Water Nomads New Zealand | Terms and Conditions

EMERGENCY RESPONSE PLAN

Hosted Surfari Trips and Watersport Rentals

Emergency Response Plan (ERP)

Version: 1.0

Last Updated: August 6, 2025

Review Date: August 6, 2026 (Annual Review or after significant incidents/changes)

1. Introduction and Purpose

This Emergency Response Plan (ERP) outlines the procedures and responsibilities for Water Nomads New Zealand (WN NZ) owners to effectively manage and respond to emergency situations during all Surfari Trips and Watersport Equipment Rentals.

The primary purpose of this plan is to:

  • Ensure the safety and well-being of all participants (clients), WN NZ owners, and any other persons affected by our operations.
  • Provide clear, actionable steps for responding to various emergency scenarios.
  • Minimise harm, loss, and disruption during an emergency.
  • Comply with our duties under the Health and Safety at Work Act 2015 (HSWA) and other relevant New Zealand legislation.

2. Scope

This ERP applies to all activities conducted by Water Nomads New Zealand, specifically:

  • Surfari Trips: Hosted windsurf and wingfoil trips for advanced beginners to expert participants, including associated transport and activities.
  • Long-Term Watersport Equipment Rentals: Rental of surfboards, windsurf, and wingfoil equipment to intermediate to advanced clients.
  • All related administrative, maintenance, and logistical activities undertaken by WN NZ owners.

This plan acknowledges that WN NZ operates with two owners and no additional staff/contractors, and that clients are experienced water users expected to exercise a high degree of self-sufficiency.

3. Key Principles of Emergency Response

  • Prioritise Life: The immediate safety and well-being of individuals is the paramount concern.
  • Act Calmly and Decisively: Maintain composure to make effective decisions.
  • Communicate Clearly: Ensure timely and accurate information flow to relevant parties.
  • Assess and Adapt: Continuously assess the situation and adapt the response as needed.
  • Contain and Control: Take immediate steps to prevent further escalation or harm.
  • Document: Record all actions, observations, and communications.
  • Learn and Improve: Use incident outcomes to refine the ERP and improve future responses.

4. Roles and Responsibilities (WN NZ Owners)

As the two owners of Water Nomads New Zealand, you share ultimate responsibility for health and safety. In an emergency, clear roles are crucial:

  • Primary Responder (On-Site/Closest): The owner directly involved or closest to the incident.
    • Initial assessment of the situation.Immediate first aid/rescue actions.
    • Establishing communication with the other owner and/or emergency services.
    • Directing and managing clients (if on a Surfari Trip).
    • Securing the scene (if safe to do so).Initial documentation of events.
  • Support/Coordinator (Off-Site/Remote): The owner not directly at the incident site.
    • Receiving information from the Primary Responder.
    • Contacting emergency services and providing detailed information.
    • Notifying emergency contacts of affected individuals.
    • Coordinating external resources (e.g., Coastguard, Police, medical services).
    • Managing communications with external stakeholders.
    • Providing logistical support.
    • Ensuring the ERP is being followed.

Note: In the event that one owner is incapacitated, the other owner assumes both roles as best as possible, prioritising life-saving actions and external communication.

5. Emergency Communication Plan

Effective communication is vital.

5.1 Internal Communication (Between WN NZ Owners):

  • Primary: Mobile Phone (always charged, waterproofed).
  • Secondary (Remote/No Signal): Personal Locator Beacon PLB (for Surfari Trips in remote areas), VHF Radio (Channel 16 for marine emergencies).
  • Check-in Protocol: For Surfari Trips, establish regular check-in times/signals. For rentals, ensure clients have WN NZ contact numbers.

5.2 External Communication (To Emergency Services & Others):

  • Emergency Services (NZ): 111 (Police, Fire, Ambulance)
  • Coastguard (NZ): VHF Channel 16 or 0800 10 20 20
  • Maritime NZ: For serious maritime incidents
  • WorkSafe NZ: For Notifiable Events (as per HSWA 2015)
  • Client Emergency Contacts: As provided on Waiver/Booking Form.

