Low Risk Event Safety Policy

Revised November 2025

This policy applies to all attendees (including participants, spectators, officials, and others) at events held at venues with the following characteristics:

  • Urban campuses and parks.
  • Complete mobile coverage.
  • Small areas, generally smaller than 1km in each direction.
  • Defined boundaries on all sides (e.g. housing, fences, tracks, roads).
  • Proximity to medical care (e.g. hospital/ambulance/walk-in clinics etc.).
  • An extensive path or road network.
  • Low technical difficulty terrain.
  • Examples include: urban campuses (e.g. universities, schools), urban parks (e.g. Weston Park, Fadden Pines), and most but not all other sprint event venues.
  • Does not include: bush sprint venues (e.g. Greenhills/Cottermouth), Canberra Nature Park venues, major events (e.g. national level championships), extensive non-urban bush venues, most areas used for Classic Series bush events – the Intermediate or High Risk Safety Policies apply to these venues.

Contents

Responsibility

At every event an individual must have overall responsibility for decisions relating to safety, search and rescue. They are called the Event Safety Coordinator.

The Event Safety Coordinator:

  • Is normally the organiser, unless specifically assigned otherwise.
  • If absent from the assembly area during the event, responsibility must be delegated to someone else.
  • If the organiser is not the Event Safety Coordinator, the Event Safety Coordinator’s identity should be communicated to participants and officials; for example, listed separately on the event notice whiteboard and made known to the computer operator.
  • Should be prepared to call public emergency (000, 112) if needed.
  • Has discretion to modify, cancel or postpone the event, including during the event, if conditions pose a danger to health and safely.

No procedure can cover all possible circumstances, use common sense and adapt to take necessary actions.

Hazard Identification

Identify any hazards specific to the event, that may expose participants to unusual additional risks.

Examples of specific hazards may include:

  • Risks related to bad weather/visibility. Such as extreme heat, extreme cold, hazardous air pollution, lightning storms.
  • Risks related to course setting, such as controls near unfenced drops, narrow passageways, blind corners, trip hazards.
  • Risks related to vehicular traffic, such as road crossings, driveways, parking areas.
  • Risks related to other users, such as construction work, sporting groups, members of the public.
  • Risks related to water hazards, such as ponds, lakes, and drains.
  • Fire risk, such as forecast fire conditions or declared fire bans.

Hazard Mitigation

Take steps to and seek to avoid, minimise, or warn of identified hazards.

Steps to Be Taken at All Events

The following should be done at all events.

  • Display warning notices at the assembly area and/or start.
  • Have contact details for relevant land manager accessible at the event.
  • Ensure that a first aid kit and a defibrillator are readily accessible at the assembly area throughout the event.
  • Ensure that enough people are available at the end of the event to commence a search should one be required, including until all event volunteers have returned.
  • Ensure that there are enough maps available at the end of the event to commence a search should one be required.
  • An emergency contact number may be displayed on the event notice whiteboard or on the map. The number should be contactable at the assembly area throughout the event until the last competitor has returned.

Cancellation of Events

There may be circumstances when it is necessary to modify, cancel or postpone events, including during the event, if conditions pose a danger to health and safely. The Event Safety Coordinator has discretion to do so, if they deem it necessary.

Circumstances that justify event cancellation or modification include:

  • Hot Weather – When the forecast temperature is above 38°C consideration should be given to cancelling the event or shortening the courses.
  • Severe Thunderstorms – In the case of a severe weather warning for thunderstorms assess the likelihood of danger to competitors, officials and spectators, based primarily on the location of the event and possibility of a serious situation eventuating.
  • Damaging Winds – When damaging winds are forecast there is a possibility of falling trees and/or branches. As above, consider the location of the event and safety of competitors, officials and spectators.
  • Heavy rain – Assess the likelihood of restricted access to the competition area and/or flooding during the event.
  • Cold and/or snow – A forecast of snow falling during the entire period of an event is often difficult to assess, as is the effect of extremely cold conditions. Once again consider the type and location of the event and the amount of time people may be exposed to extreme weather.
  • Any other situation that renders the venue unsafe.

