Emergency and Risk Management Overview

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1 Emergency and Risk Management Overview SUMMARY As organisers of the RACV Great Victorian Bike Ride 2014, Bicycle Network recognises that staff and participant safety is a critical aspect of the planning and staging of this cycling event. Recreational cycling events are generally not overtly dangerous, however steep terrain, weather variability and exposure, and traffic add to an increased level of emergency and risk management requirements. Just as it is critical to manage this for the participants, it is our responsibility to ensure the safety of all staff and volunteers workforce prior to, during and post Event. It is vital that we strive to ensure the safety of all that contribute to the events bump in, delivery and bump out. As such, Bicycle Network has the following in plans in place: - Event Management Summary - Risk Management - Safety Management - Incident and Hazard Management - Emergency Management - Extreme Weather Management Bicycle Network is committed to informing, training and supervising all employees and volunteers in safe working practices and ensuring that all contractors and suppliers match this commitment and maintain the highest possible safety standards. All members of the team responsible for hosting the RACV Great Victorian Bike Ride acknowledge their and Bicycle Network s obligation for safety in a challenging environment by striving to eliminate unsafe working practices caused by their own actions and those of their fellow team members. The Risk Emergency and Emergency Management Plan has been developed in accordance with the Australian Standard Risk Management (AS/NZ 4360) and Worksafe, Advice for Managing Major Events Safely, 1 st Edition, April 2006.

2 BICYCLE NETWORK EVENT DELIVERY POLICY Bicycle Network is committed to ensuring the health and safety of all participants in the staging of the RACV Great Victorian Bike Ride All stakeholders participate through consultation to deliver a safe and successful Event, each sharing responsibility for one another. Bicycle Network will endeavour to identify and manage all risks/hazards and where possible eliminate them in our workplace and event operations. Bicycle Network will work with all regulatory and other authorities to ensure compliance with relevant legislation. Where no guidelines exist, Bicycle Network will actively work with partners and stakeholders to achieve best practices. Bicycle Network s ultimate goal is to stage a successful event with no harm to people or damage to the environment.

3 Event Management Guidelines Bicycle Network is committed to the effective and efficient management of its mass participation events. It is paramount that the following guidelines are adhered to, to ensure the conduct of successful, enjoyable and incident free mass participation bike rides. The following guidelines are not meant to override any existing legislation but to highlight those areas that may be of a particular concern to our style of event. Access The RACV Great Victorian Bike Ride invariably has an impact on modes of transport that may be used to gain access to the event. While this is necessarily the domain of police, transport and local government authorities and venue security, the health and safety implications of these decisions have been taken into account during the planning process. An assembly area will be clearly identified to ensure emergency vehicles have adequate access and a suitable marshalling area for large emergency vehicles in the event of a major incident. Health Issues The appropriate health authorities have been informed of the event, and Environmental Health Officers will be invited to visit the site during the event to discuss any public health issues that may be of a concern and to monitor the public health aspects of the event. We will have a suitably qualified professional dedicated to the minimisation of health issue during the event. Medical Issues Bicycle Network works closely with Ambulance Victoria in planning the event, and Medical considerations, both on-route and at the campsite, have been planned for the duration of the event. On-route, there will mobile first responders, as well as first aid facilities available at each rest and lunch area. At the campsites, there is a medical clinic, staffed by doctors, nurses and first aid volunteers. The facility will be clearly marked. Police and Security Bicycle Network works closely with Victoria Police and local authorities to ensure that the event is conducted in a safe and secure manner. Extensive consultation has occurred between Bicycle Network, Victoria Police, Vic Roads and numerous local authorities in the planning and preparation stages of the event in both the on road and on site activities. Numerous Police Officers will be tasked to assist local police resources in the management of the on road aspects of the event. Police stations involved will send the number of police that they feel is required for the particular event. Private security will be engaged to provide security of the site overnight. All matters requiring the intervention of Victoria Police will be referred to the Victoria Police members on the event.

