Cwrt Herbert playing fields is a 14 acre site run by Celtic Community. The site has modern changing facilities with qualified First Aid employees. There is 850 metre long, 2 metre wide gravel path which will be used for both cycling and running. This path is in good condition with some minor “wear holes”.

Prior to any training sessions:

• All training sessions will be administered by a qualified Coach.
• The training area (gravel path) will be inspected prior to any session for possible safety risks.
• A register and consent form highlighting any medical information and emergency telephone numbers must be completed before athletes can participate in the sessions.
• Athletes’ equipment (bikes, helmets, clothing, footwear etc) will be inspected by the coach to determine its appropriateness. Failure to meet coaches’ criteria will result in the athlete being not allowed to participate in the session.
• As the training my have to be shared by other members of the public a code of conduct will be introduced where athletes will cycle / run on the left hand side of the path and over taking will take place on the right hand side.
• All sessions will be administered at the appropriate level of activity stipulated by British Triathlon.

Emergency Procedure

In case of any emergencies:

• A gathering point will be established on the grass corner near the entrance / exit gate.
• A First Aid kit will be carried by the coach at all sessions.
• An accident and report form must be filled in and parent informed of any injuries acquired during any sessions.
• Athlete emergency telephone numbers collected via the consent form must be carried by the coach at all sessions.
• Assistance may be acquired from the sports pavilion reception which has a duty First Aid person and first aid room equipped with stretcher, wheel chair.
• For the involvement of emergency services the above venue address will be used to determine the location to where the services may be called.
  

• Stay calm but act swiftly and observe the situation. Is there danger of further injuries?
• Listen to what the injured person is saying.
• Alert the first aider who should take appropriate action for minor injuries.
• In the event of an injury requiring specialist treatment, call the emergency services.
• Deal with the rest of the group and ensure that they are adequately supervised.
• Do not move someone with major injuries. Wait for the emergency medics.
• Contact the injured person’s parent/carer.
• Complete an incident/accident report form.
  

Incident or Accidenr Report Form

The information below is aimed at providing clubs with the necessary advice and information they need in order to:

• Fulfil their duty of care and
• Have adequate safety measures in place when conducting open water swimming sessions for club members.

In many instances clubs have thought about the points mentioned below but have not actually documented their safety procedures, policies or practices anywhere. It is important to have things down on paper so that a Health and Safety audit trial can be sourced. Should the worst happen, and an accident occur during one of your open water club sessions, it is very hard for Welsh Triathlon and British Triathlon to support you if there is no evidence of how your club has acted responsibly to ensure sessions are safe. Simply calling the session a non-club training event but only allowing club members to take part, or the club hiring the venue, still impacts/ involves the club. It is therefore strongly recommended that the following procedures are followed in any case.

1. Risk Assessment

The purpose of this exercise is to write down hazards that have the potential to cause harm and calculate the perceived likelihood of harm occurring; the risk. Hazards such as rocks on the water bed, obstructions and route visibility should all be considered. Measures to reduce the likelihood of risk and ultimately determine whether it is safe for a session to take place should then be listed. A risk assessment works on the principles of looking, evaluating, acting and reviewing. It is important to also carry out a day specific risk assessment (which will be based on the generic risk assessment completed) to consider what action will be taken with varying hazards such as water temperature, the weather and water levels/ conditions. Best practice would be to log the conditions and measures taken to minimise extra, day specific, risks in a designated book before the respective session takes place.

Using the facility risk assessment form in this pack is a good idea – see Template 13. Further support on completing a risk assessment can be obtained from your Regional Development Officer.

2. Normal Operating Procedure (NOP)

Procedures for conducting an open water training session should be written down. These will also act as guidelines for the person running the session. The measures outlined should be enforced at all sessions.
Listed below are a few guidelines that your club may wish to adopt. It is important that the guidelines below are checked to ensure that they are fit for purpose and that everyone on the club committee agrees on the way club open water sessions are to be conducted. Further points may need to be added.

Background Information:

• Description of venue.
• Nature of water – lake, river, sea etc.
• Contact details for owner / operator.
• Average water temperatures for period of use.
• Water quality.
• Access arrangements for club.
• Access arrangements for emergency vehicles.
• Emergency Action Plan (if exists).
• Use by other activities.

The Club Open Water Session Rules:

• No entry into the water will be allowed until all safety arrangements are in place.
• All open water swims require Wetsuits to be worn.
• Brightly coloured swim hats must be worn by swimmers.
• Minimum organisation requirements are that swimmers will be paired based upon speed and ability.
• Swimmers will use a defined course set by the session leader– using landmarks where buoys etc are not available.
• Swimmers are to swim parallel to the bank / shore.
• Safety cover will be provided at all sessions and this will not be below the required minimum standard identified in the venue risk assessment.
• Register to be taken before entry into the water and all swimmers will have provided their emergency contact details along with any medical issues to the session leader. This information will be recorded.
• Before every session a pre-swim briefing will be given. This will provide clear guidance on the session, the group structure, the course to be swum, and information on what to do when experiencing/ getting into difficulty (roll on back, raise arm in air).
• Sessions will not enter into water space used by other Watersports users unless prior communication for the sole use of the space over an allocated amount of time has been agreed upon beforehand.
• The club has a site specific Emergency Action Plan and all relevant personnel will be aware of its content and have access to it.
• At each session a First Aid kit will be available.
• A safety officer will be appointed before each session. This person will be responsible for liaising with the venue operator / owner to ascertain water quality issues. The safety officer has the final decision on whether a session can proceed.