Event Management Plan Date of Issue May 2013 Last Reviewed May 2013 ontrolling Body Board VOLLEYBALL WA 180 harles Street, West Perth WA 6005 PO Box 133, Leederville WA 6903 Phone: (08) 9228 8522 Fax: (08) 9228 8533 ABN: 49 397 467 169 Email: info@volleyballwa.com.au Website: www.volleyballwa.com.au Event Management Plan
Identification of s See table Management Procedures for an assessment of possible and probable risk issues and methods of assessment and management of them. Appointment of Management nel The following individuals are nominated and endorsed as members of the risis Management Team (MT) for 2013 Volleyball WA events Volleyball WA () Operations Manager (in absence Executive Director) Volleyball WA Tournament Director Technical Delegate (ompetition) as required Technical Delegate (Referee) as required ompetition Venue Representative as per ouncil / Shire / Facility of hire Representatives from any external agencies required to provide advice or manage risk occurrences will be included in the Management Team as the need arises. Identification of External Agencies to Support Management nel Emergency Services (police, fire, ambulance, rescue) and subsidiary services (sexual assault, counseling) to be contacted through usual emergency channels by dialing 000. Processes for Mitigation of s Infectious Diseases The MT to liaise with all competition venues hosting competitions to discuss a schedule of venue disinfection surfaces such as canteen pedestrian rails, bathroom surfaces etc and discuss current venue practices for cleaning. The MT to identify potential infectious diseases and be aware of symptoms that may trigger further medical assessment and containment. ommunication of Incidents and Management Plans A consolidated and informed report to affected parties of the risk and its management will minimise potential panic in the face of an incident occurring. The preparation of written statements and the delivery of these by an appointed representative will ensure consistent messages are conveyed and received. The use of the Telephone Tree is important to ensure a consistent message reaches the people within a reasonable time. Dissemination of information to the ly affected parties is recommended by following the Telephone Tree. Event Management Plan Page 2
Tournament Director Tournament Director or Technical Delegate (ompetition) Teams Tournament Director or Technical Delegate (Referee) Nominated Referees and Scorers Duty Teams Ball Kids/ourt Rakers Volleyball WA Venue Management External ontractors/service Providers on site Tournament Director or Technical Delegate (ompetition) Operations Manager Draw & Results Manager All other Volunteers Emergency & Government Authorities If required, staff debriefings will be convened to ensure awareness and understanding of issues and remedies to quell any uncertainty experienced by volunteers, event staff or others in dealing with any incidents. Documentation of Management Activities As described in the Management Procedures table, documenting the activities surrounding a risk occurrence is crucial to ensuring an accurate record of the incident and manner in which it was handled. This documentation will assist in the review of future risk management materials, provide a record for the governing body to assess the handling of the incident and will provide the basis of counselling for those involved in the incident/s. Review of Management Occurrences The aftermath of the event will require a review of budgets, personnel and procedures, and the regular review and revision and education of those involved, will ensure a thorough awareness and application of procedures is maintained. Event Management Plan Page 3
VOLLEYBALL WA EVENT RISK MANAGEMENT PROEDURES Identification Heat Stress/ Dehydration Sun Stroke (applicable for Outdoor Beach events only) D Medium Withdrawal from playing arena & removal from further harm Notify Sports Medicine * / Monitor condition Notify ambulance B D Medium Withdrawal from playing arena & removal from further harm Notify Sports Medicine * / Monitor condition Notify ambulance Hypothermia D Medium Withdrawal from playing arena & removal from further harm Notify Sports Medicine * / Monitor condition Notify ambulance 5-30 mins 30-60 mins 5-30 mins 30-60 mins 5-30 mins 30-60 mins Access to Water hydration system Access to ice & towels First aid personnel Treatment room Access to Water hydration system Access to ice & towels First aid personnel Treatment room Warm blankets and towels First aid personnel Treatment room () Team Rep SM / () Team Rep SM / () Team Rep SM / Event Management Plan
