THE TALL SHIPS RACES 2013
Section 1 Introduction
Section 2 Aarhus
Section 3 Helsinki
Section 4 Riga
Section 5 Szczecin
THE TALL SHIPS RACES 2013
Aarhus – Helsinki – Riga - Szczecin
These papers are designed to give you as much information as possible to allow you to prepare for the
races and to assist you with the planning of your arrival at the race ports. Each port has provided
specific information which you will be required to follow. The Arrival Arrangements for Aarhus should
be studied very carefully. Further detailed information will be provided later for follow-on ports.
Because of the volume of paper that will build up as the races begin, it is strongly recommended that
each vessel appoints one officer to be responsible for the paperwork. He should advise the
Captain/Master on what affects him. He should ensure that everyone on board gets the maximum
benefit from the many invitations and arrangements that have been made for the vessels taking part.
Liaison Officers will be available in each port to come on board and assist in the interpretation of the
papers issued by that particular port.
2. OFFICIAL DOCUMENTS
In addition to these Arrival Arrangements, you are reminded that the following documents are available
to be downloaded from the Captains’ Page on our website at www.tallshipsraces.com/captainspage
2.1 Racing & Sailing Rules and Special Regulations - 2012 Edition
These are the official Rules governing the race and incorporate Special Regulations. If you have an
earlier edition, destroy it! Copies of the Rules are also available online on the Captains’ Page at
2.2 Advance Notice
The Advance Notice was published in April this year and is to bring you information about the
plans made so far for The Tall Ships Races 2013 and associated events. This is also available online
2.3 Captains’ Manual
Each host port will produce a Captains’ Manual that will have full details of the arrangements in
their port. A printed copy will be issued to each ship in the previous port, but the Captains’
Manuals will be available in advance on-line on the Captains’ Page at
2.4 Crew Lists
Rule 12.1 of the Racing & Sailing Rules 2012 Edition explains the requirement. Captain/Masters
are reminded that no vessel may start a Sail Training International Race until her Crew List has
been handed in to the Sail Training International Mobile Race Office.
Please remember the age rules and how they affect your vessel and no person under the age of 15
is to be on board during a race, cruise-in-company or associated events.
The official deadlines for arrival in port are as follows, and there are penalties for being late:
; Aarhus - 1200 Hrs (local time) Thursday 4 July
; Helsinki - 1200 Hrs (local time) Thursday 18 July
; Riga - 1200 Hrs (local time) Thursday 25 July
; Szczecin - 1200 Hrs (local time) Saturday 03 August
2.5 Vessel Life Saving Appliances Check List
It is essential that the Captain/Master completes the Vessel Life Saving Appliances Check List and
hands it in to the Sail Training International Mobile Race Office in Aarhus, Helsinki, Riga and
Szczecin within 12 hours of the stated deadline for arrival in port as published. Failure to do so
will incur a Standard Time Penalty or lead to disqualification.
2.6 Sail Training International Memorandum on Safety
3. RACE PENNANTS
RACE PENNANTS WILL ONLY BE ISSUED TO A VESSEL ONCE A COMPLETED CREW LIST AND
VESSEL LIFE SAVING APPLIANCES CHECK LIST ARE RECEIVED BY THE SAIL TRAINING
INTERNATIONAL MOBILE RACE OFFICE AND THE VESSEL HAS PASSED ITS INSPECTION.
4. SHIP’S ENVELOPE
On arrival at Aarhus and Riga, Captains/Masters are to report to the Sail Training International Mobile Race Office and collect their ship’s envelope. Vessels that have done Race 1 and are also taking part in Race 2 must collect a second envelope in Riga. These envelopes will contain:
4.1 Sail Training International Sailing and Communications Instructions
This document includes information about the race start and a list of vessels taking part. An
updated communications schedule will be issued at the Captains’ Briefings in Aarhus which will be
held at 1500 hrs on Saturday 6 July, in Helsinki at 1500 on Friday 19 July and in Riga at 1500hrs on
Saturday 27 July.
4.2 Race Declaration Forms
A Race Declaration form must be completed, signed where indicated and handed in to the Sail
Training International Mobile Race Office as soon as possible after finishing the race and arrival at
Helsinki and Szczecin. Failure to do so will result in the vessel receiving a Standard Time Penalty
or being treated as having failed to complete the course. It is the Captain/Master’s responsibility
to ensure that the Race Declaration Form is delivered to the Sail Training International Mobile
THURSDAY 4 JULY – SUNDAY 7 JULY
1.CHARTS AND PUBLICATIONS
Danish charts: 112(INT 1380) – 127(INT 1372)
Pier 41 and 43 in basin 5 + basin 1 and 2: Depth and boundaries – piers not accordance to chart.
No significant tides.
Tide varies between +0.3meters - -0.3 meters. More information available at www.dmi.dk
VHF channel 12 is the principal port operations frequency and should be used for all arrival communications, pilotage requests and emergency situations.
3. CALL SIGNS
The call sign is “Aarhus Port”.
