The Manawatu River Seagull Regatta
Risk Management Plan
August 2023
Section 1: Event Context

Event introduction and overview
History – The genesis was back in 1985. Several locals from the Hoods Landing Delta Swamp couldn’t agree on who had the fastest Seagull Outboard. So it was decided that a race was the only way to settle the debate. That original 'race' started from the the Karapiro dam on the Waikato River & finished at the Tasman Sea. That inaugural trip took 4 days to complete, & it’s still unclear who the winner was. Nowdays, this has become the longest annual Seagull outboard regatta in the world. Held every Easter weekend. 

This event is based on the original concept with an emphasis on participation and enjoyment.

Event governance and decision making
The event is not managed by any one individual. It is collectively managed by all the participants, being a collective team of volunteer co-ordinators with no 1x person in charge. Members of this co-ordination team comprise both volunteers & participants prepared to demonstrate pro-activity towards facilitation of the event.  Specific areas of undertaking vary in accordance with individual inclinations. Members of the co-ordination team regularly change from time to time, as do their roles, including during the event. Decisions are made by general consensus by the co-ordination team. Interactions & meetings are held on demand as required, including in person or via email. Historically, various meetings occur, prospective to & retrospective to the event. 

Section 2: The Event

Event Details & Rules
Event details appear on the website www.seagulloutboard.com
The overall rules are an aggregation including the following;
* This Risk Management Plan,
* Scrutineering, compulsory equipment & recommended equipment as published on website,
* Entry form, details & agreement,
* Compulsory Briefing,
* National Maritime code and Coastguard Guidelines
* Prevailing Health and Safety requirements

Event Location 
The event will be held on the Manawatu River as follows:
* Saturday – From the Manawatu Power Boat Clubroom to the Shannon Road Bridge and return.
* Sunday – From the Manawatu Power Boat Clubrooms to Foxton Boating Club and return.

First Aid Facilities;
* On each support boat
* Recommended on each participating boat
* Palmerston North Hospital Emergency Dept

Key Signage;
* At the Manawatu Power Boat Clubrooms (Start) and end of each Days Section
* Navigation buoys on the river
* Speed restriction signs on the river if required

Weather and climate information
Checks made with NZ Meteorological Service for forecast & warnings
Checks made with Regional Council for river levels
Draw from local knowledge of changing river conditions such as moving debris & sandbanks

Schedule of Co-ordinators
This will be a collection of suitably experienced participants agreed to prior to commencement of the event.

Risk Management and Safety Resources
Each participating boat and support boat is;  
* required to be fit for purpose with a clear name
* required to have every crewman wear a suitable lifejacket
* required to have a functional motor
* required to have fuel / oil in leakproof containers
* required to have a waterproof mobile phone with texting ability
* required to have basic repair tools & spares
* required to have a towrope & bailer
* required to have a paddle or oars
* required to have no drugs or alcohol
* required to not have an open exhaust
* required to have hearing protection for all crew
* recommended to carry spare motor or parts
* recommended to carry sun protection
* recommended to carry first aid equipment
* recommended to carry fire extinguisher
* recommended to have cutout lanyard on both Sport & Open Class
* recommended to carry GPS
* recommended to use biodegradable oils
* recommended to avoid heavy farm gumboots and other unsuitable clothing
In addition the Support boats have;
* presence on the water, or, on standby at strategic access points
* capability of carrying people
* capability of towing boats
* operator with local river knowledge

Medical facilities and Accessing Emergency Services
Riverbased;		Get patient to nearest river access point & meet with crew, or ambulance 
Landbased;		Palmerston North Hospital Accident & Emergency
50 Ruahine Street, Roslyn, Palmerston North 4414

Initiating Emergency Response Plan
Enactment of cancellation, or reduction, or evacuation, or postponement of the event will be by agreement of the co-ordination team with all participants subsequentially advised.

Contact information 
This information is issued to participants upon successfully passing scrutineering & is printed on a waterproof card & is to be kept in each boat, 

Event communication overview
Leading up to the event various details are published on the website, also various notices are sent out by email. 
During the event communications between participants & co-ordinators to be primarily by texting via mobile phones. Reason being this resolves both the issue of working in noisy environments. Cellphones should only be used as a last resort if texting fails. 
Marine VHF fails to provide adequate coverage & will be avoided.

