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Procedures - During and Post Event

This section details what to do during and after the event. 

Procedures - During Event

During the event there are some key things all team managers should be aware of. Included in this section are templates around safeguarding how to liaise with the ICF, IRF or ECA as well as athletes checklists. 

2.1 Incident reporting

British Canoeing has an incident reporting system. This is to identify issues or safety concerns in the UK and abroad.  This information will be used to make improvements in the sport for all paddlers. It is not just for accidents or injury but any incident or near miss. Incidents can vary from access/angling disputes or incidents with other water users, to environmental, pollution or wildlife issues. The more reports we receive the better the picture we will have on what’s happening and the better placed we will be to advise.

During a trip the team managers, coaches and other team staff are encouraged to report any incidents. The trip pack should include some paper incident report forms for capturing data in case there is no access to the online incident form. During the review of the trip recorded incidents should be reported and team managers encouraged to think about incidents that have occurred but that not have been reported. A summary accident protocol can be found here. More information about incident reporting can be found here.

2.2 Raising Safeguarding concerns

  • Discuss cases anonymously with other volunteers. Experience can inform decision making and share the load.
  • Speak to other volunteers or another trusted adult – handle it sensitively, anonymity may be appropriate
  • If there is no immediate danger, report concerns to:
  • Write up your concern using the Safeguarding Concern Report Form
  • In an emergency always call 999, or 112 in Europe
  • If there is an urgent concern and the Safeguarding Leads are unavailable, refer immediately to Children Social Care, Adult Social Care or the Police
  • For independent advice: NSPCC 0808 800 5000 or Childline (24hrs) 0800 1111 
  • For Mental Health issues call the Samaritans free on 116 123 or visit the Samaritans website

    2.3 Team Leaders meetings

    At each competition, Team Leaders meetings will be held. A dedicated Team Leaders guide may also be produced. The purpose of the meetings is to clarify key aspects of the event. Do not be afraid to ask questions at the Team Leaders meeting.

    Example Team Leaders Guide (slalom)

    Important key tasks for team leaders:

    • Check that all of the athletes are on the start list. 

    • Get a good understanding of how protests work

    • Understand the layout of the site with key areas, including where to go for protests.

    • Identify who the key people are to ask questions during the race and where can you find them.

    • Ask for clarifications if you need them.

    2.4 Relationships with ICF/ ECA/ IRF and officials

    Developing positive relationships with ICF/ ECA/ IRF and event officials is key. 

    A Team Manager should consider who they are talking to and adapt the language, tone and content to this.  Stay calm and consistent.

    Key roles:

    President / Vice President – be friendly and in general remember you are representing British Canoeing. They are unlikely to have any detailed knowledge of the technicalities of your discipline.

    Secretary General – will have a reasonable understanding of the event but will leave operations to the staff.

    Discipline Chairs

    • Liaise at the event for operational issues surrounding the event

    • Are a good contact if you wish to raise a big issue 

    • Choose which forum to raise your issue – Team Leader meeting or one to one

    Be careful we do not become spokespeople for other nations although it can be useful to work with other nations to share common issues.

    2.5 WhatsApp planners for Athletes

    The planner set up pre trip should also be used during the trip to share key information with athletes, including:

    • Room sharing

    • Room location

    • Training and event times

    • Meal times

    • Ceremonies

    • Useful local information, eg, the nearest supermarket

    • Useful/ emergency contact numbers

    During Event 2

    Procedures - Post Event

    There are always lessons to be learnt from a trip, sometimes things have gone really well sometimes there have been challenges. A post trip debrief is a really useful tool to highlight these to ensure the next trip is even better.


    At the end of each trip please send out a trip feedback from to athletes and staff using the WhatsApp group. Some suggested questions for a post trip survey can be found here.

    A trip debrief to discuss the trip and feedback should be planned after the trip. A review of the risk assessment for the trip and venue/location should be part of the trip debrief.