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Waka Ama Event Sanctioning 2017 - 2018
Waka Ama Event Sanctioning
2017 - 2018
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OVERVIEW
Since 2009 Nga Kaihoe o Aotearoa at the request of regions and clubs has been working on developing
a sanction policy and process for events. This has been a lengthy process and one that in recent years
has taken the back seat to the governance restructure of our organisation.
In 2011 the Nga Kaihoe Council after much consultation agreed on the rationale, outline and the
basic process for sanctioning.
As the sport grows and as more and more events get added to the calendar it is important that we provide a process for nationally sanctioned events:
1. Safety of participants 2. Minimum Safety standard
3. Legal protection for organisers 4. Protection for the sport 5. One insurance policy for sanctioned events (Saves costs for all event organisers) 6. Website publication of events 7. Capture of real participant numbers 8. Better planning and structure of event calendar 9. Minimum standard of delivery
Whilst this has been a lengthy process we are very pleased with the end results. Much hard work
was put into the concept phase of this process and the current Waka Ama New Zealand Board has
followed through with the work and improved on the process to this end point.
Since the implementation of the sanctioning we have seen a resounding success in the process, and the
increased awareness regarding events and the duty of care.
In New Zealand the availability of no fault insurance cover through ACC and the lack of a right to sue
for personal injury must not be allowed to lead to complacency about the safety of others
On the following pages we will provide you with more detail and some guidelines to help you
through the sanctioning process.
Public Liability Insurance – Why do we need it if we are organising an event?
A Public and Products Liability policy can provide your club, community group or organisation with an indemnity against all sums which you become legally liable to pay (by way of compensation) for damage to the public resulting from an occurrence which arises from your activities. A legal liability can arise from your negligence, or the negligence of your members, including voluntary workers engaged on behalf of the club, who are working in a recognised role for the club or group.
To put this another way if you do something, or fail to do something, then where you are negligent (e.g. you have breached your duty of care) and someone’s property is damaged as a result of this negligent act, the policy will defend you and pay compensation if you are legally liable subject to the specific terms and conditions of the policy. For example, a tent comes loose in windy conditions as it was not properly secured, and damages a nearby house. (www.localcommunityinsurance.com)
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The above is a very brief explanation of Public Liability insurance, it is important that all event
organisers have appropriate levels of insurance to cover their liability in many cases now City
Councils are requiring that event organisers produce Public Liability certificate before permission will
be given to use a public space or waterway for an event. This has been the case in Auckland for a
number of years.
Protecting Waka Ama:
As well as ensuring that event organisers are protected we have a duty to ensure that the sport is
protected and its members are safe at all times. For this reason we have developed some standard
safety protocols, an event safety and operation template for event organisers and a calculation tool
for the minimum number of safety boats required at events.
As a water sport Waka Ama is open to risks that require us to ensure we take adequate precautions
to inform, protect and enable participants as well as event organisers. If something goes wrong at
an event the sport as a whole will be impacted.
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LEVELS OF SANCTIONING
Sanctioning Level 1
Events hosted by our member clubs or regions that attract international or multi-region competitors,
typically more than 500 competitors for a W6 event and 100 competitors for a W1 event. Current
examples include Takapuna Beach Cup, Whaingaroa Hoe, etc.
Sanctioning Level 2
Events hosted by our member clubs or regions that attract participants from within a region,
typically less than 500 competitors. Current examples include AROCA 10km, Hoe Tonga Secondary
Schools Regatta, Waka Te Tasman.
Approved Event
Sanctioning is only available to our member clubs and regions who are hosting events. However,
there are outside organisations who can apply to Waka Ama New Zealand to have their event
Approved. They would complete the Event Approval Agreement Form
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SANCTIONING FEE BREAKDOWN
Level 1 $500 (plus GST)
Service Value Add
Advertising on the www.wakaama.co.nz website and calendar
With a broad reach to our Waka Ama Community and networks - A unique value
Online Entries are mandatory for the event and are included within the sanctioning fee (this will be provided through the WANZ online entry system unless otherwise approved)
Normally valued at $150 (minimum). Works well with Pocket timer app, download entries with ease and ensures all paddlers are affiliated to WANZ.
