SECTION 9 – INSURANCE

9.1 Overview

This section outlines the insurance requirements for events held at Plas Heli. Appropriate insurance cover must be in place for the venue, event organisers, class associations, volunteers, and all vessels involved in the event. These arrangements ensure compliance with legal obligations and provide protection for participants, staff, and the public.

9.2 Plas Heli Insurance

Plas Heli maintains public liability insurance covering activities taking place within the venue and its managed areas. This includes:

public access areas within the Plas Heli site
the compound and boat park
event rooms and operational spaces
volunteer activities under Plas Heli direction

Dinghy launching takes place on the beach and is not part of Plas Heli’s insured infrastructure.

RIB launching is carried out by third‑party contractors, who are responsible for their own insurance and operational safety.

Copies of Plas Heli’s insurance documentation are available to the Duty Manager and Event Safety Officer.

9.3 Event Organiser / Class Association Insurance

Event organisers and class associations must provide evidence of suitable insurance for their event. This typically includes:

public liability insurance for the event
race management insurance (if applicable)
cover for officials appointed by the class association

Insurance certificates must be supplied to Plas Heli prior to the event and retained with the Duty Manager’s event records.

9.4 Competitor Insurance

All competing vessels must carry valid insurance, including:

third‑party liability cover (minimum level specified in the Notice of Race)
any additional cover required by the class association

The Notice of Race and Sailing Instructions must clearly state the minimum insurance requirements for competitors.

9.5 Safety Boat Insurance

All safety boats used during the event must be appropriately insured. This includes:

Plas Heli‑owned safety boats
club safety boats
privately owned safety boats operating under event control

Insurance must cover:

third‑party liability
use in safety and rescue operations
volunteer drivers and crew

Where boats are hired or loaned, the Duty Manager must confirm insurance arrangements before the event begins.

9.6 Volunteer Insurance

Volunteers operating under Plas Heli direction are covered by Plas Heli’s public liability insurance. This includes:

Bridge personnel
beach and compound teams
shore‑based support volunteers

Volunteers must follow Plas Heli procedures to remain within the scope of insurance cover.

9.7 Contractor Insurance

Any contractors engaged for the event (e.g., catering, technical services, equipment hire) must provide:

public liability insurance
professional indemnity insurance (where relevant)

Contractor insurance documents must be checked by Plas Heli management or the event organiser.

9.8 Insurance Linked to Licensing

Where licensing arrangements introduce additional risk (e.g., Temporary Event Notices, extended bar areas, amplified entertainment), the event organiser must ensure that:

insurance cover is adequate for the licensed activity
any conditions imposed by Gwynedd Council are followed

9.9 Compliance Statement

All event personnel, organisers, and contractors must comply with the insurance requirements outlined in this section. Failure to provide or maintain appropriate insurance may result in exclusion from the event or suspension of activities until the issue is resolved.

Manylion: Diweddarwyd ddiwethaf: 23 Medi 2026; Trawiadau: 86

Plas Heli – Bridge, Shore Contacts, Coaches & Volunteers

A concise operational overview for event personnel. For full details, see the linked articles below.

1. Essential Documents

Before the event begins, ensure you have:

Event Safety Management Plan
List of competitors
Radio channel plan
Contact numbers for ESO, Duty Manager, Bridge Lead

2. Key Contacts

Event Safety Officer (ESO) – leads medical & emergency response
Duty Manager – coordinates shore operations
Bridge Lead – manages VHF monitoring & logging
Event Medic – first point of medical assessment

3. Medical Response – Quick Overview

Initial Assessment

Safety Boat assesses casualty
Contact Event Medic for direction
Medic decides landing point:
- First Aid Landing Point
- Emergency Landing Point (for significant injuries)

Significant Injury

If casualty is not walking, has a serious injury, or an ambulance is requested:

Casualty must be taken to the Emergency Landing Point.

