Guide to Running Events

Would you like to host an event at your local spot?

Over the years it has become harder and harder to run events and clubs due to requirements imposed by the government, councils and insurance companies.  These pressures have killed off many events and clubs as it all got too hard for the volunteers involved.

WWA wants to reverse this trend by sharing the WWA infrastructure and knowledge with our members and remove the red tape pain.

We can provide:

• Insurance for your event (councils require $20 million indemnity insurance for events);
• Assistance obtaining the appropriate permits (we have the contacts and experience from previous years);
• Ticketing and competitor registration for event (we have this functionality built into our web site);
• Assistance in promoting the event to our members and the community;
• General support, assistance and guidance where required; and
• Use of the WWA event equipment and trailer.

What does WWA want from me?

The WWA committee is a very small team so it is impossible to organise all the events and gatherings people want to see on the calendar. This is where you come in. We want to see people running the windsurfing events and gatherings they want not what we think you might like.  If you have the idea and a few mates to help on the day, we will help you.

Why can’t I just run what I want when I want? This all seems too hard.

There is no reason you can’t if you are prepared to take on ALL RISKS and LIABILITY should there be an accident during your event. This means you are liable for all sorts of costs and possible criminal charges if you don’t have the right permits and planning in place. There is no such thing as NO RESPONSIBILITY when it comes to the law, accidents and a grieving family.

So what do I need to organise?

1. Event Plan
   • Prior to adding your event to our calendar, WWA would like to review your event plan to ensure the event is in line with WWA's goals and that the event present windsurfing in a positive light to the membership and public in general
   • The Event Plan Template is also designed to give you an idea of the work involved in running an event and to help plan your event
   • WWA - Event Plan Template
2. Budget
   • WWA is prepared to provide backing for events but all events need to attempt to break even. Prior to backing an even WWA needs to agreed on a budget for the event
   • WWA - Event Budget Template
3. Sponsorship
   • You are free to secure sponsors for your event. WWA would like to be informed of your sponsors to ensure we don't have clash of sponsors
   • WWA - Sponsorship Agreement Template
   • WWA - Sponsorship Proposal Sample
4. Safety and Insurance
   • Rescue Facilities - WWA prefers to use Surf Life Saving WA for rescue at major events, particularly wave events. For some events a boat or jet ski operated by a member or other volunteer organisation (e.g. Rockingham Sea Rescue) maybe satisfactory
   • First Aid - You will need two certified First Aid people for your event. WWA maintains a register of members with first accreditation
   • An approved Risk Management Plan is required to meet council and insurance requirements. WWA can assist with development
   • WWA - Risk Management Plan
   • WWA - Risk Assessment Template
   • WWA - Risk Assessment Sample
5. Permits
   • Department of Transport Permit (Application to Hold Aquatic Event)
     • For events between Dawesville Cut and Lancelin are approved via the Coastal Committee. WWA will assist with approval process.
     • For other locations, application goes to local DOT office
   • Councils
     • All councils have different requirements, please contact the appropriate council for your event location
   • Department of Parks and Wildlife
     • For some locations (e.g. Woodman Point) your event will be in a marine park and you need a DPaW permit
6. Ticketing
   • Tickets and registration (done via WWA web site as all participants needs to be WWA members or affiliate members. This is an insurance requirement)

The rest is up to you and your imagination. Your event can be as big or small as you like and take whatever format you want as long as it is windsurfing related.