STANDARD OPERATING PROCEDURE

Version: 1.0

Last Updated: 6-Aug-2025

Review Date: 6-Aug-2026 (Annual Review or after significant incidents/changes)

1. Purpose and Scope

This Standard Operating Procedure (SOP) outlines the consistent and safe methods for conducting all activities by Water Nomads New Zealand (WN NZ). Its purpose is to ensure operational efficiency, maintain high safety standards, and provide a clear framework for decision-making for the two owners. This document complements the WN NZ Health and Safety Policy, Risk Assessment, Waiver, and Emergency Response Plan (ERP).

This SOP applies to all aspects of WN NZ operations, including:

• Long-Term Watersport Equipment Rentals: For intermediate to advanced clients.
• Hosted Surfari Windsurf / Wingfoil Trips: For advanced beginners to expert clients.
• All associated administrative, maintenance, and logistical activities.

2. General Operating Principles

These principles guide all WN NZ operations:

Owner Responsibility: As owners, we are jointly and individually responsible for implementing and adhering to these SOPs, ensuring the safety of ourselves and our clients, and maintaining equipment.

• Client Competency: Our service is based on the understanding that clients possess the necessary skills and experience for their chosen activity. We will verify this experience through a mandatory, pre-booking process that includes a self-declaration of skill level and a brief discussion of their past experience, preferred conditions, and self-rescue capabilities.
• Proactive Risk Management: Continuously identify and assess hazards, and implement control measures to minimise risks to the lowest reasonably practicable level.
• Clear Communication: Maintain open and clear communication with clients regarding safety, conditions, and expectations. Ensure effective internal communication between owners.
• Equipment Integrity: All equipment must be fit for purpose, regularly inspected, and meticulously maintained.
• Environmental Awareness: Always prioritise safety based on current and forecast environmental conditions.
• Continuous Improvement: Regularly review procedures, learn from experiences (including incidents and near misses), and implement improvements.

3. Environmental Monitoring & Decision Making

3.1. Weather Forecasting & Conditions Assessment:

• Frequency: Leading up to and immediately prior to trip departure. Continuous monitoring during Surfari trips.
• Sources:
  • Primary: MetService (marine forecasts, severe weather warnings).
  • Secondary: Predictwind for specific wind/swell data.
  • Local Observations: Visual assessment of current conditions at the location (wind, swell, tide, visibility, water quality).
  • Key Data Points: Wind strength and direction, swell height and period, tide times and range, water temperature, air temperature, precipitation, lightning risk, visibility.

3.2. Go/No-Go Criteria (Decision Making):

• Purpose: To establish clear thresholds for proceeding with or cancelling activities based on safety.
• Process: Both owners will jointly assess conditions.
• Client Consultation: For Surfari trips, discuss conditions and the “Go/No-Go” decision with clients, especially if conditions are marginal.
• Precautionary Principle: If in doubt, stay out. Prioritise safety over commercial pressure.

3.3. Local Hazard Awareness:

• Ongoing: Maintain up-to-date knowledge of specific hazards at frequently used locations (e.g., known rips, submerged rocks, strong currents, marine life, access challenges, local bylaws).
• Pre-Trip Reconnaissance: For new or less-frequented Surfari trip locations, conduct thorough reconnaissance to identify and assess hazards.

4. Equipment Management

4.1. Pre-Use Checks (Before Rental Handover / Trip Departure):

• All Equipment: Visually inspect all components for damage, wear, or defects (e.g., dings, cracks, delamination, tears, fraying lines, loose fittings).
• Boards: Check for dings, soft spots, fin box integrity, leash plug.
• Sails/Wings: Check for tears, seam integrity, battens, leading edge/strut inflation (wings).
• Foils: Check mast/fuselage/wing connections, no cracks, damaged threads.
• Rigging: Check lines, extensions, universal joints, harnesses for wear/damage.
• Wetsuits/PFDs: Check for tears, functional zippers/buckles.
• Vehicles/Trailers: Conduct pre-trip vehicle safety checks (tyres, lights, brakes, fluid levels, secure load).
• Action: Any damaged or suspect equipment must be immediately tagged “OUT OF SERVICE” and removed from use.

4.2. Maintenance & Repair:

• Schedule: Maintain a documented maintenance schedule for all equipment (e.g., weekly visual checks, monthly detailed inspections, annual servicing for vehicles).
• Repairs: All repairs must be carried out by competent persons (owners or qualified professionals) using appropriate materials and techniques. Document all repairs.
• Replacement: Replace equipment that is beyond economic repair or no longer meets safety standards.

4.3. Storage & Transport:

• Secure Storage: Store all equipment in a clean, dry, secure location to prevent damage, theft, and degradation.
• Safe Transport: Securely load all equipment onto vehicles/trailers to prevent movement or damage during transit. Ensure legal load limits are adhered to.

5. Client Interaction & Safety Briefings

5.1. Client Vetting (Experience Verification):

• Process: During the booking/enquiry phase, verify the client’s self-declared experience level (intermediate to advanced for rentals, advanced beginner to expert for trips). This may involve discussion of their past experience, preferred conditions, and self-rescue capabilities.
• Waiver: Ensure the client clearly understands and signs the Waiver, Release, and Indemnity Agreement, which includes their declaration of experience and assumption of risk.
• Refusal of Service: If there is any doubt about a client’s stated experience level or their ability to safely participate, WN NZ reserves the right to refuse service.

