DBNSW Regatta Hosting Handbook Version 5 April 2017 · PDF fileDBNSW Regatta Hosting Handbook...

______________________________________________________________________________________________________________ Updated 20th April 2017 www.dbnsw.org.au 1 of 22

DBNSW Regatta Hosting Handbook

Version 5

April 2017

http://www.dbnsw.org.au/


Table of Contents

REGATTA APPLICATION 3

Accredited Regatta Requirements 3

Accredited Regatta Benefits 4

Accredited Regatta Costs 4

REGATTA PREPARATION 5

Organising Committee 5

Venue 5

Equipment and Services 5

Safety 6

Documentation 6

Budgeting 7

Communication 8

Officials & Volunteers 8

Race Format 9

Entry forms, race information, and regatta publicity 11

RACE DAY 11

POST REGATTA 12

APPENDIX ITEMS 13

A. Officials & Volunteer Roles and Responsibilities 13

B. Recommended Equipment List 17

C. Regatta Application Form 18



REGATTA APPLICATION

DBNSW registered clubs have the opportunity to host dragon boat regattas and have them

officially accredited by the governing body. Any dragon boat regatta that is hosted in NSW

without approval is not endorsed by DBNSW and no responsibility of the event operations will be

accepted by the governing body.

Accredited Regatta Requirements

Upon approval of the regatta as an accredited event the following requirements must be met

by the host:

Before the Regatta

• Regatta Application Form completed and sent to DBNSW (minimum 3 months before

regatta date)

• Copy of aquatic activity operation plan provided to DBNSW

• Copy of aquatic license provided by RMS sent to DBNSW

• Copy of council event/venue approval sent to DBNSW

• Copy of regatta entry form provided to DBNSW for approval prior to publishing

During the Regatta

• Regatta must be conducted under AusDBF Regulations & Rules of Racing and the

DBNSW Bylaws (request for exemption can be included in application form)

• DBNSW Sweep coordinator must be present to observe races

• Regatta officials must have the minimum level of accreditation (see pages 13-15)

• All participants in sport racing categories must be financial members of a state

governing body (current member ID required)

After the Regatta

• The number of community (non-club member) teams that attended the regatta must be

communicated to DBNSW

• Copy of official race results should be sent to DBNSW for online publication

• The Chief Official should complete a post-regatta report for the host club and a copy

should be provided to DBNSW

If any of the above requirements are not met DBNSW reserves the right to withdraw approval of

the regatta as an accredited event.



Accredited Regatta Benefits

There a number of benefits of hosting a regatta as a DBNSW accredited event including:

• Access to $20 million Public Liability Insurance for the regatta

• Attending sweeps can participate in races which will count towards their sweep

accreditation/records

• Attending officials can officiate at the regatta which will count towards their official’s

accreditation/records

• Event advertised by DBNSW as an accredited event including publishing of entry forms

and results

• Advice and support of DBNSW staff which can include assistance in recruiting volunteers

& officials, construction of race draw, hire of regatta boats/equipment, provide

template forms to run regatta, etc.

Accredited Regatta Costs

Regatta hosts wishing to have their event accredited will likely incur various charges which may

include:

• Regatta Application Fee (submitted alongside the Regatta Application Form)

• Accredited Regatta Fee (invoiced post-regatta)

• Community/Corporate (non-member) Insurance Fees (if any)

• Boat/Equipment Hire Fees (if any)

• Other relevant expenses

Prices are available on the DBNSW website and are subject to change annually.



REGATTA PREPARATION

The vast majority of work involved in hosting a dragon boat regatta is performed well before

race day. The following recommendations will ensure an efficient and successfully run event.

Organising Committee

It is recommended that an organising committee is formed by the regatta hosts including a

chair to lead the group. The committee should identify regatta tasks and responsibilities (many

of which are described in this document) and delegate them to each committee member.

Venue

With a committee formed the next task will be to find a venue and determine if it is appropriate

for a dragon boat regatta. Considerations for a venue may include:

• Is the waterway appropriate and safe for a regatta to be held?

• Can we obtain permission to use the land?

• Can we obtain local council and RMS permission to use the waterway for a regatta?

• Is the site available on the proposed dates?