Ambulance Arrival Point

Roundabout entrance to the quayside
what3words: ///slices.booms.fruity

Safety Boat Landing Point

Hammerhead berth
what3words: ///copes.regretted.cadet

4. Emergency Calls

Who calls 999?

ESO only, unless life is in grave and imminent danger.

“An emergency call can be made by personnel on the water, if they deem that life is in grave and imminent danger…”

If a safety boat calls 999 directly, they must inform the ESO immediately.

5. Medical Centres

Main Hospital (Emergency Department)

Ysbyty Gwynedd, Bangor
what3words: ///collect.golden.slipping

Minor Injuries Unit (MIU)

Bryn Beryl Hospital, Pwllheli
what3words: ///humans.measuring.clinked

Event personnel should be assessed by the Event Medic first.

6. Communications Overview

Bridge

Monitors all VHF channels
Logs incidents
Supports Duty Manager & ESO
Coordinates afloat ↔ ashore communication

Radio Protocol

Short, clear messages
Plain language
Identify yourself
Emergency phrase: PRIORITY MESSAGE
Log significant messages

7. Landing Points (Summary)

Purpose	Location	what3words
Ambulance Arrival	Quayside roundabout	///slices.booms.fruity
Safety Boat Landing	Hammerhead berth	///copes.regretted.cadet
Emergency Landing Point	As marked on site plan	(use site plan reference)
First Aid Landing Point	As marked on site plan	(use site plan reference)

8. Quick Links to Full Articles

Event Medical & Emergency Landing Procedures
Bridge Protocols
Volunteer Briefing Sheet
Bridge & Communications Quick Reference Card
Lost Children & Vulnerable Adults Procedure
Safety Boat Procedures (when created)

9. Site Access Codes (Bridge Responsibility)

The Bridge holds all current site access codes, including:

compound gates
pontoon access gate
emergency landing point access
building access points used during events

This ensures the Bridge can support:

safety boat casualty landings
ambulance arrival coordination
ESO and Duty Manager access
controlled movement during incidents
rapid response to locked‑gate situations

Volunteers must not share access codes unless authorised by the Duty Manager or ESO.

10. Quick Reminders

People first, equipment second
ESO leads medical response
Bridge maintains radio watch
Log everything significant
Use PRIORITY MESSAGE for emergencies
Know your landing points
Stay calm, communicate clearly

Manylion: Diweddarwyd ddiwethaf: 23 Medi 2026; Trawiadau: 104

Volunteer Briefing Sheet – Bridge & Event Communications

This briefing sheet provides volunteers with essential information to support event communications at Plas Heli, including radio use, Bridge operations, logging, and emergency procedures.

A Quick Reference Card is available for volunteers who require a concise, at‑a‑glance summary of key actions and protocols. [Insert link to Quick Reference Card article here]

1. Your Role in Event Communications

Volunteers support safe and effective communication by:

assisting with radio monitoring
supporting the Bridge team
relaying information to the Duty Manager
helping log incidents or messages
maintaining awareness of safety‑related communication

If unsure, speak to the Bridge Lead or Duty Manager.

2. The Bridge – Overview

The Bridge is the central communications hub during events.

Monitors all VHF channels via four base units
Coordinates communication between afloat and ashore teams
Supports the Duty Manager and Event Safety Officer
Must be staffed whenever boats are afloat

Bridge Team Roles

Bridge Lead – oversees communication and logging
Radio Operator(s) – monitors VHF channels
Log Keeper – records key events and messages

Volunteers may be asked to support any of these roles.

3. Radio Use – Key Points

Basic Radio Protocol

Keep messages short and clear
Use plain language
Identify yourself before speaking
Avoid unnecessary chatter
Report hazards or incidents immediately
Use “PRIORITY MESSAGE” for emergencies

If You Are on the Bridge

Listen carefully to all channels
Do not interrupt unless necessary
Log important messages
Alert the Bridge Lead or Duty Manager to anything urgent

4. Logging – What to Record

Record:

time of message
sender
content
action taken
follow‑up required

Messages that MUST be logged

capsizes
injuries
lost child alerts
PRIORITY MESSAGE calls
emergency service contact
weather changes affecting safety
gate closures or access issues
any message escalated to Duty Manager or Event Safety Officer

Logs must be factual, clear, and chronological.

