Search this site
Embedded Files
Property Management
  • Table of Contents
  • 2025 Checklists & Guidelines
  • 2025 Seasonal Sales Process
  • Quick Access Links
    • Support Numbers
  • GM Operations
    • Annual Inspections
    • Campground Sign Replacement
    • Camp Store Best Practices
    • CapEX Process & Oversight
    • Constellation of Success
    • Contractor Waiver of Liability
    • Cosmic Camper Referral Program
    • Cosmic Cleaning Checklist
    • Day Passes
    • Equipment and Vehicle Oversight
    • Field Level Property Inspections
    • Guest Experience
    • Guest Referral Program
    • How to Test WIFI
    • Incident Reporting
    • Issuing Refunds Via Check
    • Key Log Accountability
    • Licensing Process
    • Mission Retail
    • New Users (Newbook & Venmo Sumo)
    • Onsite Cash Handling
    • Property Expense Approval Process
    • Property Inspection Report
    • Requesting SSC Certificate of Insurance to Vendors
    • Purchase Order (Store)
    • Receiving/Finalizing Purchase Order
    • Regional Property Inspections
    • Registered Sex Offender
    • Sage - Master Chart of Accounts
    • Seasonal Rate & Implementation
    • SSC Photo Guide
    • Startle Music Service
    • Weekly Accounting Process
    • VenueSumo
      • Training Videos
  • HR
  • Marketing
    • 2025 Themed Months
    • Birdeye
    • Social Media Posting
  • Communication
    • After Hour Phone
    • Communication Flow
    • SSC Call Flow Process & Policy
    • SOP Roll Out Process
  • Maintenance
    • Electrical
    • Jumping Pillow
    • Lock Out Tag Out
    • Off Season Energy Conservation!
    • Pre-Arrival Site Check
    • Post Departure Site Check
    • Pre-Operational Inspections
    • Propane
    • Pool
    • Riverside Retros
  • Front Desk/Housekeeping
    • End of Shift Cash Closing
    • Arcade Reimbursement
    • Golf Cart
    • Binocular Rental
    • Bounced Check Collection
    • Employee Discount
    • After Hours Check In - W/ & W/out Reservation
  • Safety/Guest Interaction/IT
    • Arcade Reimbursement
    • Blocked Guest
    • Chemical Storage
    • De-Escalating Upset Guest
    • Google Review Cards
    • Managing Impaired Guest
    • Safety Data Sheets
    • Spam Email Anatomy!
Property Management
  • Table of Contents
  • 2025 Checklists & Guidelines
  • 2025 Seasonal Sales Process
  • Quick Access Links
    • Support Numbers
  • GM Operations
    • Annual Inspections
    • Campground Sign Replacement
    • Camp Store Best Practices
    • CapEX Process & Oversight
    • Constellation of Success
    • Contractor Waiver of Liability
    • Cosmic Camper Referral Program
    • Cosmic Cleaning Checklist
    • Day Passes
    • Equipment and Vehicle Oversight
    • Field Level Property Inspections
    • Guest Experience
    • Guest Referral Program
    • How to Test WIFI
    • Incident Reporting
    • Issuing Refunds Via Check
    • Key Log Accountability
    • Licensing Process
    • Mission Retail
    • New Users (Newbook & Venmo Sumo)
    • Onsite Cash Handling
    • Property Expense Approval Process
    • Property Inspection Report
    • Requesting SSC Certificate of Insurance to Vendors
    • Purchase Order (Store)
    • Receiving/Finalizing Purchase Order
    • Regional Property Inspections
    • Registered Sex Offender
    • Sage - Master Chart of Accounts
    • Seasonal Rate & Implementation
    • SSC Photo Guide
    • Startle Music Service
    • Weekly Accounting Process
    • VenueSumo
      • Training Videos
  • HR
  • Marketing
    • 2025 Themed Months
    • Birdeye
    • Social Media Posting
  • Communication
    • After Hour Phone
    • Communication Flow
    • SSC Call Flow Process & Policy
    • SOP Roll Out Process
  • Maintenance
    • Electrical
    • Jumping Pillow
    • Lock Out Tag Out
    • Off Season Energy Conservation!
    • Pre-Arrival Site Check
    • Post Departure Site Check
    • Pre-Operational Inspections
    • Propane
    • Pool
    • Riverside Retros
  • Front Desk/Housekeeping
    • End of Shift Cash Closing
    • Arcade Reimbursement
    • Golf Cart
    • Binocular Rental
    • Bounced Check Collection
    • Employee Discount
    • After Hours Check In - W/ & W/out Reservation
  • Safety/Guest Interaction/IT
    • Arcade Reimbursement
    • Blocked Guest
    • Chemical Storage
    • De-Escalating Upset Guest
    • Google Review Cards
    • Managing Impaired Guest
    • Safety Data Sheets
    • Spam Email Anatomy!
  • More
    • Table of Contents
    • 2025 Checklists & Guidelines
    • 2025 Seasonal Sales Process
    • Quick Access Links
      • Support Numbers
    • GM Operations
      • Annual Inspections
      • Campground Sign Replacement
      • Camp Store Best Practices
      • CapEX Process & Oversight
      • Constellation of Success
      • Contractor Waiver of Liability
      • Cosmic Camper Referral Program
      • Cosmic Cleaning Checklist
      • Day Passes
      • Equipment and Vehicle Oversight
      • Field Level Property Inspections
      • Guest Experience
      • Guest Referral Program
      • How to Test WIFI
      • Incident Reporting
      • Issuing Refunds Via Check
      • Key Log Accountability
      • Licensing Process
      • Mission Retail
      • New Users (Newbook & Venmo Sumo)
      • Onsite Cash Handling
      • Property Expense Approval Process
      • Property Inspection Report
      • Requesting SSC Certificate of Insurance to Vendors
      • Purchase Order (Store)
      • Receiving/Finalizing Purchase Order
      • Regional Property Inspections
      • Registered Sex Offender
      • Sage - Master Chart of Accounts
      • Seasonal Rate & Implementation
      • SSC Photo Guide
      • Startle Music Service
      • Weekly Accounting Process
      • VenueSumo
        • Training Videos
    • HR
    • Marketing
      • 2025 Themed Months
      • Birdeye
      • Social Media Posting
    • Communication
      • After Hour Phone
      • Communication Flow
      • SSC Call Flow Process & Policy
      • SOP Roll Out Process
    • Maintenance
      • Electrical
      • Jumping Pillow
      • Lock Out Tag Out
      • Off Season Energy Conservation!
      • Pre-Arrival Site Check
      • Post Departure Site Check
      • Pre-Operational Inspections
      • Propane
      • Pool
      • Riverside Retros
    • Front Desk/Housekeeping
      • End of Shift Cash Closing
      • Arcade Reimbursement
      • Golf Cart
      • Binocular Rental
      • Bounced Check Collection
      • Employee Discount
      • After Hours Check In - W/ & W/out Reservation
    • Safety/Guest Interaction/IT
      • Arcade Reimbursement
      • Blocked Guest
      • Chemical Storage
      • De-Escalating Upset Guest
      • Google Review Cards
      • Managing Impaired Guest
      • Safety Data Sheets
      • Spam Email Anatomy!

