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Endurance | MEDICAL SUPPORT PLANNING FOR EVENTS

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SAFE, SIMPLE, FUN: MEDICAL SUPPORT PLANNING FOR EVENTS Mamie Wheeler, RN Medical Director & Asst Event Director, Portland Marathon August 16, 2012


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WEBINAR FORMAT

Presentation: • 30 - 40 minutes • Q&A to follow

Audio: dial-in toll-free (877) 828-7408 Conference ID 223 171 91

How to submit a question: Click on the “Q&A” tab on the top right-hand side of your screen and type into the text window


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Mamie Wheeler, RN

― Portland Marathon ⁃ Medical Director for 24 years ⁃ Assistant Event Director

― Consultant/coordinator for endurance events on medical support planning

TODAY’S SPEAKER

Mamie with Les Smith, Event Director of the Portland Marathon


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THE GOLDEN RULES


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Golden Rule #1

― Safety, Simplicity, Fun

There are 3 parts:

⁃ Plan for the safety of your volunteers, participants & spectators, and the event as a whole

⁃ Keep it simple, it’s not rocket science

⁃ Don’t lose sight of the reason to put on an event – it’s about having fun!

THE GOLDEN RULES


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Golden Rule #2

― 99% vs. 1%

⁃ 99% of field will never need medical support

― 99% of 1%

⁃ Basic first aid needs

― 1% of 1%

⁃ Advanced first aid and/or life support medical need

THE GOLDEN RULES


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(The Not So) Golden Rule #3

― The unpredictable still happens.

― You can’t please everyone.

― You can save almost everyone.

THE GOLDEN RULES

Takeaway: You can’t prevent the worst from happening, you can only prepare the best you can.


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Poll question: Let’s hear from you…


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Components & Considerations


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Constants & variables

Participants ― Human body: evolution vs. environment

― Type of participants: trained vs. less trained

― Overall and year-round health, wellness, nutrition, exercise

― Literature search, Internet

PLAN CONSIDERATIONS


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The course ― Weather: mild to extreme, cold & heat, humidity

(index)

― Elevation and terrain: low vs. high, hills vs. flat

― Access: closed vs. open, lateral access, point A to point B vs. point A to point A

― Numbers seen medically (based on event history, over time)

PLAN CONSIDERATIONS


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Budget ― Cost of contracted care & supplies in your community

― Volunteers

― Medical sponsor activation

― Medical & course volunteer training

PLAN CONSIDERATIONS


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The medical director

― Who should lead the medical support team?

⁃ Assignment should be based on event needs, community standards, organizational & collaborative abilities, and experience

― How many people on staff

⁃ Event staff: 1-3, event–specific

⁃ Event-specific, 3-5 volunteers per 1%, + # of Aid Stations @2-4 volunteers each

―Who the Medical Director reports to and plans with ⁃ Event Director, Course Director, City Planners

PLANNING MEDICAL SUPPORT


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First steps in developing your plan

― Safe, simple, fun

⁃ Remember the Golden Rules

― Triage vs. treatment protocol

⁃ No right or wrong; wide range of thought

⁃ Develop your event’s model of care:

⁃ Review the constants & variables of your event

⁃ Meet the standard of care in community

⁃ Minimize response time to minimize liability

⁃ Goal is to achieve alignment among expectations of community officials, event planners & participants



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What your plan needs to cover Medical Response team:

⁃ Numbers/mix of volunteer coverage

⁃ Multidisciplinary team

⁃ Pre-hospital caregivers (ambulance/paramedics)

⁃ MD, RN, DC, ATC, ND, PA, LMT, PT, students

⁃ Central event day management ⁃ Medical Director, ambulance dispatch, on-course Ham-

Radio operator

⁃ Chain of command

⁃ Spokesperson policy for event

⁃ HIPPA regulations



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Inform. Inform. Inform… Educate volunteers

Volunteers:

― Medical manual for medical volunteers

⁃ Share plans with course volunteers & finish volunteers

― Email it to all with their assignments

⁃ Get confirmation of receipt

― Phone screening

― Training plan for volunteers

⁃ Pre-event vs event-day

⁃ Community CPR classes



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Inform. Inform. Inform…The Community

Media focus

⁃ Focus on the positive

⁃ What is in place to provide safety

⁃ Human interest stories of participants overcoming obstacles to finish the course

Visit local hospitals, ERs, urgent care centers ⁃ Get staffing plan for event day, along with names & mobile phone numbers

⁃ Generate enthusiasm & support from medical staff - provide event tees, promotional posters, etc



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Inform. Inform. Inform… Educate participants

Participants:

― Registration waivers & policies, Against Medical Advice (AMA) policy, waiver on bib

― Pre-event publications, newsletters, blogs,

social networks

― Website – online medical advice

― Expo booth staffed by savvy volunteers and/or

Medical sponsors

― Literature review, research studies, lectures

― Surveys



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Event Day


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On-site operations

How to run the medical tent:

― Race weekend (or days leading up to event) routine

⁃ Set-up, volunteer check-in, orientation, execution of plan

― Educate & evaluate participants when they get in the medical tent

⁃ Congratulate, clinical observation of response, question training & prep, on-course hydration & replenishment, medical history

― Engaging with participants on course & at finish if they exhibit symptoms of medical issues

⁃ Develop protocol, educate volunteers



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Wrapping up, setting up for success at the next event

― Documentation & reporting

⁃ Meet expectations of event director for archive

⁃ Making the case for more or less investment next year

⁃ Providing info to media

― Volunteers

⁃ Showing appreciation & retaining for next event

⁃ Off-season contact

― Participants

⁃ Post-event surveys, follow-up any hospital referrals, online training & newsletters



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Wrapping up, setting up for success for the next event

Continuing Education & networking

― Portland Marathon Event Director’s College | October 4-6, Portland, OR

http://www.portlandmarathon.org/marathon_conference.php

― Plus, other industry resources & professional organizations:

Running USA, USA Triathlon, Road Runners Club of America, Road Race Management & others…

― For follow-up or consultation inquiries on your medical support planning [email protected]


http://www.portlandmarathon.org/marathon_conference.php

mailto:[email protected]


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Click on the “Q&A” tab & type in the text window

Q&A


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THANK YOU

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SAFE, SIMPLE, FUN: MEDICAL SUPPORT …digital+assets/...SAFE, SIMPLE, FUN: MEDICAL SUPPORT PLANNING FOR ... ―Medical sponsor activation ... MEDICAL SUPPORT PLANNING FOR EVENTS