Policies and Procedures

Please note that the following Policies and Procedures pertain to participating and volunteering with MGM Calgary-organized medical, academic, and social events. MGM Calgary partners with other event medical organizations by supporting those organizations with volunteers from our community. Each organization will have their own policies and procedures, so if you are sent from MGM Calgary to another event company, you will have to follow that company's policies and procedures.

1. ABOUT

1.1         Background

The Mass Gathering Medicine (MGM) Calgary group was originally a medical student interest club at the University of Calgary, established in February 2012. The concept originated at the University of British Columbia, where the first Canadian MGM presence began.

In 2017, we are now Mass Gathering Medicine Calgary, inviting people from all backgrounds to volunteer at community and special events to develop knowledge and skills in mass gathering medicine and teamwork.

1.2  Mission

To offer experiences in medical volunteering at community events, strengthen multidisciplinary collaboration, develop practical skills, and engage locally.

1.3  Objectives

Volunteering with Mass Gathering Medicine will provide you with opportunities to:

1.    Practice safe medical skills at community events and festivals

2.    Work in a dynamic, multidisciplinary environment

3.    Build and share academic knowledge in the growing field of mass gathering medicine

1.4  Values

1.    Positivity

2.    Interdisciplinary

3.    Community

Positivity

At Mass Gathering Medicine Calgary, positivity is at our core. We embrace the fun, vibrant spirit of rave culture, embodying the principles of PLUR (Peace, Love, Unity, Respect). We celebrate growth mindset and personal development, creating an environment where everyone feels motivated and engaged. Adaptable and open to feedback, we welcome challenges with a can-do attitude. Our volunteers are coachable and happy, building a supportive and enjoyable atmosphere for all.

Interdisciplinary

Our interdisciplinary approach is grounded in collaboration and inclusivity. We bring together professionals from various fields, promoting interprofessional and non-judgmental engagement. We balance leading, teaching, and learning from our members. Respectful, multifaceted collaboration is key to our success, ensuring every volunteer feels valued and included.

Community

Community is the cornerstone of Mass Gathering Medicine Calgary. We facilitate friendships and connection, supporting each other and our patients with care and respect. Our teamwork creates a culture of belonging where all voices are welcomed. Volunteers are like family, united by a passion to create safe, fun experiences. Through volunteerism and giving back, we build a strong sense of community.

2. GETTING INVOLVED

2.1  Stay Connected

To stay informed about MGM Calgary opportunities through email, please go to the MGM Calgary Forms page, and fill out the MGM Calgary Email List. Follow us on Facebook, Instagram, and X for involvement opportunities.

2.2  Medical Events

One of the main focuses of MGM Calgary is medical support at events. We share opportunities to participate as an event medical crew member at mass-gatherings such as Calgary Stampede and music festivals. A minimum of current Intermediate (Standard) First Aid (IFA/SFA) is required to be a volunteer at most medical events. Please note that Basic Life Support (BLS) or CPR is NOT the same as Intermediate First Aid. Healthcare professional trainees may generally volunteer if there is a healthcare staff present on-site as the supervisor. Every medical event will have its own specific volunteer prerequisite. Please review the prerequisites for each event. 

2.3  Academic Events

MGM Calgary hosts educational events such as simulations and talks. Everyone is invited to learn from each other and share their experiences. We value a multidisciplinary learning environment and are inclusive to all fields of study. As an illustration of this, we have run simulations that included physicians, nurses, paramedics, lifeguards, x-ray technicians, medical residents, medical students, nursing students, undergraduate science students, high school teachers, and grade school students.

2.4  Social Events

MGM Calgary is excited to host social events for our volunteers and MGM enthusiasts. This is a great opportunity to network and have some fun together. Come meet other people that you will be volunteering with at events. Examples of social events we organized include lasertag, bubble tea nights, and a food nights.

