DBNSW Regatta Hosting Handbook Version 5 April 2017 · PDF fileDBNSW Regatta Hosting Handbook...
Transcript of DBNSW Regatta Hosting Handbook Version 5 April 2017 · PDF fileDBNSW Regatta Hosting Handbook...
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DBNSW Regatta Hosting Handbook
Version 5
April 2017
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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
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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.
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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.
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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?
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• 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
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• 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.
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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)
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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
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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.
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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
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• 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
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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
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• Complete an event safety audit via
the safety checklist and hand to the
chief official once completed
Race Secretary*
(AusDBF Official Level 2 recommended)
• 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*
(AusDBF Official Level 2 recommended)
• 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*
(AusDBF Official Level 3 recommended)
• 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*
(AusDBF Official Level 3 recommended)
• 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
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• Any infraction will be reported to the
chief official immediately
• Additional Course Umpires will be
required for turn racing (one per turn)
Head Marshall*
(AusDBF Official Level 3 recommended)
• 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*
(AusDBF Official Level 1 recommended)
• 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*
(AusDBF Official Level 1 recommended)
• 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
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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.
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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
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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
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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)
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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
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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
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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).