• Is there a suitable area to launch boats?

• Is there a sufficient area for parking including cars, trailers and boats?

• Does the council require a traffic management plan and staff for the event?

• Is there an appropriate area for marshalling? i.e. open, flat, shade, etc.

• Is there a suitable area for the starter (land or water)?

• Is there a suitable area for the finish with a clear view of the course?

• Is there sufficient space for clubs and teams to setup tents?

• Will there be any merchants or suppliers attending the regatta?

• Has an area been identified for an announcer and placement of speakers throughout

the site?

• Does the local accommodation have enough capacity for visiting clubs and teams?

• Does the site have appropriate toilet facilities or an area where additional services can

be brought in?

• Does the venue have sufficient rubbish facilities or an area where additional services can

be brought in?

Equipment and Services

There is equipment and services that need to be provided to run an efficient regatta.

Considerations include:

• Do we have access to the equipment to run the on water activities?

• Do we have access to the equipment to run the off water activities?



• Do we need to hire any additional equipment?

• Do we have enough dragon boats to run a race? (minimum three)

• If we hire/borrow additional boats are they the same model/type/age?

• Do the boats have the required equipment and attachments (head, tail, drum, seat,

safety bag, sweep oar, bailers, boat number, etc.)?

• Do we need to bring in additional toilet services?

• Do we need to bring in additional rubbish services?

Safety

Federal and State maritime laws as well as the Australian Dragon Boat Federation and Dragon

Boats NSW have minimum standards of safety that must be provided for any dragon boat

event regardless of size and location. Regatta organisers must:

• Obtain local council approval for the regatta

• Obtain RMS approval (via aquatic license) of the regatta

• Conduct a risk assessment for the chosen venue

• Notify local emergency services about the event

• Appoint a safety officer for the event

• Meet the minimum requirements outlined in the DBNSW Medical Service Providers Policy

• The above includes two (2) current first aid qualified personnel on land and another two

(2) on the water for the entire regatta (minimum 18 years of age)

• Provide the minimum number of rescue crafts required and outlined in the RMS aquatic

license (one or more). These boats must have prop guards.

• Ensure the regatta officials are aware of the risk assessment and the safety plan in the

event of an incident or injury

• Ensure the regatta officials are able to report on hazards, incidents and injuries to the

Chief Official and/or Safety officer throughout the event

Documentation

There a number of documents required to ensure the appropriate process is followed before an

event can take place. Templates for the majority of these documents can be found on the

DBNSW website. These can include:

Regatta Preparation

• Completing a venue risk assessment

• Submitting a DA to local council if necessary

• Submitting a use of venue application to local council (provide copy to DBNSW)

• Constructing an aquatic operational plan for RMS (provide copy to DBNSW)

• Applying for an aquatic license to RMS for use of the waterway (provide copy to DBNSW)

• Designing and providing regatta entry forms to interested groups or supply online entry

details


https://s3-ap-southeast-2.amazonaws.com/piano.revolutionise.com.au/cups/dbnsw/files/zogoepoti6cye8wy.pdf


• Writing and providing event briefing notes to entrants

• Providing a site and course map to entrants

Race Documents

• Copies of the race draw, a set for officials and for entrants

• A sign on sheet for volunteers and officials

• Walkie Talkie sign on sheet

• Safety checklist to be completed by the regatta safety officer

• Race Results sheet, copies for officials and for publishing. Results should be sent to

DBNSW for website publication

• Race tally sheet which is used to determine finals placings

• Equipment checklist to ensure all required gear is present before and after the regatta

• Copies of the draw for marshals to record sweeps for every race. These must be

provided to the DBNSW sweep coordinator at the conclusion of racing

• DBNSW incident & injury report forms available and completed if necessary. Copies must

be sent to DBNSW post-regatta

• A copy of council approval and aquatic license must be available at the regatta

Budgeting

Before applications are sent and equipment is hired the organising committee should construct

a budget for the event. Potential costs of the regatta include:

• Aquatic license application fee

• DA or local council application fees

• DBNSW fees including regatta application, accreditation and insurance fees

• Hire of toilets

• Hire of rubbish bins

• Traffic Management plan and hire of appropriate event parking staff

• Hire of boats

• Hire of medical service providers

• Hire of water rescue service providers

• Hire of walkie talkies

• Hire of a PA system

• Hire of marquees

• Catering for officials and volunteers

• Travel and accommodation expenses for officials

• Trophies and prizes

• Gifts for sponsors, grants, donations received

• Advertising and promotion costs i.e. printing, radio, etc.