When contacting emergency services, provide:

  • Your name and WN NZ.
  • Nature of the emergency (e.g., “Person injured,” “Missing person,” “Equipment failure”).
  • Exact location (GPS coordinates, nearest landmark, beach name, access road).
  • Number of people involved and their condition.
  • Type of equipment involved.
  • Weather conditions.
  • Actions already taken.
  • Your contact number and remain available.

6. Emergency Procedures (by Incident Type)

6.1 Medical Emergency / Injury

On Surfari Trip (owners present):

  1. Assess: Secure the scene, assess the injured person’s condition (DRSABCD – Danger, Response, Send for help, Airway, Breathing, CPR, Defibrillation).
  2. First Aid: Administer appropriate first aid immediately.
  3. Communicate:
    • Primary Responder: Notify other WN NZ owner.
    • Support/Coordinator: Contact 111 (Ambulance) with location and details.
  4. Evacuate/Transport: If minor, transport to nearest medical facility. If serious, follow emergency services’ instructions for evacuation.
  5. Manage Group: Ensure remaining clients are safe and informed.
  6. Document: Record all details in Incident Report Form.

For Rental Client (WN NZ Not Present):

  1. Receive Call: Client contacts WN NZ reporting injury/emergency.
  2. Gather Info: Get exact location, nature of injury, client’s condition, what actions they’ve taken.
  3. Advise Client: Instruct client to call 111 immediately if not already done. Provide guidance on basic first aid if appropriate.
  4. Support/Coordinate: WN NZ owner contacts 111 to confirm emergency services dispatch, provides additional location details, and remains available.
  5. Notify Emergency Contact: Inform the client’s emergency contact.
  6. Follow Up: Maintain contact with client/emergency services until situation is resolved.
  7. Document: Record all details in Incident Report Form.

6.2 Lost / Missing Person

On Surfari Trip (Owners Present):

  1. Initial Search: Immediately initiate a visual search of the immediate area (e.g., designated surf zone, up/downwind).
  2. Communicate:
    • Primary Responder: Notify other WN NZ owner.
    • Support/Coordinator: If not found quickly, contact Coastguard (VHF 16 or 0800 10 20 20) with last known location, time, person’s description, equipment, and weather conditions.
  3. Expand Search: Follow Coastguard instructions. Organise remaining group members (if safe and appropriate) to assist in a systematic search pattern.
  4. Notify Emergency Contact: Inform the missing person’s emergency contact.
  5. Document: Record all details in Incident Report Form.

For Rental Client (WN NZ Not Present):

  1. Receive Call: Client’s emergency contact or other party reports client overdue/missing.
  2. Gather Info: Get last known location, planned route/duration, equipment details, client description, weather history.
  3. Communicate: Contact Coastguard immediately with all available information.
  4. Support/Coordinate: Provide any additional information requested by search and rescue.
  5. Document: Record all details in Incident Report Form.

6.3 Equipment Failure Leading to Distress

On Surfari Trip (Owners Present):

  1. Assess: Determine the nature of the failure and the client’s ability to self-rescue.
  2. Assist: Provide immediate assistance (e.g., paddle out, tow in, provide spare equipment).
  3. Communicate:
    • Primary Responder: Notify other WN NZ owner if remote.
    • Support/Coordinator: If assistance is required from external parties (e.g., Coastguard for a long tow), contact them.
  4. Secure Equipment: Ensure damaged equipment is recovered safely.
  5. Document: Record all details in Incident Report Form, noting equipment involved.

For Rental Client (WN NZ Not Present):

  1. Receive Call: Client contacts WN NZ reporting equipment failure and distress.
  2. Gather Info: Get exact location, nature of failure, client’s current situation (e.g., drifting, able to self-rescue to shore).
  3. Advise Client: Instruct client on immediate actions (e.g., stay with equipment, signal for help, self-rescue if possible). Advise to call 111/Coastguard if in immediate danger.
  4. Support/Coordinate: If client is in danger, contact Coastguard and provide details.
  5. Document: Record all details in Incident Report Form. Arrange for equipment recovery.

