Event planning- the simple version

Event Organisers/ Leaders should work together to make sure the following documents are complete.
  1. Risk Assessment- Template
  2. Participants details, including emergency contacts and medical information- from BC booking website
  3. Event safety checklist- Template
  4. Post trip report, please provide feedback to the Rep regarding your trip. Even better if there's an article for the newsfeed.

Extras
​Incident report form
ICE hard copy
Float Plan, including leaders and assistants details- Template
​Journey details, including plan B- Template

Once an organiser/ leader has completed the above documents please send a copy to the discipline specific rep and safety officer at least two weeks before your event. If you have any questions or concerns about these please highlight them in this email. 

Safety officer contact is through [email protected]

 Event Safety & Organisation

The process & elements of event safety for a Cumbria Canoeist's trip or coaching event comprise of the following:
  • Completed Booking for every participant.  The booking can include emergency contact details, participant experience levels and recommended equipment list. At the pre-paddle briefing for the event the leader should ask all participants to reconfirm their details are up to date and ask about medical conditions. The organiser must have a completed booking form for all participants.  Participants who are not British Canoeing members must pay a £5 per event insurance fee on top of the event booking fee.  These will be taken at the time of booking by British Canoeing 
  • Risk Assessments -  Generic risk assessments are reviewed by trip leaders in advance of the planned event & prior to submitting the Pre-Event Safety checklist.  Any special or extra requirements or alternative control measures or other modifications of the generic risk analyses are noted by the trip leader for the specific trips they are planning.
  • Trip leaders, coaches and assistants- It is the responsibility of the event leader to ensure that all leaders, coaches or assistant are operating within their defined remit as outlined by British Canoeing. All leaders, coaches and assistants should ensure the qualifications are up to date and current.
  • Float Plan & Emergency Action Plan - The leader should review the generic Emergency Management Guidance and note specific details in the event specific Float & Emergency Action Plan or a similar document.
  • Event Safety Checklists - The leader acknowledges that he has followed appropriate safety processes by  completing  a single form in two parts for the event.  These are completed and can be submitted for review by an Event Safety Officer. 
                     Pre-Event Safety Checklist - This is submitted at least two weeks before the planned event. It covers the key elements of event safety and insurance cover for which the leader is responsible.
                     Post Event Review Checklist - This is submitted within two weeks following the event & should include any observations, learnings, near misses & actual incidents or accidents.  Incidents also need to be reported to British Canoeing using their incident reporting form.
  • Trip Planning - Leaders are responsible for planning trips using best practice.  
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  • Organisers should refer to the Event Organiser's Guide which outlines the processes and expectations when running Cumbria Canoeists events. 


Contact the discipline specific rep if you have any questions or require further support.