Whether it’s a severe weather threat or a medical emergency, campus recreation departments need to lead through crisis with consistency and care.
What would you do if a severe weather threat interrupted an intramural tournament? Or if a student collapsed in a group fitness class? For campus rec professionals, these situations aren’t hypothetical — they’re real possibilities that require planning, preparation and a calm attitude under pressure.
At the 2025 Campus Rec Leadership Summit, directors from around the country shared their advice on how best to handle crises — before, during and after they occur.
Before a Crisis: Preparation and Practice
The best way to avoid chaos and confusion from you and your team in a crisis is to have a comprehensive and clear plan in place beforehand.
At the University of Utah, John MacDonald, the director of Campus Recreation Services, said his team relies on a communications toolkit developed by the Marketing and Communications Department. The resource includes crisis timelines, contact lists, policies and procedures from the moment a situation occurs through the months that follow.
When it comes to building a crisis plan, Katie Smith, the associate director of Programs at Towson University, emphasized not planning in a bubble. “Review your crisis management plan with your counseling center, student support centers and campus police,” she explained. “Make sure the experts are weighting in.”
Another common piece of advice for crisis plans is ensuring campus departments — like parent and family offices — are contacted. For mental health-related incidents, Eli Olken-Dann, the director of Recreation and Wellness at Fairfield University, stressed knowing when to involve campus police, counseling services or human resources.
Justin Cato, the director of Campus Recreation and Wellness at Western Kentucky University, recommends training staff on crisis expectations as soon as they’re hired, ensuring they’re prepared for a situation whenever it may arise.
Additionally, training skills like CPR and Mental Health First Aid can ensure preparedness for medical emergencies. Cato said repetition of these protocols and skills throughout the year is vital so staff can respond automatically under pressure instead of questioning their next move.
During a Crisis: Calm and Clear Communication
When a crisis strikes, strong leadership and clear communication are essential.
Lynne Thompson, the senior director of Recreation at the University of Illinois-Chicago, said calm leadership sets the tone for your team. She said leaders should practice consistently in their everyday interactions, so staff know exactly what to expect when tensions rise.
At Utah Valley University, Sasha Smirnova, the senior director of Campus Recreation and Wellness, said transparency with staff and students matters. She told other leaders not to shy away from open communication and to provide continuous updates to avoid rumors.
Ensure staff roles are clear in the event of an emergency or crisis to limit chaos. Ryan Hagan, the associate athletic director at Yale University, advised knowing your team’s individual strengths and understanding what each member may not respond well to. Delegation should be clear, confident and direct — with eye contact and specific instructions.
Being human-centered also makes a difference in a crisis, especially when a lot of people are involved or affected.
“You’re going to have students who are sitting there for potentially hours waiting to be interviewed or have a debrief conversation,” said Larry Mellinger, the director of University Recreation at the University of North Carolina at Charlotte. “Assign somebody to go grab lunch for them, check in on them regularly — all of those things that help them pass the time by a little bit.”
After a Crisis: Debrief and Support
The response from the department shouldn’t end when the crisis does. Debriefing, evaluating and supporting staff and students are essential to recovery — and to better prepare for the next time.
Jenny Larson, the director of Health, Recreation and Wellness at Auburn University, recommends checking protocols with campus safety after the incident and debriefing with your staff.
Debriefs should be honest — looking at what can improve but also celebrating what the team did well.
Andrew Reddish, the director of Recreation at Sacramento State, agreed. He said it’s important to show “confident vulnerability” and put egos aside to focus solely on the situation and the people.
Even after the debrief, continue to support staff and students. Thomas St. John, the director of Campus Recreational Services at Binghamton University, noted the emotional toll of crisis and the importance of self-care after.
Reach out to any counseling and psychological services your university may offer and help students take advantage of any resources available to them.
Care, Support and Consistency In and Out of Crisis
Crisis management isn’t just about what happens in the moment — it’s about the culture you build before, during and after. Leaders in campus recreation are showing that with clear planning, calm execution and thoughtful reflection, teams can respond to emergencies with confidence and compassion.
By investing in communication, training and people-first leadership, recreation professionals can ensure their departments are prepared for the unexpected — and resilient with whatever the result may be.