Identification Assault Violent D Medium ontainment / Separation of parties Blood spill kits/fluid handling kits Removal of spectators from harm Assessment/Treatment of injuries onvene MT Meeting Notification of Team Rep 5-15 mins 15-20 mins 20-30 mins Separate rooms for parties Member Protection Policy & Incident Reporting Team Rep Police Documentation of Incident 30-120 mins MT briefing room Verbal & Written briefing of Parties TBA Notification to Police TBA Prepare media statement TBA Announcement to participants Debrief of MT Event Management Plan Page 5
Identification Assault Sexual D Medium ontainment / Separation of parties Notification of Team Rep onvene MT Meeting ontainment of information Sexual Assault Assessment/ Treatment / ounseling o-ordinated Immediately upon notification to MT 0-30 mins 0-30 mins 0-90 mins Blood spill/fluid handling kits MT briefing room Team Rep Police Police/ Notification to EO and Police Documentation of Incident Verbal / Written briefing of VA Board Announcement to participants Prepare Media Statement Debrief of MT 0-90 mins 0-90 mins 0-3 hrs Member Protection Policy & Incident Report ()/MT () MT Team Rep Event Management Plan Page 6
Identification Substance Abuse D D Minor ontainment of parties/ substances, removal from harm Immediately upon notification Blood spill /fluid handling kits () /MT Assessment of condition Notification of ambulance/sports Medicine* / 0-10 mins Policies () /MT/SM / () onvene MT Meeting Documentation of Incident (parties actions etc) 10-30 mins 30-60 mins Member Protection Policy & Incident Report Gather affected groups for briefing, prepare verbal & Written briefing 60-120 mins /MT Prepare Media Statement ontainment of information Event Management Plan Page 7
Identification Infectious disease D Medium onvene MT Meeting Notification to authorities & implementation of advised actions Immediately on notification of occurrence Blood/fluid handling kits for Tournament personnel Notification to venue of potential disease scenario 60-180 mins Disinfecting products for Tournament personnel / () Document actions from local authorities to disinfect facilities and contain participant exposure- isolation where needed 60-120 mins / () Gather affected groups for briefing ommunication to participants Regular monitoring/assessment of participants as per local authority guidelines/direction Prepare Media Statement As directed / Event Management Plan Page 8
Identification Harassment/ Discrimination/ Vilification D Medium Identify parties involved, materials or language the subject of harassment/discrimination ontainment of information Immediately on third party notification or direct complaint Member Protection Policy & Report Templates ()/ onvene MT Meeting () Announcement to Participants Debrief of MT Prepare Media Statement Serious Injury/ Death (within Tournament activities) B Major Locate victim & assess injuries Notify Sports Medicines* / Immediately on notification 0-10 mins Blood spill/fluids handling kits / () ontact 000 for professional assistance ontain area & remove further harm Remove spectators, surplus staff 0-10 mins 0-10 mins First Aid personnel/ Lifeguards / SM Notify authorities onvene of MT Meeting ontainment of information spreading As directed MT/ / SM / () ()/ Event Management Plan Page 9
Identification Prepare Media Statement Debrief MT Serious Injury/Death (external to Tournament activities i.e. surf related incidents) Suicide (threat or attempt) B Major ontainment of information spreading Prepare Media Statement D Medium Identify individual and locate their Team representative Notify Lifeguards/ First Aid personnel ontact 000 for professional assistance Remove spectators and extra personnel ontainment of affected parties (friends/teammates) in separate area of venue Immediately upon notification of incident Team registration sheets for personal information Barriers for preventing entry to affected area / / () / () SM/ () / Professional personnel ontainment of information spreading 0-20 mins Prepare Media Statement (attempt) Event Management Plan Page 10
