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World Rescue Organisation
Host Pack
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World Rescue Organisation – Host Pack
Project:
WRO Documentation
Release:
9th October 2014 (WRO AGM)
Date:
18th September 2014
Product Title:
Host Pack
Identifier:
Author:
WRO Committee
Owner:
WRO Executive
Client:
Document Ref:
WRO/DOC004/HP V2
Version No:
2
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WRO Host Pack History
WRO – First draft September 2014
WRO – Second draft 18th September 2014
Document Location The source of the document will be found at – WRO Web site members Document Depository – Temporarily with WRO Secretariat until web site is finalised.
Revision History
Date of this revision: May - Aug 2014 Final revision date
Previous revision date
Summary of Changes Changes marked
18/09/14 N/A See Previous Version 1 N/A
Date of next revision: November 2015 Date of next approval: January 2016
Revision date
Previous revision date
Summary of Changes Changes marked
Nov 2015 Oct 2014 TBC TBC
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Distribution This document has been distributed to the WRO Executive and WRO Committee as per the current mailing list. In addition each WRO member organisation has been provided with a copy as indicated below:
Organisation Title Date of Circulation Version
APRAT WRO Member Level 1 25/08/14 2
ARRO WRO Member Level 1 25/08/14 2
NAVRA WRO Member Level 1 25/08/14 2
ROI WRO Member Level 1 25/08/14 2
UKRO WRO Member Level 1 25/08/14 2
VFDU WRO Member Level 1 25/08/14 2
ANSD WRO Member Level 2 25/08/14 2
Ghana WRO Member Level 2 25/08/14 2
Romania WRO Member Level 2 25/08/14 2
SAMRO WRO Member Level 2 25/08/14 2
TERC WRO Member Level 2 25/08/14 2
ABRES WRO Member Level 3 25/08/14 2
LRO WRO Member Level 3 25/08/14 2
Sakhalin WRO Member Level 3 25/08/14 2
AVEA WRO Member Level 4 25/08/14 2
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1. Introduction.
The World Rescue Organisation (WRO) in association with a member organisation
holds an annual World Rescue Challenge (WRC). Historically, member organisation
hold their regional and National challenges between February and September each
year and the WRC is the final challenge in the rescue calendar, held towards the end
of the year in October.
The information contained in this document is intended to assist rescue
organisations who are interested in hosting a WRC and is a guide only. The
information contained is a culmination of over 10 years of challenge experience and
the WRO executive have various specialist roles within the WRO, who can help
advise and bridge any gaps that exist within the host organisation to ensure the
challenge runs smoothly.
The WRO will agree a local lead organisation from its membership to work closely
with the host to provide day to day support and guidance in relation to all aspects of
the challenge. The lead WRO member, which will normally be based within the
country where the challenge is to be held, will along with the host provide regular
updates to the WRO committee including during the monthly WRO conference calls.
2. Timelines: Introduction.
The WRC is a huge investment and takes many months to plan. For that reason, the
WRO executive advise at least 12 month planning process to ensure all elements of
the challenge are achievable. Historically, challenges have been planned and
operated in less than 7 months, however the work involved in attempting this is huge
and the decision to attempt this should not be undertaken lightly.
An expression of interest in hosting a WRC should be made in writing to the WRO
Secretary, which will be passed to the WRO Committee for consideration. The WRO
will consider such applications based upon a basic plan/idea of what the member
organisation wish to achieve and due cognisance should be taken of a suitable
venue, transport links and the availability of hotel accommodation and location of
international airports. A more comprehensive list of considerations is given in
appendices at the back of this document.
2.1 Planning Process.
The WRC attracts teams from all the member organisations and depending upon
their individual membership level, each organisation may be awarded up to 3 places
with unallocated places being reallocated to other organisations. The capacity or the
challenge currently is 32 teams, this is based on the practicalities of being able to
process all teams through the various rescue challenges within the time available.
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The WRC has always held a Road Traffic Collision challenge (RTC) and in recent
years member organisations have developed the concept of the challenge to
encompass all disciplines of specialist rescue and trauma. In recent years the WRC
has held the following rescue disciplines within a single WRC:
RTC Challenge. (Compulsory)
Trauma Challenge. (Compulsory)
Line / Rope rescue challenge. (Optional)
Urban Search & Rescue (USAR) challenge. (Optional)
Water rescue challenge. (Optional)
The above list is in no way a prerequisite framework for a WRC, nor is it limited to
the list given as the WRO understand that there may be a unique demand for a
particular discipline from member organisations and any desire to add to the list
above will be carefully considered by the WRO executive. The optional disciplines
are dependent on there being a suitable location and resources available. Local
member organisation are encouraged to use the WRC as a development platform to
introduce the concept of the other disciplines and promote the future growth of their
organisation and their national Fire & Rescue Services / EMS.
2.1.1 RTC Challenge.
The challenge area will need to be of hard standing/ surface capable of withstanding
the weight of a fully loaded Fire appliance / truck. (15 Tonnes) and should not
include areas of decorative paving or soft tarmac.
