By Gamedayfields 
Before the first whistle, somebody has to haul the goals out, chalk the lines, set up the canopies and unload the coolers. On most rented fields that somebody is a handful of parents and volunteers who show up an hour early. They work hard in full sun, and when the game ends they do it all again in reverse. Nobody is watching them for heat, because everyone is watching the players.
Why the setup crew is at risk
Carrying goals, tents and coolers is real work. Setup often starts before the players arrive, so the crew may be on the field longest. Many of these adults are not used to working outside, and they skip water because they are busy and figure they are not the ones playing. Teardown happens at the hottest point of the afternoon, when everyone is tired and in a hurry to leave.
Ask the field owner when you book
- Can carts, wagons or vehicles get close to the field so gear is not carried long distances?
- Are goals, nets or benches already on site, or does your group bring them?
- Where is the nearest water and shade during setup, before your canopies are up?
- What is the field address, field number and the gate an ambulance would use?
- Is there a cooler time to come in early or stay late for setup and teardown?
Plan the work like a practice
- Put up a canopy and water first, so the crew has a cool spot from the start.
- Split the heavy jobs so no one person carries everything.
- Take short breaks in the shade and drink water during setup, not only after.
- Get the cooling tub, ice and water set up early. It is there for the crew too, not only the players.
- Keep one person in charge of the crew who can tell someone to stop and sit down.
Watch each other
Adults push through the same way kids do. Look for anyone who is confused, stumbling, acting strange, or who suddenly sits down and will not get up. Do not wait for them to ask for help. Do not send anyone to rest alone in a hot car.
If someone goes down
Exertional heat stroke is 100% survivable when it is recognized fast and the person is cooled on the spot.
- Call 911 and start cooling at the same time.
- Start cooling within 10 minutes, using cold-water immersion with ice agitation.
- Cool first, then transport. The goal is about 102°F within 30 minutes.
- One person meets the ambulance at the gate and walks the crew to the field.
Take off whatever gear comes off quickly, but never delay cooling to remove gear. Around 104°F, the body loses its ability to regulate its own temperature. Cooling on the spot is what brings it back.
Leave last, together
Do not leave one volunteer behind to finish teardown alone. Pack up as a group, keep the water out until the last load is in the car, and make sure everyone has a ride and is feeling fine before you go.
Put it on one page
The free EAP Builder from National Stay Cool Day puts the field address, gate, phone numbers and cooling steps on one page. Give a copy to whoever runs setup, so the plan is at the field before the players are.