Winterfest - Safety and cancellation procedures

Winterfest events may be postponed or cancelled prior to or on the day, when weather conditions increase safety risks for participants to an unacceptable level.

1.0Background

1.1Risks

Safe paddling for all participants is a primary objective of Winterfest.

Hazards associated with adverse weather conditions include:

  • People injured or drown when vessels capsize
  • Vessels swamp with waves overtopping
  • Hypothermia
  • People injured or drown by fall overboard
  • People injured by paddles or other equipment
  • People struck by lightning
  • General panic

The risk assessment identifies that mitigation actions are necessary to provide for safe paddling in adverse weather conditions. These risks are increased because participants:

  • Have mixed skill and experience levels, including people not familiar with open water paddling in windy or choppy conditions
  • Mixed ages and health status
  • Mixed swimming abilities to recover onto a boat and/or swim to shore in light clothing if capsized
  • Shallow water, strongly exposed to the south
  • Exposed water crossing with long fetch

1.2Existing general controls

  • Information on web site and at registration
  • Paddlers sign waiver re their general health and capacity
  • Safety briefing prior to each event
  • SES boats patrol close to the paddling fleet at all times
  • All paddlers in kayaks and SUPs must wear a lifejacket
  • All outriggers are supplied with lifejackets (but not required to wear).

1.3Wind speed and water conditions

BoM issues strong wind warnings for coastal waters when average wind speed exceeds 25 knots (approximately 45km/hour). Conditions on the water in Toronto Bay will become dangerous for small unpowered vessels well before this average wind speed is reached.

Australian Canoeing Safety Guidelines for ‘non-competitive paddling activities’ 2015 suggest leaders can be qualified to take experienced people on the water in wind speeds of up to 21knots (with minimum at around 11 knots), with open crossing of up to 4 nautical miles. Less experienced paddlers should only be on the water in conditions of up to 15 knots (forecast or observed) and with crossing of less than 1 nautical mile (1.8km). The guideline does not specify gusting wind limits

For Winterfest, the 15 knot (25km/hour) (assumed maximum) and 1 nautical mile limits are adopted, given the variability of participant capacity.

2.0Cancellation of Winterfest will be considered in two parts

2.1Open water events in Toronto Bay –Outriggers

Any decision to cancel the outrigger events will be made in consultation with NOCCC (Steve Dawes).

This part of Winterfest will be cancelled in the following circumstances:

  • We will consult with BoM local weather forecasts on Saturday afternoon, Saturday evening and Sunday morning. We will monitor the BoM site during Sunday if there is a possibility of storm cells moving through the district
  • The forecast on Saturday is for continuing heavy rain on the day of Winterfest, not clearing until late in the day
  • The forecast on Saturday is for strong winds on the day of Winterfest (estimated at 15 knots and above) continuing throughout the day, particularly if those winds are from the south or south east (i.e. long fetch and waves approaching directly onto the shore).

If a decision to cancel these team events is taken on Saturday evening, the information will be placed on the front page of the web site.

Outrigger events may be postponed or cancelled on the day in the following circumstances:

  • Wind strength from the south east picks up to consistently more than 15knots (based on BoM and on observation of conditions in the Bay). If the wind speed in occasionally gusting, events may be delayed for up to 1 hour, awaiting improved conditions. If there is not sufficient improvement after 1 hour, the remaining events will be cancelled.
  • Heavy rain commences and is forecast to continue for the remainder of the day
  • There is thunder or lightning. If an electrical storm commences during an event, all paddlers will immediately be directed to return to shore and if necessary assisted to do so by SES. Paddlers may return to the water and continue events if conditions improve to a safe situation within 1 hour. After 1 hour all remaining events will be cancelled.

If this part of Winterfest is cancelled during Sunday, no team registration fees will be refunded.

2.2Kayak and SUP events

2.2.15km and 10km kayak and SUP

These events will be cancelled in the following circumstances:

  • We will check local forecasts on the BoM website Saturday afternoon, Saturday evening and early Sunday morning. We will also check with Marine Rescue at Pelican.
  • There is continuing heavy rain, not forecast to clear until late in the day
  • There is thunder and lightning occurring
  • The wind strength from the south is generally above 15 knots, sufficient to generate white caps in Toronto Bay)

If wind in the bay is 15 knots and above, but the waters close to chore are protected and other risk factors are acceptable, we may use an alternative course which will run south along the shore from the sailing club, making a 5km loop close to shore.