4. ARRIVAL PROCEDURES
All vessels must call “Aarhus Port” 2 hours prior to arrival, giving vessel name, call-sign, ETA and request the
assistance needed (tug, pilot, boatmen).
Harbour pilot is available at all times (one hour in advance). There is no compulsory pilotage for Aarhus Port. Pilots are free of charge to those ships that request them, once in and once out.
2 tugs - Aros with a bollardpull at 55 tons, Hermes with a bollardpull at 45 tons - are available at all times with 2 hours’ notice. 1 small ‘push-me’ boat is also available.
Tugs are free of charge to those ships that request them. One free assistance in and one out of port.
Each ship is requested upon arrival to hand over the customs declaration to the Liaison Officers, who then will take it to the custom. Masters are advised to retain a copy onboard for inspection in case Customs Officers wish to board your vessel.
However, it would be preferred, if the IMO-FAL forms are filled out and returned to the Port Committee by e-mail to: email@example.com before arrival!
; It is forbidden to sell any imported good on the quayside alongside ships.
; Customs officers may inspect ships for prohibited goods.
; Current crew lists will be provided by the STI
; Forms are available in the back of the Manual
It should be noted that it is the responsibility of the individuals concerned to obtain any visa’s that may be necessary. Failure to be in possession of such documents may have implications for them and the operators of the host vessel. Entrants are also reminded that regulations for visa’s etc are liable to change.
All crew members/passengers must hold a valid passport and visa where necessary. Citizens from non-EU countries and/or those necessitating visa must apply for it in advance.
The requirement for a visa will depend on the nationality of the individual. Failure to be in possession of a valid visa may render the person liable to removal from Denmark at the vessel’s expense.
Fuel can be obtain in the following ways:
1000 liters and above:
Ships are to order the amount of requested fuel upon arrival to the LO’s. Fuel will be provided by tanker vechicle directly at the ships. Fuelling takes place only Friday July 5th and Saturday July 6th between 5:30-8:30
directly at the vessel.
Payment in cash with Danish Kroner at delivery. No credit cards are accepted.
Under 1000 liters:
Ships are to fuel at the fuelling berth station at quay 112/114 before entering the event area. Upon arrival, the
ships should be in radio contact with the Port of Aarhus and make sure to fuel before going to the event area. Fuelling takes place only Wednesday July 3rd and Thursday July 4th from 08:00-11:00.
Payment in cash with Danish Kroner at the station. No credit cards are accepted.
Ships that are unable to fuel at the designated times at the fuelling berth station at quay 112/114 can order fuel to be delivered directly at the ship on Friday July 5th and Saturday July 6th between 5:30-8:30. Please note there is a fee of DKK 750 for ships that need to refuel less than 1000 liters directly at the vessel. Only pre-ordered fuel can be delivered. Order is to be made to the LO’s no later than Thursday, July 4th at 18:00.
Payment in cash with Danish Kroner at delivery. No credit cards are accepted.
Ships that are entitled to buy tax free fuel need to fill in the TAX FREE FUEL REQUISITION FORM (see forms in the back of the Captains’ Manual) and send it to firstname.lastname@example.org no later than July 1st, 2013 at 12:00.
10. FRESH WATER AND ELECTRICITY
Fresh water will be available at the berths.
Ships are supposed to use their own hoses as far as possible, and the crews to fill their own water tanks. Filling of tanks should be done at night or in the morning to avoid hoses on the quay.
Ships without own generator can ask for electricity through the LO’s. There is no guarantee for supply, and
ships cannot expect to receive electricity constantly during the event.
Ships should use their own garbage sacks for garbage. Waste sorting is not required.
Waste sacks are to be brought to waste containers on the quay between 01:00am and 07:00am by the crew members.
Vessels that do not deliver their waste in the quay containers before 07:00am will need to bring the waste to centrally located waste containers.
Please, help us to take care of the clean water in the Port of Aarhus
Today, the water in the Port of Aarhus is so clean, that it meets the International requirements for bathing water. This is one of the various reasons why there is a plan for establishing a harbour bath, where the local citizens can swim directly in the harbor. The cleanness of the water is due to the local authorities and Aarhus Water Ltd.’s joint effort in progressive improvements made to the waste water and sewerage system. The
systems now secure that waste water discharge to the harbor does not occur, even under weather conditions such as heavy rainfall. Therefore, we ask most kindly of you as Captain, to help us to take good care of our clean water in the harbour. Thank you in advance!
Ships in need for sewage tank emptying are to fill in the form handed to the Captain upon arrival by the LO’s. The LO’s will make a request to the entrepreneur.
Emptying the sewage tank can only take place Thursday July 4th and Friday July 5th between 06:00-09:00.
; Sewage is collected by special vehicle and should not be pumped overboard!
; There is only one free empty per vessel.
Ships in need for bilge water tank emptying are to fill in the form handed to the Captain upon arrival by the Liaison Officer. The LO will make a request to the entrepreneur. There is only one free empty per vessel.
13. FENDERS & GANGWAYS
All vessels are expected to provide their own fenders and means of access to the shore.
