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Emergency Preparedness Planning For Meetings & Events

Location Specific Contacts Supporting Documents – Event Specific


Local emergency numbers Venue Floor Plan
Venue emergency number (if applicable) Vicinity Map
Event owner contact information Attendee list with mobile number, emergency contacts
Organization Security on-site contact (if on-site) and special needs
Lead Planner and on-site staff Arrival/Departure Manifest
Hotel/Venue Security Fly/Drive Report
Rooming list with room numbers
Location Specific Information Off-site activity reports
Event command center and venue command center
Indoor relocation area and outdoor evacuation area Responding to Emergencies
Nearest 24 hour pharmacy and hospital Detailed response to each type of emergency
Alternate airports Air Travel Disruption
Weather (www.weather.com or www.noaa.gov) Bomb Threat/Terrorism
Travel health info (wwwnc.cdc.gov/travel) Civil Unrest
Recent emergency/disaster activity (www.fema.gov) Earthquake
CVB for information on other groups/events Evacuation/Relocation
Doctor on call? AED’s? Public address system? Fire
CPR Certified staff? 24 hour security? Flood
Physical security & information security checklists Hurricane
Venue fire plan Information Breach
Intruder
Your Organization Specific Guidelines Limited/Loss of Communication
What to report? When to report? Who to call? Medical/Death
Incident Report Form and who to submit to Missing Attendee
Who accompanies an attendee to the hospital/clinic and Pandemic
how long do they stay? Power Outage
Home office support services/roles/responsibilities Social Disturbance
Financial expenditures/responsibilities Structure Collapse
Post event support Tornado
On-site lead, staff and security responsibilities Toxic Chemical Spill
Attendee management
Control room location, equipment, staffing Plan Communication
Communication – attendee, staff, home office, media, Full Emergency Plan with supporting documents (as needed)
emergency contacts
Meeting Event Owner
Cancellation – last minute and while on-site
Home Office Emergency Team and/or Security Team
Early mass departures/evacuation
On-site staff and on-site security team

Resources Attendee Communication - General


Contact information for all resources that may be needed during
Pre-event
or after an emergency situation
“While Away” contact information
Transportation – airlines, airports, car rental, bus
companies, train, taxi 24 hour emergency hotline number
Flight status website to track delays/airport closings Air travel emergency contact direct dial
CDC, FEMA, DHS, WHO, TSA, US Department of State, On-site
Red Cross, Passport/Visa contacts, HR and Legal Indoor relocation/outdoor evacuation areas
department contacts, weather Note the nearest exit while in meeting rooms
Know evacuation route from guest room
Nearest hospital and pharmacy
Where to report an emergency

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 Publications
 AirFleet (airline accident/fatality statistics) -  Contingency Planning Magazine -
http://www.airfleets.net/crash/stat_airline.htm http://www.contingencyplanning.com
 Contingency Planning World - http://www.business-
continuity-world.com Communications
 Crime Statistics (US and by State) -  Crisis Communication Plan -
http://www.disastercenter.com http://www3.niu.edu/newsplace/crisis.html
 Emergency Management.net -
http://www.emergency-management.net U.S. Government
 International Association for Medical Assistance to
 Centers for Disease Control and Prevention -
Travelers (IAMAT) - http://www.iamat.org
http://www.cdc.gov
 iJET Travel Risk Management - http://www.ijet.com
 Meet Prepared Blog -  Federal Emergency Management Agency -
http://meetprepared.blogspot.com http://www.fema.org
 Nonprofit Risk Management Center - National Weather Service (NOAA) -
http://www.nonprofitrisk.org http://www.nws.noaa.gov/
 Travel Medicine- http://www.travmed.com  Occupational Safety & Health Administration (OSHA)
 World Health Organization - http://www.who.int - http://www.osha.gov
 Ready.gov - http://www.ready.gov
Associations  Transportation Security Administration -
 Association of Contingency Planners (ACP) - http://www.tsa.gov
http://www.acpinternational.com  U.S. Department of Homeland Security
 American Society of Industrial Security (ASIS) - http://www.dhs.gov
http://www.asisonline.org  U.S. Department of State Travel Warnings -
 Business Continuity Planners Association (BCPA) - http://www.travel.state.gov/travel/cis_pa_tw/tw/tw_17
http://www.bcpa.org 64.html
 Disaster Recovery Institute - http://www.drii.org  U.S. Department of State Travel Registration with
 Risk and Insurance Management Society, Inc. Embassy or Consulate (for U.S. citizens) –
Continuity Institute - http://www.thebci.org https://travelregistration.state.gov/ibrs/

Laws & Regulatory (U.S.)


 ADA Home Page (U.S. Department of Justice) - Crisis Plans & Information
www.ada.gov  International Association of Exhibitions and Events
 American Society of Composers, Authors, and (IAEE) (Resources – Center for Exhibition Safety &
Publishers (ASCAP) - http://www.ascap.com Security) – www.iaee.com
 Broadcast Music, Inc. (BMI) - www.bmi.com  Convention Industry Council (CIC) (Industry
 FindLaw - http://www.findlaw.com\ information – Resource Center – Travel Safety) -
www.conventionindustry.org
 Hotel and Motel Fire Safety Act (Public Law 101-391)
- http://www.ahla.com/issuebrief.aspx?id=20300  Global Business Travel Association (NBTA)
(Resource Library - Topic- Safety/Security/Risk
 Volunteer Protection Act (Public Law 105-19) -
Management) - www.gbta.org
http://www.gpo.gov/fdsys/pkg/PLAW-
105publ19/pdf/PLAW-105publ19.pdf  NFPA1600 Standard for Disaster/Emergency
Management and Contingency Planning –
 SESAC, Inc. - www.sesac.com
http://www.nfpa.org/aboutthecodes/AboutTheCodes.
 U.S. Copyright Office - http://www.copyright.gov asp?DocNum=1600&cookie%5Ftest=1
 U.S. Patent and Trademark Office -  Emergency Management Guide for Business and
http://www.uspto.gov Industry (FEMA 141) -
http://www.fema.gov/business/guide/index.shtm

Contributions by Tyra Hilliard (Tyra.Hilliard@gmail.com) and Amy Zellmer.

910F Bestgate Rd, Annapolis MD, 21401  T: 1.410.573.3860  F: 1.410.573.3869  iJET.com