5. Emergency Communication – Volunteer Actions

During an emergency:

Stay calm
Listen for PRIORITY MESSAGE
Do not speak unless asked
Log all instructions and actions
Follow direction from Bridge Lead or Duty Manager

Safety boats may be directed to the Pontoon Access Gate for casualty evacuation.

6. General Expectations for Volunteers

Arrive on time for your briefing
Wear appropriate clothing
Keep radios dry and secure
Maintain situational awareness
Support the Bridge team and Duty Manager
Report hazards immediately
Ask if unsure about anything

7. Key Locations

Bridge – communications hub
Duty Manager Station – Reception or Events Manager Room
Pontoon Access Gate – casualty evacuation point
Slipway / Beach – high‑activity communication zone

8. Quick Reminders

Radios: short, clear, professional
Bridge: listen first, speak only when needed
Logging: time + sender + message + action
Emergencies: PRIORITY MESSAGE → log → follow instructions
Safety: people first, equipment second

Manylion: Diweddarwyd ddiwethaf: 23 Medi 2026; Trawiadau: 77

5. Communications

Effective communication is essential for the safe and efficient running of events at Plas Heli. This section outlines the communication systems, protocols, and responsibilities used during events, including radio use, emergency communication, public announcements, and coordination between volunteers, organisers, and external agencies.

These arrangements apply to all events unless superseded by class‑specific requirements or additional controls agreed with the organiser, RYA, RYA Cymru Wales, or the Local Authority Safety Advisory Group (SAG).

5.1 Communication Systems

Plas Heli uses a combination of communication methods to ensure clear and reliable information flow:

VHF radios (for safety boats, committee boats, and key volunteers)
UHF / site radios (for shore‑based volunteers and Duty Manager)
Mobile phones (backup communication and emergency contact)
Public address (PA) system in the main hall
WhatsApp / digital groups (event‑specific, if approved by organiser)
Notice boards and briefing screens inside the building

All communication systems must be tested before the event begins.

5.2 Radio Communications

Radio Channels

Event organisers will allocate radio channels for:

Safety boats
Committee boats
Beach and slipway volunteers
Duty Manager / Event Safety Officer
Race Office / Event Control

A channel plan must be included in the volunteer briefing.

Radio Protocol

Keep messages short, clear, and relevant.
Use plain language (no codes).
Always identify yourself before speaking.
Avoid unnecessary chatter.
In an emergency, use the phrase: “PRIORITY MESSAGE”.
Safety boats must maintain radio watch at all times while afloat.

Radio Checks

Conduct radio checks before launching.
Any radio faults must be reported immediately to the Duty Manager.

5.3 Communication Between Key Roles

Duty Manager

Central point for all operational communication.
Coordinates responses to incidents, hazards, and emergencies.
Maintains contact with volunteers, organisers, and safety boats.

Event Safety Officer

Supports the Duty Manager with safety‑related communication.
Receives reports of hazards, near‑misses, and incidents.
Communicates changes to safety arrangements.

The Bridge (Shore Contact / Event Communications Hub)

During events, the Bridge acts as the primary shore‑based point of contact between teams afloat and teams ashore. It is staffed by trained volunteers and/or event officials and provides continuous monitoring of all VHF communications.

The Bridge is equipped with:

Four VHF base units, allowing simultaneous monitoring of multiple channels
Space for a team of four, with capacity for additional personnel if required
Direct communication links with:
- Safety boats
- Committee boats
- Duty Manager
- Event Safety Officer
- Race Office
- Harbour Office (if required)

Bridge Responsibilities

Maintain continuous VHF radio watch throughout the event
Log significant communications, incidents, and priority messages
Relay information between afloat teams and shore‑based teams
Support the Duty Manager with situational awareness
Assist with coordinating responses to incidents, capsizes, injuries, or emergencies
Monitor weather updates and changes affecting racing or safety
Provide communication support during launching and recovery

The Bridge is a critical part of Plas Heli’s communication structure and must be staffed at all times when boats are afloat.

