In the event of an accident

What to do, who to contact and actions to take in the event of an accident at a Rotary event

What your club needs to do in the event of an incident or injury at an event organised by your club or by District
What your club needs to do in the event of an incident or injury at an event organised by your club or by District

What happens when something goes wrong at a Rotary event?

The following is guidance from Rotary GBI Insurance Brokers, Bartlett & Co.

"If someone is injured at an event,or the orgnisers become aware of a potential loss, Bartlett and Co must be notified with 24hrs of the event, the Liability Incident Report Form here with a written statement of the circumstances and details of witnesses.

DO NOT ADMIT LIABILITY at any stage and forward any correspondance to Bartlett & Co unanswered.

DO NOT acknowledge receipt of any correspondance received relating to a potential claim against Rotary.

If you receive notification of legal proceddings against your club or any Rotarian, Bartlett & Co MUST be informed IMMEDIATLY. 

Bartlett & Company Limited, Chartered Insurance Brokers

Broadway Hall, Horsforth, LeedsLS18 4RS, United Kingdom

Tel:  +44 (0) 113 258 5711

Email:    Website:

Below may help in pulling together the documentation and other information to help Bartlett & Co.


This details the Rotary District 1180 system for reporting and investigating incidents or acts of violence to Rotarians or the public at a Rotary event or Road Traffic Collisions (RTCs) with injury to Rotarians travelling on Club business. It describes what needs to be reported and investigated and how this should be done.

Its aim is to assist clubs by outlining the process if an accident occurs, who should be informed and to enable District Governor to have an element of control when an incident occurs. It also give guidance on what information and evidence is required in an "accident investigation file" for use by, Police, Rotary GB&I insurers, HSE and other bodies requiring the information.


This document applies to all Rotary District 1180 clubs and members of the public affected by Rotary District 1180 Clubs activities.

Reporting Incidents

It is as well to advise the District Governor if, in the assessment of the event organiser, litigation or a claim against the organising Club is possible.

Accidents, Violence and RTCs with injury

All accidents (an unexpected and unplanned event that results in injury), violence (where a person is abused, threatened or assaulted by any person in the course of a Rotary Club activity) and RTCs with injury to Rotarians whilst travelling when on club business must be reported as soon as possible, but not later than 24hrs to the Rotary District 1180 District Governor. He will then give advice on what to do next. If, by incapacity, the injured person is unable to report an incident, another person should do this on their behalf.

Near Misses

Near misses should not be reported to the Rotary District 1180 District Governor but must be reported and recorded by the individual clubs H&S Representative. They should then investigate the incident to see what can be learned.

Serious Incidents and Fatalities

Rotary Clubs have a duty of care and to provide a professional and speedy response to any incidents arising from Rotary activities involving Rotary people and members of the public, which result in serious injury or fatality.

Rotary District H&S Advisor in conjunction with a representative of the Club involved in the incident will need to investigate the incident, provide practical help, maintain contact with the affected people and institute improvements to working processes and practices if found appropriate. It is essential that all people involved act in a humanitarian manner at all times.

Management Action

This is in addition to the normal reporting process detailed in section 3. Rotary District 1180 District Governor  must contact the District PI Chair before speaking to the press. No admission of liability should be made.


The Investigation

All incidents that result in injury (fracture, serious bleeding, head or life changes injuries) involving Rotary District 1180 people or members of the public must be investigated as soon as possible after the incident by the organising club representative and the District H&S Advisor (or other appointed District Representative). Some accidents may also be investigated by Rotary GB&I insurers and all will need to co-operate fully with them, the Police and possible the HSE.

Capture of information

Rotary District 1180 Incident Report

Incidents must be initially reported to the Rotary District 1180 District Governor  who will request the completion of a statement by:

  • the injured/affected person, or someone else (nominee) if they are unable to do so.

  • Witnesses in the area where the incident took place.

The Rotary District 1180 District Governor  will notify the  District H&S Advisor  who will assist the club involved and lead the accident investigation on behalf of District 1180.

The   District H&S Advisor   will request the completion of an incident investigation report, see Appendix B for report details.

It must be remembered that all documentation relating to an incident must be robust as it may be required by the HSE, Insurance companies, the legal profession or the Courts.

Notifying the Enforcing Authorities

Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), details of certain types of incidents, diseases and dangerous occurrences must be reported to the appropriate enforcing authority.

Rotary District 1180 District Governor  (or other appointed person) will act as liaison point with the local Rotary Club and will contact the reporting to the enforcing authority, which will usually be either the Health and Safety Executive (HSE).

Death or injuries sustained as a result of a road traffic accident are not normally required to be notified to the enforcing authority.

Information Retention

All documentation relating to an accident must be retained by the individual club for a period of not less than 10 years after accident.                                                                                           

District H&S Advisor Mike Lade -  07803 038858

Appendix A - Major Injuries

  • any fracture, other than to the fingers, thumbs or toes;

  • any amputation;

  • dislocation of the shoulder, hip , knee or spine;

  • loss of sight (whether temporary or permanent), a penetrating injury to an eye, or a chemical or hot metal burn to an eye;

  • any injury resulting from an electric shock or electrical burn (including any electrical burn caused by arcing or arcing products) leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours;

  • any other injury, leading to admittance to hospital for more than 24 hours, hypothermia, heat induced illness or unconsciousness, or requiring resuscitation;

  • loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent;

Appendix B - The Incident Report

The report must include:

  • Name/s of the injured.

  • Date and approx time of the occurrence.

  • Place of occurrence.

  • Details of witnesses.

  • Injured parties statement.

  • Witness statement/s.

  • Photographs of incident site.

  • Photographs of any equipment involved in the occurrence.

  • Details of any equipment involved in the occurrence.

  • Service records of any equipment involved in the occurrence.

  • Training record of any operator/s using any equipment involved in the occurrence.

  • Dimensioned sketch of the location.

This list is not exhaustive but is intended as a starter for the investigating manager. Common sense and the severity of the occurrence will dictate the information to be included in the incident report.

District H&S Advisor Mike Lade -  07803 038858

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