Crafting Effective Emergency Response & Critical Incident Plans for your Team

Crafting Effective Emergency Response & Critical Incident Plans for your Team

As coaches and athletic directors, our top priority is the safety and well-being of our student-athletes and everyone involved in our sports programs. Preparedness is key, and that's where having comprehensive Emergency Response Plans (ERPs) and Critical Incident Plans (CIPs) become crucial. These plans are the backbone of a proactive approach to handle emergencies efficiently and protect our athletes and communities. In this article, we will explore the major components of these plans and emphasize the significance of critical incident planning.

Emergency Response Plan (ERP):

An ERP serves as a blueprint for effectively managing a wide range of emergencies. Below are the key components to consider:

1. Communication Protocols:

  • Establish clear lines of communication between coaches, staff, athletes, and relevant authorities.
  • Utilize radios, phone systems, or other communication tools to relay essential information swiftly and accurately.

2. Evacuation Procedures:

  • Identify primary and alternative evacuation routes for various sports facilities.
  • Designate assembly points where athletes and staff can gather safely after evacuation.

3. Inclement Weather Protocol:

  • Monitor weather conditions through reliable sources and establish criteria for postponing or canceling events.
  • Instruct athletes, coaches, and spectators on the steps to take in case of inclement weather, such as moving to designated safe areas.

4. Power Outage Procedure:

  • Identify backup power sources to ensure essential systems remain functional.
  • Establish guidelines for safely evacuating participants or implementing a shelter-in-place approach in case of a power outage.

5. Medical Emergencies:

  • Ensure quick access to medical personnel, first aid supplies, and emergency medical transportation.
  • Provide coaches and staff with training on handling common medical incidents.

6. Missing Child Protocol:

  • Establish a clear process for responding to a missing child, including contacting law enforcement and promptly informing parents or guardians.
  • Organize search parties and coordinate efforts to locate the missing child.

Critical Incident Plan (CIP):

A CIP is designed to address rare but high-risk situations that require immediate and decisive action. Here are essential components to include:

1. Leadership Roles and Responsibilities:

  • Designate specific roles for coaches, staff, and administrators during a critical incident to ensure a coordinated response.
  • Clearly communicate the chain of command to avoid confusion.

2. Lockdown and Shelter-in-Place Procedures:

  • Establish protocols for locking down sports facilities or implementing shelter-in-place measures during an active shooter situation or any other life-threatening event.
  • Conduct drills to ensure everyone understands the procedures and knows how to act calmly under pressure.

3. Communication with Law Enforcement:

  • Establish a direct line of communication with local law enforcement and educate them about the layout of sports facilities.
  • Coordinate response efforts with law enforcement to ensure a cohesive approach.

4. Reunification Plans:

  • Plan for a safe and organized reunification process for student-athletes with their parents or guardians after a critical incident.
  • Set up designated areas for reunification and ensure proper identification procedures.

5. Psychological Support:

  • Recognize the potential emotional impact of critical incidents on athletes, coaches, and staff.
  • Provide access to psychological support and counseling services to help individuals cope with trauma and stress.


Creating and implementing comprehensive Emergency Response Plans and Critical Incident Plans is not just a necessary administrative task but a moral responsibility for coaches and athletic directors. These plans lay the foundation for maintaining safety and security within our sports programs, fostering an environment where student-athletes can thrive both on and off the field. By prioritizing preparedness, communication, and coordinated action, we can confidently face any emergency, knowing that the safety and well-being of our student-athletes remain at the forefront of our efforts. Together, let's safeguard the team and build a culture of safety and resilience in our athletic community.