Purpose

This Safety Plan supports the safe delivery of Te Toi Hawaiki Te Pā Whakauroa Rangatahi Day at Parrs Park. It sets out the responsibilities, hazards, controls and emergency arrangements intended to protect rangatahi, staff, volunteers, contractors and visitors involved in the event. 

The event management team has overall responsibility for implementing this plan and ensuring relevant safety information is communicated to everyone involved. 

Event Description

Te Toi Hawaiki Te Pā Whakauroa Rangatahi Day provides an opportunity for rangatahi to connect, participate and engage through culturally grounded activities and experiences.

2. Roles and Key Contacts

3. Event programme – Thursday 22 October
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5. Safety responsibilities and communication

Before activities begin

• Confirm the responsible leads and emergency contact method
• Complete a site walk-through and update the hazard register
• Confirm first aid location, assembly point, toilets, emergency access
• Check that equipment is suitable, secure and used by competent people. 
• Brief staff, volunteers and providers on this plan and record attendance. 

Communication during the event

• Use the agreed contact method for event staff and activity leads. 

• Report new hazards, incidents, near misses and welfare concerns immediately. 

• Only the nominated communications contact should provide external or media statements about an incident. 

• Follow instructions from emergency services or authorised venue personnel. 

Contractors and activity providers

• Provide relevant safety information for their work, equipment and activities. 
• Identify activity-specific hazards and controls before delivery begins. 
• Use suitably trained, qualified or supervised workers where required. 
• Report incidents and changes to the Event Lead or Health and Safety Lead. 

6. Hazard and risk management

Event hazard register

Record additional activity-specific hazards below

7. Emergency and evacuation arrangements

Immediate actions 

1. Stop the activity and assess immediate danger. 

2. Call 111 where emergency assistance is required. State the event name, exact location, nature of the emergency and actions being taken. 

3. Move people away from danger using the safest available route. 

4. Notify the Event Lead and follow instructions from emergency services or authorised venue personnel. 

5. Keep emergency access routes clear and send someone to meet responding services. 

6. Account for staff, volunteers and participant groups at the assembly point. 

7. Do not re-enter an affected area until authorised. 

Event emergency information

Evacuation triggers may include

• Fire, smoke, structural failure or hazardous spill
• Severe weather, lightning or another civil Defence emergency
• Threatening behaviours, suspicious item or police direction
• A serious medical event or another situation requiring the area to be cleared

8. First aid and medical response

• First aid equipment must be readily accessible and its location communicated during the briefing. 
• First aid should only be provided within the responder’s level of training and competence. 
• Call 111 for a serious or life-threatening condition, or when urgent medical assistance is required. 
• Protect the person’s privacy, keep the area clear and arrange for someone to guide emergency services. 
• Record all first aid treatment, injuries, illnesses and medical escalations on the incident form. 

8. Missing rangatahi or person procedure

1. Notify the Event Lead immediately. 

2. Confirm the person’s name, age, description, last known location and who is responsible for them. 

3. Keep one responsible person with the reporting parent, caregiver or group lead while the search is coordinated. 

4. Check agreed activity areas, toilets, boundaries and the designated meeting point without placing others at risk. 

5. Use discreet communications. Do not announce personal details publicly unless directed by Police. 

6. If a young person is located, ensure two authorised adults remain with them where practicable. 

7. Verify the identity and relationship of the collecting adult before releasing the young person and record the handover. 

8. Contact Police promptly where there is immediate concern, the person is vulnerable, or the search is unsuccessful. 

9. Record the incident and debrief the response. 

1. 9. Incident and near-miss reporting

All accidents, incidents, injuries, illnesses and near misses must be reported promptly to the Event Lead or Health and Safety Lead and recorded. The response should focus on making the situation safe, supporting affected people and preventing recurrence. 

Reporting process 

1. Provide first aid or emergency assistance and make the area safe. 

2. Notify the Event Lead or Health and Safety Lead. 

3. Preserve the scene where required, except where action is needed to save life, prevent harm or maintain essential access. 

4. Record what happened, who was involved, witnesses, treatment provided and immediate actions. 

5. Review the relevant hazards and controls before activities resume. 

6. Escalate a potentially notifiable event through Aktive’s established health and safety process and obtain competent advice where needed.

1. 10. Weather, cancellation and site controls

Weather monitoring

• Check the forecast before set-up and monitor conditions during the event. 
• Consider heat, UV, rain, wind, lightning, ground conditions and visibility. 
• Modify, pause, relocate or cancel activities if controls are not sufficient. 
• Communicate changes clearly to staff, providers, groups and caregivers as appropriate. 

Cancellation or significant change

Site plan requirements