St. Vincent Taekwondo Federation – Event Safety Policy

“Protecting Participants, Spectators, and Staff at Every STF Event”

1. Purpose

The St. Vincent Taekwondo Federation (STF) recognizes that the safety of athletes, coaches, officials, volunteers, and spectators is paramount in the planning and delivery of all STF-sanctioned events. The purpose of this Event Safety Policy is to establish a clear framework for identifying risks, preventing incidents, and responding effectively to emergencies at all competitions, demonstrations, training camps, and community events. By following this policy, STF seeks to maintain the highest safety standards possible while fostering an environment of professionalism, sportsmanship, and enjoyment for all involved. Safety is not an afterthought—it is a core principle embedded in every stage of event planning and execution.

2. Scope

This policy applies to every event organized, sanctioned, or supported by STF, whether held indoors or outdoors, on the island or abroad. It covers all levels of participation, from grassroots tournaments to elite national team competitions. The policy also applies to every individual with an official role at an STF event, including Board members, event organizers, referees, judges, volunteers, medical staff, security personnel, contractors, and vendors. Additionally, it governs the behavior of spectators to ensure that the safety of athletes and officials is never compromised.

3. Guiding Principles

The STF’s approach to event safety is guided by several key principles. First, prevention comes first—potential hazards must be identified and addressed well before the event begins. Second, communication must be clear and effective—safety procedures must be communicated to all staff, volunteers, athletes, and spectators in a way that is easy to understand and accessible to all. Third, safety is a shared responsibility—while event organizers lead the process, every participant and staff member has a duty to follow established procedures and report unsafe conditions immediately. Finally, continuous improvement is essential—each event provides valuable lessons that must be incorporated into future planning to ensure ongoing refinement of safety measures.

4. Pre-Event Safety Planning

Effective event safety begins long before the first match is called. At least four weeks prior to any STF event, the appointed Event Director and Safety Officer must conduct a formal risk assessment. This involves a careful review of the venue, anticipated crowd size, weather conditions (for outdoor events), and any other factors that could affect safety. Potential risks—such as trip hazards, insufficient crowd control barriers, inadequate lighting, or the possibility of severe weather—must be documented in a written Event Safety Plan. This plan must also outline control measures, including staffing assignments, emergency contacts, and evacuation routes.

In addition, the venue must be inspected to ensure compliance with STF and World Taekwondo (WT) safety standards. This includes verifying that mats and competition surfaces are in good condition, that the lighting is adequate for competition and safety, that ventilation or climate control is functioning properly, and that there are enough exits for quick evacuation. All safety signage must be visible, and accessibility features must be available for individuals with disabilities.

5. Event Staff Roles & Responsibilities

Each STF event requires a coordinated team of trained personnel, each with clearly defined responsibilities. The Event Director holds ultimate responsibility for overall safety management, working closely with the STF leadership, venue management, and emergency services to ensure that all safety measures are implemented. The Safety Officer is tasked with monitoring compliance during the event, coordinating medical response, and keeping detailed records of any incidents.

The Head Referee ensures that all competition rules designed to protect athletes are strictly enforced, and has the authority to stop a match immediately if an athlete’s safety is in danger. The Medical Team Leader manages first aid stations, oversees first responders, and ensures that emergency medical services are on standby if required. The Security Coordinator manages crowd control, ensures secure entry and exit points, and oversees emergency evacuation procedures. The Equipment Manager inspects and maintains all STF-owned and rented equipment to ensure that it is safe, clean, and fully functional. Finally, the Volunteer Coordinator ensures that all volunteers are trained in emergency procedures, assigned clear tasks, and equipped with identification badges and communication tools.

6. Emergency Procedures

A successful event depends on the ability to respond quickly and effectively to emergencies. For medical emergencies, a clearly marked first aid station must be available, staffed with qualified personnel, and stocked with appropriate supplies. All medical incidents must be reported to the Safety Officer and logged for post-event review.

In the event of a fire or evacuation, exit routes must be clearly marked and free of obstructions at all times. The public address (PA) system must be used to provide clear instructions to all attendees. For outdoor events, severe weather contingency plans must be in place to address delays, cancellations, or relocation. In all scenarios, the Safety Officer is responsible for activating the emergency plan and coordinating with emergency responders.

7. Communication Systems

Effective communication is essential for safety. All key event staff must have access to radios or mobile phones with dedicated contact lists for emergency purposes. The venue must be equipped with a PA system to allow immediate announcements to the crowd in case of an incident. Event maps and safety instructions should be posted in visible locations and provided in event programs. Emergency contact information for local police, fire, and ambulance services must be readily available to all staff.

8. Crowd Management

Crowd safety begins with proper planning of entry, exit, and seating arrangements. Ticketing systems must be used to prevent overcrowding, and entry points should be clearly marked to facilitate smooth flow. Spectator areas must be separated from competition zones with appropriate barriers. Security staff and volunteers must be strategically positioned in high-traffic areas such as entrances, restrooms, concession stands, and near the competition floor to prevent unauthorized access and to address any unruly behavior promptly.

9. Post-Event Safety Review

After the event concludes, the Event Director must lead a formal post-event safety review with all key staff and volunteers. This review should assess the effectiveness of the safety plan, document any incidents or near-misses, and identify areas for improvement. Feedback should be recorded in a Post-Event Safety Report and used to enhance the planning of future events.

10. Policy Review

The Event Safety Policy will be reviewed annually by the STF Board and Safety Committee, or sooner if a significant incident occurs that suggests the need for policy changes. This ensures that STF remains aligned with best practices in event safety and continues to meet the highest possible standards of care for its members and the public.

1. Event Day Safety Checklist

St. Vincent Taekwondo Federation (STF)

Pre-Event (Day Before or Morning Of)

• ✅ Confirm venue booking, access times, and security arrangements.

• ✅ Conduct a full venue walkthrough with the Safety Officer and Event Director.

• ✅ Inspect competition mats for cleanliness, stability, and compliance with WT standards.

• ✅ Ensure lighting, ventilation, and temperature controls are working.

• ✅ Verify that emergency exits are unlocked, well-lit, and free from obstructions.

• ✅ Post visible safety signage, evacuation maps, and first aid locations.

• ✅ Test PA system for clarity and volume.

• ✅ Set up first aid station with medical staff and equipment.

• ✅ Confirm emergency contact numbers are printed and distributed to key staff.

• ✅ Inspect spectator seating, barriers, and crowd control measures.

• ✅ Brief referees, judges, and coaches on safety protocols.

• ✅ Provide identification badges or uniforms for all event staff and volunteers.

During Event

• ✅ Monitor crowd flow and prevent overcrowding at entry points and high-traffic areas.

• ✅ Keep emergency exits clear at all times.

• ✅ Ensure medical staff remain on standby and visible.

• ✅ Address hazards immediately (spills, loose cables, broken equipment).

• ✅ Make safety announcements periodically over PA system.

• ✅ Document and report any incidents or near-misses to the Safety Officer.

Post-Event

• ✅ Conduct a debrief with all key staff and volunteers.

• ✅ Review safety incidents and recommend improvements.

• ✅ Collect and store incident reports securely.

• ✅ Remove all signage, equipment, and waste from venue.