Emergency Action Plan

This Emergency Action Plan (EAP) has been developed for the Linn-Mar Youth Baseball (LMYB) program. The intent is to provide concise guidance for coaches, players, parents, and others affiliated with baseball activities to properly respond following an emergency or medical incident. Following the guidance of this EAP is crucial to ensure the safety of all participants, coaches, and spectators. An effective EAP outlines how to handle medical emergencies, natural disasters, or any unexpected incidents that could occur during practices, games, and other baseball related activities.

Assumptions: This plan assumes medical, fire, and police response is available within 3-5 minutes of calling 911, as evidenced under the City of Marion, IA emergency services. LMYB cannot guarantee response times in all areas of baseball activities, therefore all teams have the responsibility to support and facilitate timely response. 

The purpose of this Emergency Action Plan (EAP) is to establish procedures to follow in the event of an emergency at youth baseball league activities. This plan aims to protect the health and safety of players, coaches, and spectators by outlining the steps to be taken in the event of injuries, medical emergencies, fires, natural disasters, or acts of violence.



Every emergency will have unique considerations for communications and support needed. LMYB volunteer coaches and staff must rely on local emergency responders including emergency medical services (EMS), local fire departments, and local law enforcement to handle emergency response activities. 

In most situations these public emergency response services can be reached by dialing 911. It is critical the coaches and staff can provide the location of the emergency to dispatchers, so help is directed quickly. Coaches must be able to direct emergency services to any location of baseball activities including the specific address, field number, and other details.

When the immediate emergency has been addressed, the head coach of the team is responsible to communicate the status of players, coaches, and others involved to immediate family members and/or emergency contacts. Each coach must be able to communicate to key contacts, parents, and guardians of all players, typically through telephone call, text message, or team communication apps such as Game Changer. 

Coaches must communicate significant incidents that occur during baseball activities to the LMYB Board. Significant incidents include players that require transportation to a hospital or medical facility, altercations or acts of violence that require law enforcement, or other events that put players, coaches, or fans in dangerous situations. Coaches should contact their age commissioner via email, phone call, or text to report these incidents within 24 hours of the event. 

• Emergency Medical Services (EMS) Contact Information:
• EMS Phone Number: 911
• Nearest Hospital: To be determined based on location of practice, game, or tournament.

• Emergency Procedures for Each Field or Venue
• The tournament director identified for each baseball event is responsible to establish venues that meet essential safety & health requirements and define acceptable playing conditions, such as severe weather protocols.  
• It is an expectation that any playing venue attended by LMYB teams have essential emergency response capabilities, including 911.
• All LMYB coaches are responsible to have familiarity with the location and have a mental game plan for how to keep the team safe in the event of an emergency.

• Primary Emergency Contact for Team (Head Coach/Manager to communicate with team)

• LMYB Age-Commissioners and Advisory Board Members (contacts found in "About" on this website)

LMYB is committed to the safety and health of all those involved in baseball activities. Coaches and parents are responsible to use sound judgement to evaluate injuries and medical emergencies. Never hesitate to call emergency services by dialing 911 when there is doubt about the severity or extent of the injury or illness.

• Injury Response
• Step 1: Assess the severity of the injury.
• Step 2: If the injury is minor, provide basic first aid (e.g., ice, bandage).
• Step 3: For moderate to severe injuries (such as concussions, broken bones, or head injuries), do not attempt to move the individual. Call emergency services (911) immediately.
• Step 4: If an injury requires immediate attention, assign someone to contact EMS while another person remains with the injured individual.

• Concussion:
• If a player is hit in the head or face with a baseball, bat, or extreme collision on the field, call an immediate time out!
• If the person is unconscious, immediately call 911! Do not hesitate!
• If the person is conscious, and able to communicate, have the lie or sit comfortably.
• Make them feel safe and calm, and evaluate for concussion symptoms which include the following:
• Headache or feeling of pressure inside the head,
• Appears dazed or stunned,
• Can’t recall events before or after hit or fall,
• Nausea with or without memory dysfunction, or 
• Vomiting
• Any of these symptoms indicate a possible concussion, and the player, coach, or spectator must be encouraged to seek immediate medical care.

• Heat-Related Illness Protocol: 
• If a player is having trouble participating or is obviously ill, take them to a cool, shaded area and evaluate for heat stroke.  
• If a player is showing signs of heat stroke, immediately call 911! Do not hesitate!  
• Symptoms of heat stroke include:
• Throbbing headache,
• Sweating stops,
• Temperature over 103 degrees (F),
• Nausea or vomiting,
• Rapid, strong pulse,
• Loss of consciousness
• Cool the individual immediately while waiting for assistance following methods outlined for heat exhaustion.
• Monitor the person for heat exhaustion which include:
• Faint or dizzy,
• Excessive sweating,
• Cool, pale, clammy palms,
• Nausea or vomiting,
• Rapid, weak pulse, or
• Muscle cramps.
• Treatment options for heat exhaustion include:
• Get to a cooler, air conditioned area (such as a running vehicle).
• Drink water if fully conscious.
• Take a cool shower.
• Use a cool compress, especially on wrists, neck, and armpits.
• Coaches and parents must constantly monitor players to ensure they are hydrating and eating healthy snacks during hot summer days. 
• If temperatures are high, take extra precautions. Ensure that players drink water regularly. Recommend one electrolyte drink to every three servings of water of the same size.

