FIRST-AID CHECKLIST AT EVENT GATHERING

Event Name :____________________________________

Date & Time:_____________________________________

Venue :_________________________________________

Expected Attendance:______________________________

1. Purpose

This SOP outlines the procedures for providing safe, efficient, and timely first aid services at the event. It ensures standardised response, coordination, and documentation during medical incidents.

2. Scope

Applies to all first aid personnel, volunteers, event staff, security teams, and external emergency services involved in medical response during the event.

3. Roles & Responsibilities

Medical Lead:

A.      Oversees all medical operations

B.      Liaises with event management and EMS

First Aiders / Medics:

A.      Provide initial assessment and first aid care

B.      Document all incidents and handovers

Event Staff / Security:

A.      Assist in crowd control

B.      Guide EMS to casualty location

Event Control:

A.      Coordinates communication

B.      Activates emergency plans when required

4. Procedures

4.1 Scene Safety

A.      Assess hazards before approaching

B.      Use PPE (gloves, mask)

C.      Call for backup if scene unsafe

4.2 Initial Assessment (ABCDE)

A.      Airway

B.      Breathing

C.      Circulation

D.      Disability

E.       Exposure

4.3 Treatment

A.      Provide care within level of training (CPR, bleeding control, wound management, splinting)

B.      DO NOT perform advanced procedures without certification

4.4 Communication

A.      Radio/phone to alert Medical Lead

B.      Report: Location, number of patients, type of injury

C.      Request EMS if needed

4.5 Triage (if multiple casualties)

A.      Red – Immediate

B.      Yellow – Delayed

C.      Green – Minor

D.      Black – Deceased/no signs of life

4.6 Handover to EMS

Provide structured report (SAMPLE/ABCDE, time, treatment given).

5. Documentation

A.      Complete incident form for every patient

B.      Record time, assessment, treatment, witnesses

C.      Submit all documentation to Medical Lead before leaving duty

6. Post-Incident Procedures

A.      Restock equipment

B.      Debrief with Medical Lead

C.      Report lessons learned

7. Review & Approval

This SOP is reviewed after every event and updated as needed.

Approved By:_____________________

Date:____________________________

7.1. Comprehensive checklist for event medical preparedness.

a)   A Comprehensive Checklist for Event Medical Preparedness is a structured tool used to ensure that all medical, safety, emergency response, and logistical requirements are fully planned, organised, and ready before, during, and after an event.

b)  It helps event organisers and medical teams anticipate risks, assign resources, coordinate personnel, and respond effectively to any health- related incidents.

7.2. Ideal for small, medium and large-scale events.

Ideal for small, medium, and large-scale events medical preparedness” refers to creating a flexible medical planning approach that can be scaled up or down depending on the size, risk, and complexity of the event.

It means the medical preparedness system should work effectively whether the

event hosts 100 people, 5,000 people, or 50,000+ people.

7.3. Use as planning, briefing and on-site reference

a) Ensures nothing is missed during pre-event setup.

b) Gives all staff a clear, consistent operational picture.

c) Supports real-time decision-making and rapid response.

It means the checklist is multi-purpose—helping teams prepare, brief, and respond at the event.

8.It remains useful before, during, and throughout the event as a quick operational guide.

8.1. Team & Staffing

• Identify number of first aiders required

• Assign team leader / medical coordinator

•  Verify certifications: BLS/First Aid, AED

• Create duty roster and communication plan

8.2. Medical Equipment

• Fully stocked first-aid kits

• AED with charged batteries

• Stretcher / spinal board

• Gloves, masks, sanitisers

8. 3. Emergency Supplies

• Bleeding control items (gauze, bandages)

• Burn dressings

• CPR pocket masks/shields

• Cold/hot packs

8.4. Communication & Coordination

• Dedicated communication channel(radio/phone)

• Emergency contact sheet

• Coordination with event security

• Notify nearest hospital/ambulance service

8.5. Site Assessment

1.  Map of venue with access points

2.  Identify high-risk zones

3.  Mark first-aid post locations

4.  Ensure clear ambulance access routes

8.6. Documentation

• Incident report forms

• Daily log/observation sheet

• Consent/refusal-of-care forms

• Inventory checklist

8.7. Pre-Event Briefing

• Team briefing on roles/responsibilities

•  Review emergency action plan

• Test equipment & radios

•  Establish meeting/assembly points

8.8. On-Site Operations

• Visible first-aid stations

• Continuous equipment readiness checks

• Crowd monitoring for distress/emergencies

• Maintain hygiene & waste disposal

9. Post-Event Tasks

• Debrief with medical/security team

• Restock supplies

• Submit reports

• Identify improvements for next event

Thank you.