Incident Response Guidelines 

Date adopted: September 24, 2019
Related attachment: Incident Report Form (PDF) to print out
Online report form: Submit an incident report online. The report is collected via a Google Form and then routed to the club's Activities Convenor and President.

The provision/facilitation of safe and enjoyable events and activities for our members and guests is a priority of the Beaver Valley Probus Club. Event/ Activity Coordinators should be aware of the level of risk(s) associated with the event/activity they are planning and/leading. Every effort should be made within the control of the individual(s) responsible for the event/activity to ensure the safety of the participants.

Event/Activity Safety Guidelines

• Event/Activity Coordinator (leader) should be aware of, and follow any recognized safety policies/procedures/best practices associated with the specific activity or event they are responsible for.

• Event/Activity Coordinator (leader) or designated person should carry a charged cell phone for the duration of the event/activity.

• All non-members (guests) participating in the event/activity must sign the club’s participation waiver form prior to the commencement of the event/ activity. Event/Activity Coordinator (leader) must have copies of the waiver form available at each event/activity. Retain signed waiver form on file. Do not destroy. Participants must have Emergency Contact Information card on their person.

Definitions: 

“Incident” is an unforeseen or unexpected occurrence that results in personal injury or property damage.

In the Event of an Incident:

• Attend to involved person(s).

• Ensure other participants are safe and accounted for. If required delegate a participant to oversee other participants and/or to assist in another capacity at the scene.

• Provide assistance in the event of an injury and/or call 911 if required.

• If necessary call emergency contact person found on the subjects Emergency Contact Card to advise of incident.

• Remain with involved person(s) on scene until they no longer require assistance or until emergency personnel or individuals emergency contact assume responsibility.

• As soon as practical following the occurrence notify the Activity Convenor and Club President by e-mail.

• If the event/activity can safely proceed following the incident, and participants are willing to do so, the Activity/Event Coordinator or leader responsible for the activity/event will decide accordingly.

• An Incident Recording Form must be completed and submitted by the Event/ Activity Coordinator or leader in charge within 48 hours of the occurrence. The completed form is to submitted via e-mail to the Activity Convenor and Club President. Photos of the scene/conditions are useful to supplement the recording of the occurrence.

Questions:

• Contact the Activity Convenor for questions regarding the BVPC Incident Response Guidelines.