Public Liability Insurance Prices range from $700 to $1200 plus for larger events
Ability to apply for funds through WANZ Funding applications endorsed and supported by the Nationals Sporting Organisation
No two Level 1 sanctioned events may be on the same day
Captive audience, only your event will take place. (Unless both events agree that there is no clash)
Access to resources available or owned by the National Body
Cost saving
Safety approved event Participants and Authorities (like city councils etc.) recognise that you have met and intend to deliver an event that complies with Waka Ama minimum safety standards
Waka Ama NZ Official present at all level 1 events to assist with race rule queries etc. (Reasonable travel costs of this official must be met by the event)
The time of an experienced official who can assist you with race rules, protests, best practice, media queries
Survey tool available to survey competitors post- race
Survey monkey annual subscription paid for by Waka Ama NZ $160
NZ Post Support Boat assistance $1000
COST $500 Value in excess of $2500+
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Level 2 - $100 (plus GST)
Service Value Add
Advertising on the www.wakaama.co.nz website and calendar
With a broad reach to our Waka Ama Community and networks - A unique value
Public Liability Insurance prices range from $200 to $1200 plus for larger events
Safety approved event Participants and Authorities (like city councils etc.) recognise that you have met and intend to deliver an event that complies with Waka Ama minimum safety standards
Survey tool available to survey competitors post- race
Survey monkey annual subscription paid for by Waka Ama NZ $160
Online Entries are mandatory for the event and are included within the sanctioning fee (this will be provided through the WANZ online entry system unless otherwise approved)
Normally valued at $150 (minimum). Works well with Pocket timer app, download entries with ease and ensures all paddlers are affiliated to WANZ.
Waiver and Safety Check Templates provided, assistance with online entries and Pocket Timer Pro
Assistance with event operations
COST $100 Value in excess of $600+
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FLOWCHART OF THE SANCTIONING APPLICATION
Application to Waka Ama NZ
Application goes to Administrator
that ensures all information is
provided before proceeding
Application to include:
o Event Management Safety Plan (See template) o Proof of bookings and permissions (if required) OR
Venue booking correspondence to date.
Is the application complete?
Y
WANZ to send response
N advising of omissions and
requirements for completion.
Event remains “tentative”
Level of Sanctioning and date Sanctioned/Approved by WANZ:
Level 1
Level 2
Approved Status
If Approved/Sanctioned, Event gets added to website
CE to inform insurers
Receive new information
Is the application complete? N
Y
Level 1 Level 2
Random Audit of Events Random Audit of Events
Event report completed which
includes application for
re-sanctioning
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FLOWCHART OF THE SANCTIONING PROCESS
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FAQs
What do you need to Submit?
• A completed and signed Sanctioning Form
• Completed Event Operations and Safety Management Plan (complete with course
maps)
• Draft Participant Waiver (template provided)
Who can apply for Sanctioning status?
• Our Member Clubs and Regions
Who can apply for Approved Status?
• Non-member organisations
What happens once our event gets sanctioned?
• You will need to supply us with event panui and information for the website
• You will need to supply us with the details to set up Online entries or provide
details for approved process.
Once our event is sanctioned will it be sanctioned every year?
• No, you will need to resubmit sanctioning forms each year when you request a date.
Can someone organise an unsanctioned event?
Yes, however they will not be able to list the event on the website, they will not be covered
by our insurance and we will not publish the results. They may also jeopardise the possibility
of future sanctioning and use of WANZ online entry system.
What is the definition of a Sprint Regatta?
Sprint regattas are events that are held on a sprint course no more than 1000m in length.
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SAFETY REQUIREMENTS
All events:
• Sanctioned Level 1
• Sanctioned Level 2
• Approved
MUST:
□ Comply with Waka Ama New Zealand Race Rules
□ Provide a safety back up course as contingency for weather
□ For races other that sprint regattas – Event organisors must use our Support Boat Calculator to
determine the number of support boats required at your event. – This is a minimum, you can
provide more if you wish. The online support boat calculator is provided as a template or
alternatively an electronic version can be found here:
http://www.wakaama.co.nz/supportboatcalculator
□ Complete and fulfil the Event Operations and Safety Management plan
□ Must use WANZ online entry system unless otherwise approved
□ Ensure a Waiver is explained to and signed by all individuals participating in the event (a template
is provided for you)
□ Ensure on Waiver that all competitors confirm that they can swim (if they cannot then a PFD
must be worn)
□ Ensure the correct number of support boats are provided as per Support Boat Calculator, confirm
this with WANZ before event
□ Comply with all regional or local waterway safety bylaws
□ Adhere to Maritime Safety Bylaws, rules and restrictions
□ Ensure trained first aiders are onsite (at least 1)
□ Provide an incident report (in the event of an incident) no more than 24 hours after an incident
has taken place.
□ In races other than sprint regattas - Should the wind conditions exceed or be forecast to exceed
15 knots (27km+) (according to local official marine weather radio or Met Service website
http://www.metservice.com/national/home) Spray Skirts must be used on W6
□ In races other than sprint regattas - Should wind conditions exceed or be forecast to exceed 25
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Knots (46km+) MSA approved PFD’s must be worn by all participants AND:
o All participants, coaches and officials must be made aware of the conditions
o Paddling may only occur after all the risks have been assessed; the zone and local
maritime rules have been considered, and the potential risks are deemed to be minimal.