Safety Boats

Maintain continuous radio watch.
Report incidents, capsizes, injuries, or hazards immediately.
Coordinate with the Duty Manager for casualty evacuation.

Committee Boats

Communicate race management decisions.
Inform Duty Manager of any incidents affecting safety.

Beach & Slipway Volunteers

Communicate launching and recovery status.
Report congestion, hazards, or public interaction issues.

5.4 Emergency Communications

The Bridge plays a central role in emergency communication. Full operational procedures are detailed in the separate “Bridge Protocols” article. Follow this link

In an emergency:

Use “PRIORITY MESSAGE” on the radio to clear the channel.
Provide:
- nature of the emergency
- exact location
- number of people involved
- immediate hazards
Duty Manager coordinates the response.
If required, call 999 and state: “Plas Heli, Pwllheli”
Safety boats may be directed to the Pontoon Access Gate for casualty evacuation.
Committee boats may suspend racing if necessary.

All emergency communications must be logged.

5.5 Public Announcements

The PA system may be used for:

safety announcements
schedule changes
weather updates
lost child alerts
evacuation instructions

Announcements must be:

clear
concise
bilingual (where possible)
approved by the Duty Manager or Event Safety Officer

5.6 Communication With Competitors & Coaches

Information may be provided via:

competitor briefings
notice boards
WhatsApp groups (if approved)
event website
race office announcements

Competitors must be informed of:

launching times
safety arrangements
weather updates
changes to the schedule
emergency procedures

Coaches must maintain communication with the Duty Manager during high‑risk periods.

5.7 External Agency Communication

The Duty Manager or Event Safety Officer may need to communicate with:

Emergency services
Harbour Office
Local Authority SAG
RYA / RYA Cymru Wales
Contractors

Contact details must be available in the Duty Manager folder.

5.8 Digital Communication & Data Protection

Any digital communication (WhatsApp groups, email lists, shared documents) must:

be approved by the organiser
avoid sharing personal data unnecessarily
comply with Plas Heli’s data protection policy
be used only for event‑related communication

5.9 Summary

Clear, reliable communication is essential for safe event delivery at Plas Heli. Radio discipline, structured information flow, and coordinated messaging ensure that volunteers, organisers, competitors, and external agencies can respond effectively to both routine operations and emergencies.

Manylion: Diweddarwyd ddiwethaf: 23 Medi 2026; Trawiadau: 106

4. Health & Safety Arrangements

Plas Heli is committed to providing a safe environment for all competitors, volunteers, visitors, contractors, and staff. This section outlines the general health and safety arrangements in place for events held at the venue, including responsibilities, welfare provision, medical arrangements, water safety, public interaction, and controls for common event‑related risks.

4.1 Responsibilities

Duty Manager

Oversees all health and safety arrangements during the event.
Ensures volunteers are briefed and competent for their roles.
Acts as the central point of coordination for incidents, accidents, and near‑misses.
Ensures welfare facilities are available and maintained.

Event Safety Officer

Supports the Duty Manager in monitoring safety.
Conducts dynamic risk assessments throughout the event.
Ensures event‑specific hazards are controlled (e.g., launching, pontoons, public interaction).
Liaises with class representatives and visiting coaches.

Volunteers

Follow briefings and instructions.
Report hazards immediately.
Maintain safe working practices at all times.

Contractors

Must comply with Plas Heli safety rules.
Must provide risk assessments for any high‑risk work (e.g., electrical, welding, generator use).
Must sign in and out via the Duty Manager.

