Safety and Risk Management Checklist

Comprehensive Safety Checklist for Sports Organizations

---

Table of Contents

• Pre-Season Safety Preparation
• Facility and Equipment Safety
• Medical and Emergency Preparedness
• Weather Safety Protocols
• Concussion Management
• Heat Illness Prevention
• Insurance and Legal Protection
• Background Checks and Screening
• Transportation Safety
• Incident Response and Reporting

---

1. Pre-Season Safety Preparation

Documentation and Forms

• Collect signed liability waivers from all participants
• Collect medical information forms
• Collect emergency contact information
• Verify all participants have health insurance
• Distribute concussion information sheets
• Distribute sudden cardiac arrest information sheets
• Collect photo/video release forms
• Have all participants sign code of conduct

Staff and Volunteer Preparation

• Complete background checks for all coaches and volunteers
• Verify coaching certifications are current
• Complete concussion awareness training
• Complete first aid/CPR training
• Complete child abuse prevention training
• Complete SafeSport training (if applicable)
• Review emergency action plans with all staff
• Conduct safety training session

Emergency Planning

• Create written emergency action plan
• Post emergency phone numbers prominently
• Identify nearest hospital and route
• Assign emergency roles to staff
• Conduct emergency drill
• Ensure all staff have emergency contact list
• Verify cell phone coverage at all facilities
• Have backup communication plan

---

2. Facility and Equipment Safety

Facility Inspection Checklist

Before Each Use

• Walk entire facility for hazards
• Check playing surface for holes, debris, hazards
• Inspect goals/nets for stability and damage
• Check fencing for damage or sharp edges
• Verify bleachers are stable and safe
• Check restrooms are clean and functional
• Verify adequate lighting
• Check parking lot for hazards
• Ensure emergency exits are clear and marked
• Verify fire extinguishers are accessible

Weekly Inspections

• Inspect all equipment for wear and damage
• Check first aid supplies and restock as needed
• Test AED to ensure it's functional
• Inspect storage areas for safety hazards
• Check electrical outlets and cords
• Verify water fountains are working
• Inspect dugouts/benches for splinters or damage
• Check scoreboards and timing equipment

Monthly Inspections

• Comprehensive facility safety audit
• Inspect HVAC systems
• Check fire safety equipment
• Review maintenance logs
• Inspect playground equipment (if applicable)
• Check for pest issues
• Verify ADA accessibility features
• Document all findings and repairs needed

Equipment Safety

Protective Equipment

• Inspect helmets for cracks, damage, proper fit
• Check pads and guards for wear and proper fit
• Verify mouthguards are in good condition
• Inspect goggles/eyewear for damage
• Check shin guards, elbow pads, etc.
• Ensure all equipment meets safety standards
• Replace any damaged protective equipment immediately
• Never allow use of damaged protective equipment

Playing Equipment

• Inspect balls for proper inflation and condition
• Check bats for cracks or damage
• Inspect nets for tears or damage
• Check goals for stability and proper anchoring
• Verify bases are properly secured
• Inspect training equipment (cones, ladders, etc.)
• Check scoreboards and timing equipment
• Maintain equipment inventory and replacement schedule

---

3. Medical and Emergency Preparedness

First Aid Supplies

Essential First Aid Kit Contents

• Adhesive bandages (various sizes)
• Sterile gauze pads and rolls
• Adhesive tape
• Antiseptic wipes and ointment
• Disposable gloves
• Scissors and tweezers
• Instant cold packs
• Elastic bandages
• Triangular bandages
• CPR face shield
• First aid manual
• Emergency contact list
• Incident report forms

Additional Supplies

• AED (Automated External Defibrillator)
• Splints
• Eye wash
• Burn gel
• Insect sting relief
• Sunscreen
• Hand sanitizer
• Tissues
• Plastic bags
• Flashlight and batteries

Medical Staff

On-Site Medical Coverage

• Identify staff with first aid/CPR certification
• Have certified athletic trainer (if possible)
• Ensure medical staff present at all practices and games
• Provide medical staff with communication devices
• Ensure medical staff know emergency action plan
• Have medical staff wear identifying clothing
• Maintain list of medical staff contact information