2.5  Meetings

MGM Calgary hosts meetings to discuss the direction of the group and organizes upcoming medical, academic, and social events. Everyone is invited to come participate. Email mgmcalgary@gmail.com if you are interested in attending any upcoming meeting.

2.6  MGM Student Interest Group, University of Calgary

The University of Calgary medical school has a Student Interest Group for mass gathering medicine. If you are a medical student at the University of Calgary, you may receive emails from massgatheringIG@gmail.com for medical student-specific opportunities.

3. VOLUNTEER FOUNDATIONS

3.1  Code of Conduct

MGM Calgary’s Code of Conduct consists of two components:

1.    3 Values (“PIC”): positivity, interdisciplinary, and community

2.    5 Volunteering Expectations: exceptional guest service, confidentiality, safe practice to level of training, appropriate dress attire, and giving/receiving feedback

Upholding MGM Calgary Values (positivity, interdisciplinary, community)

As an MGM Calgary member, you are joining an positive, interdisciplinary community. We welcome people from all backgrounds to participate with MGM Calgary, and we are proud of our interdisciplinary team. You agree to be positive and open to the views of other disciplines, share your knowledge and skills, and learn from others. As an MGM Calgary member, you agree to be positive and respectful to everyone, including patients, the general public, other MGM Calgary members, and event staff. As an MGM Calgary member, you are expected to demonstrate positivity and build community. This manifests in many forms including welcoming and inviting others to collaborate as a team, using inclusive language, and adopting an inclusiveness mindset, free of judgement.

Volunteering Expectations

Many activities that MGM Calgary participates in are festive, joyous events. Attendees are there to have a great time. Take an extra effort to “make their day” with exceptional guest service. Smile. Show appropriate enthusiasm. When volunteering at events, personal and sensitive information will arise. All patient information is confidential and should be shared on an “as needed” basis for patient care. When volunteering, be sure to practice safely, within your scope (unless directly supervised and permitted by someone with higher training with an independent license). Please know your limits, and call for help if needed. Dress code varies based on the event. Unless otherwise specified, dress professionally (i.e., the public would feel that you appear professional if they saw you). Please do not wear anything that reveals an obvious brand. Volunteers are expected to give and receive feedback. After each volunteering event, volunteers should fill out a Post-Event Volunteer Survey. Volunteers are always invited to give feedback to MGM Calgary anytime at mgmcalgary@gmail.com. Other volunteers and the event organization/host may also give feedback to volunteers, and it is expected that feedback is received with an open-mind and positively.

3.2  Documentation Procedures

SIMPLE Patient Encounter

We define a SIMPLE patient encounter as “no active first aid applied by volunteer”. Here are a few examples:

1.    Patient applies treatment to self, such as a bandage for a cut or blisters

2.    Patient applies bug spray or sunscreen to self

3.    The patient sits down in the shade “to get away from the sun”, drinks a bottle of water, and has no complications

For SIMPLE patient encounters, the procedures are:

-   Write the following information on a card, piece of paper, or log sheet (name, DOB, phone #, allergies, issue, treatment)

-   Submit documentation to MGM Calgary Event Medical Coordinator

COMPREHENSIVE Patient Encounter

We define a COMPREHENSIVE patient encounter as “first aid applied to patient by volunteer or medication given (given medication only if signed off by an MD) or any first aid advice given”. Here are a few examples:

1.    Volunteer applies treatment on patient, such as putting a bandage on a patient for a cut or blister

2.    Volunteer applies bug spray or sunscreen on a patient

3.    Volunteer takes a comprehensive story from a dehydrated patient, advises the patient to drink water, and discharges the patient back to the event after the patient feels better, with advice on when to return

For COMPREHENSIVE patient encounters, the procedures are:

-   Fill out a First Aid Report

-   Submit First Aid Report to MGM Calgary Event Medical Coordinator

3.3  Media

We always appreciate photos and videos being taken at events, as long as everyone being captured has consented. As a volunteer, you will be at public events that often have photos or videos being taken by the public and local media, and your consent for this is assumed, by attending a public event. MGM Calgary members may also be taking photos of other MGM Calgary members to showcase our participation. However, if you do not wish to have photos or videos of you posted from MGM Calgary events on our website or social media, please inform MGM Calgary by email at mgmcalgary@gmail.com.

