Victorian Historical Combat Academy (VHCA)

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Safe Operating Procedures

Victorian Historical Combat Academy Safe Operating Procedures.
These are copies of the current procedures as of Version 1 January 2025. Please contact a club officer with ant questions or to see if there are subsequent amendments.

1.0 Preamble

These procedures form the recommended minimum standards for the safe conduct of training and open halls operated or endorsed by the Victorian Historical Combat Academy (VHCA), for the purposes of insurance and general safety. These procedures are adopted from the Historical Fencing Australia (HFA) safe operating procedures version 1.5. These minimum standards are to be read in conjunction with the VHCA Code of Conduct, and any rules, guidelines or standard operating procedures for competitions and events operated, run, or endorsed by the VHCA that may be promulgated from time to time.

Any questions, suggestions or recommendations for general safe practices can be forwarded to vhcahema@gmail.com

2.0 Training

All formal training classes will have an appointed instructor, with the assistants/senior club members deemed appropriate by the instructor.  (Further here).

Open halls; it is expected that persons attending an open run by the VHCA have prior hema experience, have appropriate safety equipment and are aware of and abide by the VHCA code of Conduct. The VHCA will ensure that at least one designated supervisor will be present at all times during an open hall.

3.0 Waivers / Understanding of Risk

Prior to commencing any activities run by the VHCA, all participants will sign the appropriate waiver for the event/activity, including identification of medical conditions may affect them during the activity, a declaration that the participant is not a prohibited person as defined by the Control of Weapons Act 1990 (Vic), and provide emergency contact information.

Where a participant has identified a relevant medical condition, they should not engage in any activities until their training has been cleared by an appropriate medical practitioner.

For non-standard activities (e.g. test cutting) and competitive events, waivers will be tailored to the risks specific to that activity.

For competitive events, participants must declare that they are appropriately qualified to compete in the event, and they agree to follow all lawful event rules.

VHCA standard Participant waiver

4.0 Hazard Management

Prior to the commencement of any activity, an appropriate VHCA member will;

  • Sweep and inspect the training area, ensuring all surfaces are free from any dangerous and/or sharp objects that may provide a risk of injury, including trip hazards, and are clean and dry;
  • Ensure First Aid equipment is accessible and in good order;
  • Ensure there is an adequate amount of training and safety equipment available and training equipment is in good order, refer to section 5.2 below; and
  • Prior to conducting any training with beginners or new members, provide a safety briefing, refer to section 5.1 below.

4.1 Spectators and bystanders

The VHCA does not endorse the teaching or training of minors, however, the VHCA does encourage the attendance of families, spectators, or other bystanders. In such instances the following precautions will be made by an appropriate VHCA senior member;

  • Provision will be made for a spectator seating area;
  • Spectators will maintain a safe distance from fencing activities at all times;
  • Spectators will not have access to fencing equipment;
  • Spectators will not participate any fencing activities; and
  • Intoxicated spectators will not be permitted under any circumstances.

5.0 Safety of Fencers

Fencers should behave safely at all times, and adhere to safety protocols appropriate to their activity.

Behaving safely means to proactively take steps to reduce the risk of injury to themself, their fencing partner, and others.

Activity definitions:

  • Technical/Controlled Fencing: is where two or more practitioners engage in very slow paced unscripted motions or semblance of fighting, using any part of the body or a weapon, without the landing of any blows that are risk bodily harm, with the intention of safely training the practitioners in the use of various fighting techniques;
  • Regular Fencing: is sparring where the use of fighting techniques by one or more of the practitioners is not predetermined or advised. The purpose of free- sparring is to test a practitioner’s ability to respond spontaneously and effectively to unforeseen fighting techniques. Free sparring is usually carried out at high speed and attracts higher awareness and safety standards from the fencers;
  • Competitive Fencing: is fencing as defined above, in a competitive context, which may add more risks;
  • Drilling: is any pre-arranged set of movements. Drilling may be performed slowly (i.e. tai-chi like speeds) or at speed (moderate to normal speed); and
  • Cutting: is the use of sharp swords to cut specific media such as tatami mats, bottles, clay, or other materials.