Emergency Contact Information

Post Prominently

• 911 (Emergency Services)
• Facility address for 911 calls
• Nearest hospital name, address, phone
• Poison Control: 1-800-222-1222
• Organization emergency contact
• Facility manager contact
• Coach/staff emergency contacts

---

4. Weather Safety Protocols

Heat Safety

Before Activity

• Check temperature and humidity
• Calculate heat index
• Review heat safety guidelines
• Ensure unlimited water access
• Identify shaded rest areas
• Have ice/cold water immersion tub ready
• Brief staff on heat illness signs

During Activity

• Monitor athletes for heat illness signs
• Mandatory water breaks every 20-30 minutes
• Allow athletes to rest in shade
• Modify activity intensity in high heat
• Watch for warning signs: dizziness, nausea, confusion
• Be prepared to call 911 for heat stroke

Heat Index Guidelines

• Below 91°F: Normal activity with water breaks
• 91-95°F: Increase water breaks, monitor closely
• 96-99°F: Reduce intensity, increase breaks
• 100°F+: Consider canceling or moving indoors

Lightning Safety

30-30 Rule

• Count seconds between lightning and thunder
• If less than 30 seconds, seek shelter immediately
• Wait 30 minutes after last thunder before resuming

Lightning Safety Protocol

• Monitor weather forecasts before activities
• Designate weather monitor
• Identify safe shelters (enclosed buildings, vehicles)
• Never shelter in dugouts, picnic shelters, under trees
• Have lightning detection system (if possible)
• Establish clear evacuation signal
• Communicate plan to all participants
• Document all weather delays/cancellations

Cold Weather Safety

Cold Weather Precautions

• Monitor temperature and wind chill
• Ensure athletes dress in layers
• Provide warm-up areas
• Watch for frostbite and hypothermia signs
• Shorten practice duration in extreme cold
• Cancel if wind chill below 0°F

---

5. Concussion Management

Pre-Season Requirements

• All coaches complete concussion training
• Distribute concussion information sheets to parents
• Collect signed acknowledgment forms
• Review concussion protocol with all staff
• Post concussion signs and symptoms
• Have concussion action plan readily available

Concussion Signs and Symptoms

Observable Signs

• Loss of consciousness
• Vacant stare/glassy eyes
• Confusion about assignment
• Slow response to questions
• Forgets plays
• Balance problems
• Behavior or personality changes

Reported Symptoms

• Headache
• Nausea
• Dizziness
• Vision problems
• Sensitivity to light/noise
• Feeling foggy or sluggish
• Memory problems
• Difficulty concentrating

Concussion Protocol

Immediate Response

• Remove athlete from play immediately
• Do not leave athlete alone
• Assess for emergency symptoms
• Call 911 if severe symptoms
• Notify parents immediately
• Document incident thoroughly
• No return to play same day

Return-to-Play Process

• Athlete must see licensed healthcare provider
• Obtain written medical clearance
• Follow graduated return-to-play protocol
• Minimum 24 hours between steps
• Return to symptoms means restart protocol
• Document all steps and clearances
• Communicate with parents throughout

---

6. Heat Illness Prevention

Acclimatization Period

First 14 Days of Practice

• Gradual increase in intensity and duration
• Days 1-2: No protective equipment, light activity
• Days 3-5: Introduce equipment gradually
• Days 6-14: Gradual increase to full intensity
• Monitor all athletes closely
• Extra water breaks during acclimatization

Heat Illness Recognition

Heat Cramps

• Muscle cramps during or after activity
• Treatment: Rest, hydration, gentle stretching

Heat Exhaustion

• Heavy sweating, weakness, dizziness, nausea
• Treatment: Move to shade, cool with water, hydrate, monitor

Heat Stroke (MEDICAL EMERGENCY)

• High body temperature, confusion, loss of consciousness
• Treatment: Call 911, cool immediately with ice bath, monitor

Prevention Strategies

• Unlimited water access at all times
• Mandatory water breaks every 20-30 minutes
• Provide shaded rest areas
• Schedule practices during cooler times
• Modify activities in high heat
• Allow athletes to remove equipment for breaks
• Educate athletes on hydration
• Have cold water immersion tub available

