLY REPORTED YOUR CONCERNS Child s details (name, address, tel. no., age or D.O.B etc.): Child s parents or guardian s details (where known): Details of person reporting suspicion/allegation/ concern to you (this may be the child): Describe what the suspicion / allegation / concern is here: Describe fully any signs, symptoms you or others have observed (include here what the child has told you in their own words): Where did this occur (as far as you know)? When did this happen (as far as you know)? If some earlier signs/symptoms were noticed before today, when and where was this? Record details of anyone else who may have been present or have relevant information: Record who has been informed. Suffolk School Games Festival Safeguarding Officer or your School Games Organiser immediately (see previous page), and the child s parents or guardian unless it is possible that they may be responsible: Signed: Date: Position: Telephone number: 15

16 8. GENERAL INFORMATION Festival Clothing Where supplied, Festival Clothing must be worn by all involved (including Sport Coordinators, adult support staff and Young Leaders). All event support staff will be wearing a grey polo shirt with the School Games logo embroidered to the left chest, young leaders will be wearing red t-shirts. Media / Photography Photo opportunities and interviews by press/photographers/media leaders may be required please be as cooperative as possible as this is all part of the event. Official photographers will be easily identifiable. Spectators and participants are requested to help to keep young people safe by responsible use of photography. If photographs are subsequently posted online, avoid identification of individuals by tagging etc. The use of telephones and other photographic equipment is prohibited in changing rooms and toilets. Anyone caught using such equipment may be asked to leave the event or risk having their phone / camera confiscated. Sponsors The 2017 Suffolk School Games Festival would not be possible without the ongoing support of Abbeycroft Leisure, King Edward VI School, Westbourne Academy, Risbygate Sports Club, and Suffolk Norse. The Suffolk School Games Local Organising Committee extends its sincere gratitude for your support. Litter Please use the bins where provided. Assistance If you need any assistance throughout the day, please speak to a member of Suffolk Sport staff. Lost Property Any lost property should be taken to the individual Competition Control. Do not leave baggage or valuable items unattended at any time. The Suffolk School Games Local Organising Committee cannot be held responsible for any lost, stolen or damaged property. Adult Helpers / Young Leaders Please deal with any query you can in the first instance from information contained in this handbook. If necessary, refer any serious problems to a more senior person Continue to assist until somebody else takes over the responsibility. 16

17 9. MAIN CONTACTS Hosting Group JAMES PAYNE (Festival Organiser) Mob: KATHRYN JAMES (Safeguarding Officer) Mob: School Games Organisers (SGOs) Ian Jackson (Forest Heath) Mob: Alison Furlong (Westbourne) Mob: Danny Burton (Bury St. Edmunds) Mob: Will Hopkin-Jones (Gipping Valley and Thurston) Mob: Jeffrey Hoey (North Suffolk) Mob: Steve Parry (High Suffolk) Mob: Chris Heath (South West Suffolk) Mob: Ben Wallis (Copleston) Mob:

18 Appendix A - Risk assessment record 2017 Suffolk School Games Festival Occupation being assessed: Suffolk School Games Festival, Monday 3 rd July (set-up) & Tuesday 4th July 2017 Persons exposed to hazards : Staff, participants, volunteers and others attending the event. Moderate Substantial Intolerable Harmful Tolerable Moderate Substantial Tolerable Moderate Note: Complete specific assessment forms if young persons (under 18 years) or new/expectant mothers are exposed to hazards (Included below under Safeguarding/ Safeguarding) Highly Unlikely Work activity Potential hazards Control measures Overall risk General Operation of the Event 1. Temperature / weather conditions Risks caused by exposure to sun, excessive heat or cold. 1. Information provided for staff / participants / parents / carers highlighting the need to bring water / drink, sun cream, hat, warm clothing and waterproofs; 2. Additional announcements made during the day dependent upon weather conditions prevailing at the time; 3. Wet Weather Contingency Plan in place; 4. First Aid provision available on site throughout event, with at least 3 first aid qualified staff. Harmful Unlikely Highly Tolerable Moderate** whom? General Operation of the Event 2. Fire If trapped, staff and others attending the event could suffer injuries from smoke/burns.. 1. Fire Evacuation Procedures for the sites in place; 2. Venue staff familiar with and appropriately trained in evacuation procedures for the site; 3. Venue Safety Officer on site throughout event; 4. Venue equipped with appropriate signage, fire alarms and fire detection and portable equipment, maintained to relevant standard. Event staff to be brief on evacuation procedure Harmful Unlikely whom? Highly Tolerable Moderate** JP 4/7/17

