Plas Heli - Pre-SAG Events Questionnaire

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Plas Heli - Gwynedd Event Safety Advisory Group (SAG)

Introduction by Plas Heli

Whilst all events at Plas Heli are self-sufficient in all aspects of safety, wellfare and security, the Authorities still need to know the date, scale and style of the activities and events held in the County.

We are instructed that all of the events hosted at Plas Heli should complete this form so that there is an understanding of your event. The information is shared by Gwynedd Council Events Team with other Authorities. They will assess the risk to public and, if found necessary, arrange a follow up virtual meeting with all agencies.

We have privided a suite of Safety Documents relevant to Events and this rescourse is available on the website - follow this link

Please Note: The information collated will be used so that we and the authorities can plan for all eventualities.

Pre - SAG Questionnaire -

This form is required by Gwynedd Council Events Team to assess if further information is required for the Event Safety Advisory Group (SAG).

Gwynedd Event Safety Advisory Group (SAG) provides specialist advice to event organisers to help ensure public safety and wellbeing, while the organisers retain legal responsibility for safety. Participation in the SAG is voluntary, though venue or Local Authorities may request it. The SAG assesses event plans and informs organisers of any overlooked safety considerations. It’s the organiser's duty to take appropriate actions based on this feedback. For more details, refer to Information for event organisers.

Once the questionnaire has been assessed you will be contacted further. If a SAG meeting is necessary, you will be provided with a SAG date six weeks prior to the event. Ten days before the SAG, all event documentation must be sent to along with any supporting documents. The SAG will take place online and will last for 45 minutes. If you have any further questions, please contact

Section 1-Information

Name of Your Event (Title)(*)

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Type of Event(*)

Type of Event

Sailing Event - National or International

Sailing Event - Regional

Sailing Training Camp

Sea Based Event (not sailing)

Shore-Side Event Non Sailing

Other

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We need to inform Gwynedd Council and other Authorities what type of Event is being arranged - Sailing Event, Sailing Training or Shore-side Event, or is it something else.

Event Type Other.

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Please provide the description of the type of event if not covered by the above options.

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Event Start Date (*)

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Please tell us when you wish your event to start

Event End Date (*)

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Please tell us your intended last day for your event

Location of Event(*)

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We have populated this already for you - this is the address that will be used for the submission to Gwynedd Council

Main Contact Name(*)

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Your Role or Position(*)

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for example: Chair/ Secretary

Address(*)

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Postcode(*)

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Telephone Number(*)

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Please provide your mobile telephone number - but do not use +

Mobile Number(*)

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Email(*)

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Section 1-Information (continued).

Please provide a description of your event so that the Authorities know the type and scale of the intended activities. Thank you.

Event Description(*)

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Note: Please add as much information as necessary here - including an event website (if there is one).also include that the event is featured on the Plas Heli Calendar.

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Numbers of Attendees Expected(*)

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Please provide an estimate of the total number of competitors, volunteers, supporters, guests and organisers expected on site.

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Numbers of Competitor expected(*)

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Please provide an estimate of the total number of competitors expected on site.

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Estimate Number of Attendees if greater than 350 or enter maximum people on-site.

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Section 2.0 - Areas Of Interest to Specific Authorities.

Section 2 of the questionnaire asks for your feedback on specific areas of relevance/ interest to individual members of SAG e.g Police / Public protection etc.

Please complete all the following questions. 2.1 - 2.12 - some will be Not Applicable. N/A

2.1 - Public Protection and Licensing Service, Cyngor Gwynedd

Does your event involve licensable activities and therefore needs a license (*)

Does your event involve licensable activities and therefore needs a license

Yes

Not Sure

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For sailing events at Plas Heli - this is NO. We are an Events Centre.

Does your event have a risk assessment to protect staff and the public?(*)

Does your event have a risk assessment to protect staff and the public?

Yes - see suite of Safety Documents on the Plas Heli website (copy url to a browser) https://plasheli.org/document-hub

Yes - we have an event specific RA and Event Plan

No -

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Are you in touch with the service?(*)

Are you in touch with the service?

Yes

Contact made by Plas Heli

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for most sailing events choose 'Contact by Plas Heli'

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Other Contact at Gwynedd Council

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If you are in contact with another person/department please provide the name of the contact.

Contact is with Gwynedd Council Events Department

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2.2 - North Wales Police

Is your event likely to create law breaking or antisocial behaviour? (*)

Is your event likely to create law breaking or antisocial behaviour?

yes

Likely

Unlikely

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Are you in touch with the service (North Wales Police)?(*)

Are you in touch with the service (North Wales Police)?

