Cancellation policy

Should you need to cancel your registration, you are welcome reassign it to another person. Please contact the Organising Committee to arrange this.

If you are unable to arrange a replacement, a refund less a $150 cancellation fee will be made, provided notification is made prior to 15th of October. After this date, refunds will be at the discretion of the Organising Committee.

If, for reasons beyond the control of the Organising Committee the conference is cancelled, registration fees will be refunded after the deduction of expenses already incurred.

The Natural Phenomena Committee reserve the right to add/change the program or presenters at their discretion.

Safety Management Plan

Hazard Identification

Due to the environment that The Natural Phenomena is conducted within and activities during the course of the conference, we the organizing Committee believe it is important that participants are made aware of all inherent hazards.

If you require further information regarding The Natural Phenomena Health & Safety Plan, please inquire.

Important Notes:

  • Make contact with the Information Desk should you require First Aid assistance or any other support.
  • Please let us know if you have any of the following medical conditions: anaphylaxis, diabetes, asthma, heart condition, severe allergies or any other serious medical condition and fill in the Medical Register.
  • Notify the Information Desk for all incidents / accidents.

Hazards

  • Uneven ground and rocks.
  • Fallen debris from trees.
  • Moving vehicles.
  • Stock
  • Hygiene.
  • Electric fences. Treat all fences as ON.
  • Electricity cables
  • Becoming lost
  • Getting sunburnt
  • Insects – Bees / Wasps / Mosquitoes / Sand flies
  • Wild berries

Safety Management Strategies

Help us to create a safe learning environment, please follow these safety management strategies:

  • Absolutely No Fires are to be lit.
  • Do not feed or pat the horses or other stock.
  • Beware of your footing, and if unconfident wear solid footwear.
  • Manage all cooking at campsites by cooking outside tents and turning off gas when not in use.
  • Turn off all water taps after use.
  • Use the hygiene sprays supplied at the toilets.
  • Ensure your vehicles are locked at all times.
  • Stay to the lighted paths in the evening
  • Stay within the confines of the Natural Phenomena event. Refer to the Wild Woods Map for out of bounds areas.
  • Cover up limbs after dusk or put on insect repellent.
  • Wear a hat when out in the sun
  • Please avoid eating any wild berries or fruits.
  • Notify Organisers if you have any medical conditions.

Emergency Plan

  • Notify Information desk of any loss of property or damage to equipment.
  • Report all hazards to the Information desk.
  • First Aid kit is held at the Information desk
  • Evacuation point in case of an out of control fire, earthquake or other major emergency is the main car park area in front of the old homestead.

Thank you for supporting the Natural Phenomena and a have a safe & enjoyable time!

Information for Delegates

Help us to create a safe learning environment, please follow these safety management strategies:

  • Please report all hazards to the Information desk.
  • First Aid kit is held at the Information desk
  • Notify Organisers if you have any medical conditions.
  • Absolutely No Fires are to be lit.
  • Do not feed or pat the horses or other stock.
  • Beware of your footing, and if unconfident wear solid footwear.
  • Manage all cooking at campsites by cooking outside tents and turning off gas when not in use.
  • Use the hygiene sprays supplied at the toilets.
  • Ensure your vehicles are locked at all times.
  • Stay to the lighted paths in the evening
  • Stay within the confines of the Natural Phenomena event. Refer to the Wild Woods Map for out of bounds areas.
  • Cover up limbs after dusk or put on insect repellent.
  • Wear a hat when out in the sun
  • Please avoid eating any wild berries or fruits.
  • Notify Information desk of any loss of property or damage to equipment.
  • Evacuation point the entrance to the Wild Woods, the main car park area in front of the old homestead.
  • Quiet times between 10pm and 7am

Thank you for supporting the Natural Phenomena and a have a safe & enjoyable time!

SAFETY PLAN

HEALTH & SAFETY POLICY

The Natural Phenomena Committee is committed to providing and maintaining a safe, healthy and enjoyable event for all the team (including contractors, volunteers, speakers) and all attendees.

We will take all reasonably practicable steps to maintain a safe and healthy environment by:

  • Providing safe planning, equipment and materials
  • Identifying, controlling and monitoring all risks and hazards
  • Monitoring the event processes to identify and control any new risks
  • Complying with all relevant H&S legislation, regulations and codes of practice.

The team will take responsibility for health and safety procedures however, all participants need to be aware of their responsibilities and comply with the event's health and safety procedures.

The team and all participants will be responsible for themselves at all times, playing a vital and responsible role in maintaining a safe and healthy event through:

  • Being involved in the event health and safety processes, including emergency planning and management.
  • Following agreed procedures.
  • Safe and proper use of equipment.
  • Ensuring all accidents and incidents are reported and assessed immediately to prevent further/potential harm.
  • Ensuring the event equipment is organised to minimise the risk of trips or falls.

