Why Every Community Sport Organization Needs an Emergency Action Plan (EAP)—Before You Ever Need It
There are a lot of things in community sport that we plan for—schedules, uniforms, tournaments, volunteers.
But there’s one thing that often gets overlooked.
Until the moment you wish you had it.
An Emergency Action Plan (EAP).
I’ve been around community sport long enough to know this:
when something serious happens—an injury, a medical emergency, a situation where seconds matter—you don’t rise to the occasion… you fall back on your preparation.
And if there’s no plan?
You’re figuring it out in real time.
That’s not where you want to be.
What is an Emergency Action Plan (EAP)?
At its core, an EAP is a simple, clear, and shared document that outlines:
- Who does what in an emergency
- Where critical resources are located
- How to contact emergency services
- What information needs to be communicated—and by whom
Many National Sport Organizations provide templates (like Softball Canada), which include:
- Emergency contacts
- Facility details
- Assigned roles like “Charge Person” and “Call Person”
- Immediate response steps like assessing airway, breathing, circulation (ABCs)
But here’s the key:
👉 A template is just a starting point
👉 A completed, customized EAP is what makes the difference
Why This Matters More Than Most Organizations Realize
In many small, volunteer-run organizations, an EAP either:
- Doesn’t exist
- Exists somewhere… but isn’t shared
- Or hasn’t been updated in years
I’ve seen all three.
And I’ve also seen the difference when one is in place.
When we created and implemented an EAP with the Stingers, something changed immediately:
- Coaches felt more confident
- Volunteers knew their roles
- Parents had peace of mind
- And most importantly—there was no hesitation when action was needed
That’s the real value.
Real Talk: Emergencies Don’t Give You Time to Prepare
In an emergency:
- You don’t want someone Googling the nearest hospital
- You don’t want confusion about who calls 9-1-1
- You don’t want five people doing the same thing—and no one doing the critical thing
You want:
- Clear roles
- Clear communication
- Immediate action
That’s exactly what an EAP provides.
Two Simple (But Powerful) Tips From Experience
Here are two things that often get overlooked—but make a big difference:
👉 1. Ask for the EAP at Away Games
If you’re a coach heading to an away game or tournament:
Ask the host organization for their Emergency Action Plan.
- Where is the nearest hospital?
- Where should EMS enter?
- Who is their designated contact person?
Don’t assume—it’s worth asking every time.
👉 2. Print It. Don’t Rely on Your Phone
This is a big one.
Your EAP should be:
- Printed
- Accessible
- In your coach’s binder or equipment bag
Because in a real situation:
👉 You don’t want to be searching through emails or PDFs on a phone
👉 You want it in your hand, immediately
Simple. Reliable. Ready.
The Good News: This Is Easier Than You Think
Here’s what I’ve learned:
👉 Creating an EAP is a one-time investment
👉 Maintaining it is quick and simple
Once it’s built:
- Update contact names
- Add new equipment (like an AED)
- Adjust for new venues
That’s it.
Small updates. Big impact.
What Should Be Included in Your EAP?
At a minimum:
- Facility details (address, access points)
- Emergency contacts (EMS, nearest hospital)
- Assigned roles (Charge Person, Call Person)
- Safety equipment locations (first aid kits, AEDs)
- Clear instructions for EMS access
One of the Most Overlooked Benefits
Your EAP isn’t just for your team.
It should be:
- Shared with every coach and volunteer
- Available at every game or practice
- Provided to visiting teams
That last one?
Almost no one does it—but it instantly raises the level of safety for everyone involved.
Final Thought
No one wants to think about emergencies in community sport.
But the organizations that do?
They’re the ones that are ready when it matters most.
An Emergency Action Plan isn’t just a document.
It’s leadership.
It’s responsibility.
And in the moments that matter most—it’s a game-changer.
Download Your Free EAP Template
We’ve created a simple, customizable Emergency Action Plan worksheet—plus a one-page Game Day version for coaches.
👉 Take 30–60 minutes
👉 Build it once
👉 Print it and share it
You’ll never regret having it.
