CREDIT UNIONCHERRY BLOSSOM TEN MILE RUN

CRISIS MANAGEMENT PLAN

2010

February 1, 2010

Credit Union Cherry Blossom Ten Mile Run

Crisis Management Plan

Table of Contents

Subject Page

Purpose and Basics 3Planning That Must Take Place Well Before Race Day 4Telephone Contact List 5Emergency Zone Grid Map 6Alternate Course Running Only To and From Hains Point 7 & 8Alternate Course Running Only To and From Memorial Bridge 9 & 10General Overview of Crisis Management Procedures 11Emergency Protocols 12 Illness, Injury or Death of a Participant, Volunteer or Spectator 12 Property Damage 13 Other Incidents 14 Inclement Weather Preparations – Event Delay or Cancellation 15 - 17On-Site Emergency Situation Analysis 18Types of Emergencies 19 Accident Resulting in Death 19 Accident with Injury 20 Assault/Sexual Assault 20 Explosives/Threat 21 Fire 22 Gas Leak 22 Situation Involving Weapons 23 Power Outage 24 Protest 24 Theft 25 Traffic Accident 25 Vandalism; Weather (Tornados, Thunderstorms) 26Lost Child Protocol 28Credit Union Cherry Blossom Ten Mile Run Incident Report 29 & 30Media Considerations 31Follow-Up Procedures Immediately After the Event 33Team Captain Emergency Protocol 34

- 3 -

Purpose and Basics

The purpose of this plan is to examine, in advance, various incidents or situations that could potentially interfere with the conduct of the Credit Union Cherry Blossom Ten Mile Run on April 11, 2010, and to provide guidance for actions dealing with those incidents or situations.

The basic concern is for the safety and well-being of the runners participating in the event, the volunteers helping to conduct the event, and any spectators who may be viewing in the vicinity of the race course.

Everyone involved must understand that the prime concern is to ensure that any potentially serious situation or incident is reported to the proper authorities as expeditiously as possible. To this end, a communications system will be established, including radio networks and cellphone capabilities. The key person will be the CUCB Command Central Coordinator whose responsibility will be to accept incident or situation reports and convey them as expeditiously as possible to: 911 Emergency, DC EMS officials, U. S. Park Police officials, the Event Director, the Deputy Race Director, the Race Support Manager, the CUCB Medical Director, the CUCB Medical Coordinator, the CUCB USPP Liaison personnel, and the CUCB Volunteer Coordinator, as he deems most appropriate in any given circumstance.

Race day incidents and situations shall be identified as being contained geographically within the Emergency Grid Zone system included on page 6. A copy of this Emergency Grid Zone document will be given to each volunteer on the course; it will provide the volunteer with the CUCB Command Central Coordinator’s cellphone number and give specific instructions on how to report an incident. Each Team Captain will have copies of the “Credit Union Cherry Blossom Ten Mile Run Incident Report” form (pages 27 and 28) that can be used to record vital information needed to prepare any media submissions and, later, for a detailed post-race analysis of all factors surrounding the incident.

Certain elements of this plan are formatted so as to offer different guidance if the situation or incident is discovered (1) on race day, but before the race has begun, or (2) after the race has started.

With a profound expression of gratitude, we thank Dr. Bill Roberts of the Twin Cities Marathon race organization for allowing us access to the basics of Twin Cities crisis plan.

- 4 -

Planning That Must Take Place Well Before Race Day

The Credit Union Cherry Blossom Crisis Management Team shall consist of the Event Director, the Deputy Race Director, the Race Support Manager, the Medical Director, the Medical Coordinator, the CUCB United States Park Police Liaison Officers, the Volunteer Coordinator and the CUCB Command Central Coordinator.

Crisis management planning must begin in the months well before race day. A prime planning consideration must include ensuring adequate communications capabilities during race weekend, and on race day, for the reporting and handling of emergency situations. Such situations may include:

An unidentified package found on or near the course on race dayA threatening phone call received during race weekendSome “terrorist” type of activity discovered during race weekendFlooding on the course An organized protest on or near the coursePhysical or sexual assaultA fire on or near the course on race dayDeath or serious injury of a race participant, volunteer, or spectator on race day

Early planning must also consider the possibility of extremes of weather, with forecasts for excessively hot weather specifically demanding the need for precautions against hyperthermia, including provisions for additional supplies of water, extra cups, extra ice, extra replenishment fluids, and possibly the establishment of more aid stations.

Excessively cold weather forecasts must include provisions to guard against the effects of hypothermia, including the capability to provide warmth where necessary, and to have available adequate numbers of heatsheets for finishers at the end of the race.

Either excessively hot or excessively cold weather on race day must generate numerous, repeated, and general warnings to race participants to dress and act in keeping with the weather. There shall be an adequate weather warning system in place to alert everyone to the potential for extremes.

More specific considerations regarding forecasts for weather extremes are given on page 13.

While it is recognized that the decisions of the United States Park Police would govern, in the event of an unidentified package, a form of “terrorist” threat on the course just prior to, or just after, the start of the race, flooding, a protest, or a fire on or near the course, pre-event planning shall include the ability to close a portion of the course, so that runners, volunteers, and spectators can be protected from danger and emergency personnel can fulfill their duties. Alternate race distances shall be determined in advance to provide a truncated course for running away from the site of any problem, if the decision of the Crisis Management Team and U. S. Park Police is that a running event can continue in an alternate direction.

