By Gamedayfields 
Most heat emergencies on a rented field go wrong in the first few minutes, and they usually go wrong because something is missing. The tub is still at home. The ice melted in somebody’s trunk. Nobody wrote down the field address. A good heat plan is only as good as what you actually bring, so here is a simple kit list for coaches and organizers who rent a field on a hot day. Pack it the night before and check it off when you arrive.
For cooling an athlete fast
- A cooling tub or other container big enough to put an athlete in, plus a way to fill it. Ask the field owner where the nearest hose or spigot is before game day.
- Coolers full of ice. Keep them closed and in the shade until you need them.
- Towels you can soak in ice water for a player who is hot but not in trouble.
- A sheet or tarp to give an athlete privacy while they are being cooled.
If your tub stays in the truck, the plan stays in the truck. Set it up near the bench, in the shade, before warm-ups start.
For keeping everyone ahead of the heat
- Water jugs and cups, or a bottle for every player with their name on it. Refill before you run out, not after.
- A pop-up tent or other shade for the bench and for players coming off the field. Ask the owner how tents must be secured on their surface.
- Sunscreen and a few extra hats.
- Your roster, so you can count players at every break.
For calling for help
- At least two charged phones, held by two different adults.
- The field’s street address, the gate or entrance an ambulance should use, and any gate code, written on a card that stays in the kit.
- Emergency contacts and any health notes for every player.
- A basic first aid kit. Ask the field owner if there is an AED on site and where it is kept.
- A printed copy of your emergency action plan, with each adult’s job written next to their name.
Who carries the kit
Give the kit one owner for the season, not “whoever is free.” That person packs it, checks the ice, and walks it to the bench. Pick a backup for the days the owner cannot make it. On a busy field with several teams, make sure your kit is clearly marked so it does not walk off with someone else’s gear.
What the kit is for
Exertional heat stroke is 100% survivable when it is recognized fast and the athlete is cooled on the spot. That is why the tub and ice come first on this list.
- Call 911 and start cooling at the same time.
- Cooling should start within 10 minutes, using cold-water immersion with ice agitation.
- Cool first, then transport. The goal is about 102°F within 30 minutes.
- Send someone to meet the ambulance at the gate and lead the crew to the athlete.
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. The kit is what lets you bring it back down right there on the field.
Put it in your plan
Add your kit list and the name of its owner to your team’s emergency action plan. The free National Stay Cool Day EAP Builder walks you through a plan for your field, and the Cooling Station Checklist shows how to set up the tub area once you arrive.