The RTC area will need to have 4 individual pit areas each one measuring 10 x 10
metres and be fenced off from spectator with an additional safety area of 3 metres
between the pits and spectator viewing areas. 3 pits are in use at any one time with
the 4th pit being a transitional pit used to construct scenarios to ensure a constant
flow of teams through the pit areas. (See section 5.1.1)
An area large enough to store a minimum of 100 crash damaged cars will also be
required to the rear of the pit area so forklift trucks / tele-porters can move vehicles in
and out of the pit area. For safety reasons, no spectators should have access to the
pits and vehicle storage areas. Further areas are required for appliance equipping,
assessor debrief and welfare & isolation for teams.
A spectator area and trade stand / sponsor area can then be constructed towards
the front of the pits or sited where appropriately. As there will be a large number of
spectators & the local Fire & Rescue / EMS service are encouraged to use the event
to raise the awareness of public safety and showcase their services to the public.
Further information regarding the logistics required is detailed in the logistics section.
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The WRO has specialists who can provide advice on the structure and logistical
requirements of the discipline
2.1.2 Trauma Challenge.
In recent years the trauma challenge has grown in popularity and has become an
intrinsic part of every WRC. An individual area of 10 x 10 metres is ideal and the
number of teams has grown each year so depending on the final number of teams
entering, several pits may be required. Historically due to the nature of the
challenge, this discipline has been held in doors or under cover, a marquee,
appliance room or lecture theatre are all areas for consideration. The event can be
held outside if the host country traditionally has fine weather in October. Additional
areas are also required for team isolation, assessor debrief and welfare.
The trauma also requires additional props to make the scenarios realistic, these can
be ladders, electrical tool, motorcycles etc. The WRO has specialists who can
provide advice on the structure and logistical requirements of the discipline. A list of
logistical considerations is given later in the document.
2.1.3 Line / Rope rescue.
This optional element of the WRC is dependent upon the availability of a suitable
structure where a rope rescue team could be expected to traverse and rescue a
casualty safely to the ground. A free standing scaffolding type structure has been
used in the past, however this adds great expense for the hosts and the advice
would always be to make use of the surrounding structures if these are suitable. The
WRO can provide advice on suitability of a structure if required. As with all the
previous disciplines; additional areas/rooms will be required for the isolation of teams
& assessor debrief and welfare. Teams historically use their own equipment,
however the host organisation must ensure that additional equipment including ropes
are available. All equipment supplied by the host must be tested in accordance with
manufacturer’s recommendations and be inspected before each use for wear and
tear and damage. WRO can supply suitable qualified staff to advise organisations if
required.
2.1.4 U.S.A.R.
In recent years, organisations have developed the use of the urban search and
rescue capability of Fire & Rescue Organisations to develop this into a challenge
format. Historically, the area used has been 40 m2 and the scenario has involved
teams having to shore and stabilise an unstable structure and cut through various re-
enforced construction material (Usually 2m blocks of concrete and then traverse a
complex maze of building rubble to locate and rescue casualties).
A descriptor for water is required in line with the list in 2.1 above
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2.1.5 General challenge requirements.
All disciplines are timed and a team running order will be required for each discipline
making sure that teams attend an isolation area at least 30 minutes before their
scenario run time. Time must be factored in to the schedule to allow 10 minutes kit
retrieval and make up time then a 15 minute de-brief from WRO assessors. An
example of an event timetable is given in the appendices.
Team welfare/changing areas will be required close to the venue for all disciplines in
addition to requirements for assessors and pit crews who will require welfare
facilities, team debrief rooms and separate rooms for marking and relaxing during
the event.
The head assessor will require a secure location with I.T facilities so that the score
sheets can be collated and stored securely throughout the challenge. The provision
of a member of staff from the local WRO member or a member of the WRO will be
located within this room to collate scores.
Catering & refreshment facilities should be available for teams, this can be either a
mobile cafe facility or access to a nearby cafe or restaurant. Catering for assessors
and event staff must be provided by the organisation hosting the challenge.
Hotel accommodation should be provided for assessors and WRO staff close to the
venue or transport will need to be provided throughout the day (see WRO MOU).
Where possible the event hotel should not feature within the recommended lists for
teams.
3 Challenge format.
3.1 Introduction.
The WRC challenge has historically be held from a Thursday through to Sunday
inclusive; however the format of the challenge can be agreed with the WRO
executive once approval has been given to host the challenge. An example of the
challenge programme is as follows:
2 – 3 days before the start.
WRO officials and Assessors will start to arrive. Some teams will start to arrive
depending on flight times etc and their transport from airports will need to be
coordinated by the hosts. The WRO Secretary will assist and liaise with the host
organisers regularly throughout this period, however it is the responsibility of the
teams and the hosts to ensure all arrival and departure information is managed.
Event day 1.
