Incident Reporting

Incident Reporting

Reporting incidents promptly and accurately helps us keep staff and guests safe, protect our property, and ensure accountability. All team members are responsible for reporting issues as soon as they happen.

What Counts as an Incident

Guest altercations, harassment, or removal from premises
Employee injuries or accidents on shift
Guest injuries or accidents on premises
Property damage (equipment failure, broken glass, graffiti, leaks, etc.)
Security concerns (theft, suspicious activity, fights, drug use)
Health and safety hazards (fire, gas, water leaks, contamination)
Policy violations (alcohol service issues, intoxicated guests served, etc.)

Immediate Steps

1. Ensure Safety First

Call 911 if there is any threat to life or serious injury.
Alert the Manager on Duty immediately.

2. Stabilize the Situation

Separate individuals in conflict if safe to do so.
Remove hazards if safe to do so.
Call additional staff for help if needed.

3. Document the Incident

Fill out the Incident Report Form (see below).
Take photos or video if appropriate and safe.
Collect witness names and contact info.

How to File an Incident Report

1. Notify the Manager on Duty immediately. 2. Write the report within 30 minutes of the event (or before leaving your shift). 3. Use the following template:

Field	Details Required
Date & Time	When the incident occurred
Location	Where in the venue it happened
People Involved	Names of staff, guests, and any witnesses
Description	Step-by-step account of what happened
Actions Taken	Steps to resolve (first aid, guest removed, equipment fixed, etc.)
Escalation	Who was notified (MOD, GM, law enforcement, medical, etc.)
Follow-Up	Repairs, guest follow-up, insurance, or disciplinary actions

Escalation Guidelines

Emergencies (injury, fire, major conflict): Call 911 → Notify Manager → Secure area.
Guest complaints or safety risks: Notify Manager on Duty immediately.
Minor issues (small spills, light bulb out, etc.): Fix immediately and log in Facilities or Maintenance.
Policy Violations (staff behavior, guest service errors): Report privately to management.

Where Reports Are Stored

All completed reports must be given to management at the end of the shift.
Digital copies will be stored in the secure incident log.
Reports may be reviewed by management, HR, or legal counsel if necessary.

Why Reporting Matters

Protects staff and guests
Ensures legal and insurance compliance
Identifies patterns (repeat offenders, equipment failures)
Builds accountability and trust within the team

✨ Remember: If you see it, say it. Never assume someone else will report an incident. Your voice keeps our workplace safe and professional.

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