6.4 Adverse Weather / Environmental Conditions

(This applies to both pre-emptive actions and reactive response)

  1. Pre-emptive: Daily detailed weather checks (MetService marine forecast, local observations). Establish clear “Go/No-Go” criteria for all activities based on wind, swell, tide, and visibility.
  2. During Activity (Surfari Trip):
    • Monitor: Continuously monitor conditions.
    • Decision: If conditions deteriorate or become unsafe, the Trip Leader (owner) makes the decision to cease activity immediately.
    • Action: Direct clients to a safe area (e.g., shore, sheltered bay). Secure equipment.
    • Communicate: Inform clients of the change in plan. Notify other WN NZ owner.
    • Contingency: Implement pre-planned contingency (e.g., alternative activity, early return).
  3. Tsunami / Severe Weather Warning (Coastal Operations):
    • Alert: Monitor Civil Defence warnings (radio, mobile alerts).
    • Action: Immediately evacuate all persons from the water and low-lying coastal areas to designated safe zones (e.g., high ground). Follow Civil Defence instructions.
    • Communicate: Inform clients clearly and calmly.
    • Accountability: Conduct headcounts.
    • Document: Record all decisions and actions in Incident Report Form.

6.5 Vehicle / Trailer Accident or Breakdown

  1. Secure Scene: Ensure safety of all occupants. Move vehicle/trailer to a safe location if possible. Activate hazard lights.
  2. Assess: Check for injuries. Administer first aid if needed.
  3. Communicate:
    • If injuries, call 111 (Ambulance/Police).Notify other WN NZ owner.
    • Contact roadside assistance/tow service.
  4. Manage Clients: If on a Surfari Trip, ensure clients are safe, warm, and informed. Arrange alternative transport if necessary.
  5. Document: Record all details in Incident Report Form. Take photos of damage.

6.6 Natural Hazards (e.g., Earthquake, Landslide affecting access)

  1. Immediate Response: Follow “Drop, Cover, Hold” for earthquakes. Move away from cliffs/unstable slopes for landslides.Assess: Once safe, assess the situation, check for injuries.
  2. Communicate:
    • If injuries, call 111.
    • Notify other WN NZ owner.
    • Check for official warnings/advice (Civil Defence, local radio).
  3. Access/Evacuation: Determine if the area is safe to remain or if evacuation is required. Assess impact on planned routes/access.
  4. Document: Record all details in Incident Report Form.

7. Post-Incident Management

7.1 Next-of-Kin and Emergency Contact Notification

This procedure outlines the process for responsibly and empathetically communicating with an affected person’s emergency contacts.

Process:

  1. Confirm the Need to Notify: The decision to notify a person’s next-of-kin (NOK) will be made by the Primary Responder and the Support/Coordinator in consultation. Notification is required for any serious incident, injury, or in the event of a missing person.
  2. Timing: Notification will only be made after emergency services (e.g., 111, Coastguard) have been engaged and are actively managing the scene. This ensures that the NOK receives initial information from official sources and that you are not providing a preliminary, unverified account.
  3. Responsibility: The Support/Coordinator (the owner who is off-site or not directly at the scene) is responsible for making the call to the NOK. This ensures the message is delivered calmly and clearly from a safe, controlled environment.
  4. Information to Convey: The message must be empathetic, factual, and concise.
    • Confirm the identity of the person involved.
    • State that an incident has occurred.
    • Confirm that emergency services have been contacted and are on the scene.
    • Provide the name of the attending service (e.g., Police, Ambulance, Coastguard) and the location.
    • Do not speculate on the cause of the incident or the person’s condition unless confirmed by a medical professional.
    • Provide your name and contact details for any follow-up questions.
  5. Documentation: All calls to NOK will be logged in the Incident Report Form, including the time, a summary of the conversation, and who made the call.

7.2 Media and Public Relations

This procedure outlines how to manage all communication with the media and the public in the event of a significant incident.

