A special event is any event that involves some aspect of surf lifesaving involvement (advice, safety or organisation) that is outside the parameters of normal surf lifesaving, SLSA, as well as some events not covered in the SLSA Surf Sports Manual. Normal activity can be considered as patrols, training of SLSA awards, social BBQs, club surf races, coaching, etc. Special events must be endorsed by LSV before they can be held.
Some examples of special events include:
- aquatic safety supervision away from the surf club’s patrol area
- community education programs involving aquatic water safety or instruction
- events conducted outside of the SLSA Surf Sports Manual
- first aid posts at external concerts sporting events, or community events
- non-organisational approved surf carnivals, boat events or events using SLSA brand, gear, personnel, etc.
- ocean swims
- community events, such as public street markets, festivals, fetes, carnivals and exhibitions
a) Event management
Planning is vital to the function of any Club, with the planning for events easily incorporated into this process. Although the scale of events varies enormously, the principles for event management remain the same, whether it be the establishment of a community program, recruitment of volunteers, or the running of a surf sports competition.
Event management refers to the planning for events which:
- Usually occur once a year, or less frequently
- Are either open to the public or a specific interest group
- Have predetermined opening and closing dates
b) Why run an event?
There are several reasons why a Club may choose to run a special event. It may be that the organisation has made an annual commitment and there is an expectation from the community that the event will occur. It is important that those planning the event are clear about why the event is being held. Having a list of objectives is useful.
The event could have several outcomes that it wants to achieve. Some examples include:
- To provide an avenue for top competition
- To promote the activity to potential new members
- To give benefits to sponsors, VIPs, and volunteers
- To obtain media coverage of your activity
- To gain Club recognition and promotional opportunities
c) Event Planning
The venue should be selected carefully; the primary concern should be the safety of the competitors. Venue selection is open to the organising committee and intimate knowledge of the venue and its features (for example weather conditions, swell conditions, and rocks) is critical to ensure the safety of the competitors. The venue will depend on the type of activity/ event that is being conducted.
Choose your event date carefully so it does not conflict with other major fixtures involving the competitors for your event and then select another date for the following year.
Reasons for this action are:
- You can announce the following year’s event on the day
- You will need to apply for licences to hold the event
- First in first served – do not let anyone capitalise on the success of your event
- Advanced planning will produce an efficient and more successful event
d) Event Licences & Approvals
(i) Licences / Permits
If the event is to be conducted outside of the normal rules, the first requirement is to obtain an event licence from the appropriate authority. In most cases this will be either your local mand manager, and/or your local Council. Without this licence the organising committee and/ or Club are subject to penalty and the relevant authority may close down the event.
The committee will need to seek permission and licensing from one or more of these organisations and conduct research into what conditions these licences and venues may impose on event execution.
(ii) State Government Licences / Permits
Clubs may also be required to apply for additional permissions / licences due to certain public health orders, such as those that exist during theCOVID-19 pandemic. For information on these extra requirements, please ensure that you speak with your VSO.
(iii) LSV Approvals
Clubs have a range of insurances which cover members. These are provided through their affiliation with Life Saving Victoria (LSV) and Surf Life Saving Australia (SLSA). These insurances extend to coverage of special events for our members who are participating in running or supporting the event.
As of a part of the requirements for this insurance, the event must be appropriately planned and approved by LSV as a suitable event. Without this process being completed, LSV Clubs and Members are at risk of not having the appropriate coverage.
Members will need to follow the LSV Special Events process: Club Gateway – Special Events
e) Contact Community Services
It is important to contact various community services regarding your event. It is essential you contact the following:
- Police
- Hospital
- Ambulance
- Owners/managers of your venue
- A Doctor onsite at the event is also desirable
(i) Other Helpers
Unless a host Club has access to a large membership base not all tasks can be performed in house. Community involvement is the most effective tool for event success; advertise for helpers on your Club notice board to help create a strong community event.
