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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
Endurance | MEDICAL SUPPORT PLANNING FOR EVENTS
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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
Endurance | MEDICAL SUPPORT PLANNING FOR EVENTS
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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
Endurance | MEDICAL SUPPORT PLANNING FOR EVENTS
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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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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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Constants & variables
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
Endurance | MEDICAL SUPPORT PLANNING FOR EVENTS
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Constants & variables
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
PLANNING MEDICAL SUPPORT
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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
PLANNING MEDICAL SUPPORT
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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
PLANNING MEDICAL SUPPORT
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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
PLANNING MEDICAL SUPPORT
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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
PLANNING MEDICAL SUPPORT
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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
PLANNING MEDICAL SUPPORT
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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
PLANNING MEDICAL SUPPORT
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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]
PLANNING MEDICAL SUPPORT
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Click on the “Q&A” tab & type in the text window
Q&A