All emergencies should be reported immediately to the National Emergency Phone Number (Ambulance, Fire and Police): 112
Afterwards, please contact your LO’s who will then report to the Communication Centre and Port Committee (your LO’s will provide you with the LO-team phone number upon arrival).
Outside ISPS area: Ships with ISPS certificate may receive DOS upon request.
16. LIAISON OFFICERS
Aarhus has assigned dedicated liaison officers (LO’s) to each vessel in The Tall Ships Races.
; They will all be dressed in orange coloured t-shirts.
Your vessel will be met by a team of LO’s upon arrival in the Port of Aarhus.
; Your designated team of LO’s will meet your vessel for the first time Thursday July 4th.
The LO’s will then be at your service every day and will report on board after the early Liaison Officer briefings.
Through the LO’s, we will provide you with essential information, much of which is contained within the Captains’ Manual, and will keep you up-to-date with any revised or new material throughout your stay in
17. SHIPS’ MAIL
The fleet’s last full day in port: Saturday 6 July.
Vessel’s name must be given
The Tall Ships Races Aarhus 2013
Port of Aarhus
DK-8000 Aarhus C
We look forward to welcoming you to Aarhus.
THURSDAY 18 JULY – SUNDAY 21 JULY
CHARTS AND PUBLICATIONS
FIN 18 / BA Charts No.1080
FIN 191 / BA Charts No. 2224
BA Charts No. 2241 & 2248
Station / Operations Channel Call Signs
Helsinki VTS (Sector 1) 71 HELSINKI VTS
Berthing Operations & Tugs 16/6 HARBOUR CENTER
All vessels must arrive in Helsinki and leave Helsinki via point 59?56'43"N 024?56'06"E.
The main approach to the Port of Helsinki begins east of the Helsinki lighthouse (caisson) and proceeds towards the island of Harmaja. At Harmaja, the fairway continues towards the Kustaanmiekka strait between the islands of Suomenlinna and Vallisaari. The 9.6 m fairway also branching off at south of Suomenlinna island and proceed as 8.9 m fairway to the West Harbour (Tall Ship Races harbor). The Pilot boarding position is 2 nautical miles south of Harmaja island.
All arriving vessels must listen to VHF channel 71 of the Helsinki VTS while sailing in the area.
Vessels may proceed as far as Harmaja Island under sail.
Vesselss without pilots will be identified (by the Navy reservists of Sininen Reservi) when passing Harmaja Island and escorted (by vessels of the Finnish Lifeboat Institution) to port within the specified time windows.
Should congestion occur on arrival, vessels will be directed to anchor in the vicinity, in a designated safe anchorage (south west of Suomenlinna island / of the fairway), to await clearance in the harbor.
Linesmen will be in attendance to take ships lines when approaching the berth.
Please ensure that your vessel’s AIS unit is fully operational and updated accordingly.
All vessels more than 24 m long must report to the Helsinki VTS on VHF channel 71 when arriving in Helsinki VTS sector 1 (Helsinki lighthouse / Helsinki caisson).
At their arrival, vessels using pilot will be piloted to their berth. Their harbour passage, tug
assistance if required and berthing will be executed in consultation with pilot and Tall Ship Races Harbour Center (HC) VHF Ch 6.
Port State Control
Please ensure that you are compliant with international and national pre-arrival requirements.
Inspections may take place on arrival in Helsinki. Please have your certification ready for inspection if requested by Port State Officials.
Vessels of a certain size are obligated to use the services of a pilot within Finnish waterways. In terms of the vessels taking part in The Tall Ships Races, this obligation concerns those vessels with a maximum length of more than 70 metres, a maximum width of more than 14 metres or a maximum summer draft in salt water of more than 4.5 metres.
Vessels participating in the Tall Ships Races will be assisted by Finnpilot Pilotage Ltd and the Harmaja pilot station outside of Helsinki.
Pilotage is free of charge. A pilot should be requested in advance from Finnpilot’s Pilot Order Centre. The centre operates 24 hours a day, 7 days a week. An advance request should be made 12 hours prior to arrival or departure. A binding request for a pilot is made three hours prior to the vessel’s arrival at the pilot station
upon entry into Finnish waters, and two hours prior to the intended departure from a Finnish port.
The request may be made online or by e-mail, telephone or fax:
Telephone: +358 (0) 20754 6151
Fax: +358 (0) 20754 6161
The coordinates of the Harmaja pilot boarding position are 60:04,3 N and 024:58,0 E approximately 2 miles south of Harmaja island.
Tug assistance will be available free of charge. Details are to be found in the Captains’ Manual.
A Customs Officer may board you on arrival to complete Customs controls.
Ships arriving in Helsinki from outside the Schengen Area (e.g. from St. Petersburg) must undergo passport inspection at the Suomenlinna Coast Guard Station. If a ship is unable to dock in Suomenlinna due to its size (max. length 25 m / max. draught 5 m), the border authorities will carry out passport inspections in port once the ship has docked. It is forbidden to leave the ship before border control (passports). The passport inspection office at the Suomenlinna Coast Guard Station is open from 8 a.m. to 10 p.m.