- 5 -

TELEPHONE CONTACT LIST

Entity Person Situation Contact Number

CUCB Command Central Coordinator

Mark Wheatley All Reportable Situations 202-577-1108

Emergency – Police/Fire/Medical

Emergency Situations 911

Event Director Phil Stewart All Reportable Situations 301-802-2194 Cellphone

Deputy Race Director Irv Newman All Reportable Situations 301-928-0286 Cellphone

Race Support Manager

Becky Lambros All Reportable Situations 410-299-3377Cellphone

Medical Director Dr. Betty Wang

Medical Situations 301-455-7409Cellphone

Medical Coordinator Rachel Miller Medical Situations 202-258-9344 Cellphone

CUCB Park Police Liaison

Greg Dalrymple Any Issues with US Park Police

703-309-1989Cellphone

Kenny Donovan Any Issues with US Park Police

703-507-6343Cellphone

National Weather Service

Weather Forecast 202-936-1212 Recording

U. S. Park Police 24-Hour Non-Emergency Number

202-619-7105

Metropolitan Police Department (DC)

24-Hour Non-Emergency Number

311

DC EMS Emergency Number 911

National Park Service (National Mall)

Peggy O’Dell Supervisor

Non-Emergency Number 202-485-9880

Metro Transit Police Emergency Number 202-962-2121

- 6 -

Alternate Course Running Only to and from Hains Point

In the event of a situation or incident affecting Independence Avenue to the west of 15th Street, 23rd Street south of Memorial Circle, the Lincoln Memorial, the Kennedy Center, or the Memorial Bridge, the Crisis Management Team will examine, in collaboration with the U. S. Park Police, the potential of avoiding the area of difficult by running a five

- 7 -

mile course to Hains Point and back.

The course would start at the normal line on 15th Street and Jefferson Drive, proceed down Raoul Wallenberg Place, to Maine Avenue, to the Channel side of Ohio Drive, to Hains Point, to the River side of Ohio Drive, to East Basin Drive, to Maine Avenue, to Raoul Wallenberg Place, to the finish on 15th Street and Jefferson Drive.

In this situation, the 5K Run-Walk course would start at the same location on 15th Street and Jefferson Drive, proceed down Raoul Wallenberg Place, to Maine Avenue, to the Channel side of Ohio Drive, turn around at one and a half miles from the start and return to the finish line at 15th Street and Jefferson Drive.

- 8 -

Alternate Course Running Only to and from Memorial Bridge

In the event of a situation or incident affecting Maine Avenue, Ohio Drive, the vicinity of the 14th Street Bridge, or East Basin Drive, the Crisis Management Team will examine, in collaboration with the U. S. Park Police, the potential of avoiding the area of difficult by running a five mile course toward Memorial Circle, Memorial Bridge, and back.

- 9 -

The course would start at the normal line on 15th Street and Jefferson Drive, proceed west on Independence Avenue, turn right onto 23rd Street, go onto Memorial Circle, proceed onto the southern lanes of the Memorial Bridge, go around the circle at the west end of the bridge, return on the northern lanes of Memorial Bridge, go onto Rock Creek Parkway to F Street, make a U-turn at F Street, until reaching Independence Avenue, returning on Independence Avenue to the finish line on 15th Street at Jefferson Drive.

In this situation, the 5K Run-Walk course would start on 15th Street at the intersection with Jefferson Drive, turn onto Independence Avenue moving west to 23rd Street, north on 23rd Street, onto Memorial Circle, across the Memorial Bridge, to the circle at the west end of the bridge, and return via the same route to the finish at 15th Street at Jefferson Drive.

- 10 -

GENERAL OVERVIEW OF CRISIS MANAGEMENT PROCEDURES

Upon Discovery of an Incident or Situation During Conduct of the Race:

- 11 -

1. When any incident or situation occurs that is of potential crisis management concern, a CUCB volunteer or team captain at that location must take action immediately to ensure a safe environment, and then, as expeditiously as possible, notify the CUCB Command Central Coordinator, using the grid zoned map of the course shown above on page 6.

CUCB Command Central Coordinator will determine, in collaboration with DC EMS and USPP, if 911 services are needed and, if yes, will initiate that call.

Command Central Coordinator will apprise the volunteer or team captain who reported the incident or situation whether or not 911 services will be activated. It is vital that the volunteer or team captain be aware that action has been taken on his or her report.

2. The team captain will follow up to assure that any volunteer on the scene has taken the proper emergency action and will ask the volunteer to complete an Incident Report Form, a copy of which is contained on pages 27 and 28. Each Team Captain will have a supply of the Incident Report Forms with them on the course for this purpose.

3. Command Central Coordinator will contact the following in order: Event Director Medical Director or Medical Coordinator Appropriate Team Captain

4. A CUCB US Park Police Liaison Officer will be dispatched on motorcycle to the scene, obtain facts, and report findings immediately to the Event Director.

5. Event Director will determine any needed additional action and should at that time consider the appropriate media response.6. All team captains and/or volunteers on the course are to ensure that all media inquiries are directed to the

Event Director, who will issue a media statement appropriate to the situation.