PROCEDURES

Training & Briefing
All event personnel including volunteers receive information inclusive of both event and safety information.

Accident & Injury Reporting
All accidents and injuries must be reported and notified to a committee member. The Event Coordinator will undertake any statutory reporting requirements to Worksafe NZ or Police.

Electrical Installations
All electrical equipment (e.g. for sound, lighting etc) will meet the required safety standards i.e. be 'in test' at the time of installation for the event.

Traffic Management
The traffic management plan is as follows: the parking at the Wild Woods is available for the event, allowing normal traffic flow, with safe parking and emergency service access for the event.

Emergency Planning
The Police, Ambulance and Fire Service are aware of the event.
The address and GPS coordinates of the event will be displayed in the Information Tent, the Catering Area and the Shower Block.
A first aid kit is available at the information desk. The closest Defib is at Huanui Orchards and Huanui School.

Emergency and safety planning are key components of event:

  • The Natural Phenomena will ensure all volunteers and workers are provided with an emergency briefing prior to commencing work at the event.
  • All accidents and incidents will be dealt with professionally and promptly, utilising appropriately trained personnel.
  • In the event of serious illness or injury, those nearby will: a) Ensure safety of self and others in the immediate vicinity, check for risks/hazards and secure the area. b) Dial 111 to request medical services and report the situation to the Event Coordinator immediately. c) If capable, assist with basic First Aid until Medical support arrives.

EMERGENCY PLAN

Fire:

  • Call emergency services (dial 111) and ask for Fire.
  • The organisers will arrange for someone to meet the fire engine and direct fire fighters to the fire.

FIRE EMERGENCY CHECKLIST

  • Raise the alarm.
  • Evacuate people from the area.
  • Ensure all those who need assistance are supported in their exit.

PRECAUTIONS

  • Do not endanger yourself.
  • Make sure you access the nearest safe exit route.

*Our assembly point is located outside the entrance to the Wild Woods, the main carpark area front of the old homestead.

Medical emergency:

  • Identified trained first aiders may assist whilst awaiting the arrival of St John personnel.
  • First Aid Kit is held in the Information Tent
  • The organisers will arrange for someone to meet the ambulance and direct officers to injured / unwell person
  • Keep a clear space around the person needing assistance.

Site/Location: The Wild Woods, Campground and Carpark most significant risks

Hazards/Risks Identified Potential Harm Risk Controls Residual Risk
Stinging insects e.g. bees and wasps Anaphalactic shock High - Prior to and during the event, identify stinging insect nests in the ground and surrounding vegetation and have them safely removed if possible.
- Identify any nests that cannot be removed.
- All those with known allergies advised to bring their personal remedies e.g. epi-pen, antihistamine tablets etc
Moderate
Weather extremes Hypothermia, heat exhaustion, sunburn High - Review weather forecast.
- Wear appropriate clothing and bedding, bring extra
- Ensure adequate safe drinking water is available (if in doubt, request water test data to ensure potable).
- Advise sunscreen or light clothing to cover arms etc, and hat.
- Provide sunscreen for delegates
Moderate
Poor hygiene Infection e.g. skin or gastro-intestinal system High - Ensure toilet facilities are suitable for multiple users.
- Ensure adequate hand washing facilities.
- Adequate supply and use of safe hand cleaning agents at toilets and food areas (participants bring personal supply if desired).
Moderate
Electrical equipment Shock, fatality High - All electrical equipment on site is tested by a competent person, and in date.
- Treat all fences as electric and ON.
- Cowley's hire to test equipment
Moderate
Challenging behaviour Physical/emotional harm High - Clear introductory information is provided regarding the use of alcohol and timeframes and reasonable areas for minimal noise.
- Two committee members to approach and request modification of unwanted behaviour.
- If modification of behaviour is not achieved the person/s will be asked to leave the site.
- In extreme cases the police may be called.
Moderate
Hot water urn (gas-fired) Burns High
- Placed on a stable surface.
- Signage to alert to boiling water and gas flame
- Under cover in a marquee - open walls
- Children accessing the hot water must be accompanied and assisted by an adult
Moderate
Workshop activities Burns, strains and sprains, lacerations Moderate - Ensure the tutor provides clear safety guidance
- Scope pathways used for walks immediately prior to event
- Suitable clothing for event e.g. no loose clothing around fire, appropriate footwear for the terrain
Moderate
Uneven ground and rocks, fallen debris from trees Sprains, strains and injuries Moderate - Ensure delegates are aware that the conference is situated in an environment with uneven ground.
- If unsteady on feet wear solid footwear.
- Check trees after high winds for hung/falling branches
Moderate