□ In all races and events, should there be extreme wind warning or gale force marine warnings in
place OR should the wind conditions exceed or be forecast to exceed 34 Knots (62km+) the event
shall be cancelled, postponed or moved to a course/venue where these conditions do not exist.
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EVENT OPERATIONS AND SAFETY MANAGEMENT PLAN It is essential for your Waka Ama event to have a detailed plan to ensure all precautions are
put in place to maintain the safety of your paddlers, spectators, volunteers and the general
public. In order to safely deliver your event it is essential a number of areas are sufficiently
planned and then accomplished.
This plan includes:
▪ The background of your event
▪ Event details
▪ Maps of the event (including an alternate course for bad weather)
▪ Risk assessment – to determine support boat/lifeguard and medical support
requirements.
▪ Risk management
▪ Safety requirements
▪ Communication plans
▪ Pre start safety communication to paddlers
▪ Pre start safety communication to lifeguards
▪ On water safety and emergency management
▪ Recues or first aids during an event
▪ Post event de-brief
▪ Post event safety de-brief with on water personnel A Safety and Operations Plan Template can be found here http://wakaama.co.nz/pages/view/16
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EVENT SANCTIONING AGREEMENT EXAMPLE: For Clubs and Regions
Nga Kaihoe O Aotearoa (Waka Ama NZ) Inc.
Event Sanctioning Agreement
Governing Body Nga Kaihoe o Aotearoa (Waka Ama NZ) Inc
Club
Event Organiser
Event
Event Dates
Sanctioning Level
Sanctioning Fee
Background
A. Nga Kaihoe o Aotearoa (Waka Ama New Zealand) Inc (WANZ, we, us or our) is the governing
body for the sport of waka ama in New Zealand.
B. The Event Organiser (you or your) wishes to organise and stage the Event on the terms and
conditions set out in this agreement.
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It is Agreed
1. Definitions
1.1 Where prefixed by a capital letter the following words shall have the following meanings:
(a) Event means the event to be run by the Event Organiser on the Event Dates at the
Venue;
(b) Event Sponsors means the sponsors with whom the Event Organiser has or will
conclude Event Sponsor Agreements for the provision of services to or as sponsors of
the Event;
(c) Event Sponsor Agreements means the agreements concluded or to be concluded
between the Event Organiser and Event Sponsors for the sponsorship of the Event;
(d) Minimum Standards refers to the standards specified in the Waka Ama Rules and the
Event Safety Guidelines as approved by us.
(e) Sanctioning means the right to organise and hold an Event under the Waka Ama Rules
and in accordance with the terms of this Agreement;
(f) Term means the period commencing on the date this agreement is executed by the last
party executing it and ending 10 days following the Event.
(g) Waka Ama Rules mean the rules and regulations prescribed by the International Va’a
Federation and adopted by WANZ (including any additional rules and regulations
prescribed by WANZ) and shall also include any rules or regulations prescribed under
Maritime or any other applicable law which are relevant to the staging of the Event;
(h) WANZ Sponsor means a current sponsor of WANZ;
(i) Website means the website located at the url http://www.wakaama.co.nz
2. Appointment of Event Organiser
2.1 Providing you comply with the terms of this agreement, we grant you the right at your own
cost and at your own risk to organise and hold the Event in accordance with this agreement.
2.2 In applying for sanctioning of the Event:
(a) You agree to stage the Event between (on) the Event Dates at the Venue under Waka
Ama Rules. The Event shall consist of the event categories listed in Appendix 1.
(b) You agree to set up a co-coordinating committee (Committee) as soon as possible after
signature of this Agreement as a point of contact between you and us for the purpose
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of coordinating the marketing, organisation, management and staging of the Event. The
committee shall report to us at intervals of no less than [insert time as agreed] as to its
progress in organising the Event.
(c) The Committee shall agree with us the timetable of the Event. The provisional
timetable will be agreed in writing as soon as possible, but in any event not later than
30 days before the start of the Event. The final timetable and other relevant details of
the Event will be agreed in writing between us as soon as possible but in any event no
later than 14 days before the start of the Event. The final timetable of the Event shall
not be altered without our prior written agreement.
(d) You confirm that you have no commitments to any other body or person which will
prevent you from organising and staging the Event as outlined in this agreement.
(e) You acknowledge that Sanctioning is neither automatic or irrevocable. We may in our
absolute discretion, grant you a conditional sanction of an Event, decline to sanction an
Event or withdraw or terminate our sanctioning of an Event.
(f) We have the right to change or amend our sanctioning policies, procedures and
requirements from time to time.