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The hosts will organise an opening ceremony which includes the opening address
from the chair or the WRO and the host organisers. This will also be where teams
will be given their information packs and event timetables. The team briefings
usually end the opening ceremony, where teams can ask any questions regarding
the challenge format; this is facilitated by the WRO assessor team. The day before
the challenge the WRO hold their AGM which will require a meeting room with a
minimum capacity of 30 to also include I.T infrastructure and web access, (see
MOU)
The WRO appointed head assessor and WRO liaison officer will also hold an
assessors workshop which is compulsory for all assessors to attend. A room
capable of holding a minimum of 30 people will be required and I.T facilities will also
be required.
Event day 2 / challenge days 1-3.
Three full days of the rescue challenge. The teams are usually expected to start in
the challenge pits at 07:30 and the challenge may run in to the early evening
(17:00/18:00), depending upon local conditions within the host country, consideration
will have to be made for lighting the pit areas if the challenge is held outside. Each
team will proceed through each pit on each challenge day, therefore depending on
the final number of teams competing each pit should have a team timetable for each
day.
One evening (Usually on evening of the first challenge day), a social event is usually
organised by the hosts (Swaps night) where the teams can relax and swap items of
uniform or memorabilia. The host organisation is responsible for securing the venue,
usually at the event hotel or other suitable venue and may include entertainment.
Evening of challenge day 3.
The closing ceremony usually takes place from 19:00 onwards (depending on
timetables) and involves local entertainment and awards ceremony. The host
organisation is responsible for providing the awards, advise can be sought from the
WRO secretary with the WRO logo, challenge name and year featuring prominently
on the awards. The host organisation is encouraged to make the awards individual
in design to include a notable feature of the host country/city/fire department etc.
(see MOU)
Day 4
Teams and WRO officials depart. The host organisation is responsible for arranging
a transport timetable for team and officials to be taken to the airport. Full flight
information of WRO officials and assessors will be coordinated by the WRO
secretary and passed to the host organisers before the event; teams will be
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encouraged to contact the hosts directly for their travel requirements to and from
airports.
3.1.1 RTC Challenge.
The RTC challenge is a compulsory event and although the format of the challenge
may change to include disciplines that member organisations feel is appropriate; the
general format is that all teams complete 3 scenarios which are set up in advance in
the pits. To ensure a consistent assessing methodology, each discipline will stay
within a designated pit area and have its own assessors allocated. The scenarios
run from a 10 minute rapid evolution through to a 30 minute complex RTC scenario
involving several vehicles and casualties. The WRO in conjunction with the host will
agree which three of the following evolutions will form part of the RTC challenge.
10 minute rapid extrication.
20 minute limited extrication (No hydraulic power tools)
20 minute standard extrication.
30 minute complex extrication (multiple vehicles and casualties.
The host organisation will need to supply up to 4 fire appliances / trucks with a
compliment of RTC associated equipment. A full list is available in the appendices of
this document. The WRO also recommend that the various hydraulic tool
manufacturers are invited to supply equipment as part of the sponsorship package
and a tool area and appliance loading area is established close to the team isolation
area so that the team can select what equipment they wish to use for the scenario.
Teams will have to disclose what tool manufacturers they wish to use and this should
be considered when designing the team timetable for each pit. It is advisable that
each fire appliance / truck is assigned to one pit area and that it stays with that
designation throughout the event. This will ensure equipment changeover time is
reduced to the absolute minimum.
3.1.2 Team processing.
Teams will report to a registration area as outlined within the challenge timetable
which will take into account time for teams to change in to their protective clothing
before entering a controlled area. The team will select what equipment they require
although the fire appliance may not be available at that time. The team working
within the equipment area will ensure all the equipment and personal team
equipment is placed within the appropriate stowage lockers on appliances (with the
team if the appliance is available). The team will then enter isolation which is a
secured area away from the direct line of sight of the challenge / pit areas. This is to
ensure the team does not have any prior knowledge of the scenario. 10 minutes
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before the start of their run off time, the team are moved out of isolation and are
allowed to check the contents of their assigned appliances for equipment stowage
before going in to the pit area. It is IMPORTANT that team timetables and
timings be kept to as a few minutes delay at the start of the day can throw the
days timetable out by several hours at the end of the day.
The team will be assessed the moment the crew disembark from the appliance and
when the scenario reaches it maximum time allocated, the lead assessor will blow a
whistle to signal to the team that the assessment process is over and all rescue
operations should now cease. The team is allocated 10 minutes to gather their
personal equipment and report to the team debrief area which is separate from the
challenge area and away from the challenge spectators. The pit crew will load the
appliance and equipment for return to the equipment area and the scrap cars will be
removed to the storage area to be disposed of. The assessing team will use the 10
minutes allocated to the team to complete the score sheets and finalise their
thoughts in preparation for the debrief process.
The debrief will last no longer than 15 minutes, during which time all assessors will
have summarised the teams performance and the pit crews will be setting up the
next scenario ready for the process to run again. The debriefed team will then be
allowed to depart and may move on to another event such as the trauma or line
rescue discipline, team timetables for all events should be mindful of potential
conflicts between timings.
