2. Pre‑Planning – Event Management

Plas Heli Cyf is a volunteer‑run organisation, and all operational activity is delivered by a dedicated team of volunteers supported by the Plas Heli Board. For this championship event, the TBA Class Association will provide all senior event‑specific leadership roles, including Race Management, Jury, Safety Leadership, and Class Liaison. Plas Heli will provide the venue, facilities, infrastructure, and local operational support.

This section outlines how responsibilities are shared between the TBA Class Association and Plas Heli volunteers, ensuring clarity, safety, and efficient delivery of the event.

2.1 Internal Event Management – Plas Heli Volunteer Roles

Plas Heli’s internal team provides venue operations, local coordination, and support services. All roles are volunteer‑based.

Plas Heli Venue Operations Lead

Responsible for:

• Venue readiness and daily operational oversight

• Coordination with Class Association leads

• Managing access, signage, and visitor flow

• Ensuring compliance with Plas Heli policies and local regulations

Yard & Compound Coordinator

Volunteer role responsible for:

• Boat park layout and delineation

• Slipway access management

• Storage areas, fencing, and compound control

• Supporting launch/recovery logistics in coordination with the Beachmaster

Facilities & Infrastructure Volunteers

Responsible for:

• Marquee and temporary structure coordination

• Waste management and sustainability measures

• Toilets, water points, and general facilities

• Electrical distribution and generator oversight (where applicable)

Volunteer Coordinator

Responsible for:

• Recruitment and scheduling of volunteers

• Daily briefings and welfare

• Allocation of roles (registration, tallying, slipway support, social programme, etc.)

Catering & Hospitality Support

Plas Heli volunteers assist contracted caterers with:

• Breakfast and post‑sailing food service

• Volunteer catering

• Social event support

Media & Communications Support

Plas Heli provides:

• Local liaison with media

• Social media updates

• Coordination with Class Association media teams

2.2 External Event Management – TBA Class Association Roles

The TBA Class Association will bring all senior event‑specific leadership roles. These roles mirror international championship standards and ensure compliance with World Sailing regulations.

Event Director (Class Association)

Leads the event delivery, oversees all racing and safety operations, and coordinates with Plas Heli’s Venue Operations Lead.

Principal Race Officer (PRO)

Responsible for:

• Race management

• Course setting

• Fleet control

• Communication with safety teams

Jury Chair / International Jury

Responsible for:

• Rule enforcement

• Protest hearings

• Maintaining fairness and compliance

Event Safety Officer (ESO)

Responsible for:

• Safety planning and emergency procedures

• Daily safety briefings

• Coordination with RNLI, Coastguard, and medical teams

Event Rescue Officer (ERO)

Responsible for:

• Safety boat fleet management

• Rescue protocols

• Coordination with Beachmaster and PRO

Beachmaster (Class Association)

Responsible for:

• Competitor tally system

• Launch and recovery control

• Slipway safety

Registration & Measurement Team

Responsible for:

• Competitor check‑in

• Documentation and measurement

• Results processing

Class Liaison & Communications

Responsible for:

• Competitor communications

• Class announcements

• Coordination with Plas Heli media volunteers

2.3 Combined Operational Model

The event will operate using a dual‑team model:

Class Association – Event Leadership

• Race management

• Safety management

• Jury and rules

• Competitor liaison

• Measurement and results

• Emergency procedures

Plas Heli – Venue & Operational Support

• Facilities and infrastructure

• Boat park and slipway management

• Volunteer workforce

• Catering and hospitality

• Waste, sustainability, and site services

• Local communications and community liaison

This combined structure ensures that the event benefits from:

• International‑standard race management

• A fully supported venue

• A coordinated volunteer workforce

• Clear lines of responsibility

• Strong safety oversight

2.4 Pre‑Event Coordination

To ensure smooth delivery, the following pre‑event actions will be completed:

• Joint planning meetings between Class Association and Plas Heli

• Confirmation of roles and responsibilities

• Contractor bookings (marquee, catering, medical, waste, fencing)

• Volunteer recruitment and training

• Site layout finalisation

• Safety plan integration with Plas Heli’s Safety Hub

• Community notifications (residents, harbour users, local businesses)

2.5 Daily Event Coordination

During the event, daily coordination will include:

• Morning briefings (PRO, ESO, ERO, Beachmaster, Venue Lead)

• Volunteer deployment

• Slipway and boat park control

• Safety boat readiness checks

• Weather and risk assessment updates

• End‑of‑day debriefs

2.6 Post‑Event Review

After the event, Plas Heli and the Class Association will conduct a joint debrief covering:

• Safety performance

• Operational delivery

• Volunteer feedback

• Contractor performance

• Sustainability outcomes

• Recommendations for future events