Incident Reporting

Incident Reporting (Main Folder)

Fillable Incident Report Form

Fillable Witness Statement Form

Incident Reporting 

Summary 

Spacious Skies Campgrounds defines a significant incident as any event where there has been reported property damage or injury to a person. To ensure we are limiting our risk and exposure, these incidents must be reported promptly following the Incident Reporting process outlined below.  

Examples of Significant Incident 

  • Damage to any company or customer owned property.  

  • Personal Injury 

When Should an Incident Report Be Completed 

  • Anytime a guest reports damage to their property 

  • Anytime a guest or employee reports an injury 

  • Property damage sustained from a natural event 

  • Anytime we witness damage to our property 

  • Any Time First Responders are called to the property 

  • Ambulance 

  • Fire Department 

  • Police 

  • NOTE: All incident reports must be completed by a company representative.  At no time should an incident report be given to a customer for completion. 

Timeline For Reporting 

  • General Managers should notify their Regional Director of Operations as soon as they become aware of an incident 

  • Incident Reports must be completed and submitted within 24 hours  

  • All employee injuries must be reported to the immediate Supervisor who then notifies the Spacious Skies Human Resources Department 

  • Supervisor immediately notifies the Regional Director of Operations 

  • Regional Director of Operations immediately notifies the Chief Executive Officer, Director of Operations and the President by e-mail. 

