Event Organiser Playbook

The Event Organiser Playbook is the primary briefing document for visiting event organisers at Plas Heli, the Welsh National Sailing Academy & Events Centre. It explains the venue rules, statutory requirements, SAG expectations, and the division of responsibilities between Plas Heli and the Event Organiser.

This Playbook should be read before preparing your Event Management Plan (EMP), Safety Plan, or Compliance Pack.

Digital Library Development

Plas Heli is actively expanding this digital documentation platform. Many of our long‑standing paper documents are being migrated into structured online libraries. If you require a Playbook section, template, or reference that is not yet available here, the Plas Heli Operations Team will provide it directly.

This Playbook will continue to grow as we publish more organiser‑facing guidance, procedures, and venue‑specific requirements. If something you need is missing, please let us know — we are here to help.

High‑Priority Playbook Sections

These sections contain essential information that organisers must understand before arriving on site.

• Venue Responsibilities & Organiser Responsibilities: Clear division of duties between Plas Heli and the visiting organisation. (See side menu)
• SAG Notification & Governance: Guidance on when and how to notify Gwynedd SAG, including event scale, risk factors, and required documentation. (See side menu)
• High‑Hazard Rules: Requirements relating to temporary structures, inflatables, generators, gas equipment, and regulated entertainment. (See side menu)
• Lost Children & Vulnerable Adults: Overview of responsibilities and governance. Operational Safety Procedure
• Environmental & Community Impact: Noise management, quiet hours, waste management, and community liaison expectations. (See side menu)

How the Playbook Supports Your Event

The Playbook works alongside the Before You Arrive Checklist, the EMP Library, the Safety Documents Library, and the Compliance Documents Library to provide a complete organiser‑facing framework.

Event organisers should ensure that:

• The Playbook is read in full before arriving on site
• All Playbook requirements are reflected in the EMP
• Safety and compliance documents are referenced where required
• Volunteers and team leaders are briefed using Playbook content
• Any missing Playbook sections are requested from Plas Heli Operations

Document Control

Document Title: Event Organiser Playbook – Landing Page
Version: 1.3 (refined layout + Digital Library message + High‑Priority Sections)
Review Cycle: Annual or post‑major event