Full or Partial Lake Closure Form

Use this form if your event requires a full or partial lake closure.
Please refer to the Bay of Plenty Regional Navigation Safety Bylaw.
For an aquatic event that does NOT require any bylaw uplifting, please complete the Lake
Usage Form.

IMPORTANT

Please ensure that you have supplied all of the required information BEFORE submitting your
application (refer to the ‘pre-submit checklist’ below).

Applications must be submitted no later than four weeks prior to the event date or the application
may be refused. Please contact us for assistance if you have any questions.

Are you a machine? If not please enter nothing in here:

Details of applicant

Contact person*

Position

Organisation/Club Name*

Physical address*

Suburb*

Town/City*

Postcode*

Postal address (if different from physical address)

Suburb

Town/City

Postcode

Contact telephone numbers

Daytime*

Cell phone*

Email*

Contact person on the event day if different from above

Name and Phone Number

Event Details

Event name*

Event Type*

Event venue:*

No. of participants involved*

No. of vessels involved*

Event Time (on water)

Event Start Date*

Event End Date*

Event Start Time*

Event End Time*

Set up dates

Setup Start Date*

Setup Finish Date*

Set up times

Set up Start Time*

Set up End Time*

Packdown Dates

Packdown Start Date*

Packdown Finish Date*

Packdown times

Packdown Start Time*

Packdown End Time*

Does this lake closure period allow your course setup to remain in place overnight without interference from other lake users?*

Yes

A map of the area to be used must be attached and marked with the following information:

- The area required for the closure or uplifting.
- The course setup/placement/dimensions.
- Location of any support vessel/s, first aid, entry and exit points etc.
- Any structures (e.g. ramps) required to be closed off.

Upload Map

Do you require any navigation aids or moorings to be removed by the Maritime Team to enable your course setup?*

Yes

Please provide details (if yes)

Under the Current Bay of Plenty Regional Navigation Safety Bylaw, no person(s) other than the
Maritime Team may remove, utilise or interfere with any navigation aids or moorings. If this is a
requirement for your Aquatic Event a cost will apply.

Safe Operating Plan (SOP)

Upload your Safe Operating Plan

Please attach a copy of the Activity/Events Safe Operating Plan. To enable us to assess your
application, this should include detail such as, but not restricted to:

- Number and type of vessels and people involved.

- Qualification and/or experience of safety vessel operator(s) event organiser and events safety
officer.

- Numbers and types of patrol/marshal/safety vessels and how they will be used to manage risk
including preventing unauthorised vessels from entering any reserved areas.

- Emergency procedures.

- Operating procedures, e.g. briefing, start process, during the race, finishing and debriefing.

- Operational limits: e.g. wind, tide, rain, swells etc.

- First Aid equipment and number of First Aid trained personnel on site.

- Communication process (VHF, mobile phones, PA, etc.).

- A list of all safety equipment on site and carried on board vessels.

- Compliance with Maritime rules.

- Analysis of all risks involved in the event and what measures will be used to eliminate, isolate
or minimise those hazards, including aquatic weeds/biosecurity prevention procedures.

- Map of event course(s) and required reserved areas.

- A communications plan between event organisers and Council.

- Schedule of safety briefings and key messages.

- Justification for any reserved areas and bylaw uplifting requested.

- Affiliations to any national bodies.

- A copy of the insurance policy held for the event.

Liability insurance document/certificate

List details of any significant safety incidents from previous events:

- That have been run either by the event organiser, or the event safety officer.

- Within New Zealand in the last five years.

Other documentation to support your application

Notifiable Parties

Rotorua Lakes Council and Te Arawa Lakes Trust must be contacted in order to meet any
requirements they may have.

List any users of the area (in the table below), commercial and recreational, that could be affected or effect the event, i.e. for Lake Rotorua; Lakefront Operators. These will need to be contacted by the event organiser.

Users of the area

Details of any safety incidents in New Zealand (last five years)

Details of lessons learnt and measures used to reduce similar incidents occurring

Bay of Plenty Regional Council advises that a safety plan that only covers the above list is unlikely going to manage your risks under other statutes (such as the Health and Safety in Employment Act). We strongly advise you obtain experienced assistance if you have never completed a safety plan before.

Your application will be evaluated in terms of the safety measures employed for this activity. Audits may be carried out and any non-compliance may result in any future events being declined.

Public notification

Your event will need to be publicly notified as outlined in clause 3.9.4 of the bylaws. The purpose
of this notification is to let other water users know that you have been granted an exemption from the provisions of the bylaws and/or temporarily reserved an area of water under the bylaws to host your aquatic event.

You will be invoiced for this public notification.

Pre-submit checklist

Have you:*

Completed all sections of the application form?

Enclosed a detailed nautical chart or map of the area in which the event/activity is to take place?

Enclosed a Safe Operating Plan (SOP) which identifies and manages all risks associated with the event?

Enclosed a copy of the Public Liability Insurance Policy detailing the insurer insurance cover amount relevant exclusions and policy expiry date?

Enclosed a copy of the Application for a Test Certificate for an Outdoor Pyrotechnic Display Work – (if applicable)?

Enclosed a written authorisation from the occupier/trustee of the foreshore land intended to be used in connection with the proposed event/activity – (if applicable)?

Contacted Rotorua Lakes Council

Contacted Te Arawa Lakes Trust (TALT)

Declaration

I declare that as applicant, or on behalf of the corporate body applicant, that:*

I am authorised to act as the applicant for the purpose of the aquatic event and all the
information supplied is true and correct.

I understand that if any detail is found to be incorrect, the aquatic event may be cancelled
without notice.

As the applicant for the aquatic event, I will implement strategies to alleviate all risks
associated with the aquatic event and that Bay of Plenty Regional Council is indemnified and
released from all liability in this regard.

I agree the aquatic event will be run in accordance with all conditions imposed by the
Bay of Plenty Regional Council.

I agree I will pay, on invoice, all costs incurred for the Public Notifications requirements of this
application. I have been made aware through discussions with the Council, the approximate
cost of notification.

I acknowledge that, if in the opinion of the Harbour Master (or representative), the event is not
managed safely, the Harbour Master (or representative) may cancel the event at any stage,
and the Council will not have any liability for any losses incurred by the event organiser or
competitors/participants as a result of any cancellation.

The information I have supplied may be available to any person who enquires in accordance
with the Local Government Official Information and Meetings Act 1987 and the Privacy Act
1993.

If further information is required, contact the Maritime Team on 0800 5knots (0800 556 687).