Emergency Management Plan - Tasman Secondary School Mountain Bike Championships Silvan Forest MTB Park - Sporty.co.nz
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Emergency Management Plan
Tasman Secondary School Mountain Bike
Championships
Silvan Forest MTB Park
Tuesday 23rd & Wednesday 24th February 2021Event Description
The event is run in a two-day format: this document contains specifics for both the Enduro and
Cross-Country (XC) races. These races will involve approx. 140 riders and a maximum of 200,
typically of a good level of ability and skill.
A description of the race course (with marshal and ambulance points indicated) will be provided
for all event personnel on race days.
Operating Procedures
1. Traffic Management
• Gate Security – there is a key-pad, locked gate providing security for the main access point into
the forest. Vehicles coming in and exiting will be managed through this gate by the event
organiser
• Parking – At the Arena area at the base of the race courses for both Enduro and XC events,
note all parking is in one area
• Road crossing
Internal roads inside the gate may be crossed by competitors during the event – these points will
be managed by marshalls and course tape where required.
• Signage
Signage will be utilised to advise:
o Road crossings
o Parking
o Speed advisory signs 30kmph
2. First Aid Policy and Equipment
• Motueka Regional Ambulance have been contracted to provide Emergency and first aid support
on site.
• They will provide all required equipment
• St John’s personnel will be in radio contact with the Motueka Regional Ambulance crew as
required to support.
3. Briefings
• Volunteer briefing
Identification of key personnel
Hazard review (Marshalls provided with specific briefing of responsibility for that particular
Marshall point)
Traffic Management (as above)
• Participant briefing (15 minutes prior to races)
Hazards (as in Appendix 1)
Non Smoking event
No Fires
No Rubbish
Emergency evacuation (fire)
First Aid Procedure (Motueka Regional Ambulance)
4. Accident /Incident Reporting, Recording and Investigation
• Completion of accident record by Motueka Regional Ambulance - following the event Motueka
Regional Ambulance will provide a summary of any responses treated at the event.
• All incident forms must be copied to Sport Tasman within 48 hours of the event. The email address
for this correspondence is: blair.k@sporttasman.org.nz5. Emergency Planning
• Serious Injury
In the event of a serious injury in during the event, the Event Manager will implement the
following action plan:
1. Assign Motueka Regional Ambulance to patient care or a suitably qualified person
should Motueka Regional Ambulance staff be fully occupied with other patients.
2. Assess the situation and if required call 111 for assistance by cell phone –
information may be relayed by radio. State: Ask for ambulance Who is calling?
The nature of the emergency (injuries, medical condition etc)
Location of patient - if in a remote location tell ambulance control. GPS coordinates
will be provided if a helicopter is likely to be needed.
Your contact number
4. Ensure a cell phone is on site to talk to pilot direct if a helicopter is dispatched.
5. If Ambulance staff are attending to a major incident the whole event will be put on
hold until Medical staff are available.
6. Debrief the incident as soon as possible after the event.
7. The Event Manager is the designated media liaison person. Nobody else is
authorised to speak to the media.
8. Incident must be reported to Sport Tasman within 48 hours of the event. The
email address: blair.k@sporttasman.org.nz
Large Scale Disaster
A large-scale accident or situation that results in many injured people can overwhelm the
normal emergency resources of the area. Incidents of this nature that are likely to affect this
event are: earthquake, volcanic event, large-scale road accident, fire or extreme climatic
conditions. If any of these situations occur, the following plan will be implemented.
1. A Base Co-ordinator is appointed and located in a position that offers access to
communications if possible. A cell phone is desirable. This person will be the Safety
Manager where possible. Base co-ordinator must notify:
1. Emergency Services (111)
2. Police
2. Base co-ordinator will appoint a Scribe to log all calls and operate communications.
3. Situation Reports are relayed to the base commander by the initial rescuers. Initial
rescuers may be from anywhere depending on the scale of the incident. These
reports are brief and focus on the broad picture and should include number of
victims and safe access routes only. Primary surveys of patients ONLY are done at
this time.
4. Personnel and Equipment are allocated to areas once the situation reports are
received by the base commander. Medical treatment bases must be designated and
prepared.
5. Site Commander(s) are appointed by the base co-ordinator.
5.1 Field site commanders will be allocated according to geographical
constraints.
6. Patients will be triaged by the site commander according to the severity of injury:
4. Stable.
3. Stable but may become unstable.
2. Unstable.
1. Emergency.
0. DOA
7. Wait for normal emergency services to arrive and take over management.8. The Event Manager is the media liaison person, however if unable to carry out this
role, a suitable person will be designated. Nobody else is authorised to speak to the
media.
9. Debrief the incident as soon as possible after the event.
• 5.3 Missing Person
If a situation arises where a competitor does not arrive at a checkpoint or finish before the
tail-end-Charlie, it is critical to initiate search procedures as soon as possible to maximise
the assistance to the missing party or person. The Event Manager will follow the action plan
listed below:
1. Obtain the following information:
Who reported the situation?
Where is the caller?
Location of emergency?
Brief description of events?
2. Begin a log of events
3. Notify the Police
4. If appropriate send in an initial response team with a cellphone and event radio.
Only do this if the team is well equipped and experienced for the conditions they
may encounter.