Yes

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Name of North Wales Police Contact

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Have you informed North Wales Police about your event? If so, please provide a reference number

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If not, please do so by following this link: How to tell us about an event or procession | North Wales Police

2.3 - Cyngor Gwynedd, Highways Service

Does your event take place on the street, road or other stretch of highway?(*)

Does your event take place on the street, road or other stretch of highway?

Yes

Not Relevant

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Does your event need Cyngor Gwynedd Highway Authority’s permission to manage the Highway traffic? Has a Temporary Road Closure Application been submitted to Cyngor Gwynedd? (*)

Does your event need Cyngor Gwynedd Highway Authority’s permission to manage the Highway traffic? Has a Temporary Road Closure Application been submitted to Cyngor Gwynedd?

Yes

Not Relevant

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Most Sailing event do not require consent from Highway Authority.

Are you in touch with the service?(*)

Are you in touch with the service?

Yes

Not Relevant

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Name of Contact at GC Highways Authority

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Parking Plan for the event.

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Section 2.4 - Welsh Government Highways Service North and Mid Wales Trunk Road Agency( NMWTRA)

This section is not relevant to Events at Plas Heli. The questions have been removed from this on-line form. If your event does involve sections on the Trunk Road please complete the paper form.

2.5 - North Wales Fire and Rescue Service

Does your event involve camping, marquees and /or the selling of hot food?(*)

Does your event involve camping, marquees and /or the selling of hot food?

Yes

Not Relevant

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Does your event have a specific fire risk assessment? (*)

Does your event have a specific fire risk assessment?

Yes - The Site Generic Fire Risk Assessment and Fire Evacuation Plan are available on the Plas Heli Website - this link - https://plasheli.org/document-hub (copy the link into a browser)

No - explain why

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Note: All Plas Heli events can use the Plas Heli documents - copy and adapt if necessary.

Are you in touch with Fire and Rescue Service?(*)

Are you in touch with Fire and Rescue Service?

Yes

Not Relevant

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Contact Name at North Wales Fire and Rescue Service

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2.6 - Welsh Ambulance Service

Will your event likely require ambulance services?(*)

Will your event likely require ambulance services?

Yes

Not Sure

On Site Medic Service.

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Do you have a risk assessment and a medical plan for your event? (*)

Do you have a risk assessment and a medical plan for your event?

Yes - Generic Plas Heli Medical Risk Assessment and Plan is incorporated into the Event Management Plan. Link - (copy url to a browser) https://plasheli.org/document-hub

Yes - we have a separate Event Specific Assessment and Plan

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Please attach your medical plan to the questionnaire if different from the Generic Plas Heli Medical Risk Assessment and Plan

Are you employing a medical service for your event? (*)

Are you employing a medical service for your event?

Yes

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Details About your Private Medical Service Provider

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Are you employing a private licenced ambulance service for your event? (*)

Are you employing a private licenced ambulance service for your event?

Yes

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Details about your Private Ambulance Service

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Gwynedd Council Events Department reccommend that you complete the 'Event Medical Assurance Form' provided by The Welsh Ambulance Services University NHS Trust (WAST).

https://forms.office.com/e/TfE7TcbnDB

Section 2.7 - Natural Resources Wales

Does your event take place on land managed by Natural Resources Wales? Have you received consent for your event to take place on their land? If not here is a link to their website(*)

Does your event take place on land managed by Natural Resources Wales? Have you received consent for your event to take place on their land? If not here is a link to their website

Yes - if yes please provide name of contact person.

Not Relevant

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Note: Answer No to this section.

Name of Contact at NRW - with contact details

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Section 2.8 - Eryri National Park Authority

This section is not relevant to Events at Plas Heli. The questions have been removed from this on-line form. If your event does involve sections in the National Park please complete the paper form.

2.9 - Coastguard

‍Guidance for sea events

This commentary is added by Plas Heli and was not part of the SAG questionnaire .

RNLI and the Coastguard within the Gwynedd are all manned by volunteers who are increasingly busy dealing with incidents involving members of the public throughout the year and especially so during the height of the season from May to September. This period coincides with the time that many events are held. Therefore, the following guidelines should be followed when organisers are planning events at Plas Heli .

All events should have adequate First Aid capability to deal with injuries and medical conditions that occur to competitors and volunteers both at sea and ashore that might reasonably be expected to occur.

