Risk Management Procedures

 

Sample Risks Sample Controls
Poor or limited cycling skills lead to accident and/or injury. Participants will be advised of the difficulty of the tour, and required to sign a waiver stating that their skills and fitness are sufficient to complete the ride. All Participants will wear AS/NZS 2063 compliant helmets (or international equivalent) and be reminded to check to ensure the helmet is correctly fitted before and during cycling session.
A mechanical failure leads to an accident and injury. Participants using their own bicycles are required to have their bicycles checked by a qualified mechanic before commencing the tour. Bicycles supplied by Velo Vietnam will be checked by a qualified mechanic prior to each tour and looked over by guides at start and end of each ride segment. At tour end each Velo Vietnam bicycle will be sent to a qualified mechanic for full service. Guides to remind participants to check their bicycles at start and end of each ride segment. Vehicle support to follow at close but safe distance to render assistance if necessary.
A steep descent leads to excessive speed and/or lack of control resulting in accident and injury Where possible, participants will be warned of anticipated risks before steep descents. All participants will wear appropriate and correctly fitted helmets. Vehicle support to follow at close but safe distance to render assistance if necessary.
A large group size results in poor supervision leading to accident and/or injury Tours will be limited in participation to 20 riders, ensuring one Velo Vietnam guide for each 10 riders. Splits in the group will be controlled such that a guide goes with the leading and trailing group. Vehicle support to follow each main group of riders (including behind last rider) at close but safe distance to render assistance if necessary.
During the ride the group separates and, as a result, participant(s) become lost or are exposed to uncontrolled hazards Participants will be briefed on the need to stay in contact with the group. Specific protocols for breakdowns and road intersections will be established. One guide will cycle at or near the front of the group and another guide (and/or a support vehicle) will be at the rear. Guides will make sure that there are frequent rest stops and head counts. Guides and participants will wait for the entire group at road intersections.
Wet and/or windy weather conditions Guides will anticipate adverse weather conditions by monitoring weather and by direct observation. Participants will be briefed on the difficulty of straight steering in a cross-wind, and the increase in braking distance and the decrease in visibility and tyre traction in wet weather. The group will seek shelter and/or not proceed if weather conditions are too severe.
A vehicle collision occurs For all activities using public roads, participants will be instructed on basic road rules and any specific requirements for that location. Participants will be briefed on procedures to cope with identified hazards on the route. All participants will wear AS/NZS 2063 compliant helmets or international equivalent. Participants will be briefed about the need for all riders and bicycles to be completely off the road during rest stops. Vehicle support to follow at close but safe distance to render assistance if necessary.
A pre-existing medical condition results in injury or illness during the tour Participants will be required to disclose pre-existing medical conditions and provide information on how they plan to manage them while on tour. Participants deemed not able to complete the tour because of health issues will be refused admission. Medical information will be carried by guides on the tour and referred to as necessary. At least one guide will hold a current Australian Government certificate HLTAID005 Provide first aid in remote situations or international equivalent. First aid kits are to be kept handy in all support vehicles. At the start of the tour, guides will ensure that there is no new illness that may have an impact on the ability of the affected rider(s) or guide(s) to participate. Consideration will also be given as to whether that illness might spread to others in the group. The emergency response strategy will include communication and evacuation procedures
Rider fatigue results in accident and/or injury The group will adopt appropriately timed rest stops. Food and water breaks will match the activity intensity, weather conditions and the group’s abilities. Food and water intake will be monitored during the ride to ensure all participants are eating and drinking adequately. Guides will monitor each participant and consider strategies to support the group and individuals. This may include altered intensity and loads, changing the activity, obtaining outside support, evacuations or cancellation of the activity.
Warm or cold weather conditions lead to a temperature-related illness Guides will consider the skills, age, experience and maturity of participants when determining the activity, season and location. Clothing and equipment will be suitable for the planned season and venue. Guides will plan and/or adjust the activity in response to foreseeable and prevailing weather conditions. The emergency response strategy will include responses for when participants and/or guides are affected by heat or cold.

Purpose

This document establishes the procedure to be followed if emergency evacuation of a rider or riders from a Velo Vietnam tour is required.

Some examples of emergencies or dangerous situations may include:

  • Severe injury from crash, collision with other riders, collision with vehicle
  • Severe illness
  • Extreme weather conditions such as flooding or typhoons
  • Civil unrest or rioting
  • Outbreak of Avian Influenza or other epidemic

Emergency Response Plan

For Crash or Severe Illness

  1. Render first aid assistance at the scene
  2. Determine that a rider needs to be evacuated
  3. In remote locations (more than 50km from a main urban centre (Hanoi, Danang or Ho Chi Minh City)), use our own 16 seater minibus support vehicles to transport ill or injured riders to an international-standard hospital for treatment.
    • This approach avoids the common delay and confusion associated with having an emergency vehicle find one’s location in Vietnam
  4. In non-remote locations, evaluate whether to call emergency response vehicles of private international hospitals
  5. Determine which hospital is the best and most appropriate given the location
    • In most cases this will be an international standard hospital in Hanoi, Danang or Ho Chi Minh City, for example:
    Vinmec Hanoi
    458 Minh Khai, Khu do thi Times City, Vinh Tuy, Hai Ba Trung, Ha Noi, Vietnam, +84 4 3974 3556
    Family Hospital
    73 Nguyen Huu to, Hoa Thuan Tay, Hai Chau, Danang, +84 236 3632 111
    FV Hospital
    6 Nguyen Luong Bang, Tan Phu, Quan 7, Ho Chi Minh City, +84 5411 3333
  6. Contact destination hospital en route to advise of nature of injury or illness and estimated time of arrival
  7. For injuries where there is a risk of death if immediate assistance not rendered (e.g. excessive bleeding), evaluate whether to take rider to local clinic or hospital in remote location for immediate treatment
  8. After rider has been stabilised in an international-standard hospital, contact next of kin to apprise them of the situation (if this hasn’t yet been done)
  9. Determine whether rider needs to be evacuated to better equipped hospital in the region, for example:
    • Bangkok
    • Singapore
  10. Determine whether it is necessary (or rider desires) to be evacuated to home country for further treatment