---

7. Insurance and Legal Protection

Insurance Coverage

Required Insurance

• General liability insurance ($1M+ per occurrence)
• Participant accident insurance
• Directors & officers liability insurance
• Property insurance (if own equipment/facilities)
• Workers compensation (if have employees)
• Vehicle insurance (if transport athletes)

Insurance Verification

• Review coverage limits annually
• Verify all activities are covered
• Ensure coverage includes volunteers
• Provide certificates of insurance to facilities
• Keep insurance documents accessible
• Know how to file claims
• Review exclusions and limitations

Legal Documents

Required Forms

• Liability waivers (signed by all participants)
• Medical release forms
• Photo/video release forms
• Code of conduct agreements
• Transportation permission forms
• Concussion acknowledgment forms
• SCA acknowledgment forms

Document Management

• Store all forms securely
• Maintain digital and physical copies
• Organize by participant name
• Ensure forms are complete and signed
• Follow retention schedule (typically 3-7 years)
• Limit access to authorized personnel
• Have backup copies off-site

---

8. Background Checks and Screening

Background Check Requirements

All Coaches and Volunteers Must Complete

• Criminal background check
• Sex offender registry check
• Reference checks (2-3 references)
• Identity verification
• Motor vehicle record (if driving)

Process

• Use reputable background check service
• Follow state-specific requirements
• Complete before any contact with youth
• Review results promptly
• Document approval or denial
• Maintain confidentiality
• Set renewal schedule (typically 2-3 years)
• Store records securely

Disqualifying Offenses

• Crimes against children
• Sexual offenses
• Violent crimes
• Drug trafficking
• Other serious felonies

Ongoing Monitoring

• Track background check expiration dates
• Send renewal reminders
• Conduct annual reference checks
• Monitor for concerning behavior
• Have clear reporting process for concerns
• Document all concerns and actions taken

---

9. Transportation Safety

Vehicle Requirements

• Valid driver's license
• Clean driving record
• Adequate vehicle insurance
• Vehicle in good working condition
• Seat belts for all passengers
• Never exceed vehicle capacity

Transportation Policies

• Obtain written parent permission
• Provide trip details to parents (route, timing)
• Carry emergency contact information
• Have first aid kit in vehicle
• Have charged cell phone
• Follow all traffic laws
• No distractions while driving
• Never leave athletes unsupervised

Trip Planning

• Plan route in advance
• Identify rest stops
• Check weather conditions
• Ensure adequate travel time
• Have emergency contact numbers
• Communicate arrival/departure times
• Account for all athletes before departing

---

10. Incident Response and Reporting

Incident Response

Immediate Response

• Ensure scene is safe
• Assess injured person
• Call 911 if serious injury
• Provide first aid as trained
• Do not move seriously injured person
• Notify parents immediately
• Document everything
• Preserve evidence if needed

Follow-Up

• Complete incident report within 24 hours
• Notify insurance company if needed
• Follow up with injured person/family
• Review incident with staff
• Identify prevention measures
• Implement improvements
• Maintain confidentiality

Incident Report Form

Required Information

• Date, time, and location of incident
• Names of all involved parties
• Detailed description of what happened
• Injuries sustained
• First aid provided
• Whether 911 was called
• Parent notification details
• Witnesses and their statements
• Environmental conditions
• Equipment involved
• Photos (if appropriate)
• Staff member completing report

Incident Review

• Review all incidents monthly
• Identify patterns or trends
• Implement preventive measures
• Update policies as needed
• Provide additional training if needed
• Communicate lessons learned
• Document all improvements made

---

Annual Safety Review

Comprehensive Annual Review

• Review all incident reports from year
• Analyze trends and patterns
• Evaluate effectiveness of safety protocols
• Update emergency action plans
• Review and update all policies
• Assess training effectiveness
• Evaluate facility safety
• Review insurance coverage
• Update safety equipment
• Plan improvements for next year

---

For more resources and tools, visit: www.clublogic.io

© 2025 ClubLogic. All rights reserved.