• Cardiac arrest requiring Automated External Defibrillator (AED):
• If you suspect cardiac arrest, immediately call 911. Do not hesitate!
• Symptoms of cardiac arrest include:
• Immediate loss of consciousness,
• Clutching the chest,
• Complaining of weakness, sharp, pain, or shooting pains on the left side of the body,
• Lips and skin turning blue, or
• Person is suddenly unable to communicate
• Yell for a by-stander to get an AED. Direct the command to another adult or person in charge saying, “You (NAME), go get an AED!” Common places AED are available include concession stands, public facilities, and/or emergency vehicles in the area. 
• If an AED is available on-site, make sure at least one person on the coaching staff is trained on how to use it and that it is easily accessible.  NOTE: Good Samaritan Laws in the US will legally protect anyone from attempting to provide life-saving care within their level of training.
• Follow instructions for how to operate the AED while following protocol for chest compressions until emergency responders arrive.  

• Basic First Aid Kit:
• Ensure a well-stocked first aid kit is available at all games and practices. LMYB will provide an essential first aid kit to each team annually.
• Items should include bandages, antiseptic wipes, gauze pads, athletic tape, ice packs, disposable gloves, and more.

• Player Medical Information:
• Ensure all players’ emergency medical forms are up to date, including allergies, pre-existing conditions, and primary care physician contact information.
• Have these forms on hand during all practices and games.

LMYB aligns with the USSSA guideline on severe weather to suspend play when lightning is visible or thunder is heard, and to wait at least 30 minutes after the last lightning strike before resuming play. 



• Coaches and team staff are responsible to evaluate potential weather concerns forecasted to impact any baseball related activities. LMYB coaches must never endanger players when severe weather threatens. A weather app is recommended that shows the frequency and distance of lightning strikes in the area.  

• Evaluate shelters and refuge areas at all practice fields, game venues, and tournament facilities. Oftentimes the safest place to shelter in severe weather is inside personal vehicles. Communicate with parents if there is a weather concern during baseball activities to ensure all players have a safe shelter when necessary.  

• All teams must follow weather advisories as issued by the National Weather Service, Linn-Mar schools, tournament directors, and other reputable sources.

Unforeseen events can occur that put players, coaches, and others in harm’s way. LMYB provides general guidance here to ensure all personnel can get to safety while coaches, staff, and volunteers account for the participants. Always contact emergency responders by calling 911 when assistance is needed to manage a crisis.

• Acts of Violence:
• Always call 911 when it is safe to do so. Remove players from all situations where violence may occur. Direct players to a safe location away from large crowds.
• In the event of an active shooter, follow three simple guidelines:
• Evacuate: If there is a safe escape route, leave the area immediately. Have an escape plan in mind, leave your belongings behind, and keep your hands visible
• Hide: If evacuation is not possible, find a place to hide where the shooter is less likely 
• Take Action: As a last resort, and only if your life is in imminent danger, attempt to incapacitate the shooter. Act aggressively, use improvised weapons, and commit to 911 when it is safe to do so.

• Evacuation Routes:
• When team activities are indoors, the facility should have clearly marked exits that are clear of obstructions or hazards. 
• When exits and evacuation routes are not clear at any venues, the coach must communicate evacuation routes to players, coaches, parents, and fans.
• Ensure all staff and volunteers are familiar with these routes.

• Coaches and Managers:
• Lead emergency response efforts.
• Assess injuries and contact emergency medical services when necessary.
• Ensure proper documentation of the incident (medical reports, incident reports).
• Complete training as assigned and/or recommended by LMYB.
• Notify the player’s family of any incidents requiring medical attention.
• Athletic Trainers or Medical Staff (if applicable):
• Assess injuries and provide immediate care.
• Work with EMS if further medical attention is required.
• Parents and Guardians:
• Ensure contact information is up to date and provide any relevant medical information for their child.
• Be aware of the league’s emergency procedures and understand how to communicate during emergencies.
• Support coaches and first responders to maintain a safe and supportive environment before, during, and after emergencies. 
• Volunteers, Spectators, Fans, and Supporters of LMYB:
• Be familiar with first aid basics and emergency procedures.
• Assist with crowd control, securing the area, and directing emergency personnel if necessary.

• Incident Reporting:
• Coaches must provide parents with details of all injuries and illnesses that are observable during baseball activities. Consult with parents on all treatment, limitations, and on-going concerns with players.
• Any incident involving injury or health concerns should be documented thoroughly.
• Coaches are advised to thoroughly document an electronic summary of significant injuries, incidents, or other events that occur during LMYB activities. Documentation must be shared via email with age commissioners and include player/parent contact information, nature of the incident, response taken, and outcomes.
• Post-Incident Follow-Up:
• After any significant incident, follow up with the affected individual and their family.
• Review the response to the emergency to determine if any adjustments are necessary for future planning.

• Annual Staff Training:
• Coaches, volunteers, and key league members are encouraged to participate in initial and recurrent emergency response training provided in the community or through sanctioned LMYB events.
• Recommended training includes, but is not limited to basic first aid, concussion recognition/response, injury management, abuse prevention, responding to acts of violence (active shooter), and weather-related emergencies. Coaches are encouraged to have one or more volunteers on the coaching staff for each team trained and certified in basic first aid, CPR and AED use.
• Distribution: 
• This Emergency Action Plan is made available to all coaches, volunteers, and parents via the LMYB website. 
• Coaches must have access to the plan at all league events and ensure that everyone knows how to access it.
• Review and Updates: 
• This EAP will be reviewed and updated annually or whenever there are significant changes (new field locations, new personnel, etc.).
• Incorporate feedback from past incidents to improve the plan’s effectiveness.