Special Event Management

SLS is involved in many events and activities, and event safety is an ever-increasing aspect of SLS event management. Some events and activities involve only SLS members as participants, while others involve public participation as part of community or fundraising events for the club. SLSCs provide first aid and/or water safety for other organisations of event companies in other circumstances.

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 or SLS branch activity, or an event not covered in the latest SLSA Surf Sports Manual. Normal activity can be considered, but is not limited to, patrols, SLSA award training, social BBQs at the SLSC and SLSC competitions coaching.

Some examples of special events include:

• Aquatic safety supervision away from the SLSC’s patrol area or for specific events
• Community education programs involving aquatic water safety or instruction
• Community events, such as public street markets, festivals, fetes, carnivals and exhibitions
• Events conducted outside of the SLSA Surf Sports Manual (e.g., ocean swims, downwind paddle races)
• First aid posts at external concerts sporting events, or community events
• Non-organisational approved surf carnivals, boat events or events using SLSA brand, gear and personnel
• Providing water safety or services at sports events, such as marathons, duathlons, triathlons or beach volleyball.

*Special event involvement requires an SLS Application for Involvement in a Special Event form with supporting special event sanctioning forms to be submitted 1–3 months before a special event date and 2–4 weeks after an event, depending on the event category. Based on the type of activity, different attachments are required to be lodged with the application.

For example, special events like ocean swims and corporate fun runs organised by SLSCs on behalf of another organisation as part of fundraising activities require draft contracts with third parties, activity safety (risk) plans, copies of relevant insurance policies and any external event organiser details provided at least 3 months in advance to SLSNSW for endorsement. They also require an evaluation report to be submitted within 2–4 weeks after the special event. Another example includes delivering community education programs. Such events require an application for a special event form to be endorsed by SLSNSW at least 2 weeks before the special event date. These will be advised upon enquiry to SLSNSW and confirmed upon approval.

!You and all SLS members should be aware that an SLS entity must follow an official process to determine if your SLSC can, or should, host or be involved in a special event. SLSNSW must endorse any special event before the SLS entity can hold it.

Below are the steps in this process:

1. Finalise the event and an SLSC’s involvement in the event, including any contracts and lodgement of approval requests to external bodies (e.g., Maritime NSW for aquatic licences).
2. Complete a risk management review of the SLSC’s involvement in the event.
3. Complete and lodge an SLS Special Event Application Form with the appropriate SLSNSW branch for endorsement within the required time frame noted in the application form.
4. Lodge the SLSNSW branch-endorsed SLS Special Event Application Form to SLSNSW Special Events
5. Await formal written confirmation of approval from SLSNSW (this will normally highlight approval is subject to confirmation of additional special conditions and/or levies by SLSNSW insurance brokers Marsh Advantage Insurance Pty Ltd).
6. Await confirmation of any additional special conditions and/or levies by Marsh Advantage Insurance Pty Ltd.
7. Host event (notify the SLSNSW State Operations Centre of any SLS on-water activity for all water-based events).
8. Undertake any reporting back to SLSNSW and/or Marsh as required.

The SLSA Guidelines to Safer Surf Clubs (Section 4) and online Safer Surf Clubs course (Part 4) provide a general guide to help your SLSC decide if it should/can hold or be involved in an SLS special event and how to go about it. The SLSA Safer Surf Clubs resources provide SLSCs with insights into:

• Considerations for involvement in a special event
• How to submit an SLS Application for Involvement in a Special Event form
• What additional forms to submit for SLSNSW endorsement
• Safety considerations in the lead-up to, during and after a special event.

*Memo: Club Management Team members also need to ensure that music licences are in place with a music rights management organisation to play copyright music within the SLSC or at an SLS special event.

Note:

• SLSA recommends using the SLSA Event Risk menu in the SLSA Operations app for managing risk at an SLS event. It does not automate the process, as good risk management strategies, processes and practices are required to ensure the safety of participants, officials and spectators. This mobile application is distributed on request through the SLSA IT Helpdesk, which is also the application user guide’s location.
• Regarding surf sports competitions, a Safety Operations Manual relevant to the scope of a specific competition is essential to the sound planning process. The plan should ensure appropriate procedures are in place if an emergency occurs during competition. SLSCs hosting or involved in special events that include surf sports competitions with members of the public competing should also ensure their competition entry forms include an up-to-date declaration and waiver that competitors must sign prior to competing. Refer to the SLSA Guidelines to Safer Surf Clubs (Section 4) and the latest SLSA Surf Sports Manual for more information on the contents of a SOM.