4.2 General Safety Controls

Slips, Trips and Falls

Walkways, stairways, and external routes must be kept clear.
Wet‑floor signage used during adverse weather or cleaning.
Boats, trolleys, and equipment must not obstruct public paths or emergency routes.

Manual Handling

Volunteers must avoid lifting heavy boats or equipment alone.
Launching and recovery must be supervised to prevent strain injuries.
Trolleys must be used wherever possible.

Weather‑Related Risks

Duty Manager monitors Met Office forecasts and local conditions.
High winds may require:
- suspension of launching
- securing boats in the compound
- restricting balcony access
Extreme heat or cold requires additional welfare measures.

Crowd Management

Public areas must remain clear during launching and recovery.
Balconies must not exceed safe occupancy levels.
Volunteers positioned at pinch points (shared path, washdown gate, balcony stairs).

4.3 Water Safety

Water safety arrangements follow RYA and RYA Cymru Wales guidance.

Safety Boat Operations

All safety boats must comply with harbour rules (4‑knot limit, marked channel).
Crews must be briefed on:
- Training Wall hazard
- pontoon evacuation procedures
- casualty handling
Boats must be securely berthed when not in use.

Launching and Recovery

Controlled route from compound → washdown → shared public path → beach.
Stewards positioned at key points.
Boats must not be left unattended on the shared path.

Casualty Evacuation

Primary evacuation point: Pontoon Access Gate.
Gate must remain clear at all times.
Safety boats must communicate via radio before returning with a casualty.

4.4 First Aid & Medical Provision

First Aid

First aid kits located in:
- Plas Heli Receotion
- Plas Heli Office
- Events Manager Room (usually Room 2)
- Safety boats and Committee boats.
Volunteers must know the location of first aid equipment.

Medical Emergencies

Dial 999 and state: “Plas Heli, Pwllheli”.
Duty Manager coordinates access for emergency services.
Casualties may be brought to the pontoon gate or directly to the building depending on severity.

Defibrillator (AED – Automated External Defibrillator)

A Defibrillator is mounted on the wall behind the main Reception desk in Plas Heli
Volunteers must know its exact location and how to access it quickly.

4.5 Welfare Arrangements

Toilets & Showers

Toilets and showers available in the main building.
Temporary shower cabins (if used) must remain locked when not supervised.

Drinking Water

Refillable water bottles encouraged (no single‑use plastics).
Water points available in the building and within the main compound.

Food & Catering

Catering staff trained in safe food handling.
Hot surfaces and cooking equipment monitored.

Rest Areas

Volunteers may use designated rest areas during breaks.
Duty Manager ensures adequate rotation for high‑intensity roles (beach, slipway, safety boats).

4.6 Safeguarding & Lost Persons

Children & Young People

Children and young people attending events must be supervised at all times by parents, guardians, team leaders, or responsible adults appointed by visiting organisations.

Lost Children / Vulnerable Adults

Although the main compound is normally fully enclosed, many exit gates may be open during events to allow controlled movement of competitors, boats, trolleys, volunteers, and safety vehicles. This increases the risk of a child or vulnerable adult unintentionally leaving the controlled area.

Close supervision is essential, especially during launching, recovery, balcony access, and movement along the shared public path.

If a child or vulnerable adult is found unattended or reported missing, volunteers must follow the Lost Children & Vulnerable Adults Procedure (Section 6) and notify the Duty Manager immediately.

4.7 Contractor & Vehicle Safety

Contractors

Must sign in with the Duty Manager.
Must provide risk assessments for high‑risk work.
Must follow Plas Heli site rules.

Vehicles

Vehicle movements restricted during launching and recovery.
No vehicles permitted on the beach.
Compound gates must remain closed except during controlled access.

4.8 Reporting & Record Keeping

Accidents & Near Misses

All incidents must be reported to the Duty Manager.
Incident forms completed and stored securely.
Serious incidents reported to:
- Plas Heli Board
- RYA / RYA Cymru Wales (if relevant)
- SAG (if required)

Dynamic Risk Assessment

Duty Manager and Event Safety Officer continually monitor conditions.
Controls adjusted as required.

