Event Management

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MVB Inc Event Management Policies

Part 1 Event Gradings

Part 2 What To Bring

Part 3 Car Pooling

Part 4 Children

Part 5 Personal Medical Information

Part 6 EMERGENCY CONTACTS PROCEDURES

Event Gradings for MVB Activities

Bush Walking

GRADE 1

No bushwalking experience required. Flat even surface with no steps or steep sections. Suitable for wheelchair users who have someone to assist them.

GRADE 2

No bushwalking experience required. The track has a hardened or compacted surface that may have a gentle hill section or sections and occasional steps.

GRADE 3

Suitable for most ages and fitness levels. Some bushwalking experience recommended. Track may have short steep hill sections, a rough surface and many steps.

GRADE 4

Bushwalking experience recommended. Tracks may be long, rough and very steep. Directional signage may be limited. 

GRADE 5

Challenging long walks for experienced bushwalkers with specialised skills, including navigation and emergency first aid. Tracks may be very rough, very steep and unmarked.

COMMENTS BY HANS: The way Tassie NP uses it is great e.g. Cradle Summit: "8hours return walk with a 600m climb; walk includes crossing large rocks".

I would prefer to mention distance rather than time, because time changes with the individual. So my idea of grading say the Wet Gully truck from Bright to Freeburgh would be: Grade 4, 11 km, 800 m climb. Anderson's Peak on Mt Buffalo would be Grade 5+, 8km 200m climb.

Stage 1 of Hume and Hovell track could be described as mainly Grade1, some Grade 2 and a short part Grade 3. 

Canoeing

GRADE 1

Canoeing in still waters with snags or without snags

GRADE 2

Canoeing in mild currents with or without snags.

GRADE 3

Canoeing in medium currents with or without snags

GRADE 4

Canoeing in medium currents with or without snags and occasional rapids.

 

GRADE 5

Canoeing in strong currents with snags and rapids

 

GRADE 6

Canoeing in unknown waters or upstream canoeing.

Abseiling

GRADE 1

A fairly flat rock face with a reasonably easy access to the departure point. A grade 1 to grade 3 walk from bottm to top of the descent area. Up to a 25 meter drop.

GRADE 2

Medium size rock variations with possible overhangs to negotiate. Exposed areas. A grade 2 to grade 4 walk from the bottom to the top of the descent with possible rock scrambling.

GRADE 3

Numerous and large rock variations to negotiate. Exposed areas. Overhangs to negotiate. A grade 2 to grade 5 walk from the bottom to the top. Up to 100 meter drop. Rock scrambling.

Cycling

  • Proposed gradings for Cycling – discussion points
  • For cycling we need to identify degree of difficulty (Grade 1 to Grade 5) and the distance
  • Mountain bike and road bike events grading to be separate – on track or off track for mountain bike events needs to be specified – might be mix of both

GRADE 1

Flat road no hills eg bike tracks in Albury Wodonga

GRADE 2

Some undulating hills –eg West Wodonga to Chiltern

GRADE 3

Medium grade of climbing – eg Wodonga to Yack

GRADE 4 – some steep grades ride eg Wodonga to beechworth

GRADE 5 – prolonged steep grades eg Mt Buffalo and Falls creek

What To Bring

This article contains descriptions of equipment to bring on various activities

ParkRun/Walk

  • Current Medical Information Form - Login first  and then it can be FOUND ON THE WEBSITE HERE 
  • Water - up to 2 litres recommended for a full day walk
  • Sunscreen
  • Gloves and hat
  • Sufficient food bearing in mind the distance and duration of the event 
  • Suitable clothing and footwear - note denim pants are uncomfortable
  • Wet weather waterproofs, jacket and pants

Day Walking

  • Current Medical Information Form - Login first  and then it can be FOUND ON THE WEBSITE HERE 
  • Water - up to 2 litres recommended for a full day walk
  • Sunscreen
  • Gloves and hat
  • Sufficient food bearing in mind the distance and duration of the event 
  • Suitable clothing and footwear - note denim pants are uncomfortable
  • Wet weather waterproofs, jacket and pants
  • Walking poles
  • Gaiters
  • Basic first aid kit including your specific medication eg asthma applicator
  • Torch or headlamp for contingencies

