emergency action plan for sports example

Comprehensive Athletic Facility Incident Response Protocol

Document Control

• Document ID: EAP-[__________]
• Version: [__________]
• Effective Date: [__________]
• Review Cycle: [Annual/Bi-Annual]

1. Purpose & Scope

This document establishes the mandatory operational framework for managing medical or environmental emergencies occurring at [Facility/Venue Name]. This protocol applies to all staff, coaches, and volunteers operating under the authority of [Organization Name].

2. Prerequisites

• Fully charged communication device (radio/mobile phone).
• Access to [Facility Name] master key/gate codes.
• Automated External Defibrillator (AED) located at [Location].
• First aid kit stocked with [List specific supplies].
• Valid Emergency Contact List for [Local Emergency Services/Hospital].

3. Roles & Responsibilities (RACI)

4. Step-by-Step Procedure

Phase I: Immediate Assessment & Stabilization

• Assess scene safety; do not enter if hazardous.
• Determine level of consciousness and breathing of the injured party.
• Designate a specific person to call [911/Local Emergency Number] and relay exact location: [Specific Address/Gate Entry].
• Initiate life-saving measures (CPR/AED) if required by the [Medical Lead].

Phase II: Site Coordination & Access

• Assign a "Gate Keeper" to meet emergency vehicles at [Entry Point Name].
• Clear the path of travel from the entrance to the incident site.
• Direct bystanders to move away from the immediate area to maintain privacy and access.
• Secure the facility perimeter to prevent unauthorized entry during the incident.

Phase III: Documentation & Reporting

• Record the time of injury, time of call, and time of EMS arrival.
• Collect contact information from [Number] witnesses.
• Complete the Incident Report Form (Ref: [Form ID]) within [24] hours.
• Notify [Department Head/Legal Counsel] at [Phone/Email].

5. Quality Assurance, Pro-tips, and Common Pitfalls

• QA: Conduct a "Tabletop Drill" every [Quarter] to ensure all staff understand the chain of command.
• Pro-tip: Always designate an alternate for every role. If the primary person is incapacitated or emotional, the alternate must step in immediately.
• Common Pitfall: Failing to provide specific entry instructions to EMS. Always include cross-streets and specific gate numbers.
• Common Pitfall: Assuming the facility's address is sufficient for large parks or complexes; use GPS coordinates or landmark-based directions.

6. FAQs

Q: Who is authorized to call emergency services? A: Any staff member or volunteer who witnesses a life-threatening incident is authorized to initiate the call. Do not wait for supervisor approval.

Q: How often should the AED be inspected? A: The AED must be inspected weekly to ensure the status indicator shows "Ready" and that pads/batteries are within expiration dates.

Q: What if the victim is a minor? A: Notify the parent/guardian immediately using the contact information on file. If they cannot be reached, continue with standard emergency procedures and document all attempts to contact.