3.1.3 RTC Scenarios
The RTC challenge runs 3 distinct scenarios for each team. Historically these do
change slightly depending upon the needs of the member organisations; however
the broad format follows:
10 Minute Rapid.
This is usually a lightly damaged car or an additional prop car to add a degree of
complexity to the scenario. The objective is to achieve a controlled release of the
casualty within the 10 minute allocation. This pit is usually the easiest to manage as
the scenarios are shorted and the complexity in staging the scenario is less time
consuming.
20 Minute Limited.
Teams are given 20 minutes to achieve a controlled release of the casualty without
using powered hydraulic tools. Battery powered tools (including battery powered
hydraulic tools are permitted) and this is to simulate the teams ability to extricate a
casualty without an over reliance on hydraulic tools.
20 Minute Standard.
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Teams are given 20 minutes to achieve a controlled release of the casualty using a
range of standard hand and powered hydraulic tools.
30 Minute Complex.
A team is given 30 minutes to achieve the controlled release of 2 casualties, one of
which is critically injured and requires a 10 minute release and the other will suffer
from a physical entrapment (simulated). In the past, some hosts have used training
dummies to actually crush into cars, however a vital element of the WRC is that team
deal with live casualties so vital feedback can be given to the teams on how they
managed the casualty from the start of treatment to final release. More information
on the casualties is included in the resources sections later in the document.
The challenge scenario information pack is available to help guide the member
organisation in arranging suitable scenarios.
3.1.4 Trauma challenge
The team management process for all the challenge scenarios are very similar in
that equipment selection and checks are done and the teams move in to isolation
prior to starting the scenario.
Each scenario is designed to test emergency personnel on their knowledge and
understanding of trauma management. Each team will register in line with the event
timetable before their run off time and then be moved in to an isolation area while the
scenario is being constructed. During isolation the team will have the opportunity to
check their equipment prior to the start.
All casualties will be real and have professionally applied make up so visual
representation of the injuries can be seen by the team, this limits the amount of
interaction with the assessors. Teams can request the help and assistance of
members of the audience when attempting processes that require more than the two
team members eg Movement on to a long board / spinal management.
Recent developments in the trauma challenge have seen the introduction of a
complex scenario with extended times and multiple casualties and teams. An
example of a trauma timetable is given in the appendices of this document.
3.1.5 Line Rescue / USAR/ Water Rescue Challenge.
The rules governing these challenges are complex due to the lack of an international
standard in operating and equipment. The WRO executive can supply suitably
qualified advisors to gauge the benefits of operating such challenges as the
equipment requirements and facilities are complex and difficult to source within one
location.
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4. General challenge advice.
4.1 Introduction.
The challenge concept can be a complex process and for that matter the WRO
would advise that a series or challenge working groups are established to manage
each discipline (RTC Group / Trauma Group etc). In managing the smaller elements
of the challenge within one area or venue will make the workload manageable for all
concerned.
4.1.1 Team Registrations
Team eligibility to apply is controlled by the WRO secretary in conjunction with each
member organisation who will have a number of team slots available to them. The
host organisation will be responsible for coordinating the final team numbers and
names with the WRO secretary and teams will then need to register directly with the
host organisation. This is usually done through a website which can be established
specifically for the challenge or it can be done as a page to an existing members
site. Following registration the WRO secretary will confirm eligibility for each team to
participate with the host, only after this is done will teams receive conformation
of their participation from the host. This process is necessary in order to ensure
that the approved teams from each WRO member organisation compete.
4.1.2 Payments.
The hosts are encouraged to establish an electronic process of payment which is
easier for teams to manage as the hosts will be responsible for collecting the entry
fees. Some teams will like to pay directly with cash on their arrival, this should be
avoided, however if this is the only way for teams to pay, some guarantee that the
payment will be received is required as the team will have a place reserved which
would have been available to another team should they not attend.
There is a financial levy applied by the WRO to the hosts for hosting the challenge
and this is negotiated and agreed between the WRO and Host and confirmed
through the signing on the Memorandum of Understanding (MOU). This is paid
directly to the WRO after the event and is managed in consultation with the WRO
Treasurer.
The challenge title will be: World Rescue Challenge (Year) (Place or location or host
organisation name). All documentation regarding the challenge should include the
corporate image (WRO logo) prominently on all literature and the host organisation
may accompany this with their own logo. Attendance certificates for teams as
recognition of their contribution and official awards should also include the WRO
logo, challenge year prominently. See Branding Guidelines for use of WRO logo.
Due to the large financial investment from teams and sponsors, suitable insurance
will be required to indemnify the hosts and the WRO against 3rd party claims and
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cancellation of the event. Host organisers should refer to the MOU for further
guidance and liaise directly with the WRO secretary.