3. Our Support of the Event
3.1 We agree to provide you with reasonable assistance (as determined by us) with documents
and processes for the Event.
3.2 Where you request us to provide Online Entries for the Event, we shall manage and co-
ordinate the entries at an agreed fee, for the Event using the Website.
3.3 As part of our support of the Event, you agree:
(a) That you shall use our logo on all official communications and publications relating to
the Event in accordance with our reasonable directions such as to demonstrate our
association with the Event.
3.4 Subject to us granting you approval of your risk management plan under clause 7, we grant to
you a revocable royalty free license for the duration of the Term:
(a) To use the phrase “Sanctioned By Nga Kaihoe o Aotearoa (Waka Ama New Zealand) Inc.” in
all advertising and marketing material produced in connection with the Event;
(b) To use our logo as envisaged by clause 3.3(a) above;
(c) To use our banners in the Venue should they be available.
3.5 You agree that you shall only use our logo or banners in such a way as to ensure that our
goodwill in the logo or banners or the goodwill in the logos of our sponsors is preserved.
3.6 We will give you a summary of the Public Liability insurance for you to make your own
assessment under clause 7.6c
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4. Marketing and sponsorship
4.1 You shall be entitled to negotiate Sponsorship Agreements for the provision of services to the
Event or for Event Sponsors to become sponsors of the Event.
4.2 Event Sponsors shall not conflict with any other sponsor of ours and you shall not enter into
any Sponsorship Agreement without first seeking our prior approval as to the suitability of
that sponsor for the Event. We may at our absolute discretion decline such approval.
4.3 You shall comply with all your obligations in the Sponsorship Agreements and shall not do
anything or omit to do anything which may bring us or the Event into disrepute.
4.4 Once the Event is sanctioned, we shall advertise the Event on the www.wakaama.co.nz
website, the website calendar, Facebook/wakaama and other forms of media available to us.
5. Payment of Sanctioning Fee
5.1 You shall pay us the Sanctioning Fee within 14 days of the date of this agreement.
5.2 If you elect to utilise the Website for the provision of online entries for the Event, you shall
also pay the additional Online Entry Fee within 14 days of this agreement.
5.3 Otherwise, all revenue generated by the staging or organising of the Event shall be retained by
you.
6. Your Other Obligations
6.1 You shall:
(a) Organise the Event in an efficient manner and in doing so provide such equipment,
facilities and personnel in good time for the Event and to a level, standard and quality
as may be necessary to ensure that competitors are able to compete fairly and safely at
the Event;
(b) Notify us of any proposed changes to the Event following our approval under clause 2
no later than one week prior to the start of the Event;
(c) Comply with any reasonable recommendations given by us concerning the Event;
(d) Ensure that you have obtained and comply with any local authority, Police or other third
party consents which are necessary to stage the Event.
(e) Ensure that the Event is staged at the Venue and is run in accordance with Waka Ama
Rules;
(f) Only accept entries from members of clubs affiliated to us unless such competitors are
competing in non affiliated classes or are part of a team from overseas;
(g) Advise overseas teams of the importance of having insurance cover. (See clause 7.6c)
against;
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(h) Ensure that our sponsors are acknowledged at the Event – and in a manner approved by
us prior to the Event;
(i) Use your best endeavours to ensure that no marks other than those associated with us,
you, the Event, Event Sponsors or WANZ Sponsors are exhibited or promoted at the
Venue;
(j) Within 14 days following the Event provide a report on the staging of the Event to us
using our prescribed template and where online entries are not used this report to
include a list of all competitors and their WANZ Identification numbers;
(k) Indemnify us against all liability, damages, and costs arising from any breach on your
part of any term of this agreement.
7. Risk management and safety
7.1 You acknowledge that it is your responsibility for the organisation of the event and to ensure
that all practicable steps are taken to ensure the safety of all persons who participate in or
who come within the vicinity of the Event including, but not limited to, competitors, officials,
employees, contractors, volunteers, delegates, and members of the public.
7.2 Within 14 days of this agreement, you shall provide to us a fully documented risk
management plan in accordance with our event safety guidelines as published from time to
time on the Website.
7.3 We shall review the plan to ensure that it meets our minimum requirements for safety. In the
event that the plan does not meet our minimum requirements we shall provide
recommendations for improvement which you shall implement and thereafter resubmit your
plan for approval.
7.4 Until such time as we have provided approval of your plan, clause 3.4 shall not apply. We may
at any time terminate this agreement on immediate notice prior to approval being granted
where we believe in our absolute discretion that inadequate safety measures have been taken
for the Event.
