Williamstown Open Water Swim

2026 WOW CHALLENGE

run by

WILLIAMSTOWN SWIMMING & LIFE SAVING CLUB

SUSPENSION & CANCELLATION POLICY

WILLIAMSTOWN BEACH

MARCH 1

FALL BACK DATE | TBA

SUSPENSION OF THE EVENT

The Williamstown Open Water Competition Committee (WOWCC) will direct all matters relating to the conduct of the actual competition. The WOWCC may, subject to the rules of the event, postpone, cancel, or alter any part of the event. The Committee may establish sub-committees when and as required to deal with specific issues on the day.

WEATHER FORECASTING & REPORTS

Weather forecasts will be used by the WOWCC to assist in decision making. Forecasts will be referenced against the Bureau of Meteorology (BOM) website. Should changes in the weather develop, more regular bulletins and information will be provided, depending on the situation. In the event of a severe/extreme weather report from the BOM, the WOWCC may make the decision to suspend or postpone the competition.

Weather reports will be considered as part of any risk assessment and monitoring should commence approximately one week prior to the start of the Event.

The aim of the WOWCC is to ensure appropriate facilities, personnel, resources and procedures are in place to manage the progress of the event and manage any emergency that may occur during the event.

Weather Thresholds for Cancellation

SUSPENSION OF THE EVENT

A full profile of the Event’s risk management plan is available on request. This plan identifies and outlines specific scenarios that are known to organizers prior to the event and addresses the respective management controls and course of action.

Regular risk assessments will be conducted prior to and on the day of the event and will primarily focus on the weather, sea state and water conditions and will consider all factors that have potential to impact the event.

From previous events conducted and the experience of members involved in preparation for the event, the following conditions have been identified as specific risks that may affect the safety of the swimmers, officials, volunteers and water safety personnel involved event:

• Poor weather conditions (wind and rain)
• Visibility (fog and heavy rain)
• Lightening
• Sea conditions (large swell or dangerous waves)
• Water quality (contamination)
• Water temperature (below 13 degrees Celsius)
• Air temperature (sun/heat and cold)
• Potential Injuries caused by sea creatures (jellyfish porcupine fish and sharks)

The Safety & Emergency Management Coordinator &/or the Water Safety Co-ordinator or their nominated delegate shall undertake an risk assessment of the conditions utilising the Surf Lifesaving Surf Hazard Rating Assessment Tool; this will occur prior to the competition. A risk assessment will be made every two to three hours to determine safety or more frequently if conditions change. If the assessment of risk exceeds the predetermined level of tolerances, it shall be reported to the Safety and Emergency Management Committee| SMEC, which will convene and assess the risk.

The following table outlines the various roles that have delegation to suspend competition for safety reasons:

BEFORE SUSPENSION OF THE EVENT

The SEMC in conjunction with the Water Safety Coordinator is empowered to take immediate action which may be as follows:

• Additional safety measures, e.g. increase the number of water safety personnel on the water, clearing the beach.
• Taking preventative action, e.g. modifying the course prior to commencement of the race, or changing direction of the race.
• Removing a competitor from the event, e.g. causing others harm in the water or swimming to the point where they cause themselves harm See Competitor Withdrawal – Medical Grounds

SUSPENSION OF THE EVENT

The WOWCC, the SEMC in conjunction with the Water Safety Coordinator will suspend the event in the following situations:

• A delayed start time to allow the conditions to change.
• If the course has to be modified to suit the weather conditions.
• If the course has to be modified during the race the event will be suspended until the course can be modified.
• Lightening occurs in the immediate weather zone area.
• Swimmers will be notified and removed from the water if necessary. e.g. lightning.

The event will commence again when the risk has been removed or reduced to an acceptable level or satisfactorily mitigated.

CANCELLATION OF THE EVENT

Once the event is suspended if the risk conditions to all participants do not abate or cannot be mitigated the event will be cancelled. Before the decision to cancel is made the Williamstown Open Water Competition Committee will consult with the Safety & Emergency Management Committee and seek advice from appropriate officials and other experienced personnel on local weather, water conditions and safety issues, to discuss the situation and inform the agreement to cancel the event.

ALTERNATIVE VENUE/S

Due to the unique attraction and location of this event, there are no alternative venues for the OPEN WATER SWIM Event. Permits have been obtained for a “fall back date” should the event not be able to run.

COMPETITOR WITHDRAWAL | MEDICAL GROUNDS If the water personnel believe a swimmer(s) is struggling they must notify the Water Safety Coordinator. The Water Safety Coordinator will contact both the Safety & Emergency Management Co-Ordinator and the Medical Coordinator for further assessment of the swimmer.

If the Medical Coordinator believes that a competitor is at risk of harm to themselves by participating or continuing to swim in the race, the Medical Co-Ordinator has the responsibility and authority under the entry conditions of the swim to remove the competitor from the race. The athlete will immediately receive first-aid and be transported to the First Aid room for further observation assessment and treatment. If the medical response team deems it necessary, an ambulance will be called for transportation to hospital.