Sport Southland’s comprehensive event support initiative for its region’s clubs
Overview
When a triathlon, multisport, running/walking, road cycling or mountain biking event takes place in Southland, there’s a high chance that Sport Southland is involved. The Regional Sports Trust (RST) offers clubs across the region equipment, technical expertise and administrative support, helping organisers to host events that are both safe and successful – as well as keeping costs to a minimum.
Since their first event support initiatives five years ago, the Trust’s efforts have led to significant growth in triathlon, multisport, running/walking, road cycling, mountain biking and other events. “It’s all about partnering with clubs to provide the solutions they need,” explains Richard Pasco, Events Manager for Sport Southland. “Clubs are running really good events. We want to help them.”
Cyclists at afternoon road session, and in morning wind trainer session. More images at http://www.cyclosport.co.nz/changing-gear.
Background & partners
Event organisers around New Zealand were rocked by the aftermath of the death of a cycling participant at the 2001 ‘Le Race’ in Christchurch. The accident led to Le Race organiser Astrid Anderson being charged with criminal nuisance. While that conviction was later overturned, event organisers were made acutely aware of the need for comprehensive risk management planning.
But developing a traffic management plan demands expertise. It’s not cheap, either, up to $6000 (including set up) for a comprehensive plan. Deeply concerned about potential liability, some organisers instead chose to withdraw. Events around the country struggled or folded and Southland was no exception. The region’s major fun run, the Surf to City, wasn’t held in 2004 and 2005. Other events were threatened.
Sport Southland recognised the urgent need to support local clubs with traffic management expertise. The Trust liaised with Transit New Zealand (now part of the NZ Transport Agency). In 2006, Richard Pasco and a number of club volunteers took part in training, including a basic Traffic Controllers (TC) course and a more advanced Site Traffic Management Supervisors (STMS) course. Clubs involved included: Cycling Southland, Athletics Southland, Southland Tri & Multi Sport Club, Southland Mountain Biking, and Gore Harriers.
“That gave the clubs the confidence to develop traffic management plans,” recalls Richard. The RST supported this work, and was keen to assist events in other ways as well. After meeting with the clubs to discuss equipment needs, Sport Southland gained funding from the Community Trust of Southland, Invercargill Licensing Trust (ILT), Mataura Licensing Trust, Southern Trust, and Road Safety Southland. That enabled the RST to purchase $60,000 worth of road safety equipment, consisting of two customised trailers, road signs, cones, railings and signage. It's a setup that is now available to local clubs, schools and community groups.
That’s how it all began. Each year, the scope has grown. Sport Southland now supports virtually every need of the event organiser.
The initiative
- Traffic management planning/supervision. Forget the days of photocopying maps and marking courses in red ink. Sport Southland has a computerised traffic management planning system. “That allows us to produce a really professional plan, including a spreadsheet showing all the cone numbers, and equipment needs,” says Richard.
Having done the training, both Richard and Matt Sillars (Event Supervisor for Sport Southland) are qualified as Site Traffic Management Supervisors (STMS). They can develop plans for organisers, which are then approved by council authorities, and they can supervise the plan's implementation on the day. After the event is over there’s always a full debrief, with everyone involved. Any required changes are recorded, and kept on an electronic file for the following year.
Across local clubs and Sport Southland, fifteen people are now trained as Traffic Controllers. Seven are qualified as STMS and able to develop the plans.
- Trailers and gear. “Sport Otago was successfully using an equipment trailer - we developed the model to our own needs,” recalls Matt. It’s been a winning concept and Sport Southland's three trailers with equipment are in use many weekends. Equipment now includes around 300 cones, over 80 road signs, two finish chutes, two speaker systems, railings and barriers, and high visibility gear.
There is a booking system. Clubs fill in a form to show what trailer(s) and equipment they need, and when. There’s a modest hire fee to cover maintenance costs, with the amount tailored to the event (for example schools may pay only a nominal fee).
- Marketing support. Sport Southland can also now help event organisers to design entry forms and promote their events. Each year the Trust produces an online and printed events calendar. This calendar and news updates are emailed out to a database of around 2400 – “people like getting the reminder,” says Richard.
- Creating web sites. Sport Southland has the in-house expertise to develop web sites. Working with event organisers they can generally create a unique event site for little cost. The design makes it simple for the event organisers to update their own sites or alternatively use Sport Southland staff to maintain the site.
- Seminars. Before major events such as the Southland Marathon, the Trust runs seminars for participants – covering aspects like nutrition and training.
- Online entry. The Trust has recently developed a tool to accept online entries. This facility is now offered to events organisers. “It saves people doing all that data entry. If you get an event with 500 participants, taking entries and recording all the details manually is a huge administrative job,” observes Richard.
Key benefits
- Safety. The safety of participants is now always to the fore. “The bar has been raised [in safety issues]. We’re seen to be consistent, proactive and professional in producing traffic management plans,” says Matt. The plans meet the requirements of local authorities and Police. Even minor club events now benefit from access to effective signage.
- Enhanced event experience. Better planning and equipment means a better experience for participants. Beyond safety, that spans updates on events, easier entry, more helpful web sites, and faster results – all at a reasonable entry cost.
- Increased participation at events. The region’s headline events are growing. The reinstated Surf to City is up to over 4000 competitors. Since 2005, an estimated 25,000 people have taken part in the region’s major triathlon, multisport, running/walking, road cycling and mountain biking events. Numbers in the Southland Mountain Biking Winter Series have increased from around 50 in 2008, to 120 in 2009. The Southland marathon has grown from 290 participants in 2007, to around 500 in 2008.
- More choice. Buoyed by the support structure and the success of existing events, many new events have been launched. These range from small club level races to major events like the White Hill Windfarm Classic (a mountain bike and trail run event), which had over 500 competitors in 2009, its first year.
“People come to us when they want to start an event. We pass on the experience we have – and we help them with safety, logistics and promotion. It enables people to get an event started for next to nothing,” explains Richard.
- Better spread of events. The events calendar records numerous events right through the year. By producing the calendar, the Trust can encourage organisers to hold their events on suitable weekends – to avoid date clashes.
- Sustainable clubs. Successful events drive club recruitment. Local clubs have reported rapid growth: Cycling Southland club membership has grown from 126 (2006) to 580 (2009). (That growth is also due to the ILT Velodrome in Invercargill.) Southland Triathlon & Multi Sport club has grown from 60 to over 160 members.
- Supported volunteer network. Organisers now feel well supported – and protected by expert traffic management planning. That encourages more people to volunteer in event organisation, making for a better event – it’s an ongoing cycle that benefits the whole region.
Looking ahead
Sport Southland’s event support is an ongoing process. Each year, the Trust continues to update their equipment and refine their services. Two examples:
- Encouraging children. In the last year, there’s been a focus on encouraging children to take part in events. At the 2009 Community Trust of Southland Surf to City, Sport Southland organised a children’s section for the first time – around 200 youngsters took part. In November 2009, there will be a children’s run linked to the Ascot Park Hotel Southland Marathon.
- Electronic timing. The Trust has just gained $67,000 of funding from the Community Trust of Southland and the ILT Foundation, for purchasing electronic timing chips; with one system for cycle events and another for running. These automate the recording of finish times for every competitor, enabling fast and accurate results with minimal effort. The timing chips will be available to event organisers at cost – whereas commercial hire can cost thousands of dollars.
Contacts and links
To know more about Sport Southland, visit www.sportsouthland.co.nz. To know more about how they support event organisers, please contact Richard Pasco on Richard.Pasco@sportsouthland.co.nz or call 03 211 2150.
Updated | 13 Nov 2009.
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