7.5 By sanctioning the Event we assume no responsibility for ensuring the safety of the Event nor
do we accept any liability for any loss or damage (whether direct, indirect or consequential)
howsoever arising from the organisation or staging of the Event and you waive all claims
against us.
7.6 It is your responsibility to conduct a safe and fair competition. You acknowledge that:
(a) An event is not necessarily safe or viable because it is sanctioned by us, you must
implement the processes and ensure compliance.
(b) Special or unusual conditions may require further precautions and actions in the
interests of competitor or spectator safety.
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(c) Public liability insurance cover arranged by us as a condition of sanction, although
negotiated and arranged in good faith by us, might not cover all risks to the Event
Organiser or competitors associated with the event. We do not warrant that the terms
and coverage of any such insurance are adequate for the purposes of the event or
competitors and you must satisfy yourself that you are adequately insured.
8. Insurance
8.1 We shall take out and maintain for the Event at our cost public liability insurance. We are not
responsible for any other insurances relating to your event..
8.2 You shall adhere strictly to the terms of our Insurance, the terms of which shall be supplied to
you.
9. Delegates and officials
9.1 We may appoint delegates / officials in relation to the Event.
9.2 Details of the delegates / officials shall be provided to you 14 days prior to the Event.
9.3 You agree to comply with all reasonable recommendations given to you by the delegates.
10. Termination or Withdrawal of Sanctioning
10.1 We shall be entitled to terminate or withdraw sanctioning of the Event immediately upon
giving notice to you where:
(a) In our reasonable opinion, we believe that you will not be able to stage the Event to the
standards we require;
(b) You breach a term of this agreement which is either not capable of remedy or , if
capable of remedy, you have failed to remedy within a reasonable time specified by
WANZ of us giving notice to you requiring its remedy;
(c) You have notified us of a proposed change to the Event under clause 6.1(b) and we
have had insufficient time to review the proposal or we consider that the effect of the
changes is such that you will not be able to stage the Event to the standards we require.
(d) A resolution is passed for your winding up.
10.2 If we decline to sanction the Event or, having sanctioned the Event, we elect to withdraw our
sanction for any reason, you authorise us to publish and disclose to any person the facts,
nature and reasons for our decision to decline or withdraw our sanctioning.
11. Disputes
11.1 If a dispute arises between us, we shall attempt to resolve such disputes between ourselves,
failing which we shall refer the dispute to the Sports Tribunal of New Zealand to appoint a
mediator.
11.2 In the event that mediation is unsuccessful or unavailable we shall refer the dispute to the
Sports Tribunal of New Zealand for a determination in accordance with its rules.
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12. Notices
12.1 Any notice to be served under this Agreement shall be in writing and served upon the
recipient at its address set out in this Agreement (or such other address as may be notified for
this purpose) either by hand or by fast post or fax and shall be deemed served 48 hours after
posting if sent by fast post, on delivery if delivered by hand, and on completion of
transmission if sent by fax.
13. No Partnership
13.1 Nothing contained in this Agreement shall be construed as constituting a partnership or joint
venture between us and neither of us shall hold ourselves out as being the agent of the other.
14. Governing law
14.1 The terms of this agreement shall be governed by the laws of New Zealand.
SIGNED for an on behalf of WANZ
SIGNED for and on behalf of the Event
Organiser
Name:
Date:
Name:
Date:
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Sanctioned Event Categories
Level 1 Events that attract International or multi region competitors, typically more than 500 competitors for a W6 event and 100 competitors for a W1 event (Current examples could include: Takapuna Cup, Whaingaroa Hoe (Raglan) etc.)
Level 2 Regional or Club events that typically attract clubs from within a region. Typically Less than 500 competitors ( AROCA 10K Series, Hoe Tonga Secondary School regatta, Waka Te Tasman etc.)
Cost associated with applying for sanctioning of regatta’s Level 1 - $500 Plus GST includes Online Entry fees (Fee is refunded if sanctioning is declined) Level 2 – $100 Plus GST (Fee is refunded if sanctioning is declined)
Benefits: Level 1:
• Event added to the www.wakaama.co.nz website and calendar
• Online Entries are mandatory for the event and are included within the sanctioning fee (this will be provided through the WANZ online entry system unless otherwise approved)
• Public Liability Insurance Policy
• Ability to apply for funds through WANZ (upon request being approved) - Funding applications endorsed and supported by the Nationals Sporting Organisation.
• No two Level 1 sanctioned events may be on the same day (unless both events agree or can prove that there is no clash for paddlers)
• Access to resources available or owned by the National Body (should they be available)
• Safety approved event (Safety requirements are standardised for minimum requirements)
• Waka Ama NZ Official present at all level 1 events to assist with race rule queries etc. Reasonable travel costs of this official must be met by the event
• Survey tool available to survey competitors post-race
• Random Audits of events
Once sanctioning is approved for all level one events New Zealand Post will provide the event with $1000 (TBC) to contribute towards the cost of Safety Boats. In return event hosts will include Active Post logos on event information (Active Post logo use must be approved prior to use), will display Active Post flags and banners that will be provided for you and will acknowledge Active Post at awards or speeches.