4.1.3 Team management
A comprehensive information pack should be provided to each team. This should
include a team challenge timetable outlining registration, isolation and runoff times.
The information pack should also include general information regarding the
availability of public transport systems, local visitor attractions, key telephone
numbers in case of emergency and an itinerary of the event in full.
An information point should be established at the venue to support teams and
consideration should also be given to providing a 24 hour emergency telephone
number in cases of emergencies. The information point should be staffed in excess
of the hours assigned to the challenge (07:00 – 18:00).
As the number of people that will be attending, a selection of information on locally
approved restaurants should also be provided and the WRC is a useful element in
boosting the local economy over the challenge period, with upwards of 1,000 fire
service and EMS personnel attending the event.
Teams will be encouraged to contact the event team directly with their travel
arrangements to and from the airport. It is therefore recommended that any potential
venue should be selected for the good transport links and close proximity to an
international airport. A selection of local hotels varying in price ranges should be
selected and included within the challenge information website allowing teams to
select a hotel within their budget. If the hotels are some distance from the challenge
venue, consideration should be given to running a circular transport route that visits
each hotel throughout the day. Details of public transport infrastructure should be
included within the team information pack.
4.1.4 Sponsors
The WRC will attract a large number of emergency personnel from all over the world
and therefore the challenge is a good opportunity to attract sponsors. The WRO
would recommend that a trade area is established within a prominent position at the
venue for sponsors and this is a revenue generation stream for the hosts to explore.
At some WRC, the hosts have a selection of challenge memorabilia such as T-shirts,
badges/patches and cap/hats etc available for purchase by the teams. All such
items must carry the WRO logo which will be a licenced product from the WRO ( see
section 4.1.2 above on corporate logos); and it is for the hosts to manage this
aspect.
5 Logistics
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5.1 Introduction.
The WRC is a large undertaking with up wards of a 1,000 fire and EMS staff
attending, an opportunity is also present for a community information event to be
held alongside the challenge which makes the event a public demonstration of the
skills of the emergency services. Logistically, managing 32 teams and many
hundreds of public visitors can be challenging so a large venue with easy transport
links would be required.
5.1.1 Resource requirements.
a) Storage for 100 crash damaged vehicles and a selection of other road
vehicles such motorcycles, large goods vehicles etc.
b) A selection of props such as street furniture (streetlights, road signage etc)
c) A storage area for the cut cars and vehicles prior to removal from the site.
d) Forklift or Tele Handler vehicles and a provision to damage scrap vehicles
will be required.
e) Additional areas for other challenges, Trauma, Line/Rope, water etc (see
specific sections within the document)
f) Refreshment areas.
g) Community and public information areas and displays.
h) Sponsor and trade area.
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The following aerial photograph is an example of the logistical considerations for a
challenge:
5.1.2 Other planned events
The following are examples of the events featured at the 2013 WRC:
1. Awareness safety classes for the public.
2. Hands on training (H.O.T.) for emergency personnel.
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3. Vehicle Rescue Challenge (simulated auto accidents).
4. Trauma Rescue Challenge (simulated injury incidents).
5. World Rescue Challenge Leadership Seminar.
6. Safety Education Day.
a. Extrication team finals.
b. Trauma team finals.
c. Multi-National rope rescue demonstration off of Clearwater Memorial
Bridge.
d. Fireboat demonstration (simulated boat fire extinguishment).
e. United States Coast Guard demonstration (simulated open water
air/sea rescue).
f. Car seat checks and installations.
g. Multiple specialty team demonstrations.
h. Multiple static displays.
i. Multi agency apparatus display (fire, police, EMS and military).
The above list is by no way a pre-requisite requirement for hosting a WRC, it is an
example of how the event can be used to promote the work done by the host
service.
5.1.3 Equipment List for Fire Appliance/ Trucks.
The following equipment will be standard stowage on each of the three appliances
provided for the WRO Challenge.
All teams must use this equipment.
Fire fighting
DP Extinguisher [1]
Small Gear
Hooligan Tool [1]
Ratchet Strap [2]
Glass punch [1]
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Hand axe [1]
General Purpose Line [1]
Socket set + torque drivers [1]
Duck tape [2]
Seat belt cutter [1]
Bolt Croppers [1]
Airbags with regulator + cylinder [1]
Tool Kit
Rubber mallet [1]
Screw driver slotted [3]
Screw driver posidrive (star) [3]
Hacksaw & blades [1]
Set of spanners [1]
Adjustable spanner [1]
Pliers [1]
Locking Knife [1]
Stability Equipment
Step blocks wood [10]
Step blocks plastic [5]
Crib blocks [8]
Wedges, wood [10 (small & large)]
Wedges, plastic [5 (small & large)]
Short extension ladder (two section) [1]
Stab-fast stability system (or similar)
Battery Power Saw
Windscreen saw [1]
Spare batteries [12]
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Hydraulic Rescue Tools
[1 set chosen by teams]
Protection Equipment
Tear drop - hard protection [2]
Soft protection sheet [1 set]
Salvage sheet [1]
Screen sheet [1]
Sharps covers [1 set]
Medical Equipment
Long spine board [1]
Medical collars [1]
Resuscitator/ O2 therapy unit + O2 cylinder [1]
Trauma bag [1]
Blanket [1]
Please note that all of the above equipment will be stored on the appliance in several
lockers. One locker will be kept clear for teams’ to stow personnel small gear.