Modifying Events

In extreme cases the event should be cancelled but alternative mitigations may be possible:

  • Modification of event time, such as moving start window to avoid extreme conditions.
  • Modification or shortening of courses.
  • On course marshalling to warn or divert participants.

Mitigating Specific Hazards

When event-specific hazards have been identified, steps should be taken to warn participants and reduce potential harm. Such as:

  • Set courses to minimise risks. For example, by avoiding busy roads and car parks, contraflow through blind corners and passageways.
  • Use marshals or untimed legs for road crossings and place warning signs for drivers.
  • Tape or marshal hazardous features, such as unfenced drops.
  • Inform other users of the venue about the event.
  • Inform the OACT Office to add specific warning notices to the pre-event information.
  • Display specific warning notices at the assembly area and/or start.
  • If a heat hazard has been identified, consider providing water at the assembly area.

At the Event

Registration and Disclaimer

For all participants the following details must be accurately provided:

  • Full name.
  • Contact phone number.
  • Emergency contact number.
  • Course.
  • Sportident number.

For most low risk events there are only two available entry methods: Eventor pre-entry, or QR code entry on the day. Both entry methods require participants to provide the above details. It should not be necessary for an event organiser to record further details on the day, unless a registration needs to be updated.

The OACT Risk Statement is displayed on all online entry systems and should be displayed at all events.

The Orienteering Australia Competition Rules permit the organiser to refuse entry on a course if they consider the entrant is trying to compete on course beyond their capabilities.

Beginners and others who may be concerned about their physical or navigational abilities should be encouraged to carry a mobile phone.

The course closure time should be published in the event information and displayed at the event or on the map.

Start and Finish Records

The organiser must be able to find out who has gone out on a course. For all events, accurate lists of participants who have started are essential, note that the list of actual starters will likely differ from the event entry list. Participants must either pre-register online, or at the event, before commencing their course.

It is also essential that all competitors follow the routine of downloading after finishing the course, completed or not.

After the start has closed:

  • Retrieve the clear, check, and start units from the start and give to the computer operator to interrogate. The computer operator will use the check unit to download a list of actual starters.

After the course closure time has passed:

  • The computer operator can then verify that all starters have returned and downloaded at the assembly area.

Search Procedures

Determine the Need for a Search

If there are any starters unaccounted for:

  • Determine whether the missing person’s elapsed time exceeds a reasonable amount of time for the course attempted.
  • Check if there are any family members or friends waiting for the missing person.
  • Check if the missing person has recorded any radio control punches if they are in use, noting the time and location.
  • Check if there are any participants who have seen them on the course or at the finish.
  • If it is suspected that the missing person has finished but failed to download, then the finish unit may be interrogated. The finish unit will provide a record of punches if it is not in AIR+ beacon mode; AIR+ beacon mode is not used for most intermediate risk events.
  • Phone the missing person, even if a finish punch has been recorded, to confirm they have missed the download. If there is no answer, phone another family member or emergency contact. Computer operators can access contact details provided by participants via their Eventor or QR code entry.

A search may be initiated at any time, including before course closure if the Event Safety Coordinator deems it necessary in the circumstances. For example:

  • If a participant has greatly exceeded their expected course time.
  • If it is suspected that a participant may be injured.
  • If it is suspected that a participant is no longer in the event area.

