You will (should) have the name and address from entry details.
Having this is reasonable. A fair number will have been on the point of initiating a search only to find the missing person has left for home without downloading.
If you have special medical conditions you should carry the details in some form with you. That should be the competitor's responsibility, not the organisers.
Emergency contact and medical details
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Re: Emergency contact and medical details
curro ergo sum
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King Penguin - addict
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Re: Emergency contact and medical details
andypat wrote:So a guy dies out in the forest and all you have is his name.
You call the police.
As organiser of the event they start asking you for information which you don't have.
Hows that not a difficult position?
But you won't just have his name, you will have his address, from his entry form or online entry, which you also need for the insurance cover.
It shouldn't be an organisers responsibility to competitors to provide an emergency contact and medical details. You can give them the option to provide it but it has to be their responsibility to take that up.
As an aside, oentries has an downloadable report containing the contact details for all entries, so you could print one out after entries have closed and keep a copy in the organisers pocket or some other safe/secure place.
- Paul Frost
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Re: Emergency contact and medical details
Paul Frost wrote:As an aside, oentries has an downloadable report containing the contact details for all entries, so you could print one out after entries have closed and keep a copy in the organisers pocket or some other safe/secure place.
I organized a night league event a week ago. My club let me go ahead with a trial to have entries exclusively through Oentries, with a closing date of 8am the same day as the event. There was no entry on the night.
This enabled me to print out everyone's details and have them in a folder at the event, and run the event with just a couple of helpers. Attendance didn't suffer, in fact this was the best-attended Northern Night Cup event since the competition began.
We could easily have invited entrants to include any medical details in the "special requests" section and it would have meant zero extra workload.
- Sunlit Forres
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Re: Emergency contact and medical details
Sorry Paul - I'd assumed from the tone of the debate that it was being advocated we didnt need any details. I'm happy with name and address too.
Orienteering - its no walk in the park
- andypat
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Re: Emergency contact and medical details
We have wandered around a bit, so just a reminder that this thread started with the recent Clubmark requirement:
Clubmark wrote:The Club records participants’ contact, medical and emergency contact details and these are accessible to the coach/organiser
- Paul Frost
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Re: Emergency contact and medical details
I think that might be the 2015 requirement from the BO website. The 2016 requirement from the Sport England website is subtly different:Clubmark wrote:The Club records participants’ contact, medical and emergency contact details and these are accessible to the coach/organiser
and amongst the evidence requirements for this is2.2 The Club has necessary provision in place for the safeguarding and welfare of its members. ('Club Child and adult at risk Safeguarding Policy that meets statutory requirements).
Taken at face value this would suggest that you only have to record the information for your club members, and not for visitors.Evidence of how the club collects and safely stores all members registration details - to include information on contact details, disability, medical conditions, parental consent(s), and emergency contact information
I don't know if BO have deliberately gold-plated the Sport England guidance, to reflect the fact that our events typically have more visitors than members, or if the BO version has not been updated to reflect changes from 2015 to 2016.
(Edited to reflect possible difference between 'pure' Clubmark and BO version of Clubmark)
Last edited by Snail on Fri Dec 09, 2016 3:27 pm, edited 1 time in total.
- Snail
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Re: Emergency contact and medical details
I read that as meaning that you have to have policies in place for maintaining the security and privacy of any information that you do have, rather than the need to have it in the first place.
- NeilC
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Re: Emergency contact and medical details
Snail wrote:Taken at face value this would suggest that you only have to record the information for your club members, and not for visitors.Evidence of how the club collects and safely stores all members registration details - to include information on contact details, disability, medical conditions, parental consent(s), and emergency contact information
The key issue here is the "safely stores" bit, and that it still explicitly lists "disability & medical conditions". There are very few clubs that will have the technical skills and resources to store this level of sensitive data. I'm a website developer and quite tech savy and I would not accept the responsibility of storing this sort of data and making it available to a number of people (most clubs will have multiple organisers). As soon as you let someone have access to data you have lost all control of it's security. If only one person is lax with their computer security then you have left the doors and windows open to anyone that wants to enter. How you answer the following questions will highlight if you are a weak link, ideal answers supplied.