Day Walking / XC Skiing / Snowshoeing in the Alps

    Activities in the Alps require additional safety equipment due to the fact that weather can change really quickly from benign to dangerous
  • Current Medical Information Form - Login first  and then it can be FOUND ON THE WEBSITE HERE 
  • Water - 2 litres recommended - exercise in the Alps uses prodigious amounts of fluid
  • Sunscreen
  • Gloves and hat
  • Sufficient food bearing in mind the distance and duration of the event (snacks for morning and afternoon tea and lunch)
  • Suitable clothing and footwear - note denim pants are uncomfortable
  • Wet weather waterproofs, jacket and pants
  • Thermal top and bottoms
  • Walking poles
  • Gaiters
  • Basic first aid kit including your specific medication eg asthma applicator
  • Torch or headlamp for contingencies
  • Whistle
  • Toilet paper, trowel and sanitiser
  • A set of dry clothing in a separate bag to be left in the car to change into if you get wet
  • SNOW CAMPING
  • 4 Season Tent Preferred
  • Sleeping Bag ?  -  Check Temperature rating
  • Space Blanket
  • Balacava (optional)
  • Sleeping Mat
  • Trekking poles with snow baskets
  • Snow shovel (optional)

Overnight Event Packing list

Current Medical Information Form Login first  and then it can be FOUND ON THE WEBSITE HERE 

  • Bedding 
  • Tent (sharing sections of the tent is an option)
  • Sleeping Bag
  • Bag Liner
  • Mattress
  • Pillow 
  • Bed Clothing
  • Thermals - top and bottom
  • Second layer - top and bottom
  • Warm Gloves beanie and dry socks
  • Keep clothing in a water tight bag - zip lock - dry bags etc.. 
  • Wet Weather / Cold
  • Rain jacket
  • Down jacket
  • Fleece jacket
  • Warm Gloves and Water Proof Over Glove plus a Benie or suitable walk hat.
  • Essentials
  • Tooth Brush and paste
  • Any medication ( please inform leader if necessary Allergies etc)
  • Personal first aid 
  • Water to drink and prepare meal ( some locations and walks have water on site or en route )
  • Leader should inform the group re water supply
  • Tablets for water ( be safe rather than get a bug ) ( water purification tablets )
  • Toilet paper and trowl to dig appropiate hole.
  • Food
  • Dehydrated food for weight considerations
  • 3 Meals , plus snacks.  per day.  
  • Stove (another item that can be shared) 
  • Plate and cuttlery 
  • Cup for warm drink  your choice
  • Extra Items
    Fully charged and credit loaded up phone
    Camera
    The leader must take a rescue beacon
  • The club has 1 Personal Locator Beacon and 1 emergency SPOT device and 3 First Aid Kits

Multi Day Walks

Preparation and planning for multi day walks can turn into a monumental exercise. There is no substitute for working from a list. The bottom line is to ensure that nothing crucially important is forgotten and secondly that you can actually lift the pack off the ground and attach it to your body. Thirdly its a good idea to check out if you can walk with this encumbrance! 

Your leader may provide you with a detailed list of equipment and food you will require appropriate to the event being undertaken. 

Canoeing

  • Current Medical Information Form Login first  and then it can be FOUND ON THE WEBSITE HERE 
  • Water - up to 2 litres recommended or come prepared to boil or treat river water
  • Sunscreen
  • Gloves and hat
  • Sufficient food bearing in mind the distance and duration of the event 
  • Suitable clothing and footwear - bare feet not recommended
  • Basic first aid kit including your specific medication eg asthma applicator
  • Torch or headlamp for contingencies

Car Camping

As for Day Walks and / or Day Walking in the Alps

 Cycling

For single half day or full day cycling events consider bringing

  • Current Medical Information Form Login first  and then it can be FOUND ON THE WEBSITE HERE 
  • Puncture repair kit including pump
  • Water bottle(s)
  • Sunscreen
  • Helmet
  • Gloves
  • Sufficient food bearing in mind the distance and duration of the event
  • Suitable clothing and footwear - note denim pants are uncomfortable
  • Wet weather waterproofs
  • Basic tools for bicycle maintenance
  • Basic first aid kit including your specific medication eg asthma applicator
  • Torch or headlamp for contingencies

MVB MEMBER EMERGENCY CONTACT MEDICAL INFORMATION

Login first  and then CLICK HERE TO ACCESS THE NEW PROCEDURE FOR GENERATING THIS DOCUMENT

EMERGENCY CONTACT PROCEDURE

In the interests of safety, it is common bushwalking practice to leave detailed trip intention information with a responsible person. This information enables suitable action to be taken in the event of a serious accident or unexpected delay in a party’s return from an activity.

