Emergency Response Plan
This Emergency Response Plan describes the functions and procedures of USA Track & Field, Inc. (“USATF”) and sets forth the principles that will guide USATF’s actions in response to emergencies posing a serious threat to people, property, or USATF’s reputation as a National Governing Body of the highest integrity and competence. The attached Emergency Response Plan Contact Information Sheet should be reviewed and filled out prior to each USATF event.
This Emergency Response Plan has been established to enable USATF to react promptly and effectively to emergencies that might occur at any USATF facility or event. This system is designed to alert USATF staff and volunteers to any actual or potential emergency that may require quick action at the highest level of the organization. The system also keeps USATF abreast of developments as the situation progresses. It is not intended to replace or interfere with existing response systems of any local facilities, regional Associations, or Local Organizing Committees (“LOCs”), but to provide backup to those systems in extraordinary emergencies and provide effective communication with and within USATF.
In preparation for, response to, and recovery from emergency incidents, USATF shall maintain a positive, safe working environment for its employees, independent contractors, officers, directors, committee members, members, coaches, agents, and volunteers. USATF will take all reasonable steps to ensure emergency preparedness, response, recovery, and mitigation, including: maintaining a written emergency plan; maintaining written and verbal communications; maintaining emergency supplies; designating emergency facilities; and, preparing a resource inventory. The attached Emergency Response Plan Contact Information Sheet should provide all necessary information for the appropriate key personnel responsible for each respective event.
EXISTING PLANS AND PROCEDURES
USATF’s Emergency Response Plan is intended to complement existing facility, Association or LOC plans and may incorporate some elements from those plans. This Emergency Response Plan is not intended to be comprehensive in scope, and it does not supersede plans developed for specific types of emergencies. Instructions regarding specific actions to take in certain types of emergency situations at USATF facilities or events are more comprehensively listed with the responsible facility or LOC.
LOC Emergency Evacuation Plan at USATF events: At USATF events that are hosted by LOCs, the organizing LOC is responsible for providing and implementing its own emergency evacuation plan for the facility and adjunct facilities being used for the event.
LOC Emergency Medical Service Plan at USATF events: At USATF events that are hosted by LOCs, the organizing LOC is responsible for providing and implementing an Emergency Medical Service Plan which includes the availability of: 1) a defibrillator(s) at the facility, 2) EMT services including ambulance(s), 3) a hospital within a twenty (20) mile radius of the facility, 4) athletic trainers and massage therapists, 5) beverages (water and sport performance), and 6) licensed medical professionals, including the recommended minimum of one physician per day.
USATF shall respond to emergencies through a coordinated response, keeping in mind the following priorities: life safety, incident stability, and property conservation. In the event of an emergency requiring a response by outside emergency response agencies, the command of the incident will be relegated to the proper emergency response authorities. USATF will concentrate on maintaining the safety and operation of its employees, independent contractors, officers, directors, committee members, members, coaches, agents, and volunteers, as well as its property and will provide assistance and support to emergency responders as requested.
Emergency Personnel Roles and Responsibilities: During the response to an emergency, USATF personnel, where appropriate, will: report to the necessary outside emergency agencies; determine the need to relocate; ensure that key staff and volunteers are familiar with relocation procedures; decide if evacuation is required; notify outside emergency response agencies if their assistance is required or if the incident threatens to affect an offsite population; assure notifications meet appropriate local, state, and federal requirements; establish an incident action plan; initiate the recovery phase of the incident; keep an accounting of actions, communications, and directives; and, order a post-incident report.
Media Inquiries: The USATF CEO and the USATF President are the only personnel authorized to speak with the media, and all inquiries should be directed to the Chief Communications Officer.
Notification: All USATF on-site staff and volunteers should be familiar with the relevant facility or LOC procedures to report emergencies.
Warning System: If the audible/visual alarm system is activated, all should evacuate immediately according to the evacuation procedures appropriate for that facility or that are provided by the responsible LOC.
Evacuation Planning: Evacuation may be required immediately in situations such as severe weather, fires, hazardous materials incidents, or bomb threats or in coordination with community emergency response efforts for hurricanes or approaching winter storms.
Sheltering: Depending upon the type of incident, sheltering inside the facility (or certain parts of the facility) may be the most appropriate protective action. Should this be required, all will be notified via the audio/video system and directed to follow procedures and report to their designated shelter areas within the facility. In the event the audio/video system is unavailable, USATF will personally notify each area of the facility of the shelter order.
De-Activation: When emergency conditions have dissipated or stabilized, and normal operations have resumed, a formal announcement will be disseminated via the audio/video system.
Once the emergency phase of the incident has concluded, the next priority will be to re-establish normal operating conditions. Damage assessments should be made to determine staffing, materials, and equipment that are necessary to restore interim and/or long-term functions. These calculations should begin before the removal of any debris or the initialization of the recovery phase and should be well documented. Necessary documentation should include: insurance claims, evaluation of facilities for safety and suitability of re-occupancy, witness statements, and proper investigation into the cause and contributing factors that led to the incident.
POST INCIDENT REPORT
A post-incident report should begin as soon as is practical following any emergency incident requiring the activation of this Emergency Response Plan. The purpose of this report is to identify and define any problems that may have been encountered during the response, seek alternatives, disclose ways to prevent future incidents, and improve the Emergency Response Plan.
EMERGENCY RESPONSE PLAN AVAILABILITY
A copy of this Emergency Response Plan will be readily available for review through USATF’s website.
REVIEW AND REVISIONS
As a living document, this Plan should be expected to be under continual revision. It will be reviewed for updates annually and following incidents.
USATF reserves the right to modify or amend this policy at any time as it may deem necessary.
ADOPTED ON: January 1, 2012