Back-Up Documentation 

All incident reports must contain the following: 

  • Photos of alleged damage or injuries being reported 

  • Photos of area(s) where alleged damage or injury occurred 

  • Handwritten and signed statements from all parties who witnessed the alleged incident 

  • Details of Incident 

  • Time and Date reported to the Property 

  • Name of company representative taking the report 

  • Date and time of alleged incident 

  • Name and full contact information of individual making the report 

  • Names and contact information of all witnesses 

  • Written and signed statement of events from the individual making the report 

  • Written and signed statements from all witnesses. 

  • Weather Conditions  

  • Clear, concise statement of events detailing information on when report was received and description of the alleged incident. 

  • When applicable; name of Department for First Responders who were called to the site 

  • Report numbers issued by first responders 

  • Copies of all first responder reports 

 

If transported to a medical facility - Facility Information including: 

  • Name, address and phone number of the facility 

Incident Descriptions 

Incident descriptions should be factual and free of any emotions or opinions. All reports must contain the following: 

  • Dates and times 

  • Of report receipt 

  •  Incident occurred 

  • Names/Titles/Contact Information 

  • Of company representative who was notified of incident 

  • Of individual who made the report 

  • Of any individuals involved in or witness to the incident 

  • Location of the incident 

  • Weather conditions, when applicable 

  • The word “alleged.”  Unless the person preparing the report was a witness to the situation, the incident is being alleged by the person providing the information to us. 

  • Example: “On Tuesday, April 24, 2024, at approximately 2:00pm, I, Joe Smith, General Manager of Spacious Skies Newly Acquired Park, received a call from Sally Jones, seasonal guest at site #123.  Ms. Jones alleged that on Monday, April 23, 2024 at approximately 10:00 pm she was walking through the campground and tripped on a large rock near the playground located near site #154.  Ms. Jones further alleged that this fall resulted in a sprained ankle.  Ms. Jones indicated that there were no witnesses to this incident and was notifying us so that we could ensure we removed the rock.  I asked Ms. Jones if she had sought medical attention.  She stated that she had not nor was she planning to.   It should be noted that on the night of the alleged incident the weather was clear, and conditions were dry all day long.”   

Incident Report Delivery 

  • General Manager prepares the incident report and gathers all supporting documents 

  • General Manager emails the incident report package to the RDO 

  • Regional Director of Operations reviews incident report package and confirms that all information has been provided 

  • Regional Director of Operations uploads a copy of the incident report package into SharePoint providing the President and Chief Executive Officer a link to the folder via email. 

  • The President will work with the insurance company to determine if a claim needs to be filed 

  • NOTE: Completed incident reports are internal documents and should not be printed or provided to the guest involved in the incident. These reports are intended for internal documentation, investigation, and legal protection purposes. Sharing completed forms with guests could expose the company to liability or compromise internal processes. If a guest requests a copy, kindly inform them that all incidents are documented and will be handled according to company procedures. 

 

Incident Report Storage 

  • HQ SharePoint Folder:  Incident Reports 

  • Operations 

  • Incident Reports 

  • Sub-Folder for each year 

  • Sub-Folder for each individual incident identified by the Property Short Code Party Name and Date of Incident 

  • Example:  SSSO Jones 4.24.2024 

  • NOTE:  At no point should incident reports be stored on site or in an individual campground folder 

Discussing the Incident 

Follow-up questions: From guests regarding an incident should be sent to the Chief Operating Officer via the General Manager with a copy to the Regional Director of Operations and Director of Operations as necessary. 

Cadence of Conversations: Discussions should be brief, succinct and not contain any admission of liability or promises to pay.   

Attorney Involvement: If a guest indicates that they have engaged an attorney, any further conversation must stop immediately with the company representative explaining to the guest that their legal counsel must reach out to us so that we can provide them with our attorney’s contact information.  The General Manager will notify their Regional Director of Operations, Chief Executive Officer and President immediately with this information. 

Google Sites
Report abuse
Page details
Page updated
Google Sites
Report abuse