4.9 Summary

These health and safety arrangements ensure that Plas Heli events are delivered safely, professionally, and in accordance with national guidance. They complement the Fire Safety & Emergency Arrangements (Section 7) and the Risk Scoring System (RAG / Matrix), forming part of Plas Heli’s integrated safety framework.

Manylion: Diweddarwyd ddiwethaf: 23 Medi 2026; Trawiadau: 95

This scoring system provides a clear, consistent method for evaluating risks across all Plas Heli safety documents, including Fire Risk Assessments, Event Risk Assessments, Temporary Structure Assessments, and operational plans. It is designed to be simple, visual, and easy for volunteers, Duty Managers, and event organisers to apply.

1. Purpose of the Scoring System

The RAG (Red–Amber–Green) system helps identify:

Which hazards require immediate action
Which hazards require monitoring
Which hazards are already controlled

This system supports compliance with the Regulatory Reform (Fire Safety) Order 2005 and general risk‑assessment best practice.

2. RAG Rating Overview

Rating	Meaning	Required Action
RED – High Risk	Immediate danger or significant likelihood of harm.	Stop activity, implement controls immediately, notify Duty Manager.
AMBER – Medium Risk	Hazard present but controlled; requires monitoring.	Review controls, monitor during event, brief volunteers.
GREEN – Low Risk	Hazard well controlled with minimal likelihood of harm.	No immediate action required; maintain existing controls.

3. Likelihood and Severity Matrix

The RAG rating is determined by combining the Likelihood of an incident with the Severity of its consequences.

Likelihood

Level	Description
1 – Unlikely	Rare occurrence; controls strong.
2 – Possible	Could occur; controls adequate but require monitoring.
3 – Likely	Expected to occur without additional controls.

Severity

Level	Description
1 – Minor	Minor injury or disruption.
2 – Moderate	Injury requiring treatment; moderate disruption.
3 – Major	Serious injury, fire spread, or major operational impact.

4. Combined Matrix (3×3)

Severity ↓ / Likelihood →	1 – Unlikely	2 – Possible	3 – Likely
1 – Minor	GREEN	AMBER	RED
2 – Moderate	AMBER	RED	RED
3 – Major	RED	RED	RED

5. Examples Relevant to Plas Heli

Blocked Pontoon Gate (Evacuation Point): Likely + Major = RED
Shared Public Path Crowding: Possible + Moderate = AMBER
Fuel Stored Correctly in Designated Area: Unlikely + Moderate = GREEN
Balcony Overcrowding During Launch: Possible + Major = RED
Safety Boat Harbour Transit (4‑knot rule applied): Unlikely + Moderate = GREEN

6. How Duty Managers Should Use This System

Apply the matrix when reviewing hazards before each event.
Prioritise RED hazards for immediate action.
Monitor AMBER hazards during the event.
Maintain controls for GREEN hazards.
Record any changes in the Event Safety Log.

7. Document Control

Version: 1.0

Published: 23 September 2026

Last Updated: 23 September 2026

Document Owner: Plas Heli Cyf

Manylion: Diweddarwyd ddiwethaf: 23 Medi 2026; Trawiadau: 45

Plas Heli maintains a comprehensive fire‑safety framework based on statutory requirements, venue policies, and lessons learned from previous events. Fire‑risk controls apply to all competitors, volunteers, officials, contractors, and members of the public accessing the site.

This section integrates the venue’s Fire Risk Assessment and Major Incident Emergency & Evacuation Plan, ensuring that all fire‑safety measures are understood and implemented throughout the event.

7.1 Fire Risk Assessment Overview

Plas Heli’s Fire Risk Assessment is structured around five core categories, as defined in the 2016 assessment:

“The Fire Risk Assessment will be divided into five categories:

Ignition

Source of fuel

Fire detection and warning

Fire fighting equipment and facilities

Escape routes.”