• Unexpected expenses i.e. equipment and venue damage, emergency services, etc.



With potential costs of the regatta identified the minimum level of income can be determined.

Revenue can be generated a number of ways but will primarily come from entry fees. Prices

can be set per paddler, per team, per boat, per category, etc. Sponsorship, grants and in-kind

contributions can also assist to off-set event costs. Note that it is best to incorporate the cost of

community team insurance into their entry fees.

Communication

It is important to have early and consistent communication between all parties involved in the

regatta. Regatta host will find everything runs more efficiently when all parties are kept in

contact with and provided with event information regularly. These people and groups can

include:

• Local council and Maritime Services

• Club and regatta organising committee

• Regatta officials and volunteers

• Dragon Boats NSW

• Water safety providers i.e. SES, Surf Life Saving

• First aid providers i.e. St Johns

• Attending merchants and suppliers i.e. paddle gear sellers, coffee providers, food vans

• Sport clubs and community teams

• Local residents and public spectators

• Local emergency services i.e. hospital, police

The use of set of two-way radios (one per head official) during the regatta is highly

recommended.

Officials & Volunteers

Officials

The racing that takes place during an accredited regatta must be run by AusDBF accredited

officials. At a minimum, the following positions should be sought, with the appropriate level of

official appointed:

• Chief Official (AusDBF Official Level 3)

• Race Secretary (AusDBF Official Level 2)

• Chief Judge (AusDBF Official Level 2)

• Chief Starter (AusDBF Official Leve 3)

• Course Umpire (AusDBF Official Level 3)

• Head Marshal (AusDBF Level 3)

• Chief Boat Loader (AusDBF Level 1)

• Marshals (AusDBF Level 1)



It is important to make it clear to the officials appointed by the regatta organisers whether or

not there will be any form of reimbursement for their assistance. If the organising committee is

willing to provide remuneration but are unsure to what degree DBNSW recommends following a

process similar to its Technical Official Travel Expense Policy.

DBNSW may be able to assist with contacting and recruiting officials if requested.

Volunteers

In addition to the officials, a set of enthusiastic volunteers are essential to running a successful

regatta. Each regatta will differ in the amount of volunteers required as well as the tasks that

need to be fulfilled. The majority of regattas will require the following volunteer roles:

• Safety Officer

• Time Keepers

• Boat Aligners/Pontoon Holders

• Boat Loaders/Wranglers

• Registration Officer

• Result Runner

• Food Runner

• Volunteer Coordinator

Please refer to appendix item A (page 14) for official’s and volunteer’s responsibilities.

Race Format

With a venue identified, a budget determined and the safety requirements met the organising

committee can design the racing program for the regatta. Considerations include:

• Regatta date

• Type of racing i.e. sprint, distance, relay

• Course distance

• Course map (preferably surveyed)

• Racing categories i.e. sport mixed, community, schools, etc.

• Entry and payment deadlines

• How many officials will be required?

• How many volunteers will be required?

• Event schedule including start and finish times, meeting times, presentations, etc.

• Ensuring racing complies with AusDBF Race Rules and DBNSW Bylaws

• Community crews training dates and times


http://www.dbnsw.org.au/our-events/volunteering/


Race Draw

The race draw is one of the most important aspects of any regatta and should be constructed

as soon as possible once team entries have closed. DBNSW recommends using the seeding

structure outlined in the DBNSW bylaws and to then follow the below steps:

• Observe regatta entries and determine how many heats will be needed for each

category based off boat/lane availability (i.e. 4 boats, 10 sports mixed crews, minimum 3

heats per round)

example draw with seed numbers

ROUND 1 Lane1 Lane 2 Lane 3 Lane 4

Heat 1 5 1 3 7

Heat 2 6 2 4 8

ROUND 2

Heat 3 4 8 6 1

Heat 4 3 7 5 2

FINAL 3rd 1st 2nd 4th

• Seed crews into the draw based off the results from the last regatta run by the host

where possible

• Typically in the first round the higher seeded crews should be placed in the center lanes

with the lower-seed/unseeded teams outside

• In the second round those that were on the inside will go to the outer lanes which

ensures all crews experience different lane/venue conditions

• Points are awarded to crews placing in each of their heats and at the conclusion of the

rounds the teams with the highest totals will progress to the final. In the event of a points

tie best overall time can be used to determine the finalists

• The first draft of the draw should be published and sent to entrants as soon as possible

while allowing them enough time to provide feedback or request changes

• Draw and seeding advice can be sought from DBNSW if needed

Competition Control and Officiating

The overall organisation and management of a regatta rests with the Organising Committee

however the Technical Control and conduct of the races on the day shall be undertaken by

the appointed race officials operating under the leadership of the Chief Official. In addition to

the Chief Official the Chief Judge, Chief Course Umpire and the Race Secretary or Starter forms

the Competition/Race Committee. This committee is responsible for:

• Conducting and supervising the races on behalf of the Organising Committee

• Making a decision on the postponement, re-arrangement or cancellation of races in

response to weather and other unforeseen circumstances.

• Receive and respond to any protests or disputes between crews.

• Decide on all matters concerning the Competition Regulations and Racing Rules.



Entry forms, race information, and regatta publicity

The ability for individuals to register their club or team for your regatta is must. Team registration

can be provided online (website, email) or via a manual form. Providing clear and relevant

race information during the registration process is recommended. Entry information should

state:

• The name, date and location of the regatta

• Racing format including distance, available divisions/categories, final progression system

• Entry deadlines, fees and payment methods

• Section for team managers to provide contact details

• Team composition rules (Accredited regattas must adhere to AusDBF and DBNSW rules)

• Proof of membership requirements (ID tags)

• Contact details of the regatta organiser

• Logos of the event organiser/club, dbnsw, sponsors, local council, etc.

• General event information e.g. race schedule, safety and first-aid provision, food, etc.

It is advised that the regatta organising committee dedicate time and resources to the

promotion of the event, especially if corporate/community entries are being sought. The

orangisers should consider various means of promotion which may include local media

advertisement (newspaper, radio, TV), design, print & distribution of flyers, contacting local

businesses, etc.

All regattas that are accredited by DBNSW are uploaded on the DBNSW online event calendar.

Regatta entry forms and promotional materials can also be uploaded on the event organisers

behalf. These can be emailed to DBNSW alongside the accredited regatta application.

RACE DAY

Once Race Day arrived the primarily task will be to execute the plans for the regatta that were

completed during the previous preparation and organisation. The following should take place

on the day of the regatta:

• Ensure the regatta organisers, appointed officials and volunteers all arrive well before the

scheduled start of racing

• The volunteer briefing, usually conducted by the Chief Official, will take place first,

ensuring all helpers are aware of their role and tasks for the day

• Provide the necessary equipment to each official & volunteer and begin to setup the

venue according to the site plan

• As participants begin to arrive implement parking management, team tent location

directions and stall holder instructions



• Open race day registration to confirm team attendance, receive crew lists and answer

any regatta enquiries

• The Chief Official will conduct the scheduled Team Manager meeting with a nominated

representative from each club/team and provide a brief for the day

• Crews called to Marshalling for the first race and all other officials and volunteers on

standby for race start

• Racing takes place with all race results regularly posted and team progress to finals

announced

• At the conclusion of racing all officials and volunteers to pack up their area and return

equipment

• Presentations to take place and a site clean up by the event organisers before

departing

POST REGATTA

It is recommended that after the regatta has taken place that the organising committee:

• Thank all attending clubs and teams and ask for their feedback on the regatta

• Review the Chief Officials report on the regatta and ask for volunteer feedback