Team provided equipment must be capable of fitting into the locker provided (or
elsewhere on the appliance) and must be capable of being stowed securely and
meet all relevant local safety requirements. Team provided equipment is also
subject to scrutiny by the Head Assessor’s nominee prior to being used in the
challenge.
Teams will provide their own dust mask, latex gloves, goggles and ear, Defender’s
as appropriate. however a provision by the host must be made as a contingency.
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5.1.4 Example resource list and providers
TASK WHO
Corporate and Trade Show
Team Entries/Registration
Advise WRO of per head cost to attend each function and the overall team entry fee Host
Set team entry incorporating function costs and fee payable to WRO
WRO & Host
Seek registrations to enter challenges WRO & host
Form/on line registration - Team Nominations Host
Form/on line - Accommodation information Host
Confirm WRO delegates attending WRO
Advise WRO of VIPS attending Host
Confirmation team registrations WRO
Arrange system to register and record all attendees Host
Trade Show
Identify an area for Equipment Displays Host
Source Equipment Displays Host
Arrange catering near trade show Host
Media/Publicity
Establish a web site with challenge specific information Host
Media Releases x 3 (Crushing cars, opening, main day) Host
Media release - Invite local media to attend Host
Public Relations Bulletin - Internal host promotion Host
Media release - Announce winners WRO & Host
Opening Function
Determine nature of function Host
Select appropriate venue Host
Prepare Opening Ceremony running sheet WRO & Host
Arrange - Event Photographer Host
Arrange catering if required Host
Other Social Function (Swap Night)
Determine nature of function Host
Select appropriate venue Host
Arrange catering if required Host
Challenge Awards
Order Trophies for Challenge Host
Order Thank you gifts for Challenge Management Team Host
Certificates for each participating team Host
Arrange delivery of trophies Host
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Closing Function
Determine nature of function Host
Book venue Host
Determine cost and arrange ticketing if required Host
Confirm numbers attending Host
Arrange - Entertainment Host
Arrange catering if required Host
Award presentation section of function WRO & Host
Arrange - Event Photographer Host
Accommodation
Identify & negotiate special rates Host
Recommend single venue for all WRO requirements Host
Book WRO accommodation on advice from Host WRO
Pay for WRO Executive accommodation (MOU) Host
Provide accommodation information to WRO to advise teams
Host
Manage VIPs
Meet and escort during event WRO & host
Hospitality arrangements Host
WRO Meetings
Arrange venue for WRO AGM meeting Host
Event Management
Budget
Develop Host budget Host
Establish Account Structure Host
Determine team entry fee in conjunction with WRO WRO & Host
Event Program
Develop Event Program WRO & Host
Publish challenge timetable WRO & Host
Develop Team Briefing WRO
Develop Team Draw and Event Timetable WRO
WRO Challenge Management Team
Appoint WRO CMT WRO & Lead WRO member
Develop Challenge Management Team Info Package (Pre-Event)
WRO & Lead WRO member
Advise times they will be required WRO
Develop Assessors Workshop & CMT Briefing Program WRO
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Conduct Assessors workshop WRO
Conduct CMT Briefing WRO
Develop Event Documentation
Update rules and assessment guidelines WRO
Distribute rules and assessment guidelines WRO
Distribute General Information Package to Teams Host
Provide host with master documentation to copy WRO
Photocopy Score Sheets for Assessors Host
Copy rules, timetables, etc for welcome kit Host
Develop welcome kit for teams and all CMT members Host
Prepare WRO material for welcome kit WRO
Update Event Scoring Program to suit number of teams WRO
Rescue Seminar
Identify and book venue Host
Develop Program WRO & host
Arrange Speakers / Facilitators Host
Confirm Numbers Host
Arrange - Tickets Host
Arrange - Seating requirements Host
Arrange Resources appropriate to presentations Host
Event Transport
Determine if transport will be provided for teams Host
Arrange airport pick ups and drop offs for all WRO and assessors
Host
Infrastructure and Resource Management
Venue Operations
Select and book venue Host
Ensure site meets all requirements as advised by WRO Lead WRO Member & Host
Site Inspection Lead WRO Member & Host
Source a Map of Facility Host
Arrange secure location for storage of equipment on site Host
CMT & Support Crew Catering
Arrange Morning / Afternoon Teas Host
Arrange Lunches (Challenge Days) Host
Arrange Lunches (Rescue Seminar) Host
Arrange Lunch for Workshop (Assessors) Host
Advise Caterer of numbers & finalise meal requirements Host
Arrange Meal System for CMT and support crew - vouchers or other
Host
Provide loan helmets for all WRO assessors on advice from WRO
Host
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Cleaning Services
Select and Book Cleaning Services Host
