Event Organizers Workshop and Safety Officer Guidelines
The content covers information on the Race Organizers Workshop, the mission of Western Province Athletics, event application submission guidelines based on attendance size, documentation requirements for event submission, the role of a safety officer at events, and the specific functions outlined by SANS 10366: 2012. Key points include promoting athletics, submitting event applications, and appointing competent safety officers for event management.
- Event Organizers Workshop
- Safety Officer Guidelines
- Western Province Athletics
- Event Application Submission
- Safety Officer Role
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Presentation Transcript
RACE ORGANISERS WORKSHOP 24 November 2016
Western Province Athletics Our mission is to: Promote athletics as a sport with a view to the optimal development of the athletics potential residing within the Western Province; Expand the athletics involvement, as a sport and recreational activity, to all areas and sectors of the population within the Western Province; Contribute towards the development and transformation of our Society, through the Development of Athletics from Grassroots to the highest levels of Excellence.
Event Application Submission CATEGORY ATTENDANCE/ PARTICIPATION MINIMUM TIME BEFORE AN EVENT TO SUBMIT AN APPLICATION TO THE CITY SIZE Small 50 2000 15 working days (3 weeks) Medium 2001 - 5000 20 working days (4 weeks) Large 5001 10 000 25 working days (5 weeks) 60 working days (3 months min preferably 6 months) Very Large 10 000 above
Documentation for Submission Event Application Description of the event Completed Application forms Event Program Services Requirements Layout of event Event Communication Plan Transport Management Plan Environmental Protection Plan Emergency Community Participation Plan Vendors / Caterers Indemnity forms Health requirements Confirmation of Appointment of Safety Officer APPLICATION FOR EVENT RISK CATEGORIZATION
Safety Officer An event organiser shall appoint a competentperson for the event whose duties shall include responsibility for health and safety at the event, communicating throughout the organization about managing the health and safety policy. Section 3.5 further states, a competent person as defined is one that has the knowledge, experience and necessary qualifications specific to the work or task being performed.
Safety Officer Role & Function SANS 10366: 2012 5.11 (a-h) details the specific role and function of the safety officer which includes: Selection and monitoring of contractors; Liaison with contractors onsite and the local health and safety authorities and inspectors; Checking of safety method statements and risk assessments; Preparation and monitoring of site safety rules; Checking of appropriate certificates in respect of structures, electrical etc. Communication of safety information Monitoring and co-ordination of safety performance Co-ordinating safety in response to an incident
Event Application Process - WPA Office Should your club wish to apply for entry fees outside of the WPA approved fees, a proposal needs to be timeously submitted to the Road Running Commission for consideration Clubs are to submit their entry form/flyer to WPA Office for approval Once it is approved, only then can clubs circulate and/or print Once approved the WPA office will circulate the following documentation to the club: Names of Technical Officials and Contact Details Road Running Rules Race Information Sheets Medical Accident Report Once the Race Information Sheet is completed and returned to the WPA Office it is circulated to all Technical Officials assigned to the event The WPA Office will place all your event information on the website and advertise the event nearer to your event date Contact the office should you wish your entry form/flyer to be circulated to all clubs Should clubs wish to have special race numbers, your proposed numbers have to be submitted to the WPA office who will in turn send on to ASA for approval
Event Items Required Event items to be collected from the WPA Office: Temporary Licenses Temporary Licence Box Bank Bags Race Cards Safety Pins Age Category Tags Finish Sachets
WPA Equipment All equipment is available to WPA affiliated clubs at no charge. Clubs will be charged for damaged or missing equipment items. Available equipment Marshal Bibs Marshal Flags Cones KM Marker Boards Runners Ahead Boards Do Not Litter Boards Gazebo s / Blow Up Arch with Generator Stakes
Race Levies CHAPTER 7 : ADMINISTRATION 25 RACE LEVIES 25.1 For any road race run under the auspices of WPA, the organisers shall pay WPA a levy, being 10% (VAT inclusive) of the entry fee charged. For events up to and including 15 km no levy will be due for the first 1000 finishers. For events where entries are taken on the day of the race, the levy shall be based on the number of official finishers recorded by the Chief Timekeeper and/or the official results. For events that have pre-entries only, the levy shall be based on the number of entries actually taken by the organisers. 25.1.1 25.1.2 25.1.3 25.2 Provided each cost element can be substantiated by appropriate invoices etc. then no levy will be due on: VAT included in the entry fee when the event is registered for VAT; Optional items included in the entry form (e.g. t-shirts, magazine subscriptions etc.); Access fees included in the entry fee applicable to the race venue/course paid by the organisers to property owners/departments e.g. Cape Point Nature reserve, Table Mountain National Park, provided that the Organiser has informed WPA while applying for flyer approval. 25.2.1 25.2.2 25.2.3
Event Fines Club Fines Race Entry Form/Flyer not submitted for approval Use of race numbers without permission Race Cancellation MORE than 6 months before date. Race Cancellation LESS than 6 months before date Lack of Water Short / Long Course due to organiser error Bad Finish Poor Marshalling Poor Entry tables Late Results (in excess of 3 weeks) Failure to appoint qualified medical assistance with all necessary emergency equipment. Insufficient toilets Failure to implement litter policy Failure to clean route (club) Failure to use a registered Course Measurer Failure to use registered Technical Officials Charging in excess of the stipulated maximum race entry fees Awarding less than 15% of income of entry fees as prize money R600-00 R200-00 R1000-00 R1500-00 R300 plus R150 per table short R350-00 R250-00 R200-00 R200-00 R300-00 R500-00 R300 per toilet less than 1 per 100 budgeted athletes R500-00 R300 for first offence 2x Equivalent payment to WPA appointing the official 2x Equivalent payment to WPA appointing the official The difference in income between the fee charged and the fee allowed The difference between the prize money awarded and 15% of entry fees based on number of participants from the previous year
Event Fines Athlete Fines Failure to display 2 numbers 2x Temp licence fee for first offence Littering (individual) Warning for first offence R100 for second offence Running without entering 2x Entry fee for a first offence