Fencing Restrictions:

  • Practitioners should not engage in any fencing without the instructor’s consent.
  • Fencing at full force should always be forbidden; fencers should take steps to ensure that intensity levels are never intentionally exceeded and act to mindfully reduce the risk of injury at all times.
  • Fencing of any kind for children under 12 should not be allowed with steel weapons

Supervision:

  • An instructor or a senior student should supervise groups of students engaged in fencing in case of risks to bystanders, or the fencers themselves.

Hazard Awareness:

  • All fencers should maintain awareness of hazards in the fencing environment, including bystanders, other fencers, and environmental hazards and report any hazards observed to a VHCA organiser.

Protective Equipment

  • All participants should wear safety equipment as specified in section 5.2.

5.1 Safety briefings

Prior to their first class or a fencing event, participants should be briefed on safety procedures.  These procedures should include at least the following items:

  • Safety expectations and requirements regarding intensity and behaviour
  • Not acting erratically with swords in class.
  • Being aware of the nearby fencers and their weapons, especially the point of the weapon, while moving in class.
  • Being aware of environmental hazards and bystanders
  • Location of first aid equipment & procedures for its use.

5.2 Safety Equipment

5.2.1 General Provisions

  • Should be maintained in good working order, preferably to manufacturers standards;
  • Should be clean with proper attention to hygiene (refer Sports Medicine Australia’s Policy on Infections/Diseases).

5.2.2 Fencing & High Speed Drills

The following safety equipment is the minimum recommended for all participants:

  • Fencing jacket (350N+);
  • Mask (350N+);
  • Mask Overlay (if appropriate to the weapon);
  • Chest protector (Mandatory for female participants optional for male);
  • Gloves appropriate to weapon (eg. sparring gloves for longsword);
  • Additional protection appropriate to weapon & fencing conditions (eg. throat, forearms & elbows, chest protector, etc);
  • Enclosed shoes;
  • Groin protector (if applicable);
  • Leg Covering (350N+ preferred), optional.

5.2.3 Technical / Controlled Fencing

  • Mask (350N+);
  • Throat protector (if using thrusting techniques);
  • Groin protector (if applicable);
  • Gloves commensurate with sparring speed (not required at very slow speeds).

5.2.4 Drilling

  • Participants must use protective equipment commensurate with the drilling activity;
  • Coaches may demonstrate techniques without a mask & hand protection only at slow speed for demonstration purposes (so they can communicate effectively with the class);
  • Students may practice drills without a mask & hand protection only when:
  • Moving at slow speed;
  • Not using any technique which the instructor deems presents a risk requiring a mask;
  • At all other times students should wear a mask while drilling.

5.2.4 Cutting

  • Students should only be allowed to perform cutting exercises when they have reached the requisite level of experience as determined by their instructor;
  • Sharp weapons shall be secured in a safe area when not in use;
  • Sharp weapons will be clearly identifiable;
  • Cutting shall only take place in an allocated space free of obstructions or other hazards;
  • Only a single person shall handle the sharp weapon at any time;
  • While staff are setting up targets etc. nobody shall be in the cutting area with a sharp weapon;
  • The person holding the sword shall not engage in any other activities such as setting up targets without first placing the sword down in a safe area or with another person;
  • If using wet targets (water bottles, wet tatami, etc) the fencer shall ensure their hands are dry;
  • No persons shall not be allowed in areas where they may be struck by a released sword.

5.2.5 Grappling & Disarming

Grappling, joint locking, restraining, choking and strangulation techniques or movements involving the forcible throwing of another participant to the floor are recognised in some components of hema practice. These practices involve high risk.