Prepare for a Search

If the participant has not returned or is not otherwise accounted for after course closure, and the above steps have been taken, establish the following before commencing a search:

  • Identify a base station where all searchers will report (usually the assembly area).
  • Appoint a Search Coordinator. This may or may not be the Event Safety Coordinator.
    • Ensure they are readily identifiable – reflect vests are available in the event equipment box.
    • The Search Coordinator should remain at the base station with a mobile phone.
  • Obtain details of the missing person – gain as much information as possible:
    • Name
    • Age
    • Appearance
    • Clothing worn
    • Fitness level
    • Experience and competence
    • Any known/perceived medical conditions
    • Equipment carried (if known), e.g. watch, whistle, phone
    • Last known location (if known)
    • Course
  • Consider environmental conditions, including:
    • Weather (risk of dehydration/hyperthermia/hypothermia)
    • Daylight remaining
    • Terrain/hazard features
  • Identify the search area, based on available information:
    • Participant’s course
    • Any sightings
    • Available radio control punches
  • Mark maps showing the missing person’s course, likely points of error/hazards, and identify major features (tracks, fences, urban areas) that the missing person could have reached.
  • Brief control collectors to look out for the missing person and assist them to the finish.
  • Identify searchers:
    • Select sufficiently experienced and fit orienteers to search the area.
    • All searchers should have mobile phones with the number for the Search Coordinator.
  • Always consider the safety of searchers. Bear in mind that the situation can be stressful for searchers.

There are two levels of search. The Search Coordinator may decide to initiate a comprehensive, higher level, search immediately if conditions warrant. However, it would be normal practice to undertake a lower level search first.

Searching – Lower Level Search

  • If 15 minutes have passed since course closure a lower level search should commence.
  • Send searchers following the missing person’s course in both directions.
  • Additional teams may be sent to hazard spots or locations where the missing person is likely to have gone astray.
  • Send others to search the main roads and tracks, including the perimeter of the map.
  • If additional searchers are available, consider placing observers at key locations.
  • Remember to pause frequently, look in all directions, call or whistle for the missing person, and listen for any response (voice or other).
  • Instruct searchers to call the Search Coordinator if they find the missing person or require further assistance.
  • If the missing person is found and cannot be moved, at least one searcher must stay with the person.
  • All searchers should return to the base station by a predetermined time (normally in time to allow any higher level search to commence well before sunset).

Searching – Higher Level Search

Determine if a higher level search is warranted; the Event Safety Coordinator should take into consideration the amount of time that the search has taken and the amount of daylight remaining when determining when to contact the appropriate authority.

In initiating a higher level search, the Event Safety Coordinator should:

  • Notify the appropriate authorities that a search is required (e.g. area manager, ACT or NSW Police).
  • Notify the missing person’s emergency contact.
  • Transfer any relevant information to the authority responsible for coordinating the higher level search.
  • Support the search as required by the responsible authority.
  • Notify a senior OACT officer (President, Executive Officer or Secretary in that order of priority).

Serious Injuries and Other Medical Conditions

The following procedures should be followed if a participant has experienced a serious injury or other medical condition. The precise response will depend on the injury or medical condition.

Any participant who comes across an injured fellow orienteer is required to render assistance and abandon their course if necessary:

  1. If possible, one or two people should stay with the injured person until help arrives.
  2. Ask passers-by if they have mobile phone and can call for help.
  3. Note the location, injury/sickness, and if possible, participant’s name, gender and approximate age.
  4. Send one person to get help. In case the injured person can move or needs to be moved before additional help has arrived, agree on the intended route or location so help is sent to the right place.
  5. Inform the Event Safety Coordinator; normally the event organiser or otherwise stated on the event notice whiteboard and known to the computer operator.

If Urgent Medical Treatment Is Required

Immediately phone 000 or 112 for an ambulance. If access through locked gates is needed, call the land manager.

Send a suitably qualified medical, paramedical or first aid person, if available, to the site of the incident to attend to the person. A first aid kit and a folding stretcher are kept with the event equipment.

If Medical Treatment is Less Urgent

If in doubt, an ambulance should be called.

Some situations may be managed by event officials or other participants. A first aid kit and a folding stretcher are kept with the event equipment. If access through locked gates is needed, call the land manager.

After the Event

Following an event involving a search, serious injury, or other incident, a written report from the Event Safety Coordinator is to be submitted to the OACT Office. The report should include:

  • Date, time, and location of the incident
  • The nature of the incident
  • The people/organisations involved
  • A description of the incident, including timeline
  • Actions taken
  • Any other comments or lessons learned