Handling Safety Emergencies at Projects + Incident Reports
Best Practices + Sample Incident Report Form
Michelle Baker
Last Update 20 days ago
An incident report is a formal document used to record details about an unexpected event or occurrence, particularly those that involve safety concerns, accidents, or other significant incidents during an event. For nonprofits, effective use of incident reports can enhance safety, improve accountability, and facilitate better response planning for future events.
Key Components of an Incident Report
The form should collect basic information like the time/date/location, a description of what happened, names + contact info of all parties involved and who witnessed, a detailed account of response actions, and any follow up actions recommended.
What type of situation qualifies for an Incident Report?
Typically, injuries or reports of safety concerns. You can define what does and does not qualify, for your own team… of course, it’s always best to err on the side of caution and document everything.
How Nonprofits Should Use Incident Reports at Events
Handle the emergency first: respond to the crisis before documenting it. Meaning, be sure the authorities have been contacted, first aid has been administered, etc; before completing the form.
Access to form: Make sure all staff have a way to complete the form during a project. Digital forms are best, and consider adding signs with QR codes to your space for quick access.
Train Staff and Volunteers: Conduct training sessions on how to recognize, report, and respond to incidents. This prepares your team to handle situations effectively and encourages a culture of safety.
Review and Analyze: After the event, review the incident reports to identify patterns or recurring issues. Analyzing this information can help improve safety protocols and event planning for future gatherings.
File Documentation: Ensure submitted forms are collected + stored in a safe folder, physical or digital, as you may need it later.
Update Policies and Procedures: Use insights from incident reports to revise safety policies and procedures. This proactive approach helps prevent similar incidents in the future and enhances the overall event experience.
SAMPLE INCIDENT REPORT FORM
Please complete this form if any accidents, injuries or serious complaints occur at your project site. Remember: in the event of an emergency, call 911!
Top of Form
1. Involved Volunteer Contact Info:
Name:
Email Address:
Phone Number:
2. Project Lead Contact Info:
Name:
Email Address:
Phone Number:
3. Project Site where incident occurred:
4. When did the incident occur?
5. Please describe the incident and be as detailed as possible
Please name all parties involved including volunteers, agency or school representatives, Team Captains, Project Coordinators, Hands On Atlanta staff and witnesses:
What actions were taken to resolve the issue?
8. If emergency personnel were summoned, please attach a copy of the report and/or a follow up contact person, phone number and case reference number.
Bottom of Form