(ii) Entry Forms and Mailing Risks
Prepare your entry form and send it to competitors by direct mail, through their Club or via social media or other electronic means. The more people are aware of the event the greater the participation on the day. Initial competitors will become the mailing list for the following year, and it is advisable to let the competitors know that you will be establishing a mailing list for future events. It must be emphasised that this list will be maintained confidentially, and third-party access will be prohibited.
f) Meetings
Progress meetings are advisable throughout the planning process. Start as early as deemed necessary and ensure other support group representatives are involved. They may only need to attend one or two briefings. Do not forget to include other helpers who will assist with administration:
- Allocate specific tasks as soon as possible
- Appoint a Liaison Officer to talk face to face with other support groups (often the duty of the Chairperson)
- Appoint one or two persons to handle all enquiries (usually the Secretary and Treasurer)
- Appoint a Property Officer to handle merchandise sales
- Appoint a Referee to oversee the event activities
- Appoint one person for trophies and awards (if applicable)
- Event tasks include; Administration and IT, event layout, set up and pack-up, facilities, transport, volunteer support and recruitment, results, catering, medical and safety, finance and fundraising, security, accreditation, entertainment, PA equipment and announcers, publicity and promotion
Depending on the size of the event, there should be adequate helpers to ensure the workload is shared amongst several people rather than a few becoming burnt-out; however, it is up to each organising committee to decide the appropriate numbers needed for successful event execution.
g) Sponsorship
This must be sourced prior to the event by the organising committee and for more information on sponsorship refer to section 9.2 of the Club Development Manual.
h) Finances
It is important that the person responsible for the financial management of the event works closely with the Club’s Director of Finance or Treasurer. To develop a budget, start from scratch and list all essential costs. If available, last year’s event accounts should be used to check the budget. When working out the budget, all costs, even if it is known for certain that a number of items will be free or subsidised, should be included.
After listing all costs and allowing for a 10% contingency allowance, estimate the amount of income. Trim the budget to be a realistic reflection of income over expenditure excluding sponsorship. When the budget is complete, prepare a cash flow. Be careful to ensure the income arrives in time to pay for the accounts. As a final measure nominate a cut-off date for worst case scenario where income is not going to match expenditure.
i) Presentation
Presentations should commence after the last competitor finishes ensuring event efficiency. If more than one (1) event is being held on the day, events should start on a staggered basis so they all finish within half to one hour of one another. If difficulties arise with collating the results; present major awards first and advise that other awards will be forwarded by mail.
Special guest presenters often help to generate interest and enhance the overall image of the event, for example, the Mayor,
Representatives of the supporting groups or a
celebrity. If you intend to share the profits with your support groups the presentation is often a great opportunity to present a cheque and provide information for the spectators and the athletes about the group, their supporting efforts and primary functions in the community. Utilising presentation time to make the audience aware of the importance of the assisting support groups often leads to offers of assistance for following year’s events (often immediately post-event).
j) Safety
The provision of safety management is vital to the conduct of all SLSA events and competitions. Safety and rescue plans are an integral part of event planning. Contingency
plans are also an invaluable tool when putting together an event that is or could be adversely affected by the weather and conditions. Further information on event risk management and safety plans can be found in the 35th Edition SLSA Surf Sports Manual or (Insert LSV safety guide)
k) Debrief
An event debrief should be held within two (2) weeks to discuss critical issues and suggestions; there is always room for improvement and nothing is set in concrete.
Once the event is over remember to:
- Thank everyone who assisted with the event
- Pay the accounts
- Send out results and media information
- Balance the accounts
- Send out reports to the sponsors and key stakeholders
- Ensure adequate records are kept for running the event again
References
SLSA Guidelines for Safer Surf Clubs – Chapter 4 Special Events and Event Safety
https://members.sls.com.au/members/document_library/1/media/3373
Templates and Forms
Special Event Application Form
2022/23 Special Event Application Form