Level 2:
• Event added to the www.wakaama.co.nz website and calendar
• Online Entries are mandatory for the event and are included within the sanctioning fee (this will be provided through the WANZ online entry system unless otherwise approved)
• Public Liability Insurance Safety Approved event (Safety requirements are standardised for minimum requirements)
• Online entries are available for an additional fee of $150 upon request • Survey tool available to survey competitors
• Random Audits of events
All Sanctioned events will be clearly identifiable on the website www.wakaama.co.nz
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EVENT APPROVAL AGREEMENT
Nga Kaihoe O Aotearoa (Waka Ama NZ) Inc.
Event Approval Agreement
Governing Body Nga Kaihoe o Aotearoa (Waka Ama NZ) Inc.
Organisation
Event Organiser
Event
Event Dates
Approval Fee TBA
Online entry required? Yes / No
Online Entry Fee $250 extra if required
Background
A. Nga Kaihoe o Aotearoa (Waka Ama New Zealand) Inc. (WANZ, we, us or our) is the governing
body for the sport of Waka Ama in New Zealand.
B. The Event Organiser (you or your) wishes to organise and stage the Event on the terms and
conditions set out in this agreement.
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It is Agreed
1. Definitions
1.1 Where prefixed by a capital letter the following words shall have the following meanings:
(a) Approval means the right to organise and hold an Event under the Waka Ama Rules and
in accordance with the terms of this Agreement; Event means the event to be run by
the Event Organiser on the Event Dates at the Venue;
(b) Event Sponsors means the sponsors with whom the Event Organiser has or will
conclude Event Sponsor Agreements for the provision of services to or as sponsors of
the Event;
(c) Event Sponsor Agreements means the agreements concluded or to be concluded
between the Event Organiser and Event Sponsors for the sponsorship of the Event;
(d) Minimum Standards refers to the standards specified in the Waka Ama Rules and the
Event Safety Guidelines as approved by us.
(e) Term means the period commencing on the date this agreement is executed by the last
party executing it and ending 10 days following the Event.
(f) Waka Ama Rules mean the rules and regulations prescribed by the International Va’a
Federation and adopted by WANZ (including any additional rules and regulations
prescribed by WANZ) and shall also include any rules or regulations prescribed under
Maritime or any other applicable law which are relevant to the staging of the Event;
(g) WANZ Sponsor means a current sponsor of WANZ;
(h) Website means the website located at the url http://www.wakaama.co.nz.
2. Appointment of Event Organiser
2.1 Providing you comply with the terms of this agreement, we grant you the right at your own
cost and at your own risk to organise and hold the Event in accordance with this agreement.
2.2 In applying for approval of the Event:
(a) You agree to stage the Event between (on) the Event Dates at the Venue under Waka
Ama Rules. The Event shall consist of the event categories listed in Appendix 1.
(b) You agree to set up a co-coordinating committee (Committee) as soon as possible after
signature of this Agreement as a point of contact between you and us for the purpose
of coordinating the marketing, organisation, management and staging of the Event. The
committee shall report to us at intervals of no less than [insert time] as to its progress
in organising the Event.
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(c) The Committee shall agree with us the timetable of the Event. The provisional
timetable will be agreed in writing as soon as possible, but in any event not later than
30 days before the start of the Event. The final timetable and other relevant details of
the Event will be agreed in writing between us as soon as possible but in any event no
later than 14 days before the start of the Event. The final timetable of the Event shall
not be altered without our prior written agreement.
(d) You confirm that you have no commitments to any other body or person which will
prevent you from organising and staging the Event as outlined in this agreement.
(e) You acknowledge that Approved status is neither automatic nor irrevocable. We may
in our absolute discretion, grant you a conditional Approval of an Event, decline to
approve an Event or withdraw or terminate our Approval of an Event.
(f) We have the right to change or amend our policies, procedures and requirements from
time to time.
3. Our Support of the Event
3.1 We agree to provide you with reasonable assistance (as determined by us) with documents
and processes for the Event.
3.2 Where you request us to provide Online Entries for the Event or where Online Entries are
included as part of the Approval Fee, we shall manage and co-ordinate the entries for the
Event using the Website.
3.3 As part of our support of the Event, you agree:
That you shall use our logo on all official communications and publications relating to the
Event in accordance with our reasonable directions such as to demonstrate our
association with the Event.
