Cycle-ride tour
Risk management control measures
Version Draft1 – 5 June 2016
Tour name:
Tour category: Type 1, Type 2 or Type 3
Dates of tour: from:to:
Tour organiser(s):
Ride leaders:
Contact email and phone number for the tour leader:
Date of preparation:
Note: Make changes to this document as applicable to your tour and submit to the Tours Committee a few weeks before the tour commences.
Context
This is a Pedal Power ACT endorsed cycle-ride tour.
Such endorsement is not complete until a 'risk management control measures' statement (this document) is submitted to the Tours Committee and endorsed. The tour organiser has prepared the tour description, itinerary and conditions of entry.
The tour organisers are responsible for following the Pedal Power ACT requirements for organising and conduction a cycle-ride tour as set out in the website page ' Pedal Power ACT cycle-ride tours' and as otherwise advised by the Tours Committee or other Pedal Power ACT authorised persons.
Risk amelioration measures to be undertaken
Check yes/no/n.a. as applicable against each measure and add comments in the row and/or at the end of the table. If other rick amelioration measure in place describe them at the bottom of the table.
Yes/No/n.a.Comment / Risk amelioration measures to be undertaken as part of the tour
Tour endorsed as Pedal Power ACT event – final approval subject to these risk management measures being assessed and implemented
Pedal Power ACT cycle-ride required steps, for this category of tour, undertaken (check-sheet steps followed) – available on website page for Pedal Power ACT cycle-ride tours
Conditions of entry and waiver endorsed by the Tours Committee accepted by all participants
Tour organiser(s) will have emergency contacts (names and phone numbers) for all participants
All tour organiser(s) are accredited Pedal Power ACT cycle-ride tour organisers are covered by the Pedal Power ACT insurance for third party liability and accident and volunteer insurance
All ride leaders are accredited Pedal Power ACT ride leaders are covered by the Pedal Power ACT insurance for third party liability and accident and volunteer insurance
All participants are or will be Pedal Power ACT members when registered and during the tour and are covered by the Pedal Power ACT insurance for third party liability and accident insurance.
Pedal Power ACT insurance (legal liability and crash) applicable to all tour organisers, ride leaders and participants
Participants are to support themselves (except as otherwise stated in the 'conditions of entry' – e.g., provide their own bike, carry their own day gear including clothing, wet weather gear, water, snacks, first aid kit, and tools, be responsible for their own bike, punctures, repairs, toiletry, washing, medical requirements, money and a mobile phone.
For local tours: all participants are encouraged to have their own ambulance coverage – as set out in the ‘conditions of entry’
For international tours: all participants advise to have adequate travel insurance, visas, inoculations (as required) – as set out in the ‘conditions of entry’
Tour itinerary supplied to Tours Committee and Pedal Power ACT office and is available to third parties if required
Arranging and obtaining equipment (other than that taken by participants) to be taken on the Tour (including, maps, satellite phones, emergency location beacons,, vehicles, food and the like – as required for this Tour)
Participants are to have maps of the tour route – as set out in the ‘conditions of entry’
Route and other local maps will be carried by the group – by the tour organisers or other designated people
GPS mapping and/or locating devices will be carried by the group that work off-line
Means are available for recharging mobile phone, satellite phones, GPS and other safety equipment at adequate intervals during the tour – solar re-chargers, town supplies, etc
Water sterilisation equipment available – each participant responsible of taken for the group
Arrangements for food purchase, transport and distribution will be in place
Mobile phone coverage adequate adequate over full route
Mobile phone coverage inadequate over full route – non-coverage areas
All participants are to carry mobile phones
Most participants carry mobile phones to enable one to be used in an emergency
Participants will have the mobile phone numbers of the other participants
Satellite phone(s) carried by the group for use in emergency enabling the emergency services to be contacted
The tour participants, as a group, carry first aid supplies
Participants will have the satellite phone(s) number
Personal location beacon carried for use in emergency which, when activated, transmits a message to emergency services – the system works world-wide
Liaison with the appropriate authorities and land holders undertaken to obtain permission to conduct the tour on specific roads or trails – details:
Plans are in place to advise police, park management or other authorities (when appropriate) of the proposed route and when the participants are expected to start and complete sections of the route – give details
Motor vehicle(s) will be hired for use as support vehicle
Motor vehicle(s) will be supplied privately for support vehicle
Trailer(s) will be hired for use with support vehicle
Pedal Power ACT Trailer(s) will be used with support vehicle
Trailer(s) will be supplied privately for use with support vehicle
Support vehicle(s) will be in contact with riders by mobile or satellite phone
Adequate crash insurance cover will be obtained for the motor vehicle(s) for all drivers
Adequate crash insurance cover will be obtained for the trailer(s) for all drivers
All vehicle drivers have appropriate drivers licenses
The tour course has ready access for emergency vehicles – ambulances and police
Budget prepared to cover group costs and fees collected to cover that amount plus a contingency
Plans are in place for obtaining, managing and returning the support vehicles (if any) as required
Plans are in place to managing equipment obtained for and carried on the tour during the tour as required
Accommodation (including camping sites) arranged for participants and any deposits or other expenses paid required to secure that accommodation will be covered by finds in the bank account before commitments made
All fees collected are to be deposited in the Pedal Power ACT bank account
All fees collected are to be deposited in private bank account set up for the tour with two people having access to the account – requires specific authority to proceed this way
At least two people on the tour will have access to the bank account to pay for group purchases
Plans will be in place for handling group expenditures (not individual participant expenditures) as required on the tour
Plans will be in place for reconciling group expenditures (not individual participant expenditures) and obtaining additions fees from or making refunds to participants as required – details included in 'conditions of entry'
Emergency response plan prepared – as give below
Participants will be informed of the emergency response plan requirements before the start of the tour
Participants will be brief by the tour organisers before the tour commences as to what the tour conditions involve, what to take, what to expect on the tour, their responsibilities (this is a supplement to the details in the 'conditions of entry').
