Version 1

June 2009

Tasmanian Adventure
Activity Standard
Developing an Operational Plan
(Supplementary Folder)

Advice for Organisations, Guides and Leaders

Draft B 14 June 2007

Tasmanian AAS (Supplementary Folder) – Developing an Operational Plan – Version 1

ADVENTURE ACTIVITY STANDARDS

TABLE OF CONTENTS
1 Who might use an Operations Manual? ................................................................... 3
1.1 Commercial Organisations .................................................................................... 3
1.2 Commercial Visitor Service License Applicants ..................................................... 3
1.3 Community Organisations ..................................................................................... 4
2 Customising the Manual ............................................................................................ 5
3 Generic Headings ....................................................................................................... 6
4 Further Information .................................................................................................... 7

Tasmanian Adventure Activity Standard – Developing an Operational Plan

Drafted by Tony McKenny for Sport and Recreation Tasmania
Endorsed by Tasmania’s outdoor recreation and adventure tourism sectors
Supported by the Tasmanian Government

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The following supplementary information has been provided as part of the Tasmanian
Adventure Activity Standards. It is not intended to be comprehensive in content but
includes further additional background information on key aspects of planning. Most
community groups and commercial organisations will probably already have some
protocols for dealing with the issues raised here even if they are not actually formalised
into a ‘manual’, but the information may be a useful reference for further reading, or for
more formal planning if deemed necessary.

1 Who might use an Operations Manual?

1.1 Commercial Organisations
At its simplest, an operations manual is a documented record of the operational practices
of an organisation. It provides operators with strategic management reference points in
the ever changing outdoor recreation industry, and procedures for the safe management of
their programs. It may be used for the guidance of day-to-day operations or provide
evidence of effective, professional, business and risk management planning for funding,
licensing, insurance or accreditation providers.

1.2 Commercial Visitor Service Licensing System – Application for a

Licence
Applicants for a CVS licence are required to provide the Parks and Wildlife Service (PWS)
with supporting information as requested on the licence application form.
This supporting information can then be assembled into an "Operations Manual” and
incorporated into a booklet for later additions as the operation grows. This format has the
following advantages:
an operations manual conforms to Tourism Industry Council of Tasmania’s guidelines
for quality assurance, and similar evidence is required for submission for
accreditation
it becomes a valuable defence in any court case as pre-existing written information
the possession of an operations manual could reduce public liability insurance
premiums by a considerable amount
since public liability insurance for operators can be difficult to obtain, an operations
manual can pre-dispose the insurance underwriters and brokers in the applicant’s
favour
an operations manual may afford considerable accreditation status for the
organisation
an operations manual provides a valuable written record for monitoring the
performance of the organisation.
Note: It is a requirement of a CVS licence that the commercial operator must achieve
accreditation under the Tourism Industry Council of Tasmania’s accreditation program
within eighteen (18) months from the date the licence commences.
Further information on the TICT accreditation program can be obtained by contacting the
TICT on (03) 6224 1930 or at www.tict.com.au/accreditation/
Further information on PWS operations manual guidelines can be obtained by contacting
the CVS section on (03) 6233 3636.
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Please note that for the purposes of a CVS licence application, it may be necessary,
in some circumstances, to have the operations manual approved by a qualified
person.

1.3 Community Organisations

Community organisations and recreation groups may choose to develop an operations
manual for much the same reasons as a commercial organisation. In particular, a manual
may assist in applications for public liability insurance and may become a valuable
defence in any court case as pre-existing written information. It is also a very useful
resource for inducting staff and maintaining safety standards within an organisation.

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2 Customising the Manual

A manual might include:
a clear statement of the organisation’s history, aims, philosophy, ethics, structure,
and future directions
an outline of financial, business and managerial practice and procedures,
environmental and land management codes of practice, policies and procedures
accreditation and qualification procedures and goals
a review of short and long-term strategic management plans
a reference of acceptable safe practices and a statement of risk and emergency
management procedures (including statutory requirements) for the activities included
in the organisation’s or business’ programs
a resource for staff training and staff appointment
a review of possible social impacts of the business or operation on other users of the
land, and actions taken to mitigate
an outline of the proposed operation as it is intended to occur on a daily basis,
incorporating such things as:
o equipment check and maintenance, including first aid kit
o pre-trip briefings to clients, transport arrangements
o staff recruitment, training, experience and qualifications
o weather forecasting and decisions in inclement weather
o the capacity of the clients to undertake the activity, business or operation
o an emergency management plan, search procedures, the role of contact
person, evacuation procedures and incident reporting
o a communications plan
o an outline of the procedure in the event of an incident
o policies around food handling.
Such a document should be dynamic and updated as and when changes in the
organisation occur, with a format that can be both easily used and updated. It should also
be readily accessible to staff and used as part of the day-to-day planning operation.
An operations manual, while providing standards and operational rules and procedures,
cannot hope to, alone, ensure the safety of any group or individual in every possible
program situation. Leaders and guides will always need to examine any situation they
encounter, and use their judgement, skills and knowledge of safe practice in developing an
appropriate response. However, if they choose a course of action that is contrary or
different to established practice as recorded in the operations manual, they may be held
accountable for any adverse outcome of that decision.