5.2. Waiver & T&C Confirmation:

• Mandatory: Ensure all clients (and guardians for minors) have read, understood, and signed the Combined Client Agreement, Waiver, and Rental Form before equipment handover or trip departure.
• Accessibility: Ensure the full Terms and Conditions are readily accessible on the WN NZ website.

5.3. Safety Briefing Content (General):

• Purpose: To reinforce key safety messages and ensure clients are aware of their responsibilities.
• Key Points (tailored to activity):
  • Confirmation of client’s self-sufficiency.
  • Importance of checking weather and local conditions.
  • Use of appropriate safety gear (e.g., leashes).
  • Emergency communication methods (client’s own phone, WN NZ contact).
  • What to do in an emergency (e.g., self-rescue, signal for help).
  • Respect for other water users and local bylaws.
  • Reporting of any incidents or equipment issues to WN NZ.

6. Specific Procedures: Long-Term Watersport Equipment Rental

6.1. Booking & Payment Confirmation:

• Follow procedures in Rental Agreement Terms.
• Ensure deposit and full payment are received as per schedule.

6.2. Equipment Handover (Pre-rental Check & Client Briefing):

• Location: Agreed drop-off point.
• Pre-rental Inspection: Owners (or representative) conduct a thorough pre-use check of all equipment being rented (as per 4.1). Document condition.
• Client Briefing:
  • Confirm client identity and signed waiver.
  • Brief client on specific equipment features, assembly (if required), and safe use.
  • Reiterate client’s responsibility for care, use within skill level, and awareness of local conditions/hazards.
  • Confirm client has appropriate safety gear (e.g., leash, helmet, boyancy aid if desired).
  • Provide WN NZ emergency contact number.
  • Advise on reporting damage immediately.
  • Documentation: Record equipment ID, rental dates, client details, and confirm waiver signed.

6.3. During Rental (Client Responsibility):

• Clients are responsible for the equipment’s care, security, and safe use.
• Clients are responsible for monitoring weather and local conditions.
• Clients must notify WN NZ immediately of any damage, loss, or theft of equipment.

6.4. Equipment Return (Post-rental Check & Damage Assessment):

• Location/Time: Agreed drop-off point and time.
• Inspection: Owners (or representative) conduct a thorough inspection of returned equipment for damage beyond normal wear and tear.
• Damage Assessment:
  • If damage is found, document immediately (photos, notes).
  • Discuss with client.
  • Assess repair/replacement cost as per Rental Terms.
  • Process payment for damages as per Credit Card Authorisation.
  • Documentation: Record condition of returned equipment, any damage, and actions taken.

7. Specific Procedures: Surfari Trips

7.1. Pre-Trip Planning & Risk Assessment:

• Location Specific: For each planned Surfari trip location, conduct a detailed risk assessment covering:
  • Specific water hazards (rips, reefs, currents, marine life).
  • Access and egress points.
  • Environmental factors (prevailing winds, swell patterns, tides).
  • Emergency rendezvous points and evacuation routes.
  • Closest emergency services and communication black spots.
• Contingency Planning: Develop alternative plans for adverse weather, unsuitable conditions, or unforeseen access issues.

7.2. Client Briefing (Trip-Specific Hazards & Communication):

• Comprehensive: Conduct a thorough briefing prior to entering the water at each new location.
• Content:
  • Review of current and forecast conditions.
  • Identification of specific hazards at that location.
  • Designated safe zones and “no-go” areas.
  • Communication signals (e.g., hand signals, whistle blasts for emergencies).
  • Rendezvous points and procedures for group separation.
  • Emergency procedures for that specific location.
  • Reinforce individual responsibility for self-management and decision-making.

7.3. On-Water Management (Oversight & Check-ins):

• Active Oversight: Owners will maintain active visual oversight of the group, especially when clients are on the water.
• Check-ins: Implement regular check-in procedures (e.g., visual headcount at specific intervals, “buddy system” encouragement).
• Dynamic Risk Assessment: Continuously assess conditions and client performance, adapting activities or calling a session early if risks increase.

7.4. Transport Procedures:

• Vehicle Checks: Conduct pre-trip vehicle and trailer safety checks before each journey (tyres, lights, brakes, fluid levels, secure load).
• Safe Driving: Adhere to all road rules, drive defensively, and manage fatigue.
• Loading/Unloading: Ensure safe loading and unloading of all equipment.

7.5. Contingency Planning:

• Adverse Conditions: Have pre-determined alternative activities or safe locations in case of unsuitable conditions.
• Breakdown/Delay: Plans for vehicle breakdown, road closures, or other delays affecting the itinerary.
• Client Management: Procedures for managing client expectations and comfort during contingencies.

8. Incident Management & Reporting

• Immediate Action: Follow the procedures outlined in the WN NZ Emergency Response Plan (ERP) for immediate response to any incident or emergency.
• Reporting: All incidents, near misses, and identified hazards, no matter how minor, must be documented using the WN NZ Incident Report Form immediately after the event.
• Investigation: Conduct a thorough investigation of all incidents to identify root causes and contributing factors.
• Notifiable Events: Ensure immediate reporting of “notifiable events” to WorkSafe NZ as required by the HSWA 2015.

9. Documentation & Records

Maintain organised and accessible records of:

• Signed Client Waivers and Rental Forms.
• Completed Incident Report Forms.
• Equipment Maintenance & Inspection Logs.
• Training & Competency Records for owners.
• Pre-Trip / Pre-Rental Checklists.
• Weather logs for Surfari trips.
• Records of client experience verification.

10. Review & Update

This SOP 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 and refine procedures.
• Following significant changes: To operations, equipment, personnel, or relevant legislation.
• Based on feedback: From owners or clients.

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