• Send results for online publication to DBNSW

• Advise DBNSW on the number of community/corporate (non-member) paddlers so that

insurance fees can be invoiced

• Submit any injury or incident reports to DBNSW

• Head Marshall to provide copy of the draw with sweep names listed to the Sweep

Coordinator

• Pay the DBNSW accreditation and insurance fees once received



APPENDIX ITEMS

A. Officials & Volunteer Roles and Responsibilities ROLE RESPONSIBILITIES

All volunteers and officials

• Confirm attendance with the regatta

organisers

• Sign on at the registration office and

collect volunteer uniform

• Attend the volunteer briefing and ask

any questions you may have

• Attend to your assigned area and

help setup any equipment

• Fulfil your assigned role throughout

the regatta

• Assist in packing up, return volunteer

uniform and sign off

• Officials have logbook signed by the

Chief Official

• Show respect and courteousness to

officials, participants and fellow

volunteers

Chief Official*

(AusDBF Official Level 3 recommended)

• Liaise with the regatta organisers prior

to race day

• Complete an inspection of the

regatta venue

• Conduct the volunteer & team

manager briefing (confirm club

attendance via roll call)

• Manage and communicate with the

regatta officials and volunteers

• Monitor all races and ensure the

application of the competition rules &

regulations

• Sign officials logbooks

• Provide a feedback report to the

regatta organisers and to DBNSW

Safety Officer

• Acquire a copy of the event risk

assessment and safety checklist from

regatta organisers prior to race day

• Confirm the attendance of first aid

and water safety providers

• Handle all OH&S related issues that

may arise during the event

• Ensure all officials and volunteers are

being safe and responsible while in

their roles



• Complete an event safety audit via

the safety checklist and hand to the

chief official once completed

Race Secretary*


• Assist Chief Official in the

implementation of the race program

including making necessary changes

• Process and publish all race results

• Apply the race progression

procedures when able and

communicate the schedule to all

officials

• Receive all protest forms,

incident/injury reports and any other

relevant documentation

Chief Judge*


• Setup the race finish line in

coordination with the course umpire,

chief official, regatta organisers and

any other relevant party.

• Utilise photo-finish equipment when

available to record race results or

work with the equipment operator

• Adjudicate on any race related issues

alongside the chief official

• May also act as the Chief Time-

Keeper

Chief Starter*


• Confirm all start equipment is

adequate and ready to use prior to

racing

• Ensure communication between start,

finish, chief official and marshalling

works via practice start

• Will call crews to the start line, visually

align all boats on the start line and

start each race

• Judge false starts and communicate

them to other officials

Course Umpire*


• May be responsible for setting the

race course with the chief official,

chief judge, chief starter and any

other supporting party prior to racing

• Supervision of all crews on the race

course and any water support crews

• Once the race has started the course

umpire will follow crews and observe

of the race rules are being complied

with



• Any infraction will be reported to the

chief official immediately

• Additional Course Umpires will be

required for turn racing (one per turn)

Head Marshall*


• Monitor and manage marshals to

ensure efficient marshalling of crews

• Organise regular audits of crew lists to

confirm proper crew compliance with

the regatta rules and regulations

• Provide advice to marshals and final

judgement on paddler equipment

specification enquiries/issues

• Ensure all paddlers in crews appear fit

to race and if not make the Chief

Official aware before they race

Marshall*


• Carry out regular audits of crew lists to

confirm proper crew compliance with

the regatta rules and regulations

• Ensure all paddlers in crews appear fit

to race and if not make the Head

Marshall aware before they race

• Inspect paddler equipment (paddle,

seat pad) ensuring they are

compliant with the regulated

specifications

Time Keepers • Record times of boats as they cross

the finish line, typically utilising a stop

watch device

Boat Aligners/Pontoon Holders • Utilise pontoon holder equipment

including knee pads, hat and shade

area

• Once crews have aligned their boats

according to the Chief Starter’s

instruction you may assist crews by

physically holding the boat in place

until race start

Chief Boat Loader*


• Ensure all boats and equipment are in

satisfactory racing condition and that

they conform to IDBF regulations

• Allocate crews to boats in

accordance to the race program

and ensure they embark safely and in

proper order

• Monitor and manage the duties of

boat loaders and ensure they are

completing their role safely



Boat Loader/Wrangler

• Utilise available boat loading

equipment to physically maintain the

stability of boats while crews are

loading and unloading

• Boat wranglers MAY assist paddlers

entering or exiting a boat at their

discretion

Registration

• Confirm attendance of volunteers via

sign on sheet

• Confirm the attendance of

participating teams on race day

• Collect all entry forms, waivers and

crew lists from the participating teams

and once registration has closed

provide the documents to the Head

Marshall

• Provide registering crews with items

for collection such as ID cards,

lanyards and copies of the draw

when available

Runners • Assist officials and volunteers in

miscellaneous tasks including

publishing of results, collecting and

distributing volunteer food/water,

temporarily filling in volunteer roles

when necessary, etc.