19 Work activity Potential hazards Control measures Overall risk General Operation of the Event 3. On site traffic Risks caused by collision with moving vehicles. 1. No vehicular access to WA site other than to designated car parks; 2. No vehicular access for the public during the event other than to designated car parks. 3. Car park marshalling to be provided. 4. All access at times when school children are in lessons Harmful Unlikely Highly Tolerable Moderate** whom? Risk Assessment re Designated Parking Area JC June 14 General Operation of the Event 4. Equipment 1. Electrical equipment in use during the event subject to the relevant testing requirements e.g. PAT 2. Other equipment in use fit for purpose and maintained to an appropriate standard. 3. Sports equipment checked by Sports Organisers prior to and during competition to ensure fit for purpose Harmful Unlikely whom? Highly Tolerable Moderate** General Operation of the Event 5. Slips, Trips and Falls. 1. Good site housekeeping; 2. Pedestrian routes kept clear of equipment, cables etc. 3. Equipment and other items stored in designated areas and away from pedestrian routes Harmful Unlikely Highly Tolerable Moderate** whom?

20 Work activity Potential hazards Control measures Overall risk General Operation of the Event 6. Food 1. Food supplied for event staff lunches by Creative Occasions of Ipswich who have required food hygiene certificates. Harmful Unlikely Highly Tolerable Moderate** whom? General Operation of the Event 7. Staff / volunteer general health safety and welfare. Abuse from members of the public Theft of personal items. Volunteers / inexperienced members of staff 1. No lone working allowed on site. 2. No Suffolk Sport cash kept on site. 3. Staff made aware of risks. Senior members of staff are on duty at all times to provide adequate supervision for inexperienced members of staff. Harmful Harmful Unlikely Harmful Highly Unlikely Tolerable Moderate** whom? Completed?

21 Work activity Potential hazards Control measures Overall risk Sports Competitions 8. Sports Injury General risks associated with participation in sports activities. 1. First Aid provision available on site throughout event, with at least 3 first aid qualified staff. 2. Events cancelled if weather conditions are inappropriate. 3. Activities organised and supervised by specialists in their individual sports; Sports played to pre-agreed rule formats and in accordance with NGB procedures; 4. Coaches / participants made aware of surface condition, area size and any lack of run off area; 5. Participants will have competed in Level 2 events prior to event where possible. Harmful Harmful Unlikely whom? Harmful Highly Unlikely Tolerable Moderate** Sports Competitions 9. Medical Emergency 1. Parental consent, medical information and emergency contact details collected for all participants by team managers prior to event 2. First Aid provision available on site throughout event with at least 3 first aid qualified staff. 3. Young People under the supervision of school teacher or parents throughout the event 4. Sports competitions have a dedicated member of event staff available to summon assistance quickly if required whom? Harmful Unlikely Highly Tolerable Moderate**

22 Work activity Potential hazards Control measures Overall risk Staff activities 10. Manual handling Risks associated with lifting and carrying bulky and heavy items 1. Staff made aware of manual handling issues and techniques; 2. Group lifting to be employed where appropriate; 3. Use of vehicles and/or trolleys to transport heavy items; 4. Staff given varied tasks to avoid repetitive lifting and carrying; 5. Staff referred to HSE guidance on manual handling and SCDC guidance Harmful Unlikely Highly Tolerable Moderate** whom? Staff activities 11. Working at Height Risks associated with erecting banners requiring the use of step ladders 1. Step ladders to be used to fix banners at height; 2. Step ladders to be visually inspected prior to use; 3. Working at height tasks not to be undertaken if weather conditions are adverse e.g. high winds; 4. No lone working on working at height tasks; 5. Staff referred to HSE guidance on working at height and SCDC guidance Harmful Unlikely Highly Tolerable Moderate** whom? Safeguarding / Safeguarding 12. Unsupervised / lost or missing Young People 1. School teacher responsible for all members of their team Tolerable Harmful Unlikely Moderate**

