West Wicklow RFC - Event and Activity Safety Procedure

Aligned with IRFU Governance Guidelines

1. Purpose

West Wicklow Rugby Football Club (WWRFC) is committed to providing safe and well-managed activities and events for players, coaches, volunteers, parents, spectators and visitors. This procedure sets out the club's approach to managing health and safety when organising or participating in club activities and events. The procedure is intended to be proportional to the size and activities of WWRFC. 

WWRFC does not own or operate its own rugby grounds. Where the club uses facilities belonging to another organisation, WWRFC will comply with the venue's relevant health and safety, emergency and evacuation arrangements and will identify any additional risks arising from the club's activities.

2. Scope

This procedure applies to activities organised or supported by WWRFC, including:

● Rugby training. 

● Matches and tournaments. 

● Camps - Tag. 

● Club social events. 

● Fundraising events. 

● Awards and presentation events. 

● Family and community events. 

● Tours and trips. 

● Club-organised travel. 

● Events held at hired or shared facilities.

3. Responsibility

The WWRFC Committee has overall responsibility for ensuring that appropriate health and safety arrangements are in place. For each event or activity, an appropriate person should be identified as the Event/Activity Lead. 

The Event/Activity Lead is responsible for: 

● Considering the risks associated with the activity. 

● Completing an event-specific risk assessment where appropriate. 

● Confirming emergency arrangements. 

● Ensuring relevant volunteers know their responsibilities. 

● Liaising with the venue where applicable. 

● Ensuring accidents and incidents are reported. 

● Taking reasonable action if circumstances change during the event. The Event/Activity Lead may delegate specific responsibilities to other volunteers.

4. Risk assessment

WWRFC will take a proportionate approach to risk assessment. Before an event, the Event/Activity Lead should consider: 

● What could cause harm? 

● Who could be affected? 

● How serious could the harm be? 

● What controls are already in place? 

● Are additional controls required? 

● Who is responsible for those controls? 

An event-specific risk assessment should be completed where the activity is unusual, involves significant numbers of people, involves additional hazards or presents greater risks than normal club activities. Examples include: 

● Large tournaments. 

● Camps. 

● Fundraising events. 

● Events involving temporary structures. 

● Events involving significant traffic or parking arrangements. 

● Events involving cooking or catering. 

● Events involving alcohol. 

● Events held in unfamiliar venues. 

● Outdoor events where weather may present additional risks. 

Routine training and matches may be covered by the club's normal arrangements and the requirements of the venue, where appropriate.

5. Use of other people’s grounds or facilities

Where WWRFC uses another club's, school's, community centre's or other organisation's facilities: 

● The Event/Activity Lead should identify the person responsible for the venue.

● The club should familiarise itself with relevant venue rules. 

● Emergency exits and evacuation arrangements should be identified.

● The location of first-aid facilities should be known. 

● The location of toilets and changing facilities should be known. 

● Any venue-specific restrictions should be communicated to relevant volunteers.

● WWRFC will follow the venue's emergency procedures unless circumstances require otherwise. 

WWRFC is not responsible for maintaining facilities it does not own or control, but it remains responsible for the safe management of its own activities and for identifying risks created by those activities.

6. Emergency Arrangements

For club activities, the Event/Activity Lead should know: 

● The address/location of the venue. 

● How to contact emergency services. 

● The location of the nearest appropriate first-aid provision. 

● Emergency access arrangements. 

● The venue's evacuation procedure where applicable. 

● The location of emergency exits. 

● How parents/guardians can be contacted where children are involved. In an emergency, the priority is to protect people from further harm and contact the appropriate emergency services. Emergency services in Ireland can be contacted by calling 999 or 112.

7. First Aid and Medical Emergencies

The club will take reasonable steps to ensure appropriate first-aid arrangements are available for its activities. Depending on the activity, this may include: 

● Access to a suitable first-aid kit. 

● Identification of appropriately trained first-aid personnel where available.

● Access to emergency contact information. 

● Awareness of relevant medical information where parents/guardians have provided it. 

● Clear arrangements for contacting emergency services. 

Where an injury or medical emergency occurs, the Event/Activity Lead or appropriate responsible person should ensure that appropriate assistance is obtained promptly. Parents/guardians should be informed of significant injuries or medical incidents involving their child as soon as reasonably practicable.

8. Fire and Evacuation

When using an indoor or hired venue, WWRFC will follow the venue's fire and emergency evacuation arrangements. The Event/Activity Lead should familiarise themselves with:

● Emergency exits. 

● Assembly points. 