Sweep Coordinator*

(Must be a DBNSW sweep coordinator)

• Conduct a meeting/briefing to

participating sweeps if necessary

• Provide advice/mentoring to all

sweeps who seek assistance

• Note any infringements that may

warrant investigation and report them

to the chief official at the conclusion

of the regatta

Volunteer Coordinator • Responsible for the organisation and

conduct of regatta volunteers

• Ensure all volunteers have signed in,

collected appropriate gear &

equipment, attended volunteer

briefing, etc. Please note any role marked * may eligible for expense reimbursement. Please contact the

DBNSW office for the current official’s reimbursement form.



B. Recommended Equipment List

Registration Area Finish Area

• Shade/tent

• Table & chairs

• Box with stationary

• Copies of the draw

• Box for crew lists

• Cash box

• Spare crew lists and waiver forms

• Wristbands (for paddlers with missing ID)

• Shade/tent

• Tables & chairs

• Copy of AusDBF Races Rules and DBNSW

Bylaws

• Injury/Incident report forms

• Laptop, video camera, stop watches

• Finish hooter

• Result sheets, tally sheets, race draws

• Protest forms

• Garbage bin/bag

• Radio

• Spare batteries for radio

Marshalling Area Boat Loading Area

• 6 clearly marked lanes with lane numbers

• Shade/tent

• Box for crew lists

• Laundry baskets

• Orange safety vests

• Life jackets

• Table & chairs

• Race draws, clipboards and pens

• Esky with water

• Garbage bin/bag

• Sunscreen

• Radio

• Loud hailer

• Boat number boards

• Bailers, buckets and sponges

• Spare sweep oar

• Tool box

• Carpet

• Tyres or fenders

• Rope to tie boats

• Esky with water

• Garbage bin/bag

• Radio

Starting Area Course Umpire/Water Safety Boat

• Starter’s box

• Shade/tent

• chair

• race draw, clipboard and pen

• radio

• spare batteries for radio

• Loud hailer

• Red and white flags

• Water

• GPS/range finder (for course set up)

• Tow rope

• Radio

• Race result sheet

Course Announcer/Presentation Area

• Marker Buoys

• Marker Flags

• Anchor chains and weights

• Table

• Table cloth

• PA system

• Trophies

• Results board



Dragon Boats NSW Inc.

(Incorporated under the Associations Incorporation Act, 2009)

(Registered Number: Y2086230)

(ABN 31 936 733 882)

C. Regatta Application Form

Regatta Application Form

This form may be used by DBNSW affiliated clubs to apply for their regatta to be accredited by Dragon Boats NSW Inc. This request form includes application for use of DBNSW’s $20million P.L insurance. Additional information on hosting regattas can be found in the Regatta Hosting Handbook on the DBNSW website. An accredited regatta provides:

• Access to $20 million Public Liability Insurance for the regatta

• Attending sweeps can participate in races which will count towards their sweep accreditation/records

• Attending officials can officiate at the regatta which will count towards their official’s accreditation/records

• Event advertised by DBNSW as an accredited event including publishing of entry forms and results

• Advice and support of DBNSW staff which can include assistance in recruiting volunteers & officials,

construction of race draw, hire of regatta boats/equipment, provide template regatta forms, etc.

• Use of the DBNSW logo

SECTION 1 - Applicant Details

Organising Club/Body

Regatta Contact Person

Email Address

Phone Number



SECTION 2 - Regatta Information

Name of regatta

Proposed date of regatta

Proposed Venue

Venue approved & booked

with local council/land

owner?

YES NO

Aquatic License Applied

for?

YES NO

Will the regatta have sport

club participation?

YES NO

Will the regatta have

community team

participation?