Section 3: Event Risk Assessment

* It is considered all identified risks have been mitigated by elimination or reduction to low or medium risk. 
* Forming part of the 'Risk Controls' for all 'Identified Risks', the co-ordination team provides on the water support boats.
* Forming part of the 'Risk Controls' for every 'Identified Risks', all participants are;
	1. required to attend the briefing
	2. advised to carry a first aid kit
	3. able to contact the support team for advice or assistance via text
	4. required to wear a suitable life jacket at all times
	5. to exercise good mariner practice, incl keeping a sharp lookout, & avoid standing up.
	6. to prepare outboard & equipment to good order
	7. pass scrutineering
8. to apply commonsense, incl to draw from experience & apply discretion with preparations relating to both equipping & conducting themselves

Risk Register
Fire;
This could involve fuel / oil or non-fuel / oil
Controls; 
* Avoid ignition sources in the boat, motor ignition in poor condition,
* The bailer can be used to apply river water for non fuel/oil fire, 
* Recommend participants carry a dry powder extinguisher for fuel / oil fire
* Fuel/oil to be in leakproof containers 
* Participants must wear a life jacket at all times, therefore making vessel abandonment a viable option
Spill of fuel / oil;
Stray amounts of fuel / oil could spill into the river
Controls;
* Fuel & oil to be in leakproof containers
* Avoid un-necessary volumes of fuel & oil 
Weather;
This will vary during the day, possibly becoming adverse hot / cold / wet
Controls;
* Forecast forms part of the briefing
* Application of commonsense, incl to draw from experience & apply discretion with preparations relating to both equipping & conducting themselves
Mechanical failure;
This includes engine breakdowns, prop spring failures, spark plug changes & running out of fuel.
Controls;
* Prepare outboard & equipment to good order
* Carry necessary spares & basic tools
* Pass scrutineering
Capsize;
This could involve striking objects or sudden catastrophic event
Controls;
* Prepare outboard & equipment to good order
* Wearing suitable lifejacket at all times
* Keeping a sharp lookout for obstacles
* Exercise good mariner practice, incl avoid standing up.
* Avoid overloading the boat
Hull breach;
This could involve striking objects or sudden catastrophic event
Controls;
* Prepare outboard & equipment to good order
* Wearing lifejacket at all times
* Keeping a sharp lookout for obstacles
* Exercise good mariner practice, incl avoid standing up.
Man overboard;
This could involve striking objects or sudden catastrophic event
Controls;
* Prepare outboard & equipment to good order
* Exercise good mariner practice, incl avoid standing up.
Navigation hazards;
The river presents both manmade & natural hazards, incl debris & sandbanks
Controls;
* Wearing suitable lifejacket at all times
* Keeping a sharp lookout for hazards
* On sandbanks, avoid exiting the boat where possible as quicksand often occurs
* Exercise good mariner practice, incl avoid standing up.
* Participants to be off the water by 4pm
River water;
The river presents a drowning risk
Controls;
* Be aware of the risk & exercise caution
* Wearing suitable lifejacket at all times
Section 4: Emergency Response Plan

Forming part of the 'Specific Responses' for any incident;

Initially;
* Raise alarm as appropriate with co-ordinating team
* Assess situation for person injury & boat damage & property damage

At incident scene;
* Assess potential risk to yourself given the situation & act appropriately
* Apply first aid as appropriate
* If required, call for further assistance, such as the support co-ordinators via text

Upon incident conclusion;
* Discuss incident with co-ordination team, 
* Co-ordinators to make necessary changes to processes, if any and document

Section 5: Contingency Plan

Introduction
This Contingency Plan has been developed as part of the Event Risk Management Plan, to ensure health and safety risks are eliminated, so far as reasonably practicable.

The Potential Risks
The major risks that may generate the need to consider contingency options are likely to be:
* Adverse weather
* Adverse river conditions, incl flood levels

Contingency Options
We have assessed that there are 3x feasible contingency options available.  
Option One – Reduce or alter the extent of the event 
Option One – Postpone the event 
Option Two – Cancellation of the event

Reconnaissance & Assessment of Conditions
The Reconnaissance will consist of appropriate persons, who will jointly assess the situation and report to the co-ordination team for a decision.  

The co-ordination team will make a decision and advise all officials and entrants.