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3 Generic Headings

Table of contents Generic headings

1.1 Introduction Importance and role on strategic planning

Use and currency

Disclaimer

1.2 Description of Background, including history, mission statement, aims and objectives,
Organisation philosophy and code(s) of ethics (including confidentiality,
environmental and cultural).
Business Plan, including product definition, marketing plan, financial
procedures and management structure.
Professional including membership of professional bodies, industry
accreditation and so on.
Specific Policies on, for example, minimal impact processes, and the
use of alcohol and illegal drugs.

1.3 Administrative Administrative Plan, including costing, quoting, insurance, transport,

Procedures contracts, hire details, financial management and dealing with statutory
authorities (such as licensing).
Client Relationships, including dealing with enquiries, bookings,
cancellations and postponements.
Staffing, including written protocols for staff management, meetings,
qualification standards, induction, training, professional development
and statutory requirements (both state and federal) for Awards,
Occupational Health and Safety and so on.
Equipment, including standards, purchasing, maintenance,
replacement, storage and disposal, vehicle maintenance and driver
policy
Access, including liaison with land managers, licensing, trip notification
and environmental requirements
Programming, including staffing roster, site requirements, client
preparation, activity and area selection, annual leave, annual calendar
and so on.
Food Management (if required), including menus, statutory health
requirements, policies around food handling and purchasing.
Administrative Forms, Reporting and Record Keeping procedures,
including trip planning details and accident notification details.
Communications, including use of mobile phones, radios, Emergency
Position-Indicating Radio Beacons (EPIRBs), training, storage and
maintenance.

1.4 Safety and Risk Emergency Management Plan – Organisational, including

Management (1) notification of statutory authorities, procedures, dealing with the media
and next-of-kin, notification of emergency services, field/office
communications, roles and responsibilities.
Emergency Management Plan – Situational, including general

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procedures for lost participant, injury, death, evacuations, fire or natural

disaster.

1.5 Safety and Risk Risk Management assessment, including review of people,
Management (2) communication procedures, program, equipment and environmental
issues for each activity type, 24-hour contact information.
Accident/Incident Reporting, including incident report forms.
Medical Forms (staff and participant), including information on pre-
activity skill requirements, fitness, swimming ability and so on.
Protocols for managing client behaviour, including policies around the
use of drugs and alcohol.

1.6 Safety and Risk First Aid, including policies on equipment and training, equipment
Management (3)
Staff training, including reviews and evaluation.

1.7 Tasmanian For each activity, including nature-based tours, provide information on:
Adventure Activity The activity (activity description).
Standards Peak bodies and /or accrediting organisations.
Recommended Qualifications for trip leader/guide, including
experience and skill where no formal community accreditation is
available.
Equipment, including standards, individual and group.
Venues, including access, permission and licenses, environmental
issues.
Ratios, including variations according to age of participants, location
and environment.
Program Guidelines based on accepted common practice as a
minimum standard, but dependent on specific activity and area.
Additional Information, including specific planning or risk
management requirements.

4 Further Information
The activity standards listed are based on generally accepted common practice. Their use
in each individual activity or program may vary according to previous client experiences,
weather, environmental considerations and so on. It is strongly recommended that all
providers (commercial and non-commercial) obtain independent legal advice to ensure
they understand their duty-of-care obligations under the law in Tasmania.
For information on business operations, please see the Business Point website at
www.development.tas.gov.au/business/business_point

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CONTACT DETAILS

Sport and Recreation Tasmania

Department of Economic Development,
Tourism and the Arts
22 Elizabeth Street
HOBART TASMANIA 7000
GPO Box 646
HOBART TASMANIA 7001
Ph +61 3 6233 5926
Fax +61 3 6233 5800
Email: sportrec@development.tas.gov.au
www.development.tas.gov.au