Better safe than sorry – Preparing for a medical emergency

Being prepared for a medical emergency can make the difference between life and death. This might not be on anyone’s mind until a crisis happens.

These tips will help you prepare in advance:

* Evaluate a facility’s ability to handle an emergency during your site inspection. Find out if during your event, will there be any medical or doctor on duty and the location of the nearest hospital.

* Consider the demographics of the attendees. What’s the age range? Do you have individuals or groups who have made you aware of pre-existing medical conditions and special needs? Will certain circumstances, such as weather or special activities, increase the odds of illnesses or injuries?

* If you are organising an outdoor event which can be physically challenging, make sure you have an ambulance and first aid staff at hand throughout the entire event. If you have a big group of participants, inform the nearest hospital about the event, in case of emergency, they are aware and prepared.

* Learn the site-specific number that operates the property’s emergency response. Venues, especially those in remote locations, may have a different number other than the national’s emergency number.

* Begin communicating with attendees about emergency preparedness with the pre-meeting information. Send a separate e-mail on the subject and include this information also in the "welcome pack" which can be given upon the arrival to the event.

* Designate specific people in your event support team to manage the needs of people who have become ill or injured, such as communicating with family members and making transportation arrangements for them. Identify in your group of attendees if there is anyone who knows CPR in case of emergency, this person is informed to help immediately.

* Maintain accurate lists of all attendees, their hotel(s) and hotel room numbers, and their emergency contact information. If possible, any past medical history that can be life threatening. Keep this information handy so that when emergency occurs, you waste no time in reacting to the situation.