Identification Fire - Venue equipment - Marquees/ tents, etc. D D Medium Major Medium Appoint a Team s o-ordinator with access to a teams list to: - verify evacuation of teams from facility - notify teams of safe return to facility First Aid to assess injuries and marshal injured to a central area for treatment onduct venue assessment & briefing prior to tournament Pre-event Pre-event Pre-event Fire extinguishers Blankets Warden vests Team Lists Portable PA system/megaphone Assess risk with venue personnel (sight/smell/sound) Follow direction from Venue on Evacuation procedures, points, marshals Upon notification of incident In the absence of a Venue representative: - all 000 - Direct teams o-ordinator to verify location of each team - Direct supervisor to marshall participants out of venue to centralised point (keeping clear Immediately on assessment of risk and potential harm Event Management Plan Page 11
Identification access roads) Prepare Media Statement Power Failure D Medium Locate venue staff and follow direction Announcement to participants Immediately Portable PA/Megaphone / Mobile phones Torches / ()/OM/ Referee/ Scorer strike (mass walkout) Revise draw scheduling for period of interruption E B Medium ommunicate situation to participants reate Duty roster so team covers positions vacant Immediately possible Laptops Portable PA/ Mega phone/ mobile phones omputer/printer ()/ (R) ()/ (R) Damage/ Theftvenue/ Sports equipment B Major Assessment of damage/ theft of equipment Documentation of incident Notification to Police Re-schedule draw if required Immediately 0-10 mins 0-20 mins Incident report template Mobile omputer/ Printer List replacement equipment / () / () / () / () Replace equipment if required Prepare media statement and announcement to participants As directed and as / Event Management Plan Page 12
Identification Theft- participant personal equipment A E Medium Documentation of incident Notification to Police Immediately TBA Incident report template / () / () Prepare media statement TBA Weather - Storms/ Lightening Major Announcement to participants Lightening: In case of storms containing lightening in the area, competition would be immediately suspended due to the high risk of strikes along the waterfront. All athletes and personnel would be moved in to the Surf lub for protection. Immediate suspension of play. move all to Surf lub PA/ Megaphone/ Mobile Surf lub / () (R)/ () - King tides D D Minor Play would be suspended on any courts that are affected and matches moved to unaffected courts Immediate suspension of affected games. Alternate courts (R)/ () - Extreme temperatures old weather policy Hot weather policy D Medium In case of cold weather, athletes and all staff would be permitted to wear cold weather clothing In case of hot weather, in extreme hot weather cases, play may be suspended. Notification to all about old Weather clothing permissible by 0-15 mins Notification to all about Athletes and staff own clothing Athletes and staff moved to Surf lub. Also (R)/ () (R)/ () Event Management Plan Page 13
Identification This will be a decision by the based on temperature and humidity. Otherwise play will continue with the same treatment/actions as for dehydration, heat stress and sunstroke suspension to play due to excessive temperatures by. 0-15 mins same resources as per dehydration, heat stress and sunstroke. Key: MT risis Management Team Tournament Director () Technical Delegate (ompetition) (R) Technical Delegate (Referee) OM Operations Manager SM Sports Medicine* Specified events only Volleyball WA ouncil / Shire / Facility Event Management Plan Page 14
: A B D E Scale LIKELIHOOD The potential for problems to occur in a year ALMOST ERTAIN: Will probably occur, could occur several times per year LIKELY: High probability, likely to arise once per year POSSIBLE: Reasonable likelihood that it may arise over a five-year period UNLIKELY: Plausible, could occur over a five to ten year period RARE: Very unlikely but not impossible, unlikely over a ten year period 2.2 The severity of a risk refers to the degree of loss or damage which may result from its occurrence. : A B D E Scale POTENTIAL IMPAT In terms of the objectives of the organisation ATASTROPHI: Most objectives may not be achieved, or several severely affected MAJOR: Most objectives threatened, or one severely affected MODERATE: Some objectives affected, considerable effort to rectify MINOR: Easily remedied, with some effort the objectives can be achieved NEGLIGIBLE: Very small impact, rectified by normal processes Having assessed each risk in terms of its likelihood and severity you should be in a position to prioritise the risks to assist in the decision making of what action is warranted to manage the risks (where possible). 2.3 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. Event Management Plan