This First Aid capability should include the ability to treat and evacuate event casualties from the race course area who have suffered minor injuries or non-life threatening medical events.

This capability should include the ability to recover casualties to the agreed evacuation points usually the Plas Heli Pontoon where medics can evalute and decide on appropriate actions including ambulance.

Any event with over 100 competitors should be able to replicate this capability for two con-current incidents at different locations on the race course.

Event organisers should not plan for, nor expect the RNLI to routinely deal with casualties that occur during events. However, RNLI can be called upon to deal with medical threat to life incidents such as ‘cardiac’ events and significant trauma injuries where their expertise is required. This would also include difficult to access casualties which may require helicopter input and evacuation.

Evidence of the above should be included in an event management plan.

Does your event involve the use of the sea or water?(*)

Does your event involve the use of the sea or water?

Yes

Not Relevant

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Are you in touch with the service or have you informed them about your event?(*)

Are you in touch with the service or have you informed them about your event?

Yes - Plas Heli is in contact with RNLI at Pwllheli

Yes - We are in contact with the Coastguard

No -

Not Relevant

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Note: Most sea events will reply 'Plas Heli is in contact....'

Name of Contact at Coastguard

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Section 2.10 - Cyngor Gwynedd Maritime Service

Does your event involve the use of the Coastal/ Beach facilities / Harbour under the control of the service? Traethau a'r Arfordir | Eryri/ Beaches and Coastline | Visit Snowdonia(*)

Does your event involve the use of the Coastal/ Beach facilities / Harbour under the control of the service? Traethau a'r Arfordir | Eryri/ Beaches and Coastline | Visit Snowdonia

Yes - Plas Heli is in Contact with the Harbour Master at Hafan Pwllheli

Yes - We are in contact with the Harbour Authority

Not Relevant

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Note: Most sea events will reply 'Plas Heli is in contact..'

Provide the name of the Contact Person at Pwllheli Harbour Masters Office

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2.11 - Cyngor Gwynedd, Country Parks Service

This section is not relevant to Events at Plas Heli. The questions have been removed from this on-line form.

If your event does involve any activity at the County Parks, such as – Glynllifon/ Parc Padarn, Llanberis - please complete the paper form.

Section 2.12 - North WalesMountain Rescue

This section is not relevant to Events at Plas Heli. The questions have been removed from this on-line form. If your event does involve activities on the mountains please complete the paper form.

Details from the SAG questions are repeated here for your information.

‍North Wales Mountain Rescue Guidance for outdoor events

North Wales Mountain Rescue Guidance for outdoor events

The Mountain Rescue Teams within the Gwynedd are all manned by volunteers who are increasingly busy dealing with incidents involving members of the public throughout the year and especially so during the height of the season from May to September. This period coincides with the time that many events are held. Therefore, the following guidelines should be followed when organisers are planning events in Gwynedd.

All events should have adequate First Aid capability to deal with injuries and medical conditions that occur to competitors and their close associates both on the course and at the start and finish locations of their events, that might reasonably be expected to occur.

This First Aid capability should include the ability to find, treat and evacuate event casualties from locations on the course who have suffered minor injuries or non-life threatening medical events.

This capability should include the ability to recover casualties who are not able to walk, (non-ambulant). This will involve evacuation of this type of casualty by means of a suitable stretcher and staff to a ‘road-head’ where an event designated ambulance can meet them and convey the casualty to either an event medical facility or hospital.

Any event with over 100 competitors should be able to replicate this capability for two con-current incidents at different locations on their course.

Event organisers should not plan for, nor expect Mountain Rescue Teams to routinely deal with casualties that occur during events. However, Mountain Rescue Teams can be called upon to deal with medical threat to life incidents such as ‘cardiac’ events and significant trauma injuries where their expertise is required. This would also include difficult to access casualties, involving technical rope access or helicopter input and evacuation.

Evidence of the above should be included in an event management plan.

Section 3 - Event Management and Safety Protocols

Section 3 of the questionnaire asks for your feedback on Event Management and Safety Protocols.

Please complete all the following questions.

3.1 - Highlighting Any Changes to the event

If there are any changes to your annual event this year, please note them in the box below.

Please let us know if you have experienced any difficulties in previous events and how you have addesssed them, especially any if there were any incidents or safety concerns from the previous event, and how these issues are being addressed this year?

If there are no changes please just say no difficulties encountered that require changes to our plans.