9/12/2006 - 12 -

EMERGENCY PROTOCOLS

Illness, Injury or Death of a Participant, Volunteer or Spectator on Race Day

All accidents or incidents involving severe medical difficulties, injury, or death shall be handled according to the following protocol:

1. Immediate notification of the situation shall be made by (1) telephone call to the CUCB Command Central Coordinator at 202-577-1108 or (2) via radio transmission over the CUCB radio net. The reporting person must make note of the exact location of the incident with the assistance of the grid zoned map of the race course supplied to all volunteers (see page 6) and must provide as much detail as possible regarding the situation, including identification of the ill or injured person. The volunteer or race official discovering the incident or situation should stay with the injured person and designate one person to make the telephone or radio call.

2. The CUCB Command Central Coordinator, in conjunction with U.S. Park Police and D.C. Emergency Management Services, will dispatch an ambulance or medical Gator to the location. The CUCB Command Central Coordinator will immediately notify the Medical Director or Medical Coordinator either via cell phone or over the race radio network on the Medical Channel. Notification should be given for medical assistance from the closest Medical Team Member, if possible and reasonable under the circumstances. If not, the person responding to the incident shall exercise reasonable efforts to offer first aid and/or other appropriate assistance. Volunteer personnel shall always defer to authorized Medical Emergency Personnel.

3. A CUCB USPP Liaison Officer on motorcycle will be dispatched to the scene.

4. In the event of an accident or injury situation, after immediate necessary medical care has been rendered, officials should attempt to obtain statements from all witnesses; at a minimum obtain name, addresses and telephone numbers of witnesses.

5. In no event should any race official or volunteer talk to the press, members of the public, runners, or other volunteers about any emergency incident. Communication should be made only to the Event Director, Deputy Race Director, CUCB USPP Liaison, Medical Director, Medical Coordinator or Team Captain.

6. Any communications required with the press shall be made jointly by the Event Director, or in his absence the Deputy Race Director, the Medical Director, or the Medical Coordinator . No other volunteer is authorized to talk to the press, members of the public, runners, or other volunteers about any emergency incident. Event personnel and volunteers should not discuss incidents between or among themselves, their family members, or other volunteers except on a “need to know” basis in order to complete the Medical Coordinator’s injury reports, the CUCB Incident Report, or other forms, or otherwise to answer questions of the Medical Director or Medical Coordinator or his/her designees.

7. Race personnel and volunteers shall always give their name, address and telephone number so that appropriate investigators may follow up. Incident Report Forms are completed where necessary.

8. Any requests for interviews or statements from investigators or from insurance company personnel shall be referred to the Event Director.

- 13 -

PROPERTY DAMAGE

- 14 -

All accidents or incidents involving property damage only shall be handled according to the following protocol:

1. It is essential that the protocol above, dealing with death, illness, or injury be followed first, and all persons be cared for before attention be given to damaged property. Event personnel shall always allow emergency personnel to take control of the situation. After any ill or injured persons have been seen to, then this protocol should be followed.

2. In the event of property damage only, the CUCB Command Central Coordinator shall be notified by the volunteer or team captain first recognizing the damage. The volunteer or team captain shall stay with the damaged property until a CUCB USPP Liaison Officer arrives, and should assist the officer in assessing the degree of damage.

3. The CUCB Command Central Coordinator, in collaboration with the U.S. Park Police and D.C. Emergency Management Services, can dispatch U. S. Park Police officers to the location, if deemed appropriate. The Event Director shall then be notified, either via cell phone or over the race radio network.

4. The volunteer or team captain on the scene shall report to the CUCB Command Central Coordinator the extent of any damage to property, describing it in detail. They shall also make every effort to take names, addresses and telephone numbers of any witnesses to the damage.

5. Damaged property shall be removed only after Police Department officials have concluded their investigation and approved the removal. (e.g. automobile towed or pushed out of a public street.)

6. Volunteers and event personnel shall always give their name, address and telephone number so that appropriate insurance investigators may follow up on property damage investigations. Incident Report Forms shall be completed where necessary.

7. The protocol above dealing with personal injuries shall apply to property damage with respect to any communications with the press. No such communications are authorized except by the Event Director, or in his absence, the Deputy Race Director. With respect to property damage only, the Medical Director and his/her staff need not be involved.

8. When time allows, The Event Director shall prepare a full report; he shall also ensure that appropriate insurance company notification be made.

9/12/2006 - 15 -

Other Incidents

- 16 -

1. In the event of eminent danger to participants, volunteers, or spectators immediate notification of the CUCB Command Central Coordinator shall be made by the volunteer first noticing the incident by telephoning 202-577-1108. The caller needs to make specific note of the location of the incident using the grid zoned course map (page 6 above) as needed. The CUCB Command Central Coordinator will facilitate communication with the U.S Park Police or the USPP Liaison as needed, and will inform the Event Director as quickly as possible.

2. In the event the police have been notified, the volunteer shall stay at the site until the police arrive and assist in making an official report.

3. The person noting the incident shall report it to the CUCB Command Central Coordinator who, in turn, shall report it to the Event Director. The person noting the incident must describe it in detail to the CUCB Command Central Coordinator, providing names, addresses, and telephone numbers of any witnesses.

4. The Event Director shall take action to correct the situation using the CUCB radio network or cell phones.

5. When appropriate, a full report shall be made by the volunteer and his/her supervisor to the Event Director.

6. The Event Director will assure that appropriate follow up action is taken including timely notification of the insurance company if appropriate

7. Volunteers and race personnel shall always give their name, address ad telephone number so that appropriate follow-up actions can be taken. Incident Report Forms shall be completed where necessary.