4 Emergency Management Plans Bicycle Network has a comprehensive Risk and Emergency Management Plan, which includes a comprehensive hazard and vulnerability analysis. All key personnel undergo training and the employ of suitably qualified professionals to consult. All local authorities will be notified of the event and provided with a list of emergency contacts for key personnel. Fire Safety Both the CFA and MFB has been notified of the event, and Bicycle Network works closely with the CFA to devekio a Fire Operations Plans, which is distribute to all stations within the relevant regions. Fire-fighting equipment is located around the campsites and the event also travels with a 3000 litre water truck, which is fitted with limited fire-fighting equipment. Extreme Weather Bicycle Network Victoria determines extreme weather to be a weather occurrence that is likely to cause physical harm to participants that have prepared themselves sufficiently for extremes of likely or predicted weather conditions. Education is provided to Riders that whilst riding a bicycle in Victoria, they should be prepared for: - High winds (head, tail and cross) - Temperatures ranging from degrees Celsius - Heavy rainfall and hail - A combination of these conditions It is vital that participants consider the possible weather conditions and prepare appropriately in regards to their dress, equipment and ability. With proper preparation, the possibility of physical harm being caused to a participant by weather is minimal. With poor preparation the risk in increased. Bicycle Network Victoria has mechanisms in place to deal with a small percentage of participants that have either failed to prepare or are unable to ride for some reason. These mechanisms are: - Sag Wagon - Marshal Support - Medical Support - Mechanical Support - Ambulance support (limited in some regions) Food Safety Bicycle Network has an approved Food Safety Program in place to deal with food safety issues. A professional food / hygiene officer will be attending the entire event.

5 Water An adequate supply of safe drinking water is critical to the successful conduct of this event. Bicycle Network plans on 4 litres of potable water per person per day. Strategically placed water Bidon Bars and Bartletts (flexitanks) will ensure that participants have access to water at all times at the campsites, and at each of the Rest / Lunch areas on route Toilets Bicycle Network will hire a sufficient number of portable toilets to meet its own ratios. The ratios set by Bicycle Network are well above the recommended ratios for events. These toilet locations will be well-marked, well-lit and well serviced as required. Waste Management Bicycle Network Victoria has a detailed waste management plan.

6 Risk Analysis Responsibility for Risk Management All employees and volunteers of Bicycle Network are responsible for the effective management of risk, including the identification of potential risks, which should be recorded in the risk management register). The Event Management team is further responsible for completing risk assesments, the development of risk mitigation plans, and the implementation of risk treatment strategies. Policy statement Bicycle Network will maintain procedures to provide a systematic view of the risks faced in the course of our activities. Where appropriate these procedures will be consistent with the Standards Australia risk management standard, AS/NZS 4360: Risk Management. Where there is legislation in place for the management of specific risks, such as OH&S, the Risk Management Plan does not relieve the responsibility to comply with other legislation. Pre Event Risk Assessment Bicycle Network will actively consult all relevant stakeholders to review risks associated with the Event. These risks and their mitigating strategies will be represented in the RACV Great Victorian Bike Ride Risk Register. Bicycle Network Victoria Risk Management Policy Risk Management is the culture, processes and structures that are directed towards the effective management of potential opportunities and adverse effects within the Bicycle Network environment. The management of risk is an integral part of the management and planning process of the event management, and the purpose of this system is to identify and manage all risks at the Event, and to prevent them from reoccurring.

7 Risk Assessment Process Context: Identify Risks: The context for which the risk management process has been conducted relates to the event operational risks and safety and security. In considering safety, participants, volunteers, staff and emergency service personnel and the general public have been taken into consideration. Risk Management for this operation has been confined to the following classifications: Planning Campsite Customer Service Medical Communications Environmental Suppliers OH&S Security Public Conflict Weather Rider Accidents Emergency Services Bike Route Risks have been identified on the basis of what can happen and how it can happen. Analysis of Risks Evaluation of Risks Treatment of Risk Consideration has been given to the range of potential consequences and how likely those consequences are to occur. The consequence and likelihood have been combined to produce an estimated level of risk. Risks have been evaluated by establishing a comparison between the potential levels of risk against pre-established criteria. The treatment of risks has been detailed in the Risk Treatment and the respective Action Plans as detailed in the RACV Great Victorian Bike Ride Risk Register

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