Process:

  1. Single Point of Contact: All media and public inquiries will be handled by a single, pre-designated owner. This person is the only individual authorised to speak on behalf of Water Nomads New Zealand. All other individuals (including clients) will be instructed to respectfully refer inquiries to the designated owner.
  2. Initial Response: In the immediate aftermath, no comments will be made to the media. The designated owner will prepare and release a Holding Statement as soon as is reasonably practicable.
  3. Holding Statement: The statement will be factual and brief. It will confirm that an incident has occurred, state that emergency services are managing the situation, and convey that the company’s priority is the safety of all involved. The statement will not assign blame or speculate on the cause.
    • Example holding statement: “An incident involving one of our clients occurred today at [Location]. Emergency services are on the scene, and we are fully cooperating with them. Our immediate priority is the safety and well-being of everyone involved. We will provide updates as more information becomes available.”
  4. No Speculation: Owners will not discuss the incident with anyone outside of the official investigation. Do not answer questions that require speculation. Do not confirm or deny details not officially released by emergency services.
  5. Documentation: A log of all media inquiries, including the media outlet, name of the journalist, and the nature of the inquiry, will be maintained. Any official statements will be logged and dated.

8. Emergency Equipment Checklist

WN NZ owners will ensure the following emergency equipment is readily available and in good working order for Surfari Trips and accessible for rental operations:

  • Communication:
    • Fully charged mobile phones (x2, one waterproofed).
    • VHF Marine Radio (for coastal/marine trips).
    • Personal Locator Beacon (PLB) (for remote trips).
    • Whistle.
  • First Aid:
    • Comprehensive First Aid Kit (regularly checked and restocked).
    • Personal medications for owners (if applicable).
    • Emergency blankets.
  • Rescue/Safety Gear:
    • Rescue board/SUP (for water rescues on trips).
    • Tow rope/lines.
    • Knife/line cutter.
    • Headlamps/torches (with spare batteries).
    • Sunscreen, insect repellent.Water/snacks.
  • Vehicle Specific:
    • Vehicle first aid kit.
    • Fire Extinguisher.
    • Basic tool kit.
    • Serviceable spare tyre.
    • Safety vest.

9. Training and Drills

WN NZ owners will:

  • Maintain current first aid qualifications.
  • Undertake water rescue training relevant to windsurfing/wingfoiling (e.g., specific rescue techniques).
  • Regularly review and familiarise themselves with this ERP.
  • Conduct simulated emergency drills (e.g., “lost person” scenario, “major injury” scenario) at least annually to practice response procedures.
  • Stay updated on weather forecasting and marine safety best practices.

10. Review and Update

This ERP is a living document and will be reviewed and updated:

  • Annually: As part of the overall Health and Safety Management System review.
  • After any incident or near miss: To incorporate lessons learned.
  • Following significant changes: To operations, equipment, personnel, or relevant legislation.
  • Based on feedback: From owners, clients, or external parties.

All changes will be documented, dated, and communicated to relevant parties.

Appendix A: Emergency Contact Information

  • Emergency Services (NZ): 111
  • Coastguard NZ: VHF Channel 16 or 0800 10 20 20
  • Local Police (Non-Emergency): 105
  • Local Medical Centre/Hospital:
    • Northland: Kaitaia Hospital 09 408 9180
    • Great Barrier Island: Aotea Health 09 429 0356
    • Taranaki: Taranaki Base Hospital 06 753 6139
    • Lake Clearwater: Ashburton Hospital 03 307 8450
    • McKenzie District: Twizel Medical Center 03 435 0777
  • WN NZ Owner 1 (Primary): [Heidi Bader, 021 044 5914]
  • WN NZ Owner 2 (Support): [Bevan Thrower, 022 523 5494]
  • Roadside Assistance: [Insert Provider & Membership Number]

Appendix B: Incident Report Form

  • https://waternomads.co.nz/incident-report-form/

Appendix C: Maps / Safe Zones

(Include or reference maps of frequently used Surfari trip locations, highlighting:)

  • Access points and evacuation routes.Known hazards (reefs, rocks, strong currents).
  • Designated safe zones/muster points.
  • Nearest medical facilities.

Appendix D: Weather Resources

  • MetService (Marine Forecasts): www.metservice.com/marine
  • Predictwind: (Wind/swell data): https://www.predictwind.com
  • GeoNet (Earthquake/Tsunami Alerts): www.geonet.org.nz
  • Civil Defence Emergency Management: www.civildefence.govt.nz