The protocol above dealing with incidents shall apply with respect to any communications with the press. No such communications are authorized by volunteers. Comments to the press will be made by the Event Director or his designee(s) only.

9/12/2006 - 17 -

Inclement Weather Preparations --Event Delay or Cancellation

Inclement weather warnings prior to Race Day shall be handling according to the following protocol:

1. Cherry Blossom, Inc. will begin monitoring a range of weather forecasts on the Monday prior to the race, and will use the race website and blast emails to advise and warn runners that warmer or colder than normal temperatures are expected and what steps to take in preparing for Race Day.

2. In the event that severely warmer-than-normal temperatures are projected, CBI will take steps to ensure that much greater supplies of water, cups, replenishment fluids, and ice are available throughout the course than would be positioned for races during a “normal” temperature range. It may also be necessary to add additional aid stations. In the event that severely colder-than-normal temperatures are forecast, CBI will take steps to ensure the capability to deal with the effects of hyperthermia, including having extra heatsheets available.

Inclement weather on Race Day shall be handled according to the following protocol:

l. Decisions regarding the holding, altering, postponing or canceling of the race based on weather factors will be made by the Crisis Management Team, which includes the Event Director, the Deputy Race Director, the Medical Director, the Medical Coordinator, the CUCB U. S. Park Police Liaison Officers, and the Volunteer Coordinator.

2. If an impending weather situation is apparent, the Crisis Management Team shall make a determination whether to hold, alter, postpone or cancel the events based on information obtained from the National Weather Service. The specific criteria used to delay or postpone the race shall be:

Lightning-If you can hear it, clear it. Resume in 30 minutes after the last thunder or lightning. Heat-The race will be cancelled if the wet bulb globe temperature at the start of the race is > 82° F. Cold-The race will be cancelled if the ambient temperature at the start of either race is < -15° F. Ice-The race will be cancelled if the roads are icy and traction is deemed unsafe.

*Wet bulb globe temperature considers effects of temperature, humidity, and radiant heat. A single index is computed using a weighted mathematical formula. In 1975, the American College of Sports Medicine published a position statement on prevention of heat injuries during distance running. According to this statement, races greater than 10 miles should not be conducted when the WBGT exceeded 82.4°F. In 1984, the ACSM statement was revised to include races of any distance, along with specific recommendations for warning competitors of the relative risks of heat injury at various WBGT indices. This flag system for WBGT was devised: Green Flag = Low Risk - <65°F; Yellow Flag = Moderate Risk, 65°F-73°F; Red Flag = High Risk - >73°-82°F; and Black Flag = Extreme Risk, >82°F-90°F ("Event Delay Threshold" = 82°F). Above 90°F was the Dangerous Zone, a designation in line with the US Marine Corps standard.

Additional information used to decide shall include, but not be limited to:

What time did the weather report come in?

What areas are affected?

- 18 -

How long will these areas be affected?

Is there a risk of potential danger to race participants, spectators, or volunteers?

3. Based on information from the National Weather Service, if the Crisis Management Team determines there is risk of potential danger to participants, spectators or volunteers, the Event Director will consult with the National Park Service/U.S. Park Police about delaying the race until it is deemed safe to start the race. The race may be delayed no longer than one hour.

4. If the start of the race is delayed, announcements will be made throughout the staging area.

5. Periodic updates will be announced to participants regarding the weather conditions.

6. If at some point weather conditions have improved to where it is determined safe to start the race, area assessments will be conducted to ensure safety prior to race start. These assessments will include: assessing the course to ensure it is free from vehicles and debris, assessing the start/finish area, and collaborating with the U.S. Park Police for permission to proceed.

7. Currently, the race committee realizes that there is no viable evacuation site available to runners in the vicinity of the staging area on the Washington Monument Grounds. In the event of severe thunder and lightning conditions, runners will be advised to leave the staging area and seek shelter on their own.

8. If the start of the race has been delayed, the Volunteer Coordinator will be responsible for contacting team captains to inform them regarding any decisions to delay the start of the race.

9. In the event of thunder, lightning or other severe weather the Volunteer Coordinator will communicate with Team Captains to notify on-course volunteers to seek shelter.

10. The Volunteer Coordinator will keep the Team Captains apprised of the status of the race start. Team Captains shall inform course marshals and aid stations in their respective areas.

11. Should a severe weather condition occur on the course: all volunteers, spectators and participants are encouraged to seek shelter in a building or in cars.

12. Should a severe weather condition occur in the Washington Monument Grounds area, all volunteers, spectators and participants will be encouraged to disperse immediately. Timing and scoring operations will be suspended and all post-race activities will be cancelled.

13. If an evacuation of the Washington Monument Grounds area is deemed necessary, the proper authorities will be notified to help with the evacuation. An assessment will be made to determine if there were any weather-related injuries or deaths. National Park Service officials, U.S. Park Police, and the Race Committee will determine clean-up efforts jointly.

14. The safety of the participants, volunteers, and spectators is of primary importance. The volunteers need to take shelter in their cars, or -- in the absence of other designated evacuation areas -- clear the area.

15. Any communications with the media regarding a weather-related incident shall be made by the Event Director, the Deputy Race Director, the Medical Director, or the Medical Coordinator. Volunteers should not talk to the press, members of the public, runners or other volunteers about any emergency situation. Event personnel should not discuss incidents between or among themselves,

- 19 -

their family members or other event volunteers except on a “need to know basis” to complete the Medical Coordinator’s injury reports or other forms, or otherwise to answer questions of the Event Director, Deputy Race Director, or Medical Director or Medical Coordinator.