Participants will be briefed (daily or otherwise as appropriate) during the tour on what is expected to occur on that and/or the next day(s) in participant group meetings and otherwise as deemed necessary by the Tour Organisers.
All participants are required to carry water, snacks, a first aid pack (for bleeding and other minor injuries) and to ride with a buddy – as set out in the ‘conditions of entry’
Participants are required to ride the tour course (as advised) unless they advise the tour organisers of their intended route – as set out in the ‘conditions of entry’
Participants who ride a route other than the tour course are responsible for their own safety on such alternative course – as set out in the ‘conditions of entry’
As far as practicable, participants who ride a route other than the tour course are to ride in the company of at least one other participant – as set out in the ‘conditions of entry’
Tour organisers have means of determining if there are likely to be hazardous conditions on the route (unacceptable road conditions, road closures, floods, bush fires, adverse weather conditions) – phone apps, local advice, radio, etc
The 'conditions of entry' allow the tour organisers to alter the tour routes and itinerary as they see fit
The tour organisers may suspend riding in the tour if hazardous weather is forecast or occurs – ‘hazardous weather’ is weather that threatens the immediate or long-term well-being of participants as determined by the tour Organisers as set out in the ‘conditions of entry’
The tour organisers may suspend riding in the tour if flooding/fire or other hazards occur across the tour course and/or alternate routes – as set out in the ‘conditions of entry’
Suspension of riding due to hazardous weather and/or flooding may still require participants to continue riding to a safe location for shelter
The Tour Organisers and participants recognise that they may discuss the tour with media representative provided they do not discuss any matters that may reflect adversely on Pedal Power ACT, the tour, the tour organisers or that relates to adverse incidents or crashes.
The tour organisers understand that discussions with the media about any matters that may reflect adversely on Pedal Power ACT, the Tour, the Tour Organisers or that relates to adverse incidents or crashes should only occur by the Pedal Power ACT Executive Officer.
The tour organisers will report any adverse incidents on the tour to the Pedal Power ACT Executive Officer as soon as practicable., initially be phone if necessary and always using the Pedal Power ACT incident report form – available on the website
Additional comments on the risk amelioration measures to be undertaken:
Add additional comments here
Emergency response plan
Emergency definitions
- An incident resulting in a person becoming injured is an emergency when the injuredperson requires urgent medical attention–regardless of whether the injured person can cannot safely continue riding or walking; or can safely continue riding or walking to a location where emergency services (e.g. ambulance) can attend.
- An incident requiring police attendance (e.g. serious altercation or death) is an emergency.
- Lost participant: If a participant is lost and cannot be located within three hours of last being seen by other participants, it is an emergency.
- Fire/flood/ other event of nature: If when riding on the Tour, a bush fire or flood or other event of nature occurs or is imminent and threatens the safety of participants; and participants cannot get to a safe location then it is considered an emergency.
An incident resulting in minor injuries to a person that does not prevent them from riding or walking but may subsequently require medical attention, is not classed as an emergency, provided that the injury is not likely to be exacerbated by riding or walking.
Emergency response plan
In case of an injury classed as an emergency
- Contact emergency services–by mobile or through other people in motor vehicles or otherwise as appropriate. Any requests made by emergency services are implemented in so far as is safe and practicable.
- The Tour participants undertake first aid until assistance arrives.
- If required, the ambulance officers attending will arrange evacuation of the injured person(s) – by vehicle or helicopter.
- If there is a motor vehicle collision or an altercation with another person, the police are asked to attend (if in doubt, have the police make the decision to attend or not).
- If a person is killed or could be expected to die from their injuries, the police are informed – if not already done so by emergency service call centre operator or attending ambulance officers. The Tour Organisers and participants are not to admit liability for any collision, injury or other outcome.
In the case of a serious altercation with another person requiring police attendance:
- Contact emergency services by mobile or through other people in motor vehicles or otherwise as appropriate and the police requested to attend.
- The participants minimise the altercation and leave the scene in so far as possible. The tour organisers and participants are not to admit liability for any altercation.
If a participant is lost and the loss is classed as an emergency (see above) then the emergency service
- Contact emergency services by mobile or through other people in motor vehicles (or otherwise as appropriate).
Other emergencies associated with events of nature
- Contact emergency services by mobile or through other people in motor vehicles (or otherwise as appropriate).
Reporting incidents
The Tour Organisers report all emergencies/incidents occurring during the Tour to Pedal Power ACT Executive Officer using the Pedal Power Incident Reporting Form (available on the website).
Insurance action
The Pedal Power ACT Executive Officer determines what details of injuries to persons, lost persons, damage to property and unruly person incidents that occurred during the event, if any, should be advised to the Pedal Power ACT insurers for advice or as claims.
Any claims received in relation to the event are dealt with by the Pedal Power ACT Executive Officer.
Implementation of the emergency response plan
- The emergency response plan for the tour is implemented by the tour organisers and participants (when required).
Tour Committee use only:
Received date:
Endorsed and tour organiser advised date:
Comments:
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