Cancellation Policy

Should you need to cancel your registration, you are welcome reassign it to another person. Please contact the Organising Committee to arrange this.

If you are unable to arrange a replacement, a refund less a $150 cancellation fee will be made, provided notification is made prior to 15th of October. After this date, refunds will be at the discretion of the Organising Committee.

We acknowledge these are uncertain times.  Should we have to cancel  or postpone The Natural Phenomena 2020 for any reason we will transfer your full registration to 2021 or offer a full refund less $20 admin fee. 

The Natural Phenomena Committee reserve the right to add/change the programme or presenters at their discretion.

 Covid 19 Event Management

As an event we are following the Event Sector Voluntary Code and should the Ministry of Health and/or the District Health Board request participant details for contact tracing purposes we will supply this to them. This will include your name, contact phone number, and contact email. This information will only be supplied to the Ministry of Health should it be requested within 4 weeks of the event.

This Code has been developed to outline best practice behaviours to prevent/minimise COVID-19 risks and impact, including a key function around record keeping to support Ministry of Health contact tracing processes.

Best practice for the health of Operators and Attendees: – The Ministry of Health suggests people: Stay home if unwell, follow basic hygiene measures: 

Hand hygiene – frequently wash your hands for a minimum of 20 seconds, then dry them thoroughly. If you are unable to access soap and water, use an alcohol-based hand sanitiser containing at least 60% alcohol. If using sanitiser, ensure that you use enough to cover your hands and rub hands together until dry.

Cough and sneeze etiquette – sneezing or coughing into the crook of your elbow or covering coughs and sneezes with a tissue, then putting the tissue in a bin and cleaning your hands (as above).

Avoiding touching your face – hard surfaces can be contaminated with infectious droplets. Hands can be contaminated after contact with these surfaces. If you need to touch your face, clean your hands first.

Cleaning surfaces and frequently touched items – clean high-touch surfaces and items (for example door handles and phones) frequently with an appropriate cleaning solution to reduce transmission of germs in general.

Physical distancing – When physical distancing isn’t a requirement, you can still play it safe by continuing to keep a distance from people you do not know. Use your judgement. This will help to minimise the spread of COVID-19 if community transmission returns.

Safety Management Plan 

Hazard Identification

Due to the environment that The Natural Phenomena is conducted within and activities during the course of the conference, we the organising Committee believe it is important that participants are made aware of all inherent hazards.

If you require further information regarding The Natural Phenomena Health & Safety Plan, please inquire.

Important Notes:

  • Make contact with the Information Desk should you require First Aid assistance or any other support.
  • Please let us know if you have any of the following medical conditions: anaphylaxis, diabetes, asthma, heart condition, severe allergies or any other serious medical condition and fill in the Medical Register.
  • Notify the Information Desk for all incidents / accidents.

Hazards

  • Uneven ground and rocks.
  • Fallen debris from trees.
  • Moving vehicles.
  • Stock
  • Hygiene.
  • Electric fences. Treat all fences as ON.
  • Electricity cables
  • Becoming lost
  • Getting sunburnt
  • Insects – Bees / Wasps / Mosquitoes / Sand flies
  • Wild berries

Safety Management Strategies

Help us to create a safe learning environment, please follow these safety management strategies:

  • Absolutely No Fires are to be lit.
  • Do not feed or pat the horses or other stock.
  • Beware of your footing, and if unconfident wear solid footwear.
  • Manage all cooking at campsites by cooking outside tents and turning off gas when not in use.
  • Turn off all water taps after use.
  • Use the hygiene sprays supplied at the toilets.
  • Ensure your vehicles are locked at all times.
  • Stay to the lighted paths in the evening
  • Stay within the confines of the Natural Phenomena event. Refer to the Wild Woods Map for out of bounds areas.
  • Cover up limbs after dusk or put on insect repellent.
  • Wear a hat when out in the sun
  • Please avoid eating any wild berries or fruits.
  • Notify Organisers if you have any medical conditions.

Emergency Plan

  • Notify Information desk of any loss of property or damage to equipment.
  • Report all hazards to the Information desk.
  • First Aid kit is held at the Information desk
  • Evacuation point in case of an out of control fire, earthquake or other major emergency is the main car park area in front of the old homestead.

Thank you for supporting the Natural Phenomena and a have a safe & enjoyable time!

Information for Delegates

Help us to create a safe learning environment, please follow these safety management strategies:

  • Please report all hazards to the Information desk.
  • First Aid kit is held at the Information desk
  • Notify Organisers if you have any medical conditions.
  • Absolutely No Fires are to be lit.
  • Do not feed or pat the horses or other stock.
  • Beware of your footing, and if unconfident wear solid footwear.
  • Manage all cooking at campsites by cooking outside tents and turning off gas when not in use.
  • Use the hygiene sprays supplied at the toilets.
  • Ensure your vehicles are locked at all times.
  • Stay to the lighted paths in the evening
  • Stay within the confines of the Natural Phenomena event. Refer to the Wild Woods Map for out of bounds areas.
  • Cover up limbs after dusk or put on insect repellent.
  • Wear a hat when out in the sun
  • Please avoid eating any wild berries or fruits.
  • Notify Information desk of any loss of property or damage to equipment.
  • Evacuation point the entrance to the Wild Woods, the main car park area in front of the old homestead.
  • Quiet times between 10pm and 7am

Thank you for supporting the Natural Phenomena and a have a safe & enjoyable time!

SAFETY PLAN

HEALTH & SAFETY POLICY

The Natural Phenomena Committee is committed to providing and maintaining a safe, healthy and enjoyable event for all the team (including contractors, volunteers, speakers) and all attendees.