3.4  Registering For Events

Event registration links are posted on the MGM Calgary Calendar page, when they are made available. MGM Calgary informs its members of any new events through email and social media.

3.5  Post-Event Volunteer Survey Expectation

It is expected that all volunteers fill out a Post-Event Volunteer Survey for any event volunteered at, so that MGM Calgary can evaluate the event. Hours documented in the Post-Event Volunteer Survey will be used to calculate the number of volunteer hours contributed. Volunteers who do not complete forms may be prioritized less for future event sign-ups.

3.6  Potential Volunteer Risks

With any volunteering experience, there may be associated physical, emotional, and psychological risks. For example, the terrain and environment of the event (e.g., mud, uneven ground, equipment) may increase risk of injury. Weather is unpredictable (e.g., rain, heat) and may also increase risk of injury or exacerbate underlying health issues. At times, communicating with and dealing with guests and other event staff may lead to emotional stress, especially with challenging conversations or situations. As well, there may be a degree of critical incident stress affecting one’s psychological health when responding to critical situations.

Anyone volunteering at events should be aware of these risks. MGM Calgary is not responsible for any physical, emotional, or psychological harm that volunteers may experience while on event.

Another risk is loss, theft, or damage to personal items. Please be mindful of where your personal items are stored at events. MGM Calgary is not responsible for any loss, theft, or damage to personal items.

4. FORMS AND REPORTS

4.1  MGM Calgary Email List

Fill out this form to keep in the loop about MGM Calgary events and happenings. You will be added to our email list to receive updates.

4.2  Medical Volunteer Request Form

Event organizers can fill out this form to request MGM Calgary medical volunteers to help out at an event in a medical aid capacity. If you know of any community or special events around the Calgary area that would be excellent opportunities for our volunteers, please invite them to fill out the form.

4.3  Post-Event Medical Volunteer Survey

All MGM Calgary Medical Volunteers should fill out a Post-Event Volunteer Survey. Questions include total hours of volunteering, total patient encounters, common presentations, interesting cases, positives and challenges of the experience, and an overall rating. The information from the surveys help us and the event organization/host plan future events, track the number of volunteers needed at events, and collect data regarding volunteer activities at events. We also use the information to improve our services and the opportunities and experiences for volunteers.

4.4  Proof Of Volunteering Letter or Verifier Contact

A Proof Of Volunteering Letter or Verifier Contact from MGM Calgary can be requested by emailing mgmcalgary@gmail.com. The record of attendance will be based on the information logged when volunteers fill out the Post-Event Volunteer Survey. Commendations about you that are listed in the Post-Event Volunteer Survey can also be circulated to you and will be included in any proof or verification of volunteering. Please note that MGM Calgary can only verify hours for the hours a volunteer logs through the MGM Calgary Post-Event Volunteer Survey. If you have filled out a post-event survey for an event company that MGM Calgary has supplied volunteers to, you will need to contact that event company to verify those hours for you. At the same time, MGM Calgary is happy to reach out to event companies on your behalf to collect your hours. Please email mgmcalgary@gmail.com to give us permission to collect your hours on your behalf.

4.5  Event Summary

Data from the Post-Event Volunteer Survey are compiled into Event Summaries. These event summaries can be requested from mgmcalgary@gmail.com. You can review these summaries to get a flavour of what previous events were like.

4.6 Year-End Report

This report compiles the Event Summaries throughout one year, as well as other information pertinent to MGM Calgary for that year. These reports can be requested from mgmcalgary@gmail.com.

[Last updated June 15, 2025]