Emergency Procedures and Incident Reporting Instructions for Events
Prepare for emergencies before your event:
- Designate a qualified person to make ALL private, public and media statements. Alert all personnel that only the designated person shall respond to all inquires regarding a loss.
- Designate a qualified person for all emergency medical, fire and security operations.
- Arrange for adequate personnel and equipment for on-site security, medical, and fire protection services. "Adequate" means proper and prudent for your event activity and anticipated attendance.
- Arrange backup personnel and equipment, including emergency power sources, to maintain event integrity.
- Make sure all emergency exits are clearly marked, unobstructed and unlocked.
- Have a written crisis management plan that addresses all "worst case scenarios," including evacuation. Train and practice all emergency procedures. Have adequate supplies of the PT Cruiser Club Waiver and Release of Liability and Occurrence Report Forms on site. All persons practicing and/or participating in any competitive event organized by you, as well as anyone entering a restricted area (i.e. any area where admittance to the general public is prohibited) must sign a waiver and release form.
If an incident happens:
- Action: Follow your written plan and take appropriate care of all victims.
- Notice: Incidents can happen anywhere. Notify the PT Cruiser Club as soon as practical after an incident occurs surrounding your event; whether or not you feel that you are responsible.
- Statement: Do not make any statements regarding the cause of the accident. Give no opinions or conjectures to anyone other than your insurance company representative. (Do Not Admit Liability. Do Not Infer Or Promise To Pay.) Use only the acceptable statement: "The accident is under investigation. We are doing everything we can at this time. We will let you know when more information becomes available." Nothing more.
- Investigation: Cooperate with your insurance company representative. Let this person make any and all conclusive investigations.
- Witnesses: Secure names, addresses and phone numbers (home and work) of witnesses as soon as possible after the incident. Nothing more.
- Photos: Take photos of the accident scene as soon as possible.
- Waiver and Release: If available, immediately locate the waiver and release form that was signed by the victim and store it in a safe place. Send this waiver to the PT Cruiser Club along with the occurrence report form. Retain a photocopy of the waiver for your file.
- Local Authorities: If the accident is investigated by local authorities, report this information to the PT Cruiser Club (e.g. person's name, from what agency, and from what town, county and/or state).
- Occurrence Report: Complete all information requested and available within 24 hours. Minimum information should include date of accident, exact location, victim's name, address and phone number, a brief summary of what happened, and the signature of the person who completed the form. If there was a fatality, also include names and contact information for immediate family. Mail this report to the PT Cruiser Club immediately. The insurance company cannot proceed without this form. Remember To Notify The PT Cruiser Club Of All Incidents, regardless of how small or significant they seem! Contact the PT Cruiser Club immediately if you need an incident report form.
The PT Cruiser Club agent for notice of incidents or claims is Michael J. Challis, who can be reached as follows:
By mail:
Michael J. Challis
PT Cruiser Club
PO Box 819
Long Beach, WA 98631
USA
Phone: 360-642-8892
Fax: 360-642-7118