Incident Reporting Procedure

At She Strides, the safety of our runners is our top priority. In the event of an incident during a club run, please follow the procedure below to ensure appropriate action is taken.

Immediate Action

• Step 1: Ensure Safety

  • Injury or Illness: If someone is injured or experiences medical distress, immediately assess the severity and administer first aid if trained. For serious injuries or health concerns, call emergency services (ambulance) without delay.

  • Risk to Others: If the incident presents a risk to other participants, staff, or the public, take immediate action to control the environment. This may include stopping the event, providing warnings, or evacuating participants.

  • Control the Scene: Secure any hazardous areas or equipment that could pose further risks to others. For example, if equipment malfunctions or poses a danger, stop its use and alert staff.

• Step 2: Notify Event Management 

  • Contact the Run Leader and other Run Pacers, or any other senior event staff as soon as possible. They will coordinate the response and ensure proper action is taken.

  • For incidents involving serious injury, immediately notify local emergency services (ambulance, fire, police) if not already contacted.

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• Step 3: Record the Incident

  • Complete an Incident Report First Aid Log as soon as possible using the template in the schedule. The form should include details such as time, location, people involved, description of the incident, witnesses, and any immediate actions taken.

  • Collect statements from participants, staff, or volunteers who witnessed the incident. This will aid in the investigation and determine the cause 

Incident Reporting Procedure

Post-Incident Actions

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• Step 1: Investigation

  • The Run Leader designated and She Strides HQ will lead an investigation into the cause of the incident. The aim is to identify any weaknesses in procedures, equipment, or event logistics.

  • A report will be compiled outlining the findings and any necessary corrective actions. 

• Step 2: Consider if insurers should be notified

  • Assess whether the incident involves potential liability, property damage, injury, or other risks covered by the company's insurance policy. 

  • If the incident is serious or could result in a claim, notify the insurer as soon as possible.

  • Follow the insurer's guidelines for submitting claims or reports. This may involve filling out additional forms, providing evidence, or cooperating with any investigations or assessments.

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• Step 3: Evaluate the Incident

  • Assess the impact of the incident on participants, staff, and the overall event. Determine whether the event needs to be modified or paused to ensure safety. 

  • Review any potential hazards identified by the incident and evaluate the effectiveness of current safety measures.

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• Step 4: Implement Corrective Actions

  • Based on the investigation, implement corrective actions to prevent a recurrence of the incident. This might include:

    • Modifying event procedures or safety protocols.

    • Ensuring staff and volunteers are retrained in specific safety areas.

    • Replacing or fixing any faulty equipment or hazardous materials

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Post-Incident Actions

• Step 5: Follow-Up

  • If the incident resulted in injury or medical treatment, maintain communication with the affected individual(s) and monitor their recovery.

  • Confirm that all corrective actions have been completed and documented.

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Record-Keeping and Confidentiality
The company will maintain records and an incident log to track all incidents and accidents. This log will be reviewed regularly as part of safety audits and to improve future event planning.

All Incident Report Forms and investigation reports must be stored securely and confidentially in line with UK data protection regulations.

Training and Awareness
All event staff, volunteers, and participants must be briefed on emergency procedures during the She Strides training days and events Specific training will be provided on:

• First aid and emergency response procedures.

• Reporting and handling incidents.

• Recognising and mitigating event-specific risks.

• Staff will undergo regular refresher training to ensure they are up to date with health and safety regulations.