  • The VHCA does not permit grappling or throwing of the opponent under any circumstances. Intentional grappling and / or throwing of an opponent will be considered intentional brutality or aggression and may be dealt with under the VHCA Code of Conduct.  
  • A hold of the opponents fencing hand consistent with 19th century fencing practice and feigning a strike is acceptable between two fencers consenting to drilling /sparring in such a manner.
  • The disarming of an opponent through legitimate 19th century fencing practices is acceptable between two fencers consenting to drilling /sparring in such a manner. The fencer attempting a disarm must do so in a manner that ensures the risk of injury to the opponent is minimised.

6.0 Weapons

General Provisions:

  • Instructors can deny the use of a weapon to a student if they deem it unsafe/unfit for purpose;
  • Instructors are to ensure all  weapons must be in good repair without surface rust, sharp edges, or cracks/burrs;
  • Instructors are to ensure all  weapons used for fencing should be fitted with appropriate safety tips;
  • Participants with weapons should adhere to local legislation concerning weapon ownership;
  • Weapons used for fencing should exhibit sufficient flexibility to mitigate the risk of injury from thrusts and certain strikes, and should not be unreasonably heavy.
  • Sharps may not be used under any circumstance for drilling or sparring;
  • Sharps may be used for ‘Test Cutting’ under strict controls, refer to section 5.2.4 above.

6.1  Ownership and storage of weapons and equipment

Members are required to familiarise themselves with the Control of Weapons Act 1990 (Vic).

Specifically,

  • The prohibitions and requirements on the possession, use, storage, and sale and purchase of weapons in Victoria.
    • when not being used for training or competition, swords must be stored safely and securely – ‘stored safely and securely’ means:

Stored in a manner calculated to ensure that the sword:

  • is not readily accessible to a person other than the person seeking to rely on the exemption; and
    • is  not  available  for  possession,  carriage  or  use  by  any  person  who  does  not  belong to a class of exempt persons specified in the above Table or who does not hold an approval issued by the Chief Commissioner of Police; and
    • When  being  transported  between  the  sword’s  usual  place  of  storage  and  places  at  which the sword is legitimately used in accordance with this Order:
    • stored in a manner calculated to ensure that the sword is not readily accessible to a person other than the person seeking to rely on the exemption; and
    • concealed from plain sight during transportation.
    • Furthermore, Victorian clubs are required to keep records of members possessing swords, and issue them with membership cards in accordance with The Act.
    • Prohibited persons shall not be entitled to possess swords, as specified by the Control of Weapons Act 1990 (Vic).

7.0 Health Risk Minimisation

For general training in classes, as well as other event types:

  • Participants should advise the instructor if suffering from any injury or medical condition, either permanent or temporary, which may be adversely affected by certain types of training. Examples of this may include blood pressure problems and cardiac disorders, neck, knee and back injuries, diabetes, and asthma.
  • Participants with the above or other potentially dangerous conditions should seek medical approval to participate in martial arts classes, where possible, and whether there are any restrictions or conditions applicable.
  • Participants are advised not to train if they may be suffering from the flu or other viral infection that may be passed on to other persons, in accordance with Australian health industry recommendations.
  • Participants should not attend training under the influence of alcohol or illegal drugs.
  • Smoking should not be allowed in or around the training area.
  • Participants give proper attention to personal hygiene and exhibit clean grooming; and ensure that fingernails and toenails are trimmed and clean.
  • Participants with a cut or bleeding injury are advised to cease training immediately and receive appropriate first aid. Rejoining the training session should not be allowed until the instructor has deemed that is safe to do so. The procedures for dealing with cuts or bleeding injuries are as outlined in the Infections Diseases Policy of Sports Medicine Australia – Attachment ‘3’;
  • Participants suffering from a concussion, should be assessed, and if concussion is suspected, should withdraw from the activity, and not recommence training for a period of time as specified by their health care professional.

8.0 First Aid Equipment

The VHCA and instructors will provide:

  • All classes with a First Aid kit containing the required items for the kind of injuries which rarely occur;
  • At least one member of the class has received prior first aid training, including CPR etc.
  • All students will be informed of the location of the first aid kit.
  • Any use of the first aid kit will include an injury report.
  • A list of current First aid qualified members can be found here.

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