For Extreme Weather, Civil Unrest, Epidemic or Other Situation Requiring Evacuation of All Riders

  1. Monitor the situation via local and international news and other sources of information
  2. Determine if the safest course of action is to remain at present location and secure shelter and access to basic services such as food, accommodation and communications until the crisis has passed
  3. Determine if safest course of action is to evacuate to a major city
  4. If evacuating, use our own vehicle support (16 seater minibuses) to transport all riders to a city with an international airport. Depending on ride location:
    • Hanoi
    • Danang
    • Ho Chi Minh City
  5. Determine if situation is safe in major city or whether it is necessary to depart Vietnam
  6. If the latter, aid riders in securing tickets for air travel to their home countries
  7. If the situation is sufficiently grave, evacuate for safe regional location or other safe location to which we can secure tickets and visas


Acknowledgement, Release and Indemnity Form: Cycling-related Activities

All riders must sign this form.

  1. In consideration of the Velo Vietnam organisation accepting my participation in a cycling tour of Vietnam (the “Event”), I agree to this release of claims, waiver of liability and assumption of risk.
  2. I understand the demanding physical nature of the Event. I declare, as a condition of participation in the Event, that I have sufficiently trained for this Event and that I am not aware of any illness, injury or any other physical disability which may cause me injury or death whilst participating in the Event.
  3. In the event that I become aware of any medical condition or impairment, or I am sick or injured prior to or during the Event, I will withdraw from the Event.
  4. I acknowledge that participating in the Event means cycling on open and non-closed roads. As such I acknowledge there is a risk associated with this activity.
  5. I acknowledge and understand that whilst participating in the Event: • I may be injured, physically or mentally, or may die from various causes including, but not limited to, over exertion, dehydration, cardiac arrest, crashes, accidents with other participants, road users, or accidents caused by my own actions; • I may cause injury to other persons; • The conditions in which the Event is conducted may vary without warning; • I may be in a remote or isolated location where access to medical support may be limited and take significant time to reach me; • There may be no or inadequate facilities for treatment for me if I am injured in a remote place • I assume the risk and responsibility for any injury, or death resulting from my participation in the Event.
  6. I agree that if I am injured or require medical assistance, Velo Vietnam can, at my cost, arrange medical treatment and emergency evacuation as deemed necessary. I agree that I am responsible for my own medical and ambulance insurance cover
  7. I agree to release, indemnify and hold harmless Velo Vietnam, its agents, contractors, public bodies and landholders from and against any and all claims, demands, right or cause of action, suits, expenses, costs and proceedings of any nature whatsoever which may be made by me or on my behalf or by other parties for or in respect of or arising out of any injury, damage or death caused to me as a result of my entry or participation in the Event whether by negligence, breach of contract or in any way whatsoever.
  8. I also agree that in the event I am injured I will bring no claim, legal or otherwise, against Velo Vietnam in respect to that injury.
  9. I acknowledge that Velo Vietnam may change the advertised route if this is deemed necessary.
  10. I also acknowledge that Velo Vietnam may cancel the Event due to weather conditions, safety considerations, terrorism or ‘acts of god’ and that in such circumstances my entry fee will be non-refundable.

 

Date:……………………………………………………………………………………………………………………

 

Rider Name:………………………………………….……………………………………………..

 

Rider Signature:………………………………………….…………………………………………

 

Contact person in case of emergency:………………………………………………………..

 

His/her phone number incl. country code:…………………………………………………….

 

Insurance provider contact details:……………………………………………………………….

 

Insurance policy number:……………………………………………………………………………….

 

 

 

Acknowledgement, Release and Indemnity Form: Property

All riders must sign this form.

1. In consideration of the Velo Vietnam organisation accepting my participation of a cycling tour of Vietnam (the “Event”), I agree to this release of claims, waiver of liability and assumption of risk.

2. I acknowledge and understand that whilst participating in the Event: • My personal property may be lost or damaged; • I may cause damage to other people’s property; • I assume the risk and responsibility for any damage to my own or others’ property resulting from my participation in the Event.

3. I agree to release, indemnify and hold harmless Velo Vietnam, its agents, contractors, public bodies and landholders from and against any and all claims, demands, right or cause of action, suits, expenses, costs and proceedings of any nature whatsoever which may be made by me or on my behalf or by other parties for or in respect of or arising out of any loss or damage to my property or others’ as a result of my entry or participation in the Event whether by negligence, breach of contract or in any way whatsoever.

4. I also agree that in the event my property is damaged I will bring no claim, legal or otherwise, against Velo Vietnam in respect to that damage.

5. I agree to allow my photographs, videos, multimedia or film likeness to be used for any legitimate purpose by Velo Vietnam without payment or compensation.

 

Date:………………………………………….……………………………………………..

 

Rider Name:………………………………………….……………………………………………..

 

Rider Signature:………………………………………….…………………………………………

 

Our ride was managed by “proper cyclists” and featured amazing scenery, challenging topography, and logistics and support worthy of a pro team. The riding aside, the trip also exposed us to places far off the beaten track. Thanks Ashley and Dave, see you next year.

Bo Kratz

SIR Cycling Hong Kong