16. Race personnel shall always give their name, address and telephone number so that appropriate investigators may follow up.

17. Any requests for interviews of statements from investigators or insurance personnel shall be referred to the Event Director, Deputy Race Director, the Medical Director, or the Medical Coordinator.

- 20 -

ON-SITE EMERGENCY SITUATION ANALYSIS

Conducted by Cherry Blossom, Inc. at each incident

1. What occurred?2. Where in the race?

n Block? (Or Grid number on the Grid Zone map)n Tent?n Inside/Outside?

3. Who is involved?n Runner?n Sponsor?n Spectator?n Volunteer?n Child or adult?n Get names of all of the above. Get the runner’s number if a race participant.

4. Are all persons accounted for?5. Number of spectators?

n Where are they?6. Have emergency vehicles been called?7. Injuries/Deaths

n Number of injuries?n Weapons?n Number of deaths?n Have victims been taken to hospital? Which hospital?n Who are victims - Sponsor, Spectator, Runner, Volunteer, Media, Child or Adult?n Have families been contacted? By whom? When?

8. Determine other areas within the race course area that are affected by the emergency.n Does the entire area need to be evacuated?n Is everyone in a safe area now? If not, evacuate the affected area immediately

9. Median Determine number of media on-site/en route/notified (determine TV/print/photo)n Determine one (1) safe, entrance/exit are to direct media in/out of building, relay information to securityn Determine spokesperson (same person for duration of crisis)n Coordinate how/when designated spokesperson can be reached by median Determine central, safe location for press updatesn Determine what areas are safe for media to photograph, if any.n Write out press rules and pass out to each one (similar to press conference).

- 21 -

TYPES OF EMERGENCIES

1. Crisis/emergencies that MAY require Official comment:n Accidents with Injuriesn Medical (heart attack, fall)n Traffic Accidentn Vandalismn Weather (tornadoes)

2. Crisis/emergencies that DO require comment:n Accident Resulting in Deathn Accident with Injury/Medicaln Assault/Sexual Assaultn Explosives/Threatn F i r en Gas Leakn Injury with weaponn Power Outagen Protestn Thef t

ACCIDENT RESULTING IN DEATH

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. Where did this happen?6. How did this happen?7. Was he/she taken to the hospital?

n Which one?n When?

8. How many other people were hurt?n How seriously?n Where they taken to the hospital?n Which one?n When?n Were they staff, runners, spectators, volunteers?

9. Is the area safe?10. Is an evacuation necessary?11. Have names been released?12. Have relatives been notified?13. Are there more specifics?14. How soon were the Event Director, the Medical Director or Medical Coordinator, and DC EMS personnel notified?

SAMPLE STATEMENT

At approximately XX: XX today, a woman (DESCRIBE WHAT HAPPENED) at the Credit Union Cherry Blossom Ten Mile Run. Emergency units were called and paramedics took her to XX hospital. Her name has not yet been released pending notification of relatives. It is not clear yet how the incident occurred, and the United States Park Police and Washington,

- 22 -

DC Emergency Management Services are investigating it. All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police. The10-Mile Run and the 5K Run-Walk will continue as scheduled.

ACCIDENT WITH INJURY

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. Where in the Race course did this happen?6. How many people were hurt?7. How seriously?8. Were they taken to the hospital?9. Which one?10. When?11. Was anyone killed? (See accident with death)12. How did this happen?13. Have names been released?14. Were these runners? Staff? Volunteers? Sponsors? Spectators?15. What is the condition of the victim(s)?16. How soon were the Event Director, the Medical Director or Medical Coordinator, and DC EMS officials notified?17. Have victim(s) families been notified?18. Is this the first such incident at the race?

SAMPLE STATEMENT

At approximately XX: XX today, a (man/woman/child) was injured at the Credit Union Cherry Blossom Ten Mile Run. Race officials immediately notified authorities, and he/she was taken directly to the hospital. The extent of her injuries is unknown at this time. The reason she (XX) is unclear, but it is being investigated. The United States Park Police have checked the (LOCATION) area thoroughly and it is completely safe. All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police. The 10-Mile Run and the 5K Run-Walk will continue as scheduled.

ASSAULT/SEXUAL ASSAULT

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. Were there witnesses?6. Is the assailant caught?7. What security precautions, if any, have the organizers put into place for streets?8. Do police have any information on the suspect?9. How soon were Race officials and emergency personnel notified?10. What is the victim’s condition?

Was she/he taken to the hospital?

- 23 -

Which one? When?

11. Is this the first such incident at the race?12. How does security monitor the area/parking lot?13. Does the event use cameras, sound detectors, security checks, other?14. What precautions will the event take in the future?15. Was the victim/assailant a runner, spectator, staff, volunteer?

SAMPLE STATEMENTS

At approximately XX: XX today, an injured (man) (woman) was discovered within the area of the Credit Union Cherry Blossom Ten Mile Run course at (STREET/LOCATION). All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police.. The 10-Mile Run and the 5K Run-Walk will continue as scheduled.

EXPLOSIVES/THREAT

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. When did the call come in?6. What did the caller say?7. Who checked the area?8. Are police searching for the caller?9. Was the race evacuated? Why not?10. When were authorities notified?11. How and when were the Race officials alerted?12. When did authorities arrive?13. Was anything found?14. Is the area safe?15. How soon were Race officials and emergency personnel notified?16. Is this the first such incident at the race?

