Last Friday Cycling New Zealand hosted its first Event Capability Seminar. The seminar was developed and delivered by Cycling New Zealand to support their clubs and other organisations who deliver cycling activity in NZ.

The intent of the seminar was to ensure they have the confidence to deliver events and club racing at a level that is demonstrating a safe and fair environment and that they are compliant with current regulations and legislation.

The three-hour long seminar included a panel of experts presenting in areas such as legal and legislation requirements, insurance, traffic management and document planning.  It also included an overview of its recently launched Event Certification Programme.

Over 35 representatives from clubs and other organisations representing all Road, Track, MTB and BMX came together.

Cycling New Zealand’s Event Director, Janette Douglas was delighted with the response and the information that was presented to those who attended.

 “As the NSO for cycling, we recognise our duty of care and responsibility to provide our clubs and sport with examples of best practice and up to date legislation requirements to ensure they are protecting their clubs and their riders. This seminar is just one way we can support those who are delivering our sport in NZ.” 

“If we can all be confident we are demonstrating best practice planning and delivering it will go a long way to ensuring that racing and riding your bike in NZ is considered a sustainable and safe sport to get involved with and that it remains a part of our social and sporting landscape”.

“The feedback received has been extremely positive and we believe that all those attending would have taken away at least one piece of information to take back and improve their planning.  Cycling New Zealand acknowledges the immense input volunteers (in particular) contribute to cycling in New Zealand.  We also extend our thanks to our presenters for their time and experience.”

The panel included:

Aaron Lloyd – Partner, MinterEllisonRuddWatts
Richard Harrison and Jason Bodmin – AON Insurance
Ivan Aplin – Traffic Management Trainer
Shanelle Barrett – SB Events
Warwick Hall – Safety Set Consulting

A highlight of the top 5 points from each presenter are below.

Aaron Lloyd – Legislation and legal requirements.

1. The most important reason to implement good health and safety practices is that it decreases your chances of someone being injured or killed.
2. Understand the definition and responsibilities of a PCBU but your legal status shouldn’t affect how you plan to get keep people safe. Pure volunteer organisations (non PCBU’s) still have obligations to keep people safe.
3. HSWA2015 is not the only legislation that applies where there is negligence or criminal activity. There is potential for liability for negligence and criminal prosecution for those who do not sit under the HSWA2015.
4. Implementing good health and safety practices also supports your organisation’s reputation and that of the sport.
5. Ensure your club has considered the following prior to undertaking any activity:

• What are the processes you have adopted to make things safe.
• Understand the risks and understand how you will respond.
• A plan for the event so everyone knows what is happening and what to do if it goes wrong.
• Traffic Management plan
• Insurance
• Engage with your NSO and any programmes they offer. This offers you another level of assurance.

Richard Harrison – Insurance

1. Cycling New Zealand’s policy offers Public and Products Liability which covers compensation for Personal Injury or Property damage occurring in connection with a Cycling New Zealand or affiliated Club Event up to $5,000,000.
2. The insurance policy does not cover Non-Cycling Activity, it does not cover everything, and it does not cover any negligence or criminal activity. If in doubt, check with Cycling New Zealand.
3. In the event of an incident that may result in a claim from either yourself or a third party, DO NOT admit liability under any circumstances as this may prejudice any payout. Contact Aon as soon as you can.
4. Other insurances to think about (that are not covered under the Cycling New Zealand Policy) – Event Cancellation, Buildings, plant and machinery. Anyone with a clubhouse or any equipment should obtain these additional policies. 
5. AON can offer advice on insurance clauses in legal documents. Contact through Cycling New Zealand.

Ivan Aplin – Traffic Management

1. Traffic management is needed when the activity is competitive and participants are unlikely to obey the road rules the organisers would need to consider a TMP or for planned events that vary the normal operating conditions of the road.
2. When developing a plan clubs/organisers should consider: volume of traffic, speed of traffic/road etc, support people, parking requirements, compliance with road rules and age and experience of participants.
3. All plans should comply with CoPTTM. Specifically Section I-3 https://www.nzta.govt.nz/resources/code-temp-traffic-management/section-i-specific-activity-procedures-and-diagrams/#I3
4. Plans need to be approved by your local Road Controlling Authority (usually your council). Implementation of the plan on the day needs to adhere to the plan. 
5. Plans need to be fit for purpose. e. a generic plan approved for a regular club ride may not be suitable for an open event on the same course. Always check with your STMS and/or local RCA.

Shanelle Barrett – Safety Planning and Documentation

1. Safety Management planning is largely about using common sense and documenting plans and processes you have in place to keep people safe during the activity.
2. Document what you do (not what you think you will do or what you want to do) – just make sure you write it down.
3. Plans and documents should reflect the size and nature of the event (doesn’t need to be 100’s of pages long).
4. Work as a club/team to review what hazards and risks are associated with the activities that you run and how you, as a club/team, will eliminate or minimise as far as reasonably practicable.  If it does occur, what processes do you have in place to manage the outcome?
5. Utilise templates available but ensure you customise – your plan, your responsibility.

Warwick Hall – What to expect if it goes wrong

1. You will be remembered/judged on how quick and how appropriate your response was.
2. Have all your documentation with you – Police and Worksafe will ask for it.
3. Think about your reputation and ensure you are looking after next of kin and are supporting others that may have been effected.
4. Think about, if you were in the dock at court, what would you have or could have had done differently to avoid been there.
5. Aside from any legislation requirements – it’s about been a decent human being and wanting and planning to get everyone home safely.

Janette Douglas – Event Certification Programme https://www.cyclingnewzealand.nz/event-certification-programme

1. Cycling New Zealand have determined the minimum requirements for the safe and fair delivery of cycling activity which are outlined in this programme.
2. If Cycling New Zealand is promoting an event, it is our duty of care to ensure that the organiser has planned for the safety of all those involved.
3. Support of this programme offers a level of assurance to your club/organisation (and your stakeholders) that you are demonstrating these standards.
4. The programme requires documentation that you are required to have produced as your duty of care so should not be onerous.
5. If you support the intent of the programme and are committed to delivering safe and fair events, are open to feedback, we will work with you to get it approved.