Bushwalking Australia recommends that State Bodies Risk Management Guidelines encourage all member clubs
to have in place an efficient emergency contact procedure for all official club trips.

MVB policy 

• The club provides an electronic booking form which leaders are required to use. As this form contains personal details of participants it is password protected and only accessible by designated leaders of official MVB events. The form provides all of the information required  for alerting police when a search or assistance is judged to be needed by a club activity group. The leader must ensure that the form is complete prior to the event commencement and that there is at least one other club member who is not participating in this event with access rights to this form. The form is available to leaders from the program menu on the website when logged in to the MVB website.

Before a trip:

• The leader ensures that the booking form is complete and accurate and advises participants what other club member(s) have access to the booking form info for this event

• Participants advise their emergency contact person of the other club members who have access to the booking form and supplies their contact details to be used if concerned about an unexpected delay in return.

• The leader either documents the trip route plan in the event details on the website or supplies the club contacts with this info and an expected time of return. This is the minimum of information required with respect to safety of the club activity group as a whole.

On return:

• The leader either uses the Spot gps messenger to record a safe return or contacts the other club members as soon as possible by phone, sms or email of a safe return.

• Participants advise their personal contact person of safe return.

• If no safe return advice is received within a specified time of the arranged return , the other club contact establishes if possible that the call has not simply been forgotten, or begins the established procedure which will usually include alerting police of a possible need for assistance.

The online bookng form contains

• Names, phone numbers and emergency contact details for all group members

• Vehicle registration numbers and location

• If applicable, weather and terrain expected and equipment being carried

• Confidential details of medical conditions or special requirements of members will be carried by earch participant in accordane with club policy.

STATUS:

POLICY - RATIFIED AT MVB INC COMMITTEE MEETING HELD ON OCT 8 2012

 

DRAFT - NOT RATIFIED AT MVB INC COMMITTEE MEETING HELD ON DECEMBER 9 2011 - BASED ON DOCUMENT PRODUCED BY BUSHWALKING AUSTRALIA ACCESSIBLE HERE


CHILDREN AND MVB EVENTS

Participants Under Age 18 in MVB Inc Events

Members and visitors under the age of 18 years are encouraged to participate but must be accompanied by their parent /legal guardian or such other person that a parent or legal guardian may appoint in writing on all club events

RATIFIED AT MVB INC COMMITTEE MEETING HELD ON DECEMBER 9 2011

CAR POOLING

Car Pooling Policy

Where possible transport to and from event start and finish points should be pooled to minimise costs and carbon emissions. In terms of risk management the club deems its members and guests to be most at risk when travelling to and from events - more so than during the event itself. Consequently the leader should advise drivers of known risks in relation to the route to be taken. This may include but not limited to road surface, width and alignment, anticipated travel times, procedures for not losing following vehicles, agreed stopping points, suitability of drivers vehicles. Designated drivers therefore need to be aware of their duty of care to their passengers. Some passengers are prone to car sickness on winding roads which may be prevented by travelling more slowly and taking additional rest stops. Drivers should consider the comfort and security of their passengers on all occasions. Likewise, passengers need to respect the wishes of the driver in whose vehicle they are travelling

The cost of such transport is to be determined by the driver of each vehicle after consulting with the leader and passengers. If there are other costs, such as the resort entry fees at Falls Creek, they are added to this amount to get the total costs to be shared amongst all participants in each vehicle. Where possible leaders can specify in the event description the amount of money expected to be contributed for fuel and running costs

 

STATUS - POLICY RATIFIED AT MVB INC COMMITTEE MEETING HELD ON AUGUST 3RD 2012

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