SAMPLE STATEMENT

At approximately XX: XX today, Credit Union Cherry Blossom Ten Mile Run officials received a call warning that an explosive (or: an unidentified package) had been placed along the 10-mile course. The U.S. Park Police immediately dispatched a bomb squad unit that conducted a thorough and complete search of the area. Nothing was found and the police have verified that there is NO explosive device on the premises. As a result, the 10-mile run started XX minutes later than scheduled. (all runners were evacuated, but the area around the course has now re-opened and the 10-mile run and 5K Run-Walk will continue as scheduled) or (both the 10-mile and 5K events have been cancelled).

At approximately XX: XX today, there appeared to be an explosion of unknown origin in the (XX block) of the 10 mile run during the conduct of the event. All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police.

- 24 -

FIRE

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. Was anyone hurt?6. How many people?7. How seriously?8. Pinpoint location of fire.9. How did it start?10. When did it start?11. Is the fire under control? How quickly was it under control?12. What part of the course was involved?13. Names of those involved?14. When did emergency personnel arrive--city, fire, ambulance, other?15. Was any part of the area evacuated?16. For how long?17. Was the evacuation smooth?18. Is the fire under control? How quickly was it under control?19. What is the extent of the damage?20. Estimate when the area is usable.21. How soon were the race and emergency personnel notified?22. What steps are being taken to ensure this doesn’t happen again?23. Is this the first such incident at the race?

SAMPLE STATEMENT

At approximately XX: XX today, a fire broke out in the XX area of Credit Union Cherry Blossom Ten Mile course. By XX: XX it had been completely contained, approximately XX minutes after the first alarm sounded. Adjacent areas were evacuated immediately. The evacuation involved approximately XX people. No one was injured in the fire. The extent of damage is not known. The cause of the fire is under investigation. While the 10-Mile and 5K Run-Walk courses are open, the XX area will remain closed.

GAS LEAK

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. How was the leak detected?6. How was it caused?7. How many people were hurt?

How seriously? Were they taken to the hospital? Which one? When? Were these staff, runners, spectators, volunteers?

- 25 -

8. Have families been notified?9. Does the area need to be evacuated?10. Is Washington Gas on the scene?11. Is it safe now?12. When is the 10 mile course expected to reopen?13. What are symptoms associating with inhaling gas?14. What are potential health hazards?15. What is the event’s evacuation policy in such cases?16. How soon were the event and emergency personnel notified?17. Is this the first such incident at the event?

SAMPLE STATEMENT

At approximately XX: XX today, the odor of natural gas was detected at the (LOCATION) during the Credit Union Cherry Blossom Ten Mile Run. Officials from Washington Gas were immediately dispatched to the scene and concluded there was no need to evacuate the course. Washington Gas attributed the odor to XX. Currently, this area (is/is not) open to the public. The 10-Mile Run and the 5K Run-Walk will continue as scheduled.

SITUATION INVOLVING WEAPONS

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. How many people were involved?6. What weapons were involved? How many?7. Was anyone hurt?8. How many?9. How seriously?10. How did injuries happen?11. What is/are the victim’s condition?12. Were they taken to the hospital?

Which one? When?

13. Was anyone killed?14. Was the assailant caught/arrested?15. How soon were the event and emergency personnel notified?16. Was the area totally/partially evacuated?

For how long? Is it safe now? When will it be safe?

17. Is this the first such incident?

SAMPLE STATEMENT

At approximately XX: XX today, an incident apparently involving a physical threat occurred during the running of the 10-mile event. All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police. The 10-Mile Run and the 5K Run-Walk will continue as scheduled.

- 26 -

POWER OUTAGE

DETERMINE

1. What happened?2. What t ime?3. Where4. Inside/Outside?5. Was anyone hurt?

What is/are the victim’s condition? Were they taken to the hospital? Which one? When? How many people?

6. Pinpoint location of power outage.7. How did it start? When did it start?8. What part of the course is affected?

Is the course affected? Will the race continue?

10. When was PEPCO notified?11. Are power crews on-site now?12. What is the extent of the damage?13. Estimate when the power will return?14. What steps are being taken to ensure this doesn’t happen again?15. Is this the first such incident at the event?

SAMPLE STATEMENT

At approximately XX: XX today, a main electrical power unit went down as a result of (broken line from street repair, car accident, power surge). As a result, power is out in (area) of Washington, DC. PEPCO crews were on-site within minutes, and are working to repair the problem. No one was injured as a result of the outage. The course will remain open as many electrical services run on generators. The 10-Mile Run and the 5K Run-Walk will be held as scheduled.

PROTEST

DETERMINE

1. Who is the protest group? Name of group Group leader name2. What time is it planned (if known)?3. Where (if known)4. Inside/Outside?5. How many people?6. Type of protest-violent/non-violent

Was anyone hurt? How seriously?

7. How and when did it start?8. How and when did it end?9. Is the protest under control?10. What part of the staging area/course was involved?11. Is this legal in the confines of the 10-mile?

- 27 -

12. How soon were race officials and emergency personnel notified?13. What steps are being taken to ensure this doesn’t happen again?14. Is this the first such incident at the event?