3.4 Subject to us granting you approval of your risk management plan under clause 7, we grant to
you a revocable royalty free license for the duration of the Term:
(a) To use the phrase “Approved By Nga Kaihoe o Aotearoa (Waka Ama New Zealand) Inc.”
in all advertising and marketing material produced in connection with the Event;
(b) To use our logo as envisaged by clause 3.3(a) above;
(c) To use our banners in the Venue should they be available.
3.5 You agree that you shall only use our logo or banners in such a way as to ensure that our
goodwill in the logo or banners or the goodwill in the logos of our sponsors is preserved.
4. Marketing
4.1 Once the Event is approved, we shall advertise the Event on the www.wakaama.co.nz website,
the website calendar, Facebook/wakaama and other forms of media available to us.
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5. Payment of Approval Fee
5.1 You shall pay us the Approval Fee within 14 days of the date of this agreement.
5.2 If you elect to utilise the Website for the provision of online entries for the Event, you shall
also pay the additional Online Entry Fee within 14 days of this agreement.
5.3 Otherwise, all revenue generated by the staging or organising of the Event shall be retained by
you.
6. Your Other Obligations
6.1 You shall:
(a) Organise the Event in an efficient manner and in doing so provide such equipment,
facilities and personnel in good time for the Event and to a level, standard and quality
as may be necessary to ensure that competitors are able to compete fairly and safely at
the Event;
(b) Notify us of any proposed changes to the Event following our approval under clause 2
no later than one week prior to the start of the Event;
(c) Comply with any reasonable recommendations given by us concerning the Event;
(d) Ensure that you have obtained and comply with any local authority, Police or other third
party consents which are necessary to stage the Event.
(e) Within 14 days following the Event provide a report on the staging of the Event to us
using our prescribed template.
(f) Indemnify us against all liability, damages, and costs arising from any breach on your
part of any term of this agreement.
7. Risk management and safety
7.1 You acknowledge that it is your responsibility for the organisation of the event and to ensure
that all practicable steps are taken to ensure the safety of all persons who participate in or
who come within the vicinity of the Event including, but not limited to, competitors, officials,
employees, contractors, volunteers, delegates, and members of the public.
7.2 Within 14 days of this agreement, you shall provide to us a fully documented risk
management plan in accordance with our event safety guidelines as published from time to
time on the Website.
7.3 We shall review the plan to ensure that it meets our minimum requirements for safety. In the
event that the plan does not meet our minimum requirements we shall provide
recommendations for improvement which you shall implement and thereafter resubmit your
plan for approval.
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7.4 Until such time as we have provided approval of your plan, clause 3.4 shall not apply. We may
at any time terminate this agreement on immediate notice prior to approval being granted
where we believe in our absolute discretion that inadequate safety measures have been taken
for the Event.
7.5 By Approving the Event we assume no responsibility for ensuring the safety of the Event nor
do we accept any liability for any loss or damage (whether direct, indirect or consequential)
howsoever arising from the organisation or staging of the Event and you waive all claims
against us.
7.6 It is your responsibility to conduct a safe and fair competition. You acknowledge that:
An event is not necessarily safe or viable because it is approved by us. You must implement
the processes and ensure compliance.
Special or unusual conditions may require further precautions and actions in the interests of
competitor or spectator safety.
Public liability insurance cover must be arranged and proof of coverage must be provided at
time of application for approval.
8. Insurance
8.1 You must supply us with a copy of your Public Liability Certificate for the event.
9. Termination or Withdrawal of Approval
9.1 We shall be entitled to terminate or withdraw Approval of the Event immediately upon giving
notice to you where:
(a) In our reasonable opinion, we believe that you will not be able to stage the Event to
the standards we require;
(b) You breach a term of this agreement which is either not capable of remedy or , if
capable of remedy, you have failed to remedy within a reasonable time specified by
WANZ of us giving notice to you requiring its remedy;
(c) You have notified us of a proposed change to the Event under clause 6.1(b) and we
have had insufficient time to review the proposal or we consider that the effect of the
changes is such that you will not be able to stage the Event to the standards we
require.
(d) A resolution is passed for your winding up.
9.2 If we decline to approve the Event or, having approved the Event, we elect to withdraw our
approval for any reason, you authorise us to publish and disclose to any person the facts,
nature and reasons for our decision to decline or withdraw our approval
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10. Disputes
10.1 If a dispute arises between us, we shall attempt to resolve such disputes between ourselves,
failing which we shall refer the dispute to the Sports Tribunal of New Zealand to appoint a
mediator.
10.2 In the event that mediation is unsuccessful or unavailable we shall refer the dispute to the
Sports Tribunal of New Zealand for a determination in accordance with its rules.
