1.3 That event marshals are not appropriately briefed or supported leading to organisational failures M L Briefing Packs supplied well in advance to checkpoint marshals. Consideration given to possible lone working in checkpoints. Rotas and guidance to be drawn up for HQ marshals South Wales committee and members aware of roles on day of event. 1.4 Event cancelled at last minute due to non-availability of key accommodation, major problems on route, prevailing poor weather. Major reputational damage to LDWA if procedures not in hand to deal with this. L L Procedures in place to rapidly inform entrants and marshals of cancellation. Registration documents to include contact information and entrants asked to keep this up to date. Collate contact information for marshals. Contacts to be maintained with organisations letting the accommodation to ensure that building remains available and in good condition. Assign sections of route to guardians so as they can keep regular check on route Decision will be taken prior to entrants travelling. Entrants have been required to supply email addresses and will be contacted. Relationship developed with caretaker of Trehafod Community Village Hall, Gilfach Goch, Ton Pentre Church Hall and Brynffynnon PH. Ferne Davies & Eddy Ball looking after 16 mile route and 26 mile route. 1.5 Budget for event is inadequate leading to cut backs on facilities and loss of flexibility to respond to emergencies M L Event Treasurer needs to have suitable background. Budget designed to make small profit for South Wales LDWA. Accounts overseen by group treasurer. 1.6 Access approvals could be refused, local residents raise objections to event. Could cause major disruption to event and cause reputational damage. There is a history of H M Early contact to be established with local landowners, Parks Authorities and local residents etc to build good relationships and determine problems. Local Safety Liaison Group to be contacted before event. No Safety Advisory Group for Rhondda Cynon Taff. Advertised via local social media and online newspapers. Feedback is locals are aware of event.
H/M/L H/M/L 2.1 That the headquarters facilities available for the event are not suitable or sufficient. M L Key members of Organising Committee need to visit site to check facilities against brief. Factors to consider include suitable areas for registration, feeding and kitchens, admin facilities and medical, sleeping areas (entrants and marshals), toilets and showers and car parking. Particular attention to be given to the size of building and adequacy of car parking given the anticipated numbers of entrants and supporters. A Health and Safety check needs to be made of premises before the event to check for any hazards and to confirm means of escape procedures as well as insurance arrangements where appropriate Agreement must be obtained with persons letting the accommodation to cover areas of use, timings, emergency maintenance, hours of access and price. This needs to be confirmed in writing. Walk HQ located. Ample facilities for entrants and volunteers. Car parking is in free public car parks. Walk HQ is a public building and is subject to a RA and safety facilities. 2.2 That the checkpoints are not suitable or sufficient. M L Before booking checkpoints need to be inspected by checkpoint marshal and terms and conditions agreed (see HQ above). Confirm letting in writing and shortly before event check building for H and S hazards, means of escape. Need to ascertain how shortly before checks are needed – and needs a further check when marshals arrive. Check that building sufficiently large enough to cope with number of anticipated entrants Consider if checkpoint is suitable for access by supporters Checkpoints have already been visited and Ton Pentre Church Hall has been used several times. 2.3 That the breakfast stop is not suitable or sufficient M L As for checkpoints above but assessment needs to be made to ensure that the baggage N/A
account of hygiene requirements leading to illness hygiene qualification? Will depend on type of food prep and service provided served at these checkpoints. Gilfach Goch and Llanwonno are outside checkpoints and biscuits / cakes served. Cold drinks served at all checkpoints. PART 3 MANAGEMENT OF THE EVENT completed by Ferne Davies A) HAZARD/RISK B) INITIAL RISK LEVEL H/M/L C) REVISED RISK H/M/L D) MANAGING THE RISK PROPOSED ACTION/CONTROL MEASURES E) FURTHER ACTION NEEDED/BY DATE 3.1 That incidents and possible emergencies are not managed on the day leading to escalation of problems. M M Event HQ to be adequately staffed at all times. Incident log to be maintained. Key staff to ensure that they have deputies who can deal with issues in their absence. Communication systems to be set up (including setting up emergency number) availability of mobile phone signals and WIFI. Walk HQ will be permanently staffed. PACER being used to monitor entrants and produce results. EE is the service provider for area. WiFi at Walk HQ. 3.2 Entrants become lost and or are unaccounted for H M Event Monitoring System to be used (PACER) Raynet to be used to facilitate communications. Sweepers to be used to assist with ensuring safety of entrants at back of field. Yes Raynet not used. Sweepers used to check both routes.
Entrants encouraged to mobile phone (see kit check in rules) and given emergency number to contact if lost/injured Mobile phone numbers will be obtained from all entrants. 3.3 Entrants (or possibly marshals’) require medical treatment beyond the scope of their own medical kit (see rules) H M Suitable and sufficient first aid facilities to be available to include: First aid kits to be provided and persons able/wiling identifies to administer first aid at all checkpoints. Consider training additional first aiders in Group Establish first aid post at HQ (essential) and breakfast (desirable). Outside organisation likely to be appointed to deal with this. Checkpoint information packs to contain details of nearby accident and emergency departments Additionally entrants are asked to supply (in confidence) any relevant medical information Walk HQ and all checkpoints will have First Aid Kits. Rules of event require minimum first aid kit. Volunteers at Walk HQ will be provided with details of nearest A&E. 3.4 Disposal of Rubbish and recycling is not managed leading to reputational damage to LDWA and Local Group Additionally are left open on route and items dropped on route L L Member of Organising Committee to be identified to have responsibility for ensuring that this is managed. Entrants reminded to follow Countryside Code Sweepers to gates and pick up items dropped by walkers Rubbish will be disposed of via Rhondda Cynon Taff recycling processes. 3.5 That Supporters a check point and/or park inappropriately. Operation of checkpoint could be affected and local residents affected causing reputational damage. M M Guidance to supporters to be drawn up and enforced. Needs to include information on which CPs are suitable for supporters and those that are not. Happy for supporters to visit checkpoints. Volunteers will have autonomy to ask them to leave if they are in the way.
ROUTE RISK ASSESSMENT Completed by Ferne Davies A) PARA NO B) GRID REF C) HAZARD/RISK D) INITIAL RISK LEVEL H/M/L E) REVISED RISK H/M/L F) CONTROL MEASURES 16 mile 4.1 ST 005 920 No pavement. M L Warning on description. 16 & 26.5 mile 3m approx ST 01270 90868 Broken M L Still able to climb over using fence slats 16 mile 5.1 ST 005 918 No pavement M L Warning on route description. 26.5 mile 6m approx ST 99090 89872 Tree fallen across entire width of path M L Route access on path still possible by climbing over tree Warning on route description