Overseas Incident Form

Overseas Incident Form
* Represents a key question and must be anserwed to submit the form. Remaining questions, if not answered upon initial submition, must be updated within the case within 24 hours
Accident & Injury - Something that happens unexpectedly/results in physical harm, injury e.g. Cut feet on sharp pool tiles

Illness - A disease / reaction of the body or mind or the state of being unwell e.g. skin rashes, skin/eye reaction to pool/hot tub water, insect/animal bites/stings, Covid, burns, Meningitis

Fatality - Death by any cause - For fire related fatality please complete the fire form

Fire - Including fatalities caused by fire

Burglary - Any burglary incidents

Security Incidents - Including mugging, rape, assault and child welfare
Report Type*
+Record Type ID*
This form must be completed as soon as possible after any accident or incident occurs involving:

The villa or villa grounds
Any external services booked through Solmar Villas (e.g., car hire, airport transfers, excursions)
This ensures we can take appropriate action and keep all parties safe and informed
This form must be completed as soon as possible after any fire occurs involving:

The villa or villa grounds
Any external services booked through Solmar Villas (e.g., car hire, airport transfers, excursions)
This ensures we can take appropriate action and keep all parties safe and informed.
Fires occurring outside the villa and its grounds, which impact multiple villas (e.g., forest fires), are classified as a Major Incident. Such incidents are subject to independent reporting procedures already in place
Accident & Injury Report

Something that happens unexpectedly/results in physical harm, injury e.g. Cut feet on sharp pool tiles
REMINDER: You must attach images of: Location accident/injury took place and surrounding area, any hazards that may be a contributing factor and request a photo of the injury from guests to attach to form or case.

PLEASE NOTE: Photos of genitalia may not be used unless the area is covered
Illness Report

Disease/reaction of the body or mind: or the state of being unwell e.g. skin rashes, Covid
REMINDER: Please attach any medical reports and request images of rashes, burns, blisters where appropriate.

PLEASE NOTE: Photos of genitalia may not be used unless the area is covered
Fatality Report

Death by any cause (excluding death by fire - select fire as report type)
REMINDER: Please notify your Regional Manager, Team Leader and a lead member of the Crisis Management Team (Mandie Ellis, Sharon Bradbury, Sue Goddard) by phone immediately for any fatalities that may be potentailly linked to liability, or attract media attention.

These must remain fully confidential. This means the fatality could have been caused by a hazard within the villa or villa grounds e.g. fall over a low balcony, Drowning in pool due to pool filter
Fire Report

Including Fatality
REMINDER: Please notify your regional manager, team leader and a lead member of the Crisis Management Team (Mandie Ellis, Sharon Bradbury, Sue Goddard) by phone immediately of any fires that lead to fatality

REMINDER: Attach images of location fire took place where appropriate and any hazards that may be a contributing factor.

Request photo of any minor injury sustained to attach to case.

PLEASE NOTE: Photos of private and sensitive areas may not be used unless the area is covered
Burglary Report
Security Incidents Report
Submitted By*
Submitted By - Other*
(SYSTEM) Submitted By
Date Reported*

DayMonthYear
Date
Time Reported*

Hour Minutes
Destination*
Villa Name - Algarve*
Villa Name - Amalfi Coast*
Villa Name - Andalucia*
Villa Name - Bodrum*
Villa Name - Carribean*
Villa Name - Corfu*
Villa Name - Corsica*
Villa Name - Costa Almeria*
Villa Name - Costa Blanca*
Villa Name - Costa Brava*
Villa Name - Costa Calida*
Villa Name - Costa Del Sol*
Villa Name - Costa Dorada*
Villa Name - Costa Verde*
Villa Name - Crete*
Villa Name - Dalaman*
Villa Name - Dubrovnik*
Villa Name - Florida - Gulf Coast*
Villa Name - Florida - Orlando*
Villa Name - French Riviera*
Villa Name - Fuerteventura*
Villa Name - Gozo*
Villa Name - Gran Canaria*
Villa Name - Halkidiki*
Villa Name - Ibiza*
Villa Name - Ionian Coast*
Villa Name - Istria*
Villa Name - Kefalonia*
Villa Name - Kos*
Villa Name - Lanzarote*
Villa Name - Larnaca Region*
Villa Name - Lefkas*
Villa Name - Madeira*
Villa Name - Mallorca*
Villa Name - Malta*
Villa Name - Menorca*
Villa Name - Montenegro*
Villa Name - Paphos Region*
Villa Name - Paxos*
Villa Name - Peloponnese*
Villa Name - Provence*
Villa Name - Puglia*
Villa Name - Rhodes*
Villa Name - Sardinia*
Villa Name - Sicily*
Villa Name - Skiathos*
Villa Name - Skopelos*
Villa Name - Split Region*
Villa Name - Tenerife*
Villa Name - Tuscany*
Villa Name - Zakynthos*
Villa Name - Other*
(System) Villa Name Mapped*
Opportunity Reference*
Number of Guests affected*
Please provide full names and DOB below for any affected Guests*
Must include: Title - First Name - Surname
Date Incident occurred*