We will take all reasonably practicable steps to maintain a safe and healthy environment by:

  • Providing safe planning, equipment and materials
  • Identifying, controlling and monitoring all risks and hazards
  • Monitoring the event processes to identify and control any new risks
  • Complying with all relevant H&S legislation, regulations and codes of practice.

The team will take responsibility for health and safety procedures however, all participants need to be aware of their responsibilities and comply with the event’s health and safety procedures.

The team and all participants will be responsible for themselves at all times, playing a vital and responsible role in maintaining a safe and healthy event through:

  • Being involved in the event health and safety processes, including emergency planning and management.
  • Following agreed procedures.
  • Safe and proper use of equipment.
  • Ensuring all accidents and incidents are reported and assessed immediately to prevent further/potential harm.
  • Ensuring the event equipment is organised to minimise the risk of trips or falls.

PROCEDURES

Training & Briefing

All event personnel including volunteers receive information inclusive of both event and safety information.

Accident & Injury Reporting

All accidents and injuries must be reported and notified to a committee member. The Event Coordinator will undertake any statutory reporting requirements to Worksafe NZ or Police.

Electrical Installations

All electrical equipment (e.g. for sound, lighting etc) will meet the required safety standards i.e. be ‘in test’ at the time of installation for the event.

Traffic Management

The traffic management plan is as follows: the parking at the Wild Woods is available for the event, allowing normal traffic flow, with safe parking and emergency service access for the event.

Emergency Planning

The Police, Ambulance and Fire Service are aware of the event.

The address and GPS coordinates of the event will be displayed in the Information Tent, the Catering Area and the Shower Block.

A first aid kit is available at the information desk. The closest Defib is at Huanui Orchards and Huanui School.

Emergency and safety planning are key components of event:

  • The Natural Phenomena will ensure all volunteers and workers are provided with an emergency briefing prior to commencing work at the event.
  • All accidents and incidents will be dealt with professionally and promptly, utilising appropriately trained personnel.
  • In the event of serious illness or injury, those nearby will: a) Ensure safety of self and others in the immediate vicinity, check for risks/hazards and secure the area. b) Dial 111 to request medical services and report the situation to the Event Coordinator immediately. c) If capable, assist with basic First Aid until Medical support arrives.

EMERGENCY PLAN

Fire:

  • Call emergency services (dial 111) and ask for Fire.
  • The organisers will arrange for someone to meet the fire engine and direct fire fighters to the fire.

FIRE EMERGENCY CHECKLIST

  • Raise the alarm.
  • Evacuate people from the area.
  • Ensure all those who need assistance are supported in their exit.

PRECAUTIONS

  • Do not endanger yourself.
  • Make sure you access the nearest safe exit route.

*Our assembly point is located outside the entrance to the Wild Woods, the main carpark area front of the old homestead.

Medical emergency:

  • Identified trained first aiders may assist whilst awaiting the arrival of St John personnel.
  • First Aid Kit is held in the Information Tent
  • The organisers will arrange for someone to meet the ambulance and direct officers to injured / unwell person
  • Keep a clear space around the person needing assistance.

Site/Location: The Wild Woods, Campground and Carpark most significant risks

Hazards/Risks Identified Potential Harm Risk Controls Residual Risk
Stinging insects e.g. bees and wasps Anaphalactic shock High

– Prior to and during the event, identify stinging insect nests in the ground and surrounding vegetation and have them safely removed if possible.

– Identify any nests that cannot be removed.

– All those with known allergies advised to bring their personal remedies e.g. epi-pen, antihistamine tablets etc

Moderate
Weather extremes Hypothermia, heat exhaustion, sunburn High

– Review weather forecast.

– Wear appropriate clothing and bedding, bring extra

– Ensure adequate safe drinking water is available (if in doubt, request water test data to ensure potable).

– Advise sunscreen or light clothing to cover arms etc, and hat.

– Provide sunscreen for delegates

Moderate
Poor hygiene Infection e.g. skin or gastro-intestinal system High

– Ensure toilet facilities are suitable for multiple users.

– Ensure adequate hand washing facilities.

– Adequate supply and use of safe hand cleaning agents at toilets and food areas (participants bring personal supply if desired).

Moderate
Electrical equipment Shock, fatality High

– All electrical equipment on site is tested by a competent person, and in date.

– Treat all fences as electric and ON.

– Cowley’s hire to test equipment

Moderate
Challenging behaviour Physical/emotional harm High

– Clear introductory information is provided regarding the use of alcohol and timeframes and reasonable areas for minimal noise.

– Two committee members to approach and request modification of unwanted behaviour.

– If modification of behaviour is not achieved the person/s will be asked to leave the site.

– In extreme cases the police may be called.

Moderate
Hot water urn (gas-fired) Burns High

– Placed on a stable surface.

– Signage to alert to boiling water and gas flame

– Under cover in a marquee – open walls

– Children accessing the hot water must be accompanied and assisted by an adult

Moderate
Workshop activities Burns, strains and sprains, lacerations Moderate

– Ensure the tutor provides clear safety guidance

– Scope pathways used for walks immediately prior to event

– Suitable clothing for event e.g. no loose clothing around fire, appropriate footwear for the terrain

Moderate
Uneven ground and rocks, fallen debris from trees Sprains, strains and injuries Moderate

– Ensure delegates are aware that the conference is situated in an environment with uneven ground.

– If unsteady on feet wear solid footwear.

– Check trees after high winds for hung/falling branches

Moderate