Do your computer, tablet and phone all have a secure password that is required after being left unused for a short period of time? Yes
Do you have a password management system where you use different complex passwords for every device, site and app? Yes
Do you use cloud storage like Dropbox? No
Do you plug USB memory sticks into your computer? No
Do you open emails from unknown sources and click on links in them? No
- Paul Frost
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Re: Emergency contact and medical details
Very sensible points, Paul.
My club has Clubmark and I have no recollection of giving them any of this information directly, except perhaps on a paper form when entering an event on the day (and that would be just contact and emergency contact details). As I'm a BO member, contact details and disability information are held on their database (the latter presumably only if you choose to tell them, and I'm not sure if it's any more than yes/no) but nothing more, and I assume they may pass this on to the club(s) you're a member of.
Apart from the members/visitors issue, surely another one is competitors/helpers. Club members (or even non-members) who help at events could be just as likely to suffer some sort of medical emergency, and I wonder if anyone records their details.
My club has Clubmark and I have no recollection of giving them any of this information directly, except perhaps on a paper form when entering an event on the day (and that would be just contact and emergency contact details). As I'm a BO member, contact details and disability information are held on their database (the latter presumably only if you choose to tell them, and I'm not sure if it's any more than yes/no) but nothing more, and I assume they may pass this on to the club(s) you're a member of.
Apart from the members/visitors issue, surely another one is competitors/helpers. Club members (or even non-members) who help at events could be just as likely to suffer some sort of medical emergency, and I wonder if anyone records their details.
- roadrunner
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Re: Emergency contact and medical details
As a race organiser when I had to call for an ambulance many years ago for an injured competitor they only wanted the most basic information such as where we were, nature of the injury (broken limb suspected) and did not ask for any other medical details. I guess if we were attempting CPR and told them then the ambulance might have come quicker (it was pretty quick anyway as the person sent to meet them only just made it to the nearest main road a mile away in time to meet the ambulance). So it is only in the competitors interest to provide these details in a different format should they be unconscious and not able to provide them verbally.
My preference is for all races to have numbered bibs with the opportunity to write medical details on the reverse. I've seen these used for putting the organiser's emergency contact on also.
My preference is for all races to have numbered bibs with the opportunity to write medical details on the reverse. I've seen these used for putting the organiser's emergency contact on also.
- canol
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Re: Emergency contact and medical details
If you know who someone is and it is a medical emergency then you will have called 999. The out of hours medical service has access to people's medical summaries unless they have opted out in which case they are also likely to opt out of a less confidential event based request for that info.
I collect addresses and contact info for non BOF/club folk at events but am happier with bare minimum for club members because most of the info not available via SI archive can be got from club contacts in the very very unlikely event of them being unconscious. If they are seriously ill and unconscious the first priority of the medical staff will be to sort that out. You have time to ring around the people with access to club membership info if no-one at the event knows where they live whilst they are being medically sorted.
At small events except for non members we all tend to know each other (or some people) anyway. At large events online entry collects this.
I collect addresses and contact info for non BOF/club folk at events but am happier with bare minimum for club members because most of the info not available via SI archive can be got from club contacts in the very very unlikely event of them being unconscious. If they are seriously ill and unconscious the first priority of the medical staff will be to sort that out. You have time to ring around the people with access to club membership info if no-one at the event knows where they live whilst they are being medically sorted.
At small events except for non members we all tend to know each other (or some people) anyway. At large events online entry collects this.
- frog
Re: Emergency contact and medical details
At the event I organised today, a young girl with asthma - was wearing a plastic wristband with asthmatic written on it (with short sleeve top very visable) - I asked her if she had here inhaler with her and she said her mum had it. (wristband had mobile number on it) . She said when she had problems on a course, and had her inhaler with her - it was useless as it had got wet and muddy - but this wristband seemed a good idea!
- NFKleanne
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Re: Emergency contact and medical details
NFKleanne wrote:She said when she had problems on a course, and had her inhaler with her - it was useless as it had got wet and muddy - but this wristband seemed a good idea!
How about she put it in a plastic bag?
Do a google search for "medic alert bracelets", probably what everyone should be wearing all of the time.
- Paul Frost
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Re: Emergency contact and medical details
Paul Frost wrote:Do a google search for "medic alert bracelets", probably what everyone should be wearing all of the time.
Not sure about "everyone", but if you've got a medical condition where it would be useful (like the example quoted) then an excellent idea.
- roadrunner
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