SAMPLE STATEMENT

At approximately XX: XX today, a protest/demonstration occurred in the area XX are of the Credit Union Cherry Blossom Ten Mile Run course. All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police. The 10-Mile Run and the 5K Run-Walk will continue as scheduled.

THEFT

DETERMINE

1. What happened?2. What t ime?3. Where?4. Inside/Outside?5. What was taken?6. How much?7. Were monitoring devices in place?8. Do we know if the suspect left the area?9. Has there been an arrest?10. How soon were race officials and emergency personnel notified?11. Was anyone hurt?12. Have they been assisted? Taken to the hospital?13. Was a firearm/weapon involved?14. Is this the first such incident at the race?

SAMPLE STATEMENT

At approximately XX: XX today, an individual on the Credit Union Cherry Blossom course was apparently robbed of (merchandise/an unknown amount of cash from table/register). All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police. The race events will continue as scheduled.

TRAFFIC ACCIDENT

DETERMINE

1. What happened?2. What t ime?3. Where on the course did this happen?4. At which intersection?5. How many people were hurt?6. How seriously?7. Were they taken to the hospital?8. Which one?9. When

- 28 -

10. Was anyone killed? (see accident with death)11. How did this happen?12. Have names been released?13. Were these runners? Staff? Spectators? Volunteers?14. What is the condition of the victim(s)?15. How soon were race officials and emergency personnel notified?16. Have victim(s) families been notified?17. Is this the first such incident at the event?

SAMPLE STATEMENT

At approximately XX: XX today, a serious traffic accident apparently occurred at the intersection of (XX) near the 10 mile course that resulted in (death or injury). All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police. The 10-Mile Run and the 5K Run-Walk will continue as scheduled.

VANDALISM

DETERMINE

1. What area of the course was vandalized?2. Where specifically?3. What happened?4. What time did this happen (overnight, etc.)?5. Inside/Outside?6. Type of damage7. Estimated cost of damage8. When was this discovered?9. Is this legal in the confines of the race?10. How soon were race officials and emergency personnel notified?11. What steps are being taken to ensure this doesn’t happen again?12. What are the clean up efforts? If any?13. Is this the first such incident at the event?

SAMPLE STATEMENT

At approximately XX: XX today, an apparent act of vandalism was discovered in the XX area of the 10 mile course. All further media communications regarding an incident of this nature will be deferred to the proper authorities, including the U. S. Park Police. The 10-Mile Run and the 5K Run-Walk will continue as scheduled.

WEATHER (TORNADO, THUNDER STORMS)

DETERMINE

1. Repeat the current weather forecast from Doppler radar.2. What time did this come in?3. What areas are affected?4. How and when were the runners, spectators, volunteers alerted?5. Was the area evacuated?

~ Why?

- 29 -

• Why not? Where were they evacuated? When were they evacuated?

6. When were authorities notified to help with evacuation?7. When did authorities arrive?8. Is the area safe now?9. What areas were damaged?10. Are clean-up efforts underway?11. Will the 10-Mile Run and/or the 5K Run-Walk take place?

Estimated day/time12. Are____________insured for this type of weather?13. Was anyone hurt? (See accident with injury)14. Was anyone killed? (See accident with death)15. Is this the first such incident at the event?

SAMPLE STATEMENT

At approximately XX: XX today, race officials learned of severe weather heading toward Washington, DC. Event officials notified runners, spectators, and volunteers of the situation and appropriate safety measures were taken.

After the storm, the conditions on the course were assessed. There is no damage or injuries. As a result, the 10-Mile Run and the 5K Run-Walk will continue.

After the storm, the course was assessed. There were no injuries to any runners, spectators, sponsors, or volunteers. However, (winds, trees, etc) damaged the areas (list areas damaged). The extent of the damage is still being assessed and dollar amounts are being estimated. The United States Park Police and race officials are on-site. As a result, the 10 mile (started XX minutes later than usual) (all runners, volunteers, and spectators were evacuated and all affected areas have now been re-opened) (will be closed for the remainder of the day and will reopen tomorrow at TIME) (the 10-Mile Run and the 5K Run-Walk will not continue).

Note: If a storm results in a death, adapt version 2 and combine with version 3 of Bomb Threat.

- 30 -

LOST CHILD PROTOCOL

Saturday at the Expo

1. Contact EXPO COORDINATOR Nina Trocky by radio or by cell phone. In her absence contact Event Director Phil Stewart by radio or by cell phone. In his absence, contact Deputy Race Director Irv Newman by radio or cell phone. Nina Trocky will notify building security.

2. Indicate where the child was last seen. Be as specific as possible.3. If possible, give a physical description of the child: name, gender, age, race, and description of clothing, anything

else that would be helpful. This information will be relayed to the announcer who will incorporate it into periodic announcements.

4. Instruct volunteers and Expo attendees that once the child is found he/she should be taken to the RACE ANNOUNCER’S TABLE. Describe where in the Hall that is located.

5. Tell the parents to go to and remain at the RACE ANNOUNCER’S TABLE!6. If the parent is lost, have the child also remain at the RACE ANNOUNCER’S TABLE. Follow the same child

procedures.

Sunday at the Race Site

1. Contact Event Director Phil Stewart on the radio or cell phone. In his absence, contact Deputy Race Director Irv Newman.

