No matter how well you plan, emergencies can happen during your Trials & Tribulations challenge. Having clear protocols for serious incidents helps you respond quickly and effectively, protecting participants while minimising panic and disruption to the event.
Types of crises to prepare for
Medical emergencies
These require immediate, decisive action:
- Serious injury: Fractures, severe cuts, head injuries from obstacles or falls
- Medical episode: Heart problems, severe asthma attacks, diabetic emergencies
- Heat exhaustion/hypothermia: Temperature-related illness from weather conditions
- Allergic reactions: Food allergies or environmental triggers causing severe responses
- Panic attacks: Severe anxiety or claustrophobia, especially during confined obstacles
Participant welfare crises
When individuals need immediate support:
- Emotional breakdown: Participant becomes overwhelmed and unable to continue
- Family emergency: Urgent call requiring immediate departure from the event
- Personal safety concerns: Participant feels unsafe due to physical or emotional circumstances
- Lost participant: Someone becomes separated from the group during the trek
Group safety situations
Events affecting multiple participants:
- Severe weather: Dangerous conditions developing during outdoor activities
- Venue closure: Assault course or facilities shutting due to safety concerns
- Transport failure: Vehicle breakdown leaving participants stranded
- External threats: Unexpected security issues or dangerous individuals in the area
Immediate response protocols
The first 60 seconds
Your immediate priorities when any crisis occurs:
- Ensure immediate safety: Remove participants from any ongoing danger
- Assess the situation: Quickly determine the severity and type of emergency
- Designate responsibility: Assign one leader to manage the crisis while others continue supervising participants
- Control information: Prevent panic by managing what information is shared initially
Communication chain
Have a clear system for emergency communication:
- Emergency services: When to call 999 and who makes the call
- Event leadership: How leaders communicate with each other during crisis
- Participants: What to tell the group and when
- Families: Protocol for contacting families about serious incidents
- Venues/transport: When to notify external service providers
Documentation requirements
Even in crisis, maintain records:
- Time and circumstances: What happened and when
- People involved: Who was affected and who witnessed the incident
- Actions taken: What emergency responses were initiated
- Outcomes: Results of emergency interventions
- Follow-up needed: What ongoing actions are required
Medical emergency procedures
Assessing medical situations
Quickly determine the severity:
- Life-threatening: Unconsciousness, severe bleeding, breathing difficulties, suspected heart attack
- Serious but stable: Broken bones, severe cuts, concerning but not immediately life-threatening conditions
- Minor: Cuts, bruises, sprains that can be treated with first aid
Response to life-threatening emergencies
- Call 999 immediately – don’t wait or hesitate
- Provide first aid if trained, following ABC (Airway, Breathing, Circulation)
- Clear the area – move other participants away but keep one witness
- Prepare for ambulance – designate someone to guide emergency services to your location
- Contact family – use emergency contact information as soon as practical
- Document everything – record details while fresh in memory
Managing less severe medical incidents
- First aid response: Apply appropriate first aid treatment
- Comfort and support: Keep the person calm and comfortable
- Monitor condition: Watch for any deterioration that might require emergency services
- Decision making: Determine if they can continue or need to withdraw from activities
- Transport arrangements: How to safely get them home or to medical care
Psychological crisis support
Recognising emotional distress
Watch for signs that someone is struggling psychologically:
- Panic symptoms: Hyperventilation, uncontrollable shaking, feeling of impending doom
- Withdrawal: Sudden quietness, isolation, or refusal to participate
- Anger outbursts: Unusual aggression or frustration beyond normal challenge stress
- Confusion: Disorientation or inability to follow simple instructions
Immediate support strategies
- Remove from stimulus: Take them away from the challenging activity or group pressure
- Calm presence: Assign a supportive leader or participant to stay with them
- Breathing exercises: Help with simple breathing techniques to reduce panic
- Validation: Acknowledge their feelings without dismissing or minimising them
- Choice provision: Give them control over their next steps (continue, modify, or stop)
When to seek professional help
Contact emergency services for psychological crises if:
- Risk of self-harm: Any indication they might hurt themselves
- Complete breakdown: Unable to communicate or respond to support
- Persistent panic: Symptoms don’t improve with basic support techniques
- Substance concerns: If you suspect drug or alcohol involvement
Group management during crises
Maintaining group morale
When crisis affects one person, manage the impact on others:
- Information control: Share appropriate information without causing panic
- Continue activities: Keep uninvolved participants engaged in the challenge
- Positive focus: Emphasise how the group is supporting each other
- Leadership presence: Ensure adequate supervision continues for the main group
When to suspend activities
Consider pausing the challenge if:
- Multiple incidents: Several problems occurring simultaneously
- Safety compromise: Conditions become genuinely dangerous for everyone
- Leadership overwhelm: Too few leaders available to manage both crisis and ongoing activities
- Group morale collapse: Participants become too distressed to continue meaningfully
Communication with participants
Balance honesty with maintaining event cohesion:
- Age-appropriate information: What you tell children vs. adults
- Reassurance provision: Emphasise safety measures and leader competence
- Choice offering: Allow nervous participants to modify their involvement
- Unity maintenance: Help the group support each other through difficulties
External agency coordination
Working with emergency services
When professional help arrives:
- Clear information: Provide concise, factual summary of the situation
- Space provision: Give emergency responders room to work
- Coordination: Assign one leader to liaise with professionals
- Documentation: Continue recording what happens for later reference
- Family communication: Work with emergency services on family notification
Venue and transport coordination
Keep external providers informed:
- Venue staff: If incidents occur at assault course or accommodation
- Transport providers: If medical emergencies affect travel plans
- Other venues: If you need to modify your route or schedule
- Insurance providers: Notify them of significant incidents as required