DayMonthYear
Date
Approximate time Incident occurred (Using 24 hour clock)*

Hour Minutes
Accident and Injury
Accident/injury category*
Suspected Cause - Trip up stairs*
Suspected Cause - Trip general*
Suspected Cause - Fall*
Suspected Cause - Pool injury*
Suspected Cause - Hit by falling object*
Suspected Cause - Slip*
Suspected Cause - Burn*
Suspected Cause - Cut from object*
Suspected Cause - Electric shocks*
Suspected Cause - Near drowning*
Suspected Cause - RTA*
Suspected Cause - Risk activity*
Suspected Cause - Other*
(System) Accident/Injury - Suspected Cause
Please upload image of suspected cause

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Accident/Injury Location*
Location other*
Please upload image of location

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Type of Injury (Can select multiple)*
To select multiple on computer hold Ctrl whilst clicking the options
Type of Injury - Other*
REMINDER: Please obtain/request photos of injury and upload in the case.

PLEASE NOTE: Photos of genitalia may not be used unless the area is covered
Please upload image of injury

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Area of Injury (Can select multiple)*
To select multiple on computer hold Ctrl whilst clicking the options
Area of Injury - Other*
Accident/Injury Severity*
REMINDER: Please notify your Regional Manager and a lead member of the Crisis Management Team (Mandie Ellis, Sharon Bradbury, Sue Goddard) by phone immediately for any significant injury that may be potentailly linked to liability, or attract media attention.

These must remain fully confidential. This means it could have been caused by a hazard within the villa or villa grounds eg, fall over a low balcony broken neck/back potential paralysis
Illness
Illness Category*
Carbon Monoxide Poisoning - Urgent medical attention is recommended. All fuel appliances to be turned off immediately. S&R to be notified by phone immediately
Legionnaires disease - Urgent medical attention is recommended. S&R to Be notified by phone immediately. Water sampling will be required by a professional laboratory for testing parasites, bacteria
Covid - highly contagious, support the guest by phone
Bed bugs - visit villa with supplier and check all bedding/ mattresses, corners of bed frame for any visible signs of bed bugs. Take images to support this and attach to case. Only if there are visible signs, arrange for pest control to visit. Contact your line manager or S&R to give permission.
Meningitis - Urgent medical attention required
Carbon Monoxide Poisoning - Suspected cause*
Advised by family, local authorities or emergency services.
Legionnaires disease - Suspected Cause*
Advised by family, local authorities or emergency services.
Covid - Suspected Cause*
Advised by family, local authorities or emergency services.
Rash - Suspected Cause*
Advised by family, local authorities or emergency services.
Burns - Suspected Cause*
Advised by family, local authorities or emergency services.
Blisters - Suspected Cause*
Advised by family, local authorities or emergency services.
Hives - Suspected Cause*
Advised by family, local authorities or emergency services.
Food Poisoning - Suspected Cause*
Advised by family, local authorities or emergency services.
Hay Fever - Suspected Cause*
Advised by family, local authorities or emergency services.
Flu & Colds - Suspected Cause*
Advised by family, local authorities or emergency services.
Fever - Suspected Cause*
Advised by family, local authorities or emergency services.
Earache - Suspected Cause*
Advised by family, local authorities or emergency services.
Bites - Suspected Cause*
Advised by family, local authorities or emergency services.
Sting - Suspected Cause*
Advised by family, local authorities or emergency services.
Respiratory - Suspected Cause*
Advised by family, local authorities or emergency services.
Dehydration - Suspected Cause*
Advised by family, local authorities or emergency services.
Gastric Illness - Suspected Cause*
Advised by family, local authorities or emergency services.
Eye Irritation - Suspected Cause*
Advised by family, local authorities or emergency services.
Headaches & Dizziness - Suspected Cause*
Advised by family, local authorities or emergency services.
Cryptosporidium - Suspected Cause*
Advised by family, local authorities or emergency services.
Meningitis - Suspected Cause*
Advised by family, local authorities or emergency services.
Norovirus - Suspected Cause*
Advised by family, local authorities or emergency services.
Suspected Cause - Other*
System Mapped - Suspected Cause*
Take images of pool water and obtain pool records for PH and Chlorine for the period of guests stay and attach to the case
Take images of pool water and obtain pool records for PH and Chlorine for the period of guests stay and attach to the case. Water sampling may be required by a professional laboratory for testing parasites, bacteria
Take images of hot tub water clarity and obtain records for PH and Chlorine for period of guests stay and attach to the case
Water sampling may be required by a professional company for local laboratory testing for parasites, bacteria
(System) Illness - Suspected cause
Take images of the potential cause wherever possible and attach to case
Part of body affected (Can select Multiple)*
To select multiple on computer hold Ctrl whilst clicking the options
Part of body affected - Other*
(System) Part of the body
Illness - Severity*
REMINDER - Please notify your regional manager and a lead member of the Crisis Management Team (Mandie Ellis, Sharon Bradbury, Sue Goddard) by phone immediately for any significant illness that may be potentailly linked to liability, or attract media attention.