5. Once the person or party has been located ensure that this is communicated to the
Event Manager and all agencies involved.
8. Debrief the incident.
6. Emergency Contact Points
Emergency calls Fire. Police, Ambulance 111
09 2924 267
Park Ranger Duty Roster
09 301 0101
Event Manager Tasman Trails Ltd 021 230 9120
Chris Mildon
Nelson Hospital 03 546 1800
HOSPITALS
Emergency Rescue,
FENZ 111
Helicopter, Police, Fire
Blair Kircher RAC, Sport Tasman 029 776 3307
Tony Thomas Sport Tasman 027 486 3990
7. Event Insurance
The Event Manager carries the appropriate level of liability insurance for operating in a
working forest environment, on private land, and with the full approval of the forest owners.Appendix 1:
1. Risk Assessment & Management Table – Mountain Biking
The purpose of this table is to identify the risks relevant to the operation of mountain biking Events.
Hazard Mitigating factors
Clients previous medical history Motueka Regional Ambulance will supply all event
emergency support including radio communication and
liaison with external emergency services as required
Hot weather causing Clients will be advised to carry water on a normal day and
dehydration of clients while will be encouraged to wear appropriate clothing.
riding, heat exhaustion Water will be available at event HQ
Clients becoming wet and cold Appropriate clothing to ensure riders are prepared for all
weather conditions will be advised.
Risk of minor accident (sprain, Comprehensive 1st aid will be available
scrape) possible causes: Where possible these hazards have been minimised through
slippery track, fences, trees, track design and maintenance.
banks, rocks, blackberry gorse
Risk of major accident requiring Bike Check available at event HQ
evacuation (broken bones, etc) St John’s personnel available throughout course
Possible causes: rider fault, Radio Access available
equipment failure, track Communication available short
design, localised track
Guides carry phones to aid in reaching outside assistance
A Vehicle and driver are available from Base to help render
assistance.
Bicycle mechanical failure Bikes are checked at the start of the ride for trail worthiness
- good brakes, tyres, lubed and running smoothly
Rider inexperience Routes are aimed at intermediate level and the event is
advertised as such.
Easier routes around obstacles are signposted along the
route
Adult assistance through confidence course will be
mandatory
Rider fatigue, Riders will be advised to carry and consume both drink and
high energy food for the duration of the ride as required.
Refreshments will be available at base.
Fire Smoking is forbidden always.
Cell phones can be used to alert outside help in the event of
a fire
Running into Animals Farm animals are docile unless nastily provoked and will
usually scatter as riders approach. Wild animals are
infrequent and will run.
Flooding If there is significant risk of flooding (due to several days of
heavy rain then an alternative or shortened ride will be
used.
Track becomes unpassable due Event organisers staff to check trail and advise of any
to slip or tree maintenance issues.
Loss of communication Mobile phone batteries will be charged evening prior and
are specified to last several days (depending on talk time).
Meeting oncoming traffic Track will be "one way" and a guide will precede all riders.
Track is closed to public for the eventAdditionally
The possibility for changeable trail and structure/obstacle conditions exists at all times due to weather, forestry
debris (including protruding branches, pine cones and stumps) and terrain erosion; these factors affect the ridability
of a trail or structure/obstacle and participants are advised to be aware of changeable conditions
Accident through collisions with natural or man-made obstacles, other riders, pedestrians, runners, recreational
walkers and domestic (i.e. dogs) or wild animals (i.e. pigs, deer, pheasant etc).
Every day falls also occur through rider error or equipment failure
Be aware of forestry trucks, vehicles, and other mountain bikers when travelling on forestry roads and when
entering or exiting the car park.
Trails contain obstacles and terrain variations that can appear quickly when travelling at speed; participants are
advised to ride unexplored trails slowly and to do so several times in order to gain a good understanding of the
conditions presented
The park contains many man-made features that present risk due to their requirement for speed, bike and rider
elevation or jumping ability; participants are reminded to ride within their limitations and choose which features
they attempt carefully
Participants should be aware of trails crossing
Participants should be aware of other riders at all times and be informed that both inexperienced and advanced
riders may appear without warning, and at speed.
2. Initial Response Plan
Approach with If Unsafe to approach – STOP, Take control of bystanders to ensure
Safety contact help no further harm is done
Consider the mechanism of Injury
eg. Slippery tree roots
Take action to make the scene safe
Assess the Provide Immediate First Aid if Check medical history
situation required Assess all injuries
Consider location, program, weather
conditions, group etc
Contact Help See Emergency Contact Contact• on-site Motueka Regional
Points page (St Johns staff Ambulance if further action needs to
located throughout area) be taken
Collect and Record all necessary
information
Organise evacuation or other further
action
APPENDIX 2 – Race Course and Marshall Points (see separate file for race day maps)
Gateway entrance is shown in the map outline
All vehicles will adhere to the speed limit 30km and will consider road and weather conditions accordingly.
Vehicles will travel in convoy adhering to left of road at all times.
Turnaround bays and car park area will be clearly identified at the Arena area, and are clear of the
start/finish line.You can also read