11. Notices
11.1 Any notice to be served under this Agreement shall be in writing and served upon the
recipient at its address set out in this Agreement (or such other address as may be notified for
this purpose) either by hand or by fast post or fax and shall be deemed served 48 hours after
posting if sent by fast post, on delivery if delivered by hand, and on completion of
transmission if sent by fax.
12. No Partnership
12.1 Nothing contained in this Agreement shall be construed as constituting a partnership or joint
venture between us and neither of us shall hold ourselves out as being the agent of the other.
13. Governing law
13.1 The terms of this agreement shall be governed by the laws of New Zealand.
SIGNED for an on behalf of WANZ
SIGNED for and on behalf of the Event Organiser
Name:
Date:
Name:
Date:
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Event Categories
Approved Event An Event that is organised by an organisation or entity that is not a member of Waka Ama New
Zealand
Cost associated with applying for Approval of regatta’s The fee will be determined and notified at the time of application.
Benefits:
• Event added and advertised on the www.wakaama.co.nz website/facebook and calendar
• No Approved event or Sanctioned events may be held on the same day in the same region (unless both events agree or can prove that there is no clash for paddlers)
• Waka Ama NZ Approval
All Approved events will be clearly identifiable on the website www.wakaama.co.nz
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SUPPORT BOAT CALCULATION AND INFORMATION
All long distance Sanctioned and Approved Events must use the Support Boat Calculator tool to determine how many support boats are required as a minimum for their event.
There are 2 types of calendars 1. Short Course Calculator For those events that are; 5km or less, or races that are on a 5km circuit, or a course which is less than 250m from shoreline 2. More than 250m from shoreline Circuit (with a spread n more than 10km) Long Distance (with spread over 10km) The online calculators can be found here: http://www.wakaama.co.nz/supportboatcalculator
The calculator provides minimum numbers of support boats. You can have more if you wish or
need to.
When planning support craft it is important to note that:
• The support Craft must be able to move a full crew in the event of W6 sinking hence the
limit of Jet Skis.
• The Support craft must also be able to tow a W6 Waka if necessary
• Mixed racing abilities /skills need to be taken into consideration in the same race and the
need to have support craft spread across the entire field.
• The weather conditions may require further support craft
• Water and air temps make survival time of people in the water greatly reduced. South
Island lakes, southern oceans are cold all year round, so 3 or 4 minutes is a long time to be
wet and inactive. Many people are not well equipped for immersion, or wind chill effects
after a huli (capsize).
• All support boats need to be able to communicate with each other and also with the land
base. This is crucial to effectively operate a safety on the water.
• Support Boat drivers must have sufficient life jackets on-board for the number of people on
the support boat and adhere to all other Maritime Bylaws.
• All support boats must have more than one person on-board – The driver cannot drive and
assist paddlers.
• All support boat personal must attend a support boat briefing prior to the race. The briefing
should cover the race course and support boat drivers should follow the outlined course.
• All support boats must have a first aid kit on board
EVENT WAIVER AND AUTHORITY FORM TEMPLATE WAKA AMA NEW ZEALAND EVENT WAIVER and AUTHORITY FORM
(template)
I declare that:
1. My accepted entry will not be transferred to another entrant.
2. In the event of any “act of God” conditions causing a cancellation of the event, my total entry fee is
not transferable or refundable.
3. I acknowledge that there are risks involved with Waka Ama and fully realise the dangers of
participating in an event such as this and fully assume the risks associated with such participation
and my wellbeing during the event.
4. I understand and agree that situations may arise during the event, which may be beyond the
immediate control of officials or organisers, and I must continually participate in a manner that does
not endanger either myself or others.
5. Neither the organisers, the sponsors nor other parties associated with the event shall have any
responsibility, financial or otherwise, for any risk incident that might arise, whether or not by
negligence, from any direct or indirect loss, injury or death that might be sustained by me or any
other party directly or indirectly associated with me, from my intended or actual participation in
the event or its related activities.
6. I authorise my name, voice, picture and information on this entry form to be used without payment
to me in any broadcast, telecast, promotion, advertising, or any other way pursuant to the Privacy
Act 1993.
7. I agree to comply with the rules, regulations and event instructions of the (name of event).
8. I consent to receiving medical treatment which may be advisable in the event of illness or injuries
suffered during the event.
9. I confirm that I can swim 50 Metres/OR if I cannot swim 50 Metres I will wear a PFD during the race.
Full Name or competitor
Signed Date
Date of birth
If Competitor is under 18 the Waiver must be signed by Parent or guardian: Full name of Parent/guardian
Signed Date
Important Note to event organisers: The Waiver must be explained to all individuals and
consideration must be given for those participants who may not be able to read or understand
English
