Overview

The Event Management Plan (EMP) Hub provides the complete governance framework required for event organisers at Plas Heli, the Welsh National Sailing Academy & Events Centre. It supports the development of fully compliant EMPs for SAG submissions, insurers, class associations, and internal event governance.

EMP Sections (Tile Navigation)

📂 EMP Overview (Expandable Sections)

Document Control

Document Title: Event Management Plan (EMP) Hub
Version: 2.0 (Tile Navigation + Icon Accordions + Modern Layout)
Review Cycle: Annual or post‑major event

Contact

For updates or queries relating to the EMP, please contact Plas Heli Operations:

SECTION 9 – INSURANCE

9.1 Overview

This section outlines the insurance requirements for events held at Plas Heli. Appropriate insurance cover must be in place for the venue, event organisers, class associations, volunteers, and all vessels involved in the event. These arrangements ensure compliance with legal obligations and provide protection for participants, staff, and the public.

9.2 Plas Heli Insurance

Plas Heli maintains public liability insurance covering activities taking place within the venue and its managed areas. This includes:

• public access areas within the Plas Heli site
• the compound and boat park
• event rooms and operational spaces
• volunteer activities under Plas Heli direction

Dinghy launching takes place on the beach and is not part of Plas Heli’s insured infrastructure.

RIB launching is carried out by third‑party contractors, who are responsible for their own insurance and operational safety.

Copies of Plas Heli’s insurance documentation are available to the Duty Manager and Event Safety Officer.

9.3 Event Organiser / Class Association Insurance

Event organisers and class associations must provide evidence of suitable insurance for their event. This typically includes:

• public liability insurance for the event
• race management insurance (if applicable)
• cover for officials appointed by the class association

Insurance certificates must be supplied to Plas Heli prior to the event and retained with the Duty Manager’s event records.

9.4 Competitor Insurance

All competing vessels must carry valid insurance, including:

• third‑party liability cover (minimum level specified in the Notice of Race)
• any additional cover required by the class association

The Notice of Race and Sailing Instructions must clearly state the minimum insurance requirements for competitors.

9.5 Safety Boat Insurance

All safety boats used during the event must be appropriately insured. This includes:

• Plas Heli‑owned safety boats
• club safety boats
• privately owned safety boats operating under event control

Insurance must cover:

• third‑party liability
• use in safety and rescue operations
• volunteer drivers and crew

Where boats are hired or loaned, the Duty Manager must confirm insurance arrangements before the event begins.

9.6 Volunteer Insurance

Volunteers operating under Plas Heli direction are covered by Plas Heli’s public liability insurance. This includes:

• Bridge personnel
• beach and compound teams
• shore‑based support volunteers

Volunteers must follow Plas Heli procedures to remain within the scope of insurance cover.

9.7 Contractor Insurance

Any contractors engaged for the event (e.g., catering, technical services, equipment hire) must provide:

• public liability insurance
• professional indemnity insurance (where relevant)

Contractor insurance documents must be checked by Plas Heli management or the event organiser.

9.8 Insurance Linked to Licensing

Where licensing arrangements introduce additional risk (e.g., Temporary Event Notices, extended bar areas, amplified entertainment), the event organiser must ensure that:

• insurance cover is adequate for the licensed activity
• any conditions imposed by Gwynedd Council are followed

9.9 Compliance Statement

All event personnel, organisers, and contractors must comply with the insurance requirements outlined in this section. Failure to provide or maintain appropriate insurance may result in exclusion from the event or suspension of activities until the issue is resolved.

Related EMP Sections

• Section 8 – Licensing & Regulated Entertainment
• Section 10 – Appendices
• EMP Hub – Full Event Management Plan Index

Plas Heli – Bridge, Shore Contacts, Coaches & Volunteers

A concise operational overview for event personnel. For full details, see the linked articles below.

1. Essential Documents

Before the event begins, ensure you have:

• Event Safety Management Plan
• List of competitors
• Radio channel plan
• Contact numbers for ESO, Duty Manager, Bridge Lead

2. Key Contacts

• Event Safety Officer (ESO) – leads medical & emergency response
• Duty Manager – coordinates shore operations
• Bridge Lead – manages VHF monitoring & logging
• Event Medic – first point of medical assessment

3. Medical Response – Quick Overview

Initial Assessment

• Safety Boat assesses casualty
• Contact Event Medic for direction
• Medic decides landing point:
  • First Aid Landing Point
  • Emergency Landing Point (for significant injuries)

Significant Injury

If casualty is not walking, has a serious injury, or an ambulance is requested:

Casualty must be taken to the Emergency Landing Point.

Ambulance Arrival Point

• Roundabout entrance to the quayside
• what3words: ///slices.booms.fruity

Safety Boat Landing Point

• Hammerhead berth
• what3words: ///copes.regretted.cadet

4. Emergency Calls

Who calls 999?

• ESO only, unless life is in grave and imminent danger.

“An emergency call can be made by personnel on the water, if they deem that life is in grave and imminent danger…”

If a safety boat calls 999 directly, they must inform the ESO immediately.

5. Medical Centres

Main Hospital (Emergency Department)

• Ysbyty Gwynedd, Bangor
• what3words: ///collect.golden.slipping

Minor Injuries Unit (MIU)

• Bryn Beryl Hospital, Pwllheli
• what3words: ///humans.measuring.clinked

Event personnel should be assessed by the Event Medic first.

6. Communications Overview

Bridge

• Monitors all VHF channels
• Logs incidents
• Supports Duty Manager & ESO
• Coordinates afloat ↔ ashore communication

Radio Protocol

• Short, clear messages
• Plain language
• Identify yourself
• Emergency phrase: PRIORITY MESSAGE
• Log significant messages

7. Landing Points (Summary)

8. Quick Links to Full Articles

• Event Medical & Emergency Landing Procedures
• Bridge Protocols
• Volunteer Briefing Sheet
• Bridge & Communications Quick Reference Card
• Lost Children & Vulnerable Adults Procedure
• Safety Boat Procedures (when created)

9. Site Access Codes (Bridge Responsibility)

The Bridge holds all current site access codes, including:

• compound gates
• pontoon access gate
• emergency landing point access
• building access points used during events

This ensures the Bridge can support:

• safety boat casualty landings
• ambulance arrival coordination
• ESO and Duty Manager access
• controlled movement during incidents
• rapid response to locked‑gate situations

Volunteers must not share access codes unless authorised by the Duty Manager or ESO.

10. Quick Reminders

• People first, equipment second
• ESO leads medical response
• Bridge maintains radio watch
• Log everything significant
• Use PRIORITY MESSAGE for emergencies
• Know your landing points
• Stay calm, communicate clearly

Related EMP Sections

• Section 5.2 – Volunteer Briefing Sheet
• Section 5.4 – Emergency Landing Procedures
• Section 6 – Lost Children & Vulnerable Adults