Who Tells Whom: A Heat Communication Plan for Your Program

Your state association, school district or league may already set rules for when practices and games change in the heat. Follow those first. This plan is about getting the word out once a decision is made, and about making sure nobody has to figure out who to call while an athlete is down.

1. Before the season: set it up

• Name one person who makes the heat call for each venue, and a backup for days they're out. Every coach should know who that is.
• Pick one way to reach families, like a team app, a text group or an email list, and use it every time. Ask each family to confirm they're on it.
• Keep a current emergency contact list for every athlete. Coaches need it at the field, not only in an office.
• Post a short 911 script at each venue: the street address, which gate or entrance to use, and where an ambulance can pull in. The preseason venue walkthrough helps you find these.
• Tell families how heat calls are made and how they'll hear about changes. The parents page covers what they should expect from a program.

2. On a hot day: send one clear message

• Make the call as early as you can, so the message reaches families before they leave home.
• Say what changed: an earlier start, a shorter session, a move indoors, lighter gear or a cancellation.
• Give the new time and place, what to bring (extra water, a change of clothes), and who to contact with questions.
• Make sure assistants, volunteers, the other team and the officials get the same message, so no one shows up expecting the old plan.
• If conditions change during practice, the coach in charge can stop or shorten it on the spot. Let families know at pickup, or send a quick note.

3. During an emergency: everyone already has a job

An athlete who seems confused, collapses or stops making sense is an emergency. Decide ahead of time who does each of these, so it happens at once:

• The caller dials 911, reads the venue script, and tells the dispatcher that an athlete may have heat stroke and cooling has started on site.
• The cooling team starts cooling right away and keeps going.
• The runner meets the ambulance at the entrance and walks the crew in.
• The family contact calls the athlete's parent or guardian once 911 has been called and cooling is under way. Stick to the facts: what happened, where the athlete is, and where to go.
• The program contact lets your athletic director or program leader know.

The cooling order stays the same every time:

1. Call 911 and cool at the same time. One person calls while others start cooling.
2. Start cooling within 10 minutes. Cold water with ice agitation, with the goal of about 102°F within 30 minutes. At 104°F the body loses its ability to regulate its own temperature.
3. Cool first, transport second.
4. Gear: remove anything you can quickly but don't delay cooling because of gear removal.

Exertional heat stroke is 100% survivable when the athlete is cooled fast, on site. Clear roles mean nobody stops cooling to make a phone call.

4. Afterward: facts, privacy and a written record

• Share what happened only with the people who need to know, and protect the athlete's privacy. Ask staff and players not to post about it.
• Let one person speak for the program, so families hear one consistent account.
• Write down who was called, when, and what was said. It helps you fix gaps before the next hot day.

A quick check for every coach

Before the first hot practice, every coach and volunteer should be able to answer these without looking anything up:

• Who makes today's heat call?
• How will families hear about a change?
• Who calls 911, who meets the ambulance, and who calls the family?
• Where is the emergency contact list right now?

If anyone hesitates, practice it. The heat stroke drill guide shows how to rehearse the whole response, phone calls included, and the free National Stay Cool Day EAP builder helps you put the roles in writing.

Where to go next

Athletic directors can use the athletic directors page for the full season checklist. Coaches can use the coaches page for the daily heat routine. For questions about the Council, contact us.