YES NO

Will the regatta fulfil all

Accreditation

Requirements? (pg. 4)

If No you may be asked to

provide further details

YES NO

Will the regatta utilise the

DBNSW logo?

YES NO

Racing Distances

200m 500m 2000m OTHER

Number of boats being

used per race

Proposed Entry Fee

Adult – Junior –

Sport Team – Community Team –

Is there any additional

support you require from

DBNSW in the organising

of your regatta? (if yes

please describe)



SECTION 3 - Regatta Application Fees

Application Deposit - $50.00 (GST incl.)

Accredited Fee - $550.00 (GST incl.) paid post event minus application deposit

Non-DBNSW Registered Participant Insurance Levy - $6.80 per person (GST incl.) paid post event

Payment by EFT, deposit or Cheque.

Account Name: Dragon Boats NSW

Account #: 55-783-4600

BSB: 082-080

DBNSW postal address: PO Box 3162, North Strathfield NSW 2137

Completed Regatta Application Form should be emailed to [email protected] (form and payment must be received by DBNSW to complete the process). SECTION 4 – Declaration I confirm that all of the details I have provided are true and correct. I understand that I will need to submit a new application for each regatta event. In signing this form I acknowledge that I have read and accepted the ‘Accredited Regatta Requirements’ (Page 4) and the ‘Sanctioned/Accredited Regatta Conditions’ (Page 5).

Application Accepted: Yes No Date:

Application Deposit Received: Amount: Date:

Accreditation Fee Paid: Amount: Date:

Insurance Levy Paid: Amount: Date:

Full Name:

Signature: Date:

Position:

Office Use Only



ACCREDITED REGATTA REQUIRMENTS

Upon approval of the regatta as an accredited event the following requirements must be met by the host: Before the Regatta

• Regatta Application Form completed and sent to DBNSW (minimum 3 months before regatta date)

• Copy of aquatic activity operation plan provided to DBNSW

• Copy of aquatic license provided by RMS sent to DBNSW

• Copy of council event/venue approval sent to DBNSW

• Copy of regatta entry form provided to DBNSW for approval prior to publishing

During the Regatta

• Regatta must be conducted under AusDBF Regulations & Rules of Racing and the DBNSW Bylaws

(request for exemption can be included in application form)

• DBNSW Sweep coordinator must be present to observe races

• Regatta officials must have the minimum level of accreditation

• All participants in sport racing categories must be financial members of a state governing body (current

member ID required)

After the Regatta

• The number of community (non-club member) teams that attended the regatta must be communicated to

DBNSW

• Copy of official race results should be sent to DBNSW for online publication

• The Chief Official should complete a post-regatta report for the host club and a copy should be provided to

DBNSW



ACCREDITED REGATTA CONDITIONS

1. Insurance

The organising club will only be issued with a copy of $20million P.L. certificate upon approval as an

accredited regatta.

The organising club must advise DBNSW immediately after the regatta of the number of the non-DBNSW

members that participated so that an invoice for their insurance cost can be raised.

2. Aquatic License & Council Approval

The Organising club must forward a copy of event approval from the relevant council/land owner and the

Aquatic License issued by Roads & Maritime Services.

The event organiser must ensure all council and aquatic license conditions for the event are met.

3. First Aid & Safety Management

An event risk assessment should be conducted to ensure that the equipment used, the venue and

waterway is fit for purpose and safe for participants and spectators.

At least one rescue craft should be used (IRB preferred) and four qualified first aid providers (two on land,

two on water) should be present at the regatta.

Emergency services should be notified of the regatta prior to the day and suitable venue access should be

provided.

The regatta organisers should record injuries & incidents and provide a copy to DBNSW post-event.

4. Regatta Management

The sweeps competing at the regatta must have a minimum L2 accreditation for sport club racing and L3

accreditation if community team racing is organised.

If the event is an accredited regatta it must comply with the AusDBF Rules & Regulations and DBNSW by-

laws including approved race distances (200m, 500m, 2000m).


DBNSW Regatta Hosting Handbook Version 5 April 2017 · PDF fileDBNSW Regatta Hosting Handbook...

Documents

Transcript of DBNSW Regatta Hosting Handbook Version 5 April 2017 · PDF fileDBNSW Regatta Hosting Handbook...