These must remain fully confidential. This means could have been caused by a hazard within the villa or villa grounds eg, fall over a low balcony broken neck/back potential paralysis
Fatality
Suspected Fatality Type*
Advised by family, local authorities or emergency services.
Fatality - Suspected Cause*
Advised by family, local authorities or emergency services.
Fatality - Suspected Cause - Other*
(System) Fatality Suspected Cause
Fatality - Location*
Fire
Fire Type*
Where appropriate, obtain images of location of fire and attach to case
Fire - Suspected Cause*
Fire Suspected Cause - Other*
(System) Fire - suspected cause
Injuries Sustained*
Injuries Sustained - Other*
(system) Fire - injuries sustained
Location fire started*
Location - Other*
Severity*
REMINDER - Please notify your Regional Manager, Team Leader and a lead member of the Crisis Management Team (Mandie Ellis, Sharon Bradbury, Sue Goddard) by phone immediately for any fatalities that may be potentailly linked to liability, or attract media attention.

These must remain fully confidential.
Burglary
Was entry attempted/forced/non-forced/disturbed?*
How was entry gained?*
What damage was caused?*
What items were taken?*
Security measures already in place (Include Safe & Alarm)*
Was the alarm activated at the time of the incident?*
Was the Villa secure at the time of the incident?*
Was the Villa secure following the incident?*
Was it necessary to move the guests?*
Brief Summary*
Security
Type of Security Incident*
Type of Security Incident - Other*
(System) Type of Security Incident*
Cause*
Severity*
Was an Injury sustained?*
Additional Information of incident (to be factual, non offensive and not to include personal opinions)*
Further Details
Were the guests visited by the Villa Manager following the incident?
Reason Why not visited
Date Visited

DayMonthYear
Date
Time Visited (Using 24 hour clock)

Hour Minutes
Has the Villa Owner/Supplier been notified?
What places has the guests visited in the last 2 days before the illness started e.g. Waterpark, restaurants
Did the Villa Manager recommend the guest/guests seek medical help?
Further details
For fatality - Medical help refers to the presence of emergency services (i.e. Paramedics on scene to attempt treatment)
Was medical assistance received?
Medical help received - please provide details
Was there a medical diagnosis?
Please recommend that Guest obtains/retains medical report
What was the Diagnosis?
Was the property evacuated?
Was the Fire brigade called?
Were smoke alarms installed?
Did the smoke alarms sound?
Was suspected cause of fire given?
Suspected cause of fire - please provide details
Was suspected cause of death given?
Suspected cause of death - Please provide details
Has this been reported to the police?
Have you advised the guests to report this to the police?
Who reported this to the police?
Reported to police - More Information
Was confirmed cause of death given?
Confirmed cause of death - Please provide details.
Has Jet2 been notified?
Are there any confirmed contributing factors?
Contributing factors (Can Select Multiple)
To select multiple on computer hold Ctrl whilst clicking the options
Illness Contributing factors (Can Select Multiple)
To select multiple on computer hold Ctrl whilst clicking the options
Contributing factors
Contributing factors - Other
(SYSYTEM) Contributing factors
Is the person/persons involved covered by insurance?
Please provide details for Travel Insurers
Contact details or persons next of kin
Did the incident take place on an excursion?
Can you provide details of the excursion providers e.g. name of company and where they are located i.e. Daves Jet skis in Calpe
Actions to be taken by Villa Manager/Management Company/Owner
Photo/Video
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Overseas Incident Form

Accident & Injury Report

Illness Report

Fatality Report

Fire Report

Burglary Report

Security Incidents Report

Accident and Injury

Illness

Fatality

Fire

Burglary

Security

Further Details

Photo/Video