23 Work activity Potential hazards Control measures Overall risk at all times and carry registers / emergency contact details of all team members; 2. Parents / carers advised that School teacher must be informed if any participants leave early and / or will not be using the school transport provided; 3. All competitions held within self-contained areas 4. All competitors provided with wristbands and lanyards to ensure they are easily identifiable whom? Highly Safeguarding / Safeguarding 13. Safeguarding / Safeguarding Incident 1. Safeguarding Policy in place and Safeguarding Team on site throughout event 2. Safeguarding information included within Suffolk School Games Festival event manual 3. The Safeguarding Team is on duty throughout the event and is trained on dealing with Safeguarding incidents 4. All SGOs informed who the Safeguarding Officer is, and are in receipt of the Partnership s Safeguarding Policy 5. All team managers / team helpers have been given the name and mobile number of the Safeguarding Team 6. Spirit of the Games guidelines on behaviour published in Event Manual 7. Outline of acceptable / unacceptable behaviour from spectators published in Event Manual 8. Incident Reporting Procedures in place through Safeguarding Policy Harmful Unlikely whom? Highly Tolerable Moderate** Safeguarding / Safeguarding 14. Inappropriate use of photo / video equipment 1. Use of Photographic and Filming Equipment Policy published in programme 2. All people wishing to use photographic / filming equipment are reminded of responsibilities in relation to posting Harmful Unlikely Highly Tolerable Moderate**

24 Work activity Potential hazards Control measures Overall risk images in the public domain 3. Professional photographers have to register and display official ID 4. All parents / carers asked to give consent to official photography. Those participants who should not be photographed are identified unobtrusively 5. Participants not be able to be filmed will be identified using yellow wristbands. whom? Issuing of wristbands SS Taff 4/7/17 Work activity Potential hazards Control measures Overall risk Engagement with Members of the Public 15. Anger or abuse directed at staff, volunteers or invited guests 1. Spirit of the Games guidelines on behaviour published in Event Manual 2. Outline of acceptable / unacceptable behaviour from spectators published in Event Manual Harmful Unlikely Highly Tolerable Moderate** whom? Engagement with Members of the Public 16. Crowd Control 1. The Westbourne Academy site is closed from members of the public 2. Netball/tennis spectators only will be permitted onto the site if accompanying the teams at time of arrival. 3. Suffolk Sport staff to monitor crowd /spectator movement Harmful Unlikely Highly Tolerable Moderate** whom?

25 Work activity Potential hazards Control measures Overall risk Involvement of Young Leaders 17. General Health Safety and Welfare 1. General introduction to the event and training provided through the pre-event briefing 2. Specific training for tasks associated with the delivery of individual sports completed by leaders assisting with those sports competitions 3. Additional sports specific briefing will take place on the day of the event for young leaders 4. Member of the Suffolk Sport Team, School Games Organiser or Competition Organiser available to provide team leadership / supervision to respective teams of young leaders on the day of the event 5. Individual letters in relation to the general arrangements for the event given to young leaders 6. Young Leaders identified by specific event clothing provided on the day 7. Specific arrangements put in place for disabled young leaders e.g. drop off arrangements, parking etc Harmful Unlikely Highly Tolerable Moderate** whom? **Where risk is moderate or above, specify action required to reduce the risk. See control measures above Will this additional action introduce new hazards requiring a recorded risk assessment? No Yes (do a further assessment) Date of this assessment: 27 th June 2017 Completed by: John Clough RisGen reference: Signature: signed hard copy on file Reviewed by: Tony Bush