● Fire alarm arrangements. 

● Any restrictions on access or occupancy. 

Emergency exits must not be blocked by club equipment, bags, tables or other items.

9. Weather

Outdoor activities may be affected by: 

● Heavy rain. 

● High winds. 

● Thunder and lightning.

● Extreme temperatures. 

● Poor visibility. 

● Flooding or unsafe ground conditions. 

The Event/Activity Lead, in consultation with the venue or relevant club officials, may modify, postpone or cancel an activity where weather conditions create an unacceptable risk. The safety of participants, volunteers and spectators takes priority over continuing an activity.

10. Pitch, Equipment and Playing Areas

Before activities commence, coaches or responsible volunteers should take reasonable steps to ensure that: 

● Playing areas are suitable for the activity. 

● Obvious hazards are identified and addressed. 

● Equipment is suitable and in reasonable condition. 

● Unnecessary equipment is removed from areas of play. 

● Spectators remain in appropriate areas. 

● Players use appropriate protective equipment where required by the laws or regulations of rugby. 

Any significant hazard that cannot be addressed should be reported to the venue/operator and, where necessary, the activity should not proceed.

11. Spectators and Crowd Safety

For normal club activities, spectators should remain in appropriate designated areas and should not interfere with play or emergency access. For larger events, the Event/Activity Lead should consider: 

● Expected attendance. 

● Access and exit routes. 

● Parking. 

● Emergency vehicle access. 

● Spectator areas. 

● Children becoming separated from parents/guardians. 

● First-aid arrangements. 

● Additional stewarding or volunteers where necessary. 

Where the venue has its own crowd-management arrangements, WWRFC will cooperate with the venue.

12. Traffic and Parking

Where an event creates additional traffic or parking requirements, the Event/Activity Lead should consider: 

● Safe vehicle access. 

● Pedestrian routes.

● Emergency vehicle access. 

● Drop-off and collection arrangements. 

● Parking restrictions. 

● Children moving between vehicles and playing areas. 

Drivers should follow venue instructions and should not block emergency access routes.

13. Temporary Structures and Contractors

Where an event involves temporary structures or equipment, such as:

● Marquees. 

● Tents. 

● Stages. 

● Temporary seating. 

● Barriers. 

● Generators. 

● Electrical equipment. 

The Event/Activity Lead should ensure that appropriate arrangements are in place for their safe installation, use and removal. Where external contractors or suppliers are used, they should be appropriately competent and responsible for the safety of their own equipment and work.

14. Food, Catering and Alcohol

Where food is prepared or served at a WWRFC event, reasonable food hygiene and allergen precautions should be followed. Where alcohol is available: 

● It must be managed responsibly. 

● Adults must not supply alcohol to children. 

● Appropriate supervision must be maintained where children are present.

● Alcohol must not interfere with the safe supervision of children or the operation of the event. 

● Any venue rules regarding alcohol must be followed.

15. Child Safeguarding

This procedure must be read together with the WWRFC: 

● Safeguarding Policy. 

● Child Safeguarding Statement. 

● Child Safeguarding Risk Assessment. 

● Relevant Codes of Conduct. 

Where children are involved, safeguarding arrangements remain applicable at all events, including social and fundraising events. Any child protection or welfare concern must be dealt with in accordance with the club's safeguarding procedures.

16. Accident and Incident Reporting

Accidents, injuries and significant safety incidents should be reported to the Event/Activity Lead and the relevant club officer. Where appropriate, the incident should be recorded, including: 

● Date and time. 

● Location. 

● People involved. 

● What happened. 

● Action taken. 

● Whether medical assistance was required. 

● Whether further action is required. 

Serious incidents should be brought to the attention of the Club Committee and, where required, the venue, insurer, IRFU/Leinster Rugby or relevant authorities.

17. Cancellation or Suspension of an Activity

WWRFC may cancel, postpone or suspend an activity where: 

● The venue is considered unsafe. 

● Weather conditions create an unacceptable risk. 

● Emergency arrangements are inadequate. 

● A serious incident occurs. 

● Required supervision is unavailable. 

● The Event/Activity Lead considers that the activity cannot safely continue. Safety should take priority over financial, competitive or organisational considerations.

18. Event-Specific Risk Assessment

Accidents, injuries and significant safety

19. Review

This procedure will be reviewed at least annually and sooner where:

● A significant incident occurs. 

● A new type of event is introduced. 

● There is a significant change to club activities. 

● Venue arrangements change. 

● Relevant legislation or guidance changes. 

● The Committee considers that additional controls are required.