I jet risk_management_emergency_preparedness_resources_2014
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This document provides guidance and resources for developing an emergency preparedness plan for meetings and events. It includes sections on location-specific contacts and information, organization-specific guidelines, responding to different types of emergencies, plan communication, supporting documents needed, and general risk management resources. The goal is to plan for handling emergencies and having the necessary contacts and information accessible to ensure safety during meetings and events.
I jet risk_management_emergency_preparedness_resources_2014
- 1. 910F Bestgate Rd, Annapolis MD, 21401 T: 1.410.573.3860 F: 1.410.573.3869 iJET.com Emergency Preparedness Planning For Meetings & Events Location Specific Contacts Local emergency numbers Venue emergency number (if applicable) Event owner contact information Organization Security on-site contact (if on-site) Lead Planner and on-site staff Hotel/Venue Security Location Specific Information Event command center and venue command center Indoor relocation area and outdoor evacuation area Nearest 24 hour pharmacy and hospital Alternate airports Weather (www.weather.com or www.noaa.gov) Travel health info (wwwnc.cdc.gov/travel) Recent emergency/disaster activity (www.fema.gov) CVB for information on other groups/events Doctor on call? AEDs? Public address system? CPR Certified staff? 24 hour security? Physical security & information security checklists Venue fire plan Your Organization Specific Guidelines What to report? When to report? Who to call? Incident Report Form and who to submit to Who accompanies an attendee to the hospital/clinic and how long do they stay? Home office support services/roles/responsibilities Financial expenditures/responsibilities Post event support On-site lead, staff and security responsibilities Attendee management Control room location, equipment, staffing Communication attendee, staff, home office, media, emergency contacts Cancellation last minute and while on-site Early mass departures/evacuation Resources Contact information for all resources that may be needed during or after an emergency situation Transportation airlines, airports, car rental, bus companies, train, taxi Flight status website to track delays/airport closings CDC, FEMA, DHS, WHO, TSA, US Department of State, Red Cross, Passport/Visa contacts, HR and Legal department contacts, weather Supporting Documents Event Specific Venue Floor Plan Vicinity Map Attendee list with mobile number, emergency contacts and special needs Arrival/Departure Manifest Fly/Drive Report Rooming list with room numbers Off-site activity reports Responding to Emergencies Detailed response to each type of emergency Air Travel Disruption Bomb Threat/Terrorism Civil Unrest Earthquake Evacuation/Relocation Fire Flood Hurricane Information Breach Intruder Limited/Loss of Communication Medical/Death Missing Attendee Pandemic Power Outage Social Disturbance Structure Collapse Tornado Toxic Chemical Spill Plan Communication Full Emergency Plan with supporting documents (as needed) Meeting Event Owner Home Office Emergency Team and/or Security Team On-site staff and on-site security team Attendee Communication - General Pre-event While Away contact information 24 hour emergency hotline number Air travel emergency contact direct dial On-site Indoor relocation/outdoor evacuation areas Note the nearest exit while in meeting rooms Know evacuation route from guest room Nearest hospital and pharmacy Where to report an emergency
- 2. 910F Bestgate Rd, Annapolis MD, 21401 T: 1.410.573.3860 F: 1.410.573.3869 iJET.com General Risk Management Resources Risk Management Resource Websites AirFleet (airline accident/fatality statistics) - http://www.airfleets.net/crash/stat_airline.htm Contingency Planning World - http://www.business- continuity-world.com Crime Statistics (US and by State) - http://www.disastercenter.com Emergency Management.net - http://www.emergency-management.net International Association for Medical Assistance to Travelers (IAMAT) - http://www.iamat.org iJET Travel Risk Management - http://www.ijet.com Meet Prepared Blog - http://meetprepared.blogspot.com Nonprofit Risk Management Center - http://www.nonprofitrisk.org Travel Medicine- http://www.travmed.com World Health Organization - http://www.who.int Associations Association of Contingency Planners (ACP) - http://www.acpinternational.com American Society of Industrial Security (ASIS) - http://www.asisonline.org Business Continuity Planners Association (BCPA) - http://www.bcpa.org Disaster Recovery Institute - http://www.drii.org Risk and Insurance Management Society, Inc. Continuity Institute - http://www.thebci.org Laws & Regulatory (U.S.) ADA Home Page (U.S. Department of Justice) - www.ada.gov American Society of Composers, Authors, and Publishers (ASCAP) - http://www.ascap.com Broadcast Music, Inc. (BMI) - www.bmi.com FindLaw - http://www.findlaw.com Hotel and Motel Fire Safety Act (Public Law 101-391) - http://www.ahla.com/issuebrief.aspx?id=20300 Volunteer Protection Act (Public Law 105-19) - http://www.gpo.gov/fdsys/pkg/PLAW- 105publ19/pdf/PLAW-105publ19.pdf SESAC, Inc. - www.sesac.com U.S. Copyright Office - http://www.copyright.gov U.S. Patent and Trademark Office - http://www.uspto.gov Publications Contingency Planning Magazine - http://www.contingencyplanning.com Communications Crisis Communication Plan - http://www3.niu.edu/newsplace/crisis.html U.S. Government Centers for Disease Control and Prevention - http://www.cdc.gov Federal Emergency Management Agency - http://www.fema.org National Weather Service (NOAA) - http://www.nws.noaa.gov/ Occupational Safety & Health Administration (OSHA) - http://www.osha.gov Ready.gov - http://www.ready.gov Transportation Security Administration - http://www.tsa.gov U.S. Department of Homeland Security http://www.dhs.gov U.S. Department of State Travel Warnings - http://www.travel.state.gov/travel/cis_pa_tw/tw/tw_17 64.html U.S. Department of State Travel Registration with Embassy or Consulate (for U.S. citizens) https://travelregistration.state.gov/ibrs/ Crisis Plans & Information International Association of Exhibitions and Events (IAEE) (Resources Center for Exhibition Safety & Security) www.iaee.com Convention Industry Council (CIC) (Industry information Resource Center Travel Safety) - www.conventionindustry.org Global Business Travel Association (GBTA) (Resource Library - Topic- Safety/Security/Risk Management) - www.gbta.org NFPA1600 Standard for Disaster/Emergency Management and Contingency Planning http://www.nfpa.org/aboutthecodes/AboutTheCodes. asp?DocNum=1600&cookie%5Ftest=1 Emergency Management Guide for Business and Industry (FEMA 141) - http://www.fema.gov/business/guide/index.shtm Contributions by Tyra Hilliard (Tyra.Hilliard@gmail.com) and Amy Zellmer.