Safer Clubs.

First aid, incident response and reporting: helping clubs stay prepared on and off the pitch

Grassroots football is fast-paced, physical and community-led. Most matchdays and training sessions pass without serious problems, but when an injury, accident or unexpected incident does happen, the club's response matters.

That is why first aid provision, emergency procedures and clear incident management should be part of everyday club planning - not something considered only after an event.

For clubs, being prepared is about more than compliance. It helps protect players, volunteers, officials and spectators, supports calmer decision-making under pressure, and makes it easier to respond appropriately when something goes wrong.

Good preparation can also make incident reporting and claims handling more straightforward if further action is needed afterwards.

First aid is part of good club management

At grassroots level, clubs often rely on volunteers, coaches and committee members to keep activity running smoothly. But when someone is injured, uncertainty over who is responsible, where equipment is kept or what to do next can quickly add to the problem.

A practical first aid approach does not mean every club needs a medical team. It means making sure basic arrangements are clear, proportionate and understood.

Clubs should consider:

• whether first aid provision is available at matches and training
• who the trained first aiders are, and how they can be contacted
• where first aid kits and emergency equipment are kept
• whether facilities, pitches and venues have known access points for emergency services
• how coaches, volunteers and officials escalate a more serious incident
• how incidents are recorded after the event

These are simple steps, but they can make a significant difference when a quick response is needed.

Emergency procedures should be clear before they are needed

When an incident happens, people often lose time trying to work out roles, responsibilities or the next step. That is why clubs should aim to keep emergency procedures straightforward and visible.

Everyone involved in running the club should understand the basics:

• who takes charge if there is a serious injury or medical emergency
• who contacts emergency services if required
• who manages the wider group, including players, parents or spectators
• who meets emergency responders and directs them to the correct location
• who records what happened once the immediate situation is under control

This is particularly important where clubs use multiple venues, shared sites or hired facilities. What works at the home ground may not be enough for an away fixture, training venue or community pitch.

The best emergency procedures are often the simplest ones: clear, realistic and understood by the people expected to use them.

Incident response is about more than immediate treatment

A good response does not end once first aid has been given.

Clubs should also think about how incidents are managed in the minutes and hours afterwards. That may include reassuring others present, preserving relevant information, recording facts accurately and deciding whether further reporting is needed.

Depending on the incident, practical follow-up may involve:

• noting the date, time and location
• recording who was involved and what happened
• identifying any witnesses
• keeping relevant photographs or supporting information where appropriate
• logging what immediate action was taken
• reviewing whether the incident highlights a wider safety issue that needs attention

This kind of record can be helpful for safeguarding, internal review, facility management and insurance notification.

It can also help clubs avoid relying later on memory alone.

Clear reporting helps clubs respond properly

Not every incident becomes an insurance claim, but some do. And some situations that seem minor at the time may later develop into something more serious.

That is why clubs should have a clear approach to incident reporting.

The key question is not simply whether something serious has already happened. It is whether the incident could give rise to a claim, complaint or formal allegation later.

Having a consistent process helps clubs:

• respond promptly
• retain accurate information
• avoid confusion or contradictory accounts
• identify whether insurers or brokers should be notified
• support anyone involved more effectively

A mid-season review of incident records can also help clubs spot patterns, such as repeat injuries, recurring pitch issues, crowd management problems or equipment concerns.

Clubs should avoid making assumptions after an incident

In the immediate aftermath of an accident, people often want to be helpful. But clubs should be careful not to make statements that could complicate later handling.

Where an incident may lead to a legal liability claim, clubs should avoid admitting liability or making promises about responsibility before the matter has been properly reviewed.

For clubs and leagues covered by the NGIS legal liability policy, incidents that could give rise to a claim or if a formal claim is submitted directly, the following actions should be taken:

• Report promptly by completing a Liability Report Form (within 30 days of the incident date) 
• Do not admit liability or make any offer of settlement
• Forward any writ/summons immediately
• Avoid correspondence with the claimant or their legal representatives without insurer oversight first

That is an important reminder for committee members, volunteers and officials: supportive communication matters, but so does following the right reporting process.

Personal accident claims should also be handled clearly

For clubs with NGIS personal accident cover in place, injuries to players or club officials may require a different claims route from legal liability matters.

Marsh Sport NGIS personal accident guidance explains that if a player or club official is injured, the personal accident claim process starts by downloading and completing the relevant claim form and returning it by email or post. The Club should complete the Club details and Sign to validate the claim before passing the form to the injured person for completion and submission to the claims team.  Claimants should be reminded that all questions should answered where applicable, and either a copy of the medical report or the required doctor’s statement is included.  Copies of Dr Notes signing a player off work should be included where the person is claiming form Temporary Total Disablement.  The form should be signed and a copy retained for their own records.

This is another reason why clear club processes matter. If an injury has already happened, the club should know:

• who can help the injured person access the correct form
• what supporting information may be needed
• who within the club needs to sign or verify the claim
• where to direct questions if help is needed

A calm, organised process can make a difficult situation easier for everyone involved.

Where clubs can find NGIS claims and incident notification information

For clubs that want to review the relevant NGIS processes, Marsh Sport provides guidance online.

Legal liability incident reporting: https://www.marshsport.co.uk/ngb-schemes/NGIS/making-a-claim/legal-claim.html. This guidance explains that incidents which could give rise to a liability claim should be reported as soon as possible, and that no admission of liability should be made.

Personal accident claims: https://www.marshsport.co.uk/ngb-schemes/NGIS/making-a-claim/personal-accident.html. This page explains how to report a personal accident claim, including the claim form process and supporting information required.

Clubs may also wish to keep key claims contact details accessible to the relevant committee members or welfare leads, rather than searching for them after an incident has occurred.

Stronger preparation creates calmer responses

Most clubs never want to test their emergency arrangements in a serious situation. But preparation is what makes a response more effective if that moment comes.

A club that has thought about first aid provision, emergency procedures, reporting lines and claims processes is likely to respond more calmly and more clearly when something does go wrong.

That helps protect the people involved, supports better decision-making and shows the club is taking its responsibilities seriously.

Because safer clubs are stronger clubs - on and off the pitch.