Arrange Mini Skips (3x3mtr x 4) Host
Arrange Wheelie Bins for spectator areas and pits Host
Arrange Cleaning Daily - Toilets, Empty Bins Host
Arrange Cleaning Post Event Host
Arrange Cleaning of outside area Host
Administration & Communication Resources
Radios & Headsets Host
Arrange radio channel allocation Host
PA System Host
PC and Printer for scoring, admin and registrations Host
Data Projector for assessor workshop Host
AV Equipment for Rescue Seminar Host
Filming of teams during challenge scenarios Host
AV Equipment for Dinner Host
Develop 'key contacts' list Host
Event Signage
Arrange Signage Host
External Host
Pits - Limited, Unlimited, Rapid Host
Teams Report Here Host
Equipment dump Host
No Entry, Event Staff Only Host
Directional Signage (Toilets, Team Reg, Café) Host
Team Isolation 1,2,3 (A3) Host
Confirm Event Signage Host
Installation of Event Signage Host
Event and WRO sponsor recognition Host
Infrastructure and Equipment
Arrange enclosed facilities for isolation & casualties (4 required)
Host
Arrange traffic management system to separate forklifts from pedestrians
Host
Arrange raked seating (bleachers) in challenge area Host
Arrange - Tables and Chairs for pit crew rest area Host
Arrange - tables and chairs x 10 for each isolation area (3 of)
Host
Arrange - 1 Table and 10 Chairs (Casualty prep area for moulage)
Host
Arrange - VIP hospitality facilities Host
Arrange - Event Parking Host
Arrange / Source use of medical first responder for real events
Host
Arrange barriers (pit boundary) - 110m Host
Arrange - 2T Forklift, side shift, long arms x 2 Host
Arrange - 6T Forklift, side shift, long arms x 2 Host
Page 24 of 29 WRO/DOC004/HP V2
Arrange - Plant Equipment for damaging wrecks (25 t excavator or similar)
Host
Scenario Props
Arrange - Props Host
3 x Concrete Barriers Host
1 x Power Pole Base Host
1 x Power Pole and Cross Arm + 3m cable Host
1 x Power Pole Street Light Arm and head Host
1 x Motorbike Host
1 x Motorbike Helmet Host
1 x Concrete Storm Water Pipe Host
Manikins - lots! Host
1 x 600 x 450 U shaped Concrete Block Host
1 x Traffic Light Pole Host
1 x Section of road side railing (2-3M) Host
Arrange storage of props Host
Arrange transportation of props Host
Challenge Pit Equipment
Source hydraulic tools from suppliers Host
Source rescue equipment for each pit as per WRO list Host
Confirm rescue equipment for each pit as per WRO list Host
Confirm arrival and collection of hydraulic rescue tools from each tool supplier
Host
Arrange Medical Equipment Host
Arrange Face Masks and Hoses Host
Arrange Oxygen Equipment Host
Arrange Oxygen Cylinders Host
Arrange Air Cylinders for air tools Host
Check compatibility of cylinders with Air Equipment Host
Arrange Absorbent materials for oil/fuel spills Host
Source 6 Stop Watches Host
Arrange - 3 x Industrial Vacuum Cleaners for glass removal Host
Assemble Pit Tools Host
Equipment Maintenance
Arrange stand by repair services Host
Challenge Vehicles
Source / Arrange wrecks (no of teams x 3 plus spares) Host
Arrange Security for vehicle wrecks Host
Prepare wrecks - drain fluids Host
Arrange - Fluid Drums for removal off-site Host
Prepare wrecks - construct scenarios to WRO standard Host
Arrange Crushing and Removal of vehicles Host
Prepare Challenge Venue (Bump In)
Scenario Preparation area Host
Design Pit Layout Host
Approve pit layout WRO
Arrange Isolation and Debrief Areas Host
Page 25 of 29 WRO/DOC004/HP V2
Arrange spectator areas Host
Design scenarios WRO
Provide list of props required WRO
Construct pits Host
Prepare Bump Out
Plan Bump Out Host
Carry Out Bump Out and clean up Host
Arrange Consumables
Barricade Tape Host
Safety Glasses / Gloves Host
Dust Masks Host
Ear Plugs Host
Bottled Water for teams and CMT Host
Spray Paint for vehicle markings Host
Sun Screen Host
Fuel and oils for rescue tools Host
Duct Tape Host
Blades for Reciprocating Saws Host
Containers for collecting oil/fuel from cars Host
Bag of rags Host
Resupply of consumables from first aid kits Host
Support Crew Personnel
WRO Challenge Management Team
Advise number of people in WRO CMT WRO
Identify Event Support personnel to support WRO CMT
Arrange personnel to fill all roles as per list in guide Host
Brief Support Personnel
Develop Personnel briefing notes Host
Manage Meal Voucher allocations Host
Arrange - Event Duty Officer Roster Host
Interior Assessors
Arrange Interior Assessors on advice from WRO Host
Arrange Moulage provider Host
Arrange Indemnity Host
Ensure IA's meet WRO requirements Host
Ensure IA's complete WRO checklist WRO
Arrange Casualty Clothing Host
Brief IA's WRO
Provide Scenarios to IA Manager if using moulage WRO
WRO CMT Transport
Airport Pick-ups for WRO CMT if necessary Host
Shuttle Bus for Challenge Management Team if necessary Host
'For real' First Aid Requirements
Arrange on site first aid Host
Page 26 of 29 WRO/DOC004/HP V2
Arrange personnel Host
First Aid Supplies Host
The above table is by no way a pre-requisite list of resources, it provides a guide in
which host organisation’s can work to.
