Ski for Light Event Planning Manual

June 2011

10. First-Aid Coordinator

SFL prides itself on creating an opportunity for visually-impaired, mobility-impaired, and able-bodied participants to share a physically-demanding recreational activity with each other.

It is the policy of SFL for applicants to make their own informed decision about participation. It is the policy of SFL to provide information to all applicants, in an accessible format, regarding the nature of the Ski for Light program and specific information on the sport of cross-country skiing with a description of its potential benefits and risks, including personal physical condition and accidental injury, so that applicants may make this decision. We will encourage all applicants to seek the advice of their personal physician.

The desirability of a First-Aid Coordinator position flows from the knowledge that accidents and illnesses will occur among any gathering of active adults. The role of the First-Aid Coordinator is to collect information for use in an emergency, to coordinate the first-aid services of the hotel, ski site, and EMT or first-aid certified SFL volunteers, and to share information with all participants that will enable them to assume responsibility for their own health and safety.

The First-Aid Coordinator should be prepared to:

• Ensure that appropriate first-aid supplies are available at the event.
• Maintain a confidential file of all Emergency Data Forms submitted by participants.
• In some years the Emergency Data Form will include a Consent to Treatment section, as determined by applicable law in the state where the event is to be held. The existence of "Good Samaritan" statutes eliminates the need for this portion of the form in most states.
• Identify and meet with participants who have an EMT or other first-aid certification and who have volunteered to assist with first-aid activities.
• Share information with all participants that will enable them to assume responsibility for their own health and safety.

Pre-Event

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.
• Meet with hotel personnel to discuss emergency support services and procedures.
• Identify the hotel's key first response contact person (determine if they have first-aid certified hotel and security staff).
• Determine if they have a first response station or supplies in the facility.
• Establish necessary emergency procedures with hotel staff; get acquainted with their procedures for dealing with medical emergencies and create a procedure for SFL that utilizes their established system.
• Examine ski area/facility. If independent from hotel, review the above concerns with ski area/facility personnel. Additionally, review evacuation procedures and routes.
• Determine availability of emergency equipment (snowmobiles, rescue sled, two-way radios, cell phones, etc).
• Identify available hospitals, medical clinics, and ambulance service.

January 1

• Confirm availability of emergency equipment (snowmobiles, rescue sled, two-way radios, etc).

One Week Prior to Event

• Contact the Applications Coordinators to obtain a list of SFL attendees who are currently first-aid certified who might volunteer to assist with first-aid needs. Contact 10-15 to meet need and determine their interest. SFL requires that the volunteer's type of certification and expiration date be on file.

International Week

Saturday

• Issue first-aid volunteers a first-aid armband to wear, first-aid packs, and for some, two-way radios. First-aid packs and supplies from previous years are kept in the storage area and can be retrieved from the Information Room. After determining what is available and still usable, the First-Aid Coordinator is responsible for obtaining the necessary supplies/equipment.
• Make sure arrangements are established for transporting injured and ill participants to hospital or medical clinic. Some host facilities will assist with transport while others, will not. In these situations, the First-Aid Coordinator must have contingency plans. Personal vehicles have been used for non-emergency needs. However, if there is a medical emergency, summon an ambulance.
• Make sure all first-aid, emergency procedures, protocol, etc. are shared with SFL Guide Trainers, SFL Information Room, SFL Event Chair, hotel management, ski area management, and all participants.
• Skiers with unusual health issues that come to your attention should be encouraged to share this information with their skiing partner and roommate.
• Review ski area and establish a system of naming or numbering significant features so that volunteers can quickly communicate about a specific location.
• Equip each roving certified first-aider with a first-aid pack with all items noted on the list below.
• Review the host facilities' (hotel, ski area) first-aid and medical emergency procedures, evacuation routes, and local hospital/ambulance services.
• Serve as a resource (speaker/trainer) for Guide Trainers and instructor/guide training on area-specific risks (i.e. altitude, severe cold weather, difficult terrain, lack of snow), associated injury/illness concerns, and first-aid and medical emergency procedures of hotel and ski area. Emphasize personal responsibility.
• Place first-aid kit and resource list of local medical assistance in the SFL Information Room.

First-Aid Kit Contents

• Review list of first-aid kit items for appropriateness and adjust accordingly. Items that have been included in the past include:
  · S.O.A.P. Note (Patient Assessment form)
  · Blank note cards
  · Pen or pencil
  · Red Cross Armband
  · CPR masks
  · Emergency blanket
  · Ace Bandage (1)
  · Triangular Bandages (2)
  · Scissors
  · Dressing, medium size (1)
  · Eye Pad (2)
  · Antiseptic Wipes (4)
  · Antibiotic ointment
  · Glucose Tablets (1 Box - 6 tablets/box)
  · 3x3 Sterile Pads (4)
  · Safety Pins
  · 1" Kling Roller Gauze
  · 1" Waterproof Adhesive Tape
  · Vaseline Lip Balm
  · Moleskin
  · Thermometer
  · Surgical rubber gloves (3 pair)*
  

  *Given blood-borne pathogens, it is important that all first-aid volunteers use rubber gloves when treating injured or ill participants.
  

• Additionally, the following information must be included:
  · Phone numbers of emergency medical facilities/resources (i.e., hospital, medical clinic, doctor, ambulance). If 911 emergency phone access is available, make sure this is noted in first-aid kit.
  · Directions to medical facilities/resources
  · List of all first-aid volunteers' room numbers
  · Two-way radio access/channel directions/cellular phone number(s).
  · Map of ski area.
  