Recovery and continuation
After immediate crisis passes
Once the emergency situation is stabilised:
- Group debrief: Brief, reassuring update to all participants
- Activity modification: Adjust remaining activities if needed based on group mood
- Enhanced supervision: Increase monitoring for delayed reactions or anxiety
- Normal routine: Return to challenge activities as soon as appropriate
Supporting the affected individual
For someone who experienced the crisis:
- Ongoing monitoring: Continue checking their wellbeing throughout the event
- Modified participation: Allow them to engage at their comfort level
- Privacy respect: Don’t make them the centre of attention or discussion
- Follow-up planning: Arrange appropriate post-event support or medical follow-up
Prevention strategies
Pre-event risk reduction
Minimise crisis likelihood through preparation:
- Thorough screening: Collect comprehensive medical and emergency contact information
- Clear expectations: Ensure participants understand physical and emotional demands
- Proper briefing: Explain safety procedures and what to do if they feel unwell
- Equipment checks: Verify all safety equipment and first aid supplies are available
Early warning systems
Train leaders to spot problems before they become crises:
- Physical monitoring: Watch for signs of exhaustion, dehydration, or injury
- Emotional awareness: Notice withdrawal, excessive anxiety, or mood changes
- Group dynamics: Identify tensions or conflicts that might escalate
- Environmental conditions: Monitor weather and venue conditions continuously
Leadership preparation
Ensure your team can handle emergencies:
- First aid training: At least one leader should have current first aid certification
- Role clarity: Everyone knows their responsibilities during different types of emergencies
- Communication systems: Reliable methods for leaders to contact each other and emergency services
- Local knowledge: Understanding of nearest hospitals, emergency services, and venue protocols
Post-crisis procedures
Immediate aftermath
After any significant incident:
- Incident report: Complete detailed written report within 24 hours
- Family notification: Inform relevant families about what occurred and outcomes
- Insurance notification: Contact insurance providers if required by policy
- Venue reporting: Notify venues of any incidents that occurred on their premises
- Team debrief: Meet with leadership team to review response and identify improvements
Follow-up responsibilities
Continue supporting affected individuals:
- Medical follow-up: Ensure injured participants receive appropriate ongoing care
- Psychological support: Connect participants with counselling resources if needed
- Family liaison: Maintain communication with families about recovery progress
- Documentation: Keep records of all follow-up actions and outcomes
Learning and improvement
Use incidents as opportunities to enhance future events:
- Protocol review: Assess whether emergency procedures worked effectively
- Training identification: Determine what additional training leaders might need
- Equipment assessment: Review whether you had appropriate emergency supplies
- Communication evaluation: Analyze how well information flowed during the crisis
Crisis communication templates
Emergency service call
Have key information ready when calling 999:
- Location with postcode and specific directions
- Nature of emergency (medical, injury, etc.)
- Number of people involved
- Current condition of affected person(s)
- Your contact information and event details
Family notification script
For serious incidents requiring family contact: “This is [your name] from the Trials & Tribulations challenge. [Participant name] has experienced [brief description of incident]. They are currently [condition/location]. We have [actions taken]. Please [specific request, e.g., meet us at hospital]. You can reach me on [number].”
Group communication
When updating other participants: “We’ve had a situation with [general description, e.g., ‘someone feeling unwell’]. They are receiving appropriate care and [current status]. We will continue with our planned activities. Please let me know if anyone else needs support.”
Legal and insurance considerations
Documentation requirements
Maintain detailed records for potential legal or insurance needs:
- Incident details: Exact time, location, circumstances, and people involved
- Witness statements: Names and accounts from people who saw what happened
- Actions taken: All emergency responses, medical treatment, and follow-up care
- Communications: Records of calls made and information shared
- Outcomes: Final resolution and any ongoing requirements
Insurance protocols
Most insurance policies require:
- Immediate notification: Contact insurers within specified timeframes
- Detailed reporting: Complete incident forms with all required information
- Evidence preservation: Keep all relevant documentation and physical evidence
- Cooperation: Work with insurance investigators as required
Building crisis resilience
Team confidence
Help your leadership team feel prepared:
- Scenario training: Practice responding to different types of emergencies
- Resource familiarity: Know where first aid supplies are and how to use them
- Communication drills: Practice emergency communication procedures
- Stress management: Develop techniques for staying calm under pressure
Participant preparation
Help participants handle emergencies appropriately:
- Safety briefing: Explain what to do if they or others need help
- Buddy system: Encourage participants to look out for each other
- Emergency signals: Teach simple signals for communicating distress
- Trust building: Help participants feel confident in leadership competence
After serious incidents
Event continuation decisions
Determining whether to continue after a crisis:
- Safety assessment: Whether conditions remain safe for other participants
- Group morale: If participants can psychologically continue with the challenge
- Leadership capacity: Whether remaining leaders can safely manage the group
- Resource availability: If you still have adequate first aid and emergency support
Long-term impact management
Supporting your community after serious incidents:
- Transparent communication: Share appropriate information about what happened and what was learned
- Support services: Connect affected participants and families with ongoing support resources
- Process improvement: Implement changes to prevent similar incidents in future events
- Community confidence: Demonstrate commitment to safety while maintaining the challenge’s value
Remember that most crises can be managed effectively with calm, decisive leadership and proper preparation. The goal isn’t to eliminate all risk — that would eliminate the meaningful challenge — but to be prepared to respond appropriately when difficulties arise.
Your participants are counting on your ability to keep them safe while still allowing them to experience the transformative power of stepping outside their comfort zones.