This decision will be made on the morning of Winterfest.

2.2.2Sprints

Entries for these events will generally be taken on the day.

As for the 5km and 10km events, these events will be cancelled if the forecast on Saturday evening is for continuing heavy rain all Sunday. Notifications will be placed on the Winterfest web site and also distributed by facebook through the SUP club and HVPS Club.

We will initially postpone events on the day if there are storm cells and/or thunder and/or lightning passing over the site. If conditions have not improved to a safe level after 1 hour, the events will be cancelled.

The 15 knot wind speed limits will be applied for safety of paddlers on the day. If wind is consistently above 15 knots, events may be postponed for up to 1 hour, but will then be cancelled if conditions have not improved.

Notifications and announcements will be available from the registration desk.

Registration fees will not be refunded for any kayak or SUP events if cancellation occurs on the day.

3.0Procedure summary - cancellations

When / Action / By whom
Late July / Put key points of cancellation and safety policy and procedures on the Winterfest web site.
Make sure a full list of contact details is available to committee. / Committee to approve text; Graham to upload to web site, clearly identified.
8pm Saturday, 10pm Saturday, 6am Sunday, 8am Sunday, 10am Sunday, 12 noon Sunday / Check BoM water forecasts and confirm response (watch and wait, issue warning, notify cancellation) / Pam Dean Jones and committee representatives from HVPSC, LMSUP and Outrigger Club
Saturday evening between 8pm and 10pm / Notifications of any cancellation due to expected severe weather, on web site (if required on Saturday night). / Pam to discuss with Committee members and confirm decision with Graham
Graham – update web site
Claire, Owen, Steve – phone key people and update facebook posts for club members
Sunday 7.30am – 9am / Advise all participants checking in for entry of any updates on water conditions.
Poster sized board with wind speed updates for participants / Tim and registration team
Any time there is a storm cell in the vicinity / Keep all SES crews informed by radio
Maintain weather updates at registration / Tim, Trevor
SES to direct all paddlers to return to shore and seek shelter
SES to radio in (to registration) rego numbers of any boats that are on the shore away from the park, so that a check can be made that all kayak/SUP paddlers are safe
Team captains of all dragon boat and outrigger crews to check that their full team is on shore and under shelter. / Jane – liaise with outrigger team leaders to make sure everyone is accounted for.
Report to Tim at registration
1 hour after any incident/
postponement / Decide if safe to recommence events / Pam/Claire/Owen/Steve
Event coordinators to contact team leaders
Announcement from Registration on any events cancelled and which events will proceed in what order.
After Winterfest / Conduct cancellation/postponement review / Committee

4.0Summary of safety procedures in the event of an injury – on water and land

When / Action / Who
Prior to the event / Ensure St Johns and SES are available and briefed on the program, paddlers etc / Committee (Ed)
Before races commence / Check paddlers have leg ropes (SUPs) and life jackets (all) / SUP and HVPS clubs, with Pam, Tim
Conduct safety briefing – Owen + Rotary
During all races and team events / SES to follow/sit close off course. Beware of boat wakes from SES boats – must not disturb paddlers / SES in radio contact with Tim, Trevor
In the event of a capsize, but no injury / SES notify Registration
SES sit close, monitor; offer assistance.
If the person decides to withdraw, SES notify registration and bring the person back to shore. / SES to registration
In the event of an incident (e.g. capsize, person overboard, boat submerged or a health incident), with minor or major injury / Minor injury:
SES notify registration
Registration notify St Johns
SES assist directly and bring paddlers with minor injuries to shore
Major injury
SES notify registration, with coordinates and description of location; describe and assess injury
Registration (Pam) call Ambulance and on site notify St Johns. Ambulance to determine whether helicopter back up required.
Back-up safety boat take St Johns to the injured person (or can SES do this first aid) / Chain of contact is: SES to registration
Registration to St Johns and/or ambulance
Registration confirm action back to SES on water
Injury or medical incident on land / Contact registration and St Johns
Registration (Tim and/or Pam) and St Johns to call ambulance if needed / Nearest Rotary coordinator – e.g. Jane for outriggers; Geoff for kayaks, Geoff for SUPs
After Winterfest / Conduct safety procedures review / Committee

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