Sunday

• Meet with first-aid volunteers to discuss plans and procedures for on-snow and hotel coverage. Issue first-aid kits and review contents. First-aid volunteers should be issued armbands to wear for identification. Some first-aid volunteers should also carry two-way radios or cellular phones.
• Establish procedure for responding to illness/injury. This procedure should include contacting the hotel/ski area, having facility call emergency service. This will ensure that the emergency personnel come to appropriate location, facility can provide accurate, concise instructions/directions. Person at facility can activate facility's evacuation procedures if necessary. Review this procedure with Information Room Coordinator and all first-aid volunteers.
• At dinner (or possibly Monday morning breakfast), make short presentation (approximately 5 minutes) to participants about SFL first-aid policies and procedures, health and safety considerations (i.e. diabetes, frostbite, dehydration, altitude, stretching) and personal responsibility.

Generic Sample of Sunday Night First-Aid Talk

• Here are some thoughts to share with all participants as they prepare for a week of skiing:
• Begin with a toast...have everyone raise a glass of water and drink to a safe, fun week. If you are skiing at altitude, staying hydrated is essential and this is a playful way of reminding people to drink plenty of water.
• Emphasize that a safe, fun week begins with self...with you. You must take responsibility for your own health and safety. SFL cannot guarantee your safety.
• Prevention through common sense is your best insurance policy. What is prevention through common sense
• Examples: remembering that you have the whole week to ski. If you overdo it today and pack seven days into one day, tonight might be the end of your week...and then we can't dance together.
• Warm up and warm down easily before and after each day of skiing. Take advantage of programmed morning stretching sessions.
• Give quality instruction and practice techniques on appropriate trails. In the long run, learning a technique makes skiing safer, easier and more fun.
• Be aware that the trails may be...icy...hilly...hard-packed...tree-covered...void of snow in some places...etc.
• Be aware what the windchill is...and dress for the conditions...in layers for insulation and wind protection.
• Enjoy the food...don't diet...stay hydrated...get a good night's rest.
• Ski in pairs or foursomes...stay on designated SFL trails. Most important, communicate with each other. It is your right and responsibility to tell each other when you need to stop, change, or do something differently. If you are cold, get warm. If you need instructions clarified, ask for clarification. If thirsty, get water. If you feel unsafe or uncertain, talk to your partner.
• In the end, you make the choice to stay safe and have fun.
• A reminder that any underlying medical condition could be exacerbated by strenuous, physical activity.
• We have "x" number of first-aid volunteers to help you. The veteran first-aid volunteers are (introduce them to audience).
• Although each will be skiing with someone on the trails, they will be carrying First-Aid kits and available to help you with basic first-aid needs. Several of us will have radios or cell phones to call the facility if someone must be evacuated by snowmobile and sled. Each first-aid volunteer will be wearing a first-aid armband for easy identification. First-aid needs can also be reported to the front desk of the hotel.
• I want to emphasize that we will not be providing any medical clinic service on site. For immediate, basic first-aid needs, our volunteers can help you. For serious illness or injury that require more attention, you must see a doctor at a local medical facility. Information regarding location of clinic or hospital and emergency phone numbers is available from the first-aid volunteers and hotel's front desk.
• If you need transportation to a clinic or hospital, please contact one of the volunteers for assistance or use your personal vehicle. If you have a medical emergency, contact the hotel front desk or call 911 for ambulance and emergency service.
• Remember...your health and well-being is common sense. Personal safety begins with YOU.

Monday

• Collect Emergency Data Forms from the Applications Coordinators. Arrange all forms alphabetically in a three-ring notebook for easy reference.
• All completed Emergency Data Forms must be kept on file at the event site. Records should be kept at site where majority of activity is going on. Thus, during skiing times, records should be at ski site. Organized, detailed records will enable first-aid volunteers and emergency support services to respond promptly.

Throughout the Week

• As needed, meet with first-aid volunteers to discuss injuries, illnesses and safety issues observed.
• Make sure, on a daily basis, that a snowmobile and rescue sled with wool blankets or sleeping bags is ready for use. This unit should be for emergency use only and must be a reliable starter. Identify a person from the facility who operates this vehicle and find out how to reach this person during skiing hours.
• It is particularly important to acquaint first-aid volunteers with emergency response procedures particular to the host facilities, what resources are available and where they are located, participants with health issues they should be familiar with, and the importance of serving as the organization's eyes and ears regarding hazards. The key to a safe, fun week is prevention and first-aid volunteers can help educate all participants throughout the week to reduce injury and illness.
• Document treatment of all injuries and illnesses. A daily record of all accidents and injuries must be maintained. It should include name of injured/sick individual, name of first-aid volunteer providing assistance, date, time, and exact location of incident, and a description of exactly what happened. These records should be clearly labeled and given to the SFL Secretary at the end of the week for storage in the SFL office.
• At the end of the week, give all consulted Emergency Data Forms to the SFL Secretary for storage in the SFL office.

Post-Event

• Within one week of the end of the event, destroy all unconsulted Emergency Data Forms by shredding.
• Write thank-you notes to all first-aid volunteers, local emergency support agencies and personnel, and providers of equipment (snowmobiles, rescues sleds, two-way radios, etc.).

  ---

  Return to Table of Contents