11. Like all good events, long-term planning is the first step towards success.
12. Because an adventure sport event is likely to be taking place in a rural, or even austere environment, and because of the increased risk associated with participation, early planning is crucial to understanding the scope of the organisational challenge and how established good practice guidelines will shape the event.
13. Key documents to draft early are the Event Safety Management Plan (ESMP) and an overall risk assessment, which will enable the most significant organisational challenges to be identified early.
14. Individual risk assessments should be undertaken for the core components of the event - from the primary participant activity to supporting organisational issues, such as car parking, traffic management and sanitation – which are equally important.
15. For events that have well established governing bodies (such as orienteering), there event guidance, rules and regulations are available, and an organiser would need a compelling reason to deviate from these.
16. It is important recognise the difference between the rules and regulations of competitive sport produced by a governing body, and the disciplines of event management and delivery, for which the event organiser is taking responsibility.
17. Often adventure sport events can cover a large geographical area. This is defined as the ‘Event Area’, while the hub where participants arrive, park their vehicles, register and start and finish the event is referred to as the ‘Event Centre’.
18. Gaining consent from landowners and getting the support of residents and communities is best achieved at an early stage through consultation.
19. Often a combination of consents is required for an event to proceed smoothly and these typically include the primary landowner (Event Centre and Event Area), immediate residents/community, and statutory bodies, such as a National Park Authority. These are collectively referred to as the event stakeholders.
20. Once these core consultations have taken place, organisers are in a good position to plan effectively and launch the event.