The WRO have advisors that can help and assist the host organisation in the
development of WRC at the planning stages and also during the challenge. The
challenge is designed to help develop the host organisation’s understanding of
hosting WRO approved challenges within an agreed format and assist host
organisation’s in obtaining level one membership status (WRO Constitution).
Other supporting Documents
1. WRO Constitution.
2. WRO / Host Memorandum of Understanding (MOU).
3. WRC Challenge scenarios (RTC).
4. WRO Assessor policy.
Page 27 of 29 WRO/DOC004/HP V2
5.1.5 Example of a complex scenario (30 minute) team timetable
TEAM TOOL PREP ISOLATION ASSESSORS START PIT FINISH DEBRIEF START FINISH2 SCENARIO TOOLS
1 07:40 08:00 08:10 08:15 08:45 08:50 09:05 ? 2 08:25 08:45 09:05 09:10 09:40 09:45 10:00 ? 3 09:20 09:40 10:00 10:05 10:35 10:40 10:55 ? 4 10:15 10:35 10:55 11:00 11:30 11:35 11:50 ? 5 11:10 11:30 11:50 11:55 12:25 12:30 12:45 ? LUNCH LUNCH LUNCH LUNCH LUNCH LUNCH LUNCH LUNCH 6 12:40 13:00 13:10 13:15 13:45 13:50 14:05 ? 7 13:25 13:45 14:05 14:10 14:40 14:45 15:00 ? 8 14:20 14:40 15:00 15:05 15:35 15:40 15:55 ? 9 15:15 15:35 15:55 16:00 16:30 16:35 16:50 ? 10 16:10 16:30 16:50 16:55 17:25 17:30 17:45 ?
Page 28 of 29 WRO/DOC004/HP V2
5.1.6 Example of trauma timetable
TRAUMA CHALLENGE SATURDAY RUN OFFS 14 Teams Total
Team
Isolation Time In Team Name Time Out Debrief End Team #
08.30-09.00 09.00 Ungarn 1 09.10 09.25 1
09.00-09.30 09.30
Emergency Medical Team Kaltenkirchen 1 09.40 09.55 2
09.30-10.00 10.00 West Midlands 10.10 10.25 3
10.00-10.30 10.30 Falkirk (Central Scotland) 10.40 10.55 4
10.30-11.00 11.00 Hampshire 11.10 11.25 5
11.00-11.30 11.30 Leicestershire 11.40 11.55 6
11.30-12.00 12.00 LFB Extrication&Trauma Team 12.10 12.25 7
12.00-12.30 12.30
Northumberland Fire and Rescue Service 12.40 12.55 8
12.30-13.00 13.00 Team NAVRA 13.10 13.25 9
13.00-13.30 13.30 Traum-H (Malteser Hilfsdienst) 13.40 13.55 10
13.30-14.00 14.00 Cheshire Fire Service 14.10 14.25 11
14.00-14.30 14.30 Ungarn 2 14.40 14.55 12
14.30-15.00 15.00 West Area Derbyshire 15.10 15.25 13
15.00-15.30 15.30
Emergency Medical Team Kaltenkirchen 2 15.40 15.55 14
Page 29 of 29 WRO/DOC004/HP V2
6 Further advice and guidance
The WRC is a very large undertaking and this document is intended to provide a
structure to follow and assist hosts organisations in planning and hosting the WRC.
It is important that any venue that is being considered should have good transport
links to a number of hotels, airports and restaurants and be large enough to hold the
challenge as storage areas for the logistics can be as large as the actual challenge
areas.
The cars that are used for the RTC must be crash damaged (see the WRC Scenario
document) and be drained of all fluids from the engine as some vehicles will be
inverted. Batteries should be removed and the host is encouraged to source a
selection of different vehicles to make the challenge realistic.
The RTC logistics team will need to be on site at least one week before the
challenge to crash prepare all vehicles (see WRO scenario document) and ensure all
fluids and batteries are removed.
The challenge is a good vehicle for advancing rescue knowledge and the hosts are
encouraged to speak to vehicle manufacturers that may also be interested in
demonstrating their new technologies and vehicles during the challenge.