Changes to Event Plan (*)

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3.2 - Risk Management And Emergency Plan

What level of risk do you consider your event to be? Please indicate the level of risk event presents. (*)

What level of risk do you consider your event to be? Please indicate the level of risk event presents.

Low Risk: Minimal harm potential

Medium Risk: Some hazards, manageable with planning.

High Risk: Significant harm potential, requires extensive safety measures.

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Note: Most sailing events would be 'Medium Risk' add mitigation in the next answer.

Please note below which emergency plans you have in place for your event. (*)

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Note: We would usually see:
1. Event Management Plan (which includes generic Fire and medical extraction plans)
2. Event Risk Assessment and Plan
3. Daily Risk assessments and Plan
Please reference in the documents available - https://plasheli.org/document-hub

Section 3.3 - Volunteers and Trainning

Please note below how many volunteers will you have supporting the event, and what training or information will be in place to support them?(*)

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Note: We would expect to see RYA Qualified Officers, First Aid / medics mentioned here .

Please specify the training, qualifications, or experience that the event manager/ event organisation has in organising events.(*)

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Note: List the qualifications of the attending Officers. Roles and qualifications is sufficient without naming the actual person. These roles and expected qualifications are listed in the Event Managemet Plan - see https://plasheli.org/plas-heli-generic-safety-documents (copy url to a browser)

Section 3.4 - Spectator Management

What plans do you have in place to manage spectators during the event? (*)

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Note: At some sea events parents made be on prvate RIBS and these are catered for in the Event Plan. Not usual to have spectators afloat. Ashore usual site management arrangements are in place including Fire Risk Assessments - referenced in theearlier sections.

What information will be provided to spectators attending the event? Please outline the details below.(*)

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Note: refer to Notice of Race, Sailing Instructions, Venue Information Document all communicated via WhatsApp / Telegraph, Websites (www.plasheli.org) and your own - Social media outputs.

Do you have a Spectator Management Plan(*)

Do you have a Spectator Management Plan

Yes - provide copy to follow

No - not required

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Information On Spectator Plan

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Section 3.4b - Communications

What event information is shared with the following: local stakeholders, participants, and spectators? For example, letter drops, race guidelines, and spectator plans? Please note below. (*)

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Note: You may refer to Notice of Race, Sailing Instructions, Venue Information Document, all communicated via WhatsApp / Telegraph, Websites (www.plasheli.org) and your own - Social media outputs. PA system on site and daily in person breifings.

Section 3.5 - Weather Contingency plans

Does your event management plan have contingency weather plans?(*)

Does your event management plan have contingency weather plans?

Yes - As part of the Event Management Plan

No - Not reqiuired

Not Relevant

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Note: You may say that this is part of your Event Management Plan

Section 3.6 - Outdoor Events

This section is not relevant to Events at Plas Heli. The questions have been removed from this on-line form. If your event does involve activities beyond the usual confines of Plas Heli please complete the paper form.

(It referes to Rights of Way and landowner consents for Track racing.)

Section 3.7 Environmental Protection Measures

The questions in this section are not relevant to most events at Plas Heli. The questions have been removed from this on-line form. If your event does involve activities in one of the designated areas please complete the paper form.

If your event is located in one of the designated areas listed below, please outline the environmental measures you will take to ensure the protection of the designated area.(*)

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Note: We consider invasive species risks, sustainability measures, habitat protection, and ground‑impact mitigation as part of our environmental assessment. See the Plas Heli policy - https://plasheli.org/document-hub

4.0 Insurance

Do you have insurance policies in place for the event? (*)

Do you have insurance policies in place for the event?

Yes - the event has Insurance separate to Plas Heli Insurance

No - the event has Insurance separate to Plas Heli Insurance

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Plas Heli has Public Liability Insurance for £XXXX

Plas Heli has Employers Insurance for Volunteers of £XXXX

Please ask for details.

Consent (*)

Consent
I consent to the above details being kept on the Plas Heli computer and paper file for the purpose contact, receiving relevant information. I also understand that the information will be passed to Gwynedd Council and all associated Agencies and Authorities.

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required for Data Protection

Plas Heli Cyf will not accept any liability for personal injury arising out of the use of this facility either sustained by volunteers, guests or visitors whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of Plas Heli, other visitor, servants or agents of either organisation.

Digital Signature of form competion and submission by an Event Authorised person First named in the form.(*)

Digital Signature of form competion and submission by an Event Authorised person First named in the form.I confirm that I have completed this questionnaire to the best of my knowledge, and all information provided is accurate.

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I am not a Robot(*)

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Submit Form

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