2. Contact CUCB Command Central Coordinator at 202-577-1108..3. Indicate where the child was last seen. Be as specific as possible.4. If possible, give a physical description of the child: name, gender, age, race, and description of clothing, anything

else that would be helpful. This information will be relayed to the race announcer.5. Once the child is found he/she will be taken to the INFORMATION TENT.6. Tell the parents to stay at the INFORMATION TENT.7. If the parent is lost, have the child also remain at the INFORMATION TENT. Follow the same child procedures.

On Saturday at the Expo or Sunday at the Race Site, everyone involved with the situation of a lost child must be sensitive to the fact that if the child is not reunited with a parent within a reasonable period of time, then the local authorities will have to be notified. On Saturday either the CUCB EXPO COORDINATOR or the EXPO RACE ANNOUNCER, or the volunteers manning the INFORMATION TENT on Sunday, shall inform the Event Director or the Deputy Race Director who will take the necessary actions, as appropriate, to alert the local authorities to the situation.

- 31 -

CREDIT UNION CHERRY BLOSSOM TEN MILE RUN INCIDENT REPORT

Date:______________Time:____________AM or PM

Location: _________________________________

Persons Involved: (list additional individuals on a separate sheet):

1) Name: 2) Name:

Address: Address:

City: City:

Zip Code: Phone: ( ) Zip Code: Phone: ( )

Age: _____ Other: Age: _____ Other:

Type of Incident: (Circle one or more as appropriate)Accident Assault Bomb Threat Fire Gas Leak Injury with Weapon

Power Outage Protest Theft Traffic Accident Vandalism Weather

Description of Incident (without speculation; provide the basic facts of the situation):

Was the CUCB Command Central Coordinator called? Yes No

Was the Involved Injured? Yes No (if yes, complete the injury section) Witnesses: (List additional on

separate sheet)

1) Name:________________________________Phone: (____)__________________

2) Name:________________________________Phone: (____)__________________

3) Name:________________________________Phone: (____) __________________

- 32 -

Description of Injury:

Was First Aid Given? Yes No By:

Describe aid given (in detail):

Transported: Home Hospital Finish Area Stayed on site Other:

Person Completing Report: ___________________________________________________

Date: _____________________________________________________________

Team Captain Name: ____________________________________________________________

- 33 -

MEDIA CONSIDERATIONS

WHO SHOULD BE CONTACTED?

If media representatives are in restricted areas uninvited (i.e. for something other than an organized event the media were contacted about) a CUCB race official should immediately contact:

NAME/TITLE

Phil Stewart, Event Director

Methods of contact:1) Radio2) Call cell phone: 301-802-2194

Irv Newman, Deputy Race Director1) Radio2) Call cell phone: 301-928-0286

Frank McNally, Media Coordinator 3) Radio4) Call cell phone: 703-801-2566

MEDIA DO’S AND DON’TS

DO be polite in all of your dealings with the media; treat them with the same courtesy you extend to runners, volunteers, and spectators.

DO ask the reporter of photographer for his or her name, the name of the media organization they work for, and the nature of the inquiry.

DON’T volunteer information to media representatives or feel pressured to respond to questions. Always remember to refer media to the public relation team or a race spokesperson.

DO offer to locate the Event Director who can speak with the reporter or photographer or refer him on to someone who can respond.

DON’T forcibly try to prevent the media from doing its job—asking questions and taking pictures. Do not touch a photographer’s camera or try to cover the camera lens. If a situation is extremely sensitive, escort the media outside the building and inform those present that TCM, Inc. policy does not allow media inside the area during crisis situations. Again, offer to locate the PR team/race spokesperson, and again, station a guard with the media to prevent representatives from wandering.

DO respond to the media by saying something similar to: “Frank McNally, who handles media for the race would be happy to help you. I’ll contact him for you if you would please give me your name, the news organization you’re with, and what you need.”

- 34 -

WHAT TO KNOW ABOUT THE MEDIA

Who is the media? The media is groups of print and electronic news gather organizations. They gather information and present it to their readers, listeners or viewers. It is very competitive and each media outlet wants to get the information to the public before the other. Although aggressive, most reporters are not hostile and do not have a hidden agenda.

How can the media help the race? The media is an obvious and attainable means of communicating and this provides the race with the opportunity to show the public what it is. The media is interested in the race as a human interest, peek at what Washingtonians are doing on the weekend, etc. story.

Although a crisis situation appears to be a time when the media is not wanted, it can actually be a very positive opportunity for the race to portray its image as a caring entity within the community.

How do the media respond so quickly? Most media outlets have police radio scanners; as soon as the police are called to the scene of a crime, news organizations are aware of the situation, have the location of the incident, and the basic information as to the nature of the incident—at the same time police do.

The general public has a fascination with the media and often will call news organization with potential stories. A witness to a crime, or even someone who received poor service, is likely to contact a newspaper or television station to tell their story before reporting it.

News organizations have “crews” of reporters and/or photographers who are on the streets in search of news stories. The number of crews available and accessible as well as the location of those crews determines how quickly the media arrives on the scene. For example, if a photographer calls in sick, the station has fewer cameras to send out. On weekends, sports often get the first nod for camera use.

What do the media know? That depends on where the information came from initially. Typically, a photographer or news crew that responds to a “spot news” or crime scene has minimal information and needs to gather the information in a timely manner so that the correct information is presented to the public. For the race, the media may be familiar with the event through press kits and press releases, as well s their own experiences at the race as a runner or spectator.

Why can’t volunteers talk to the media? It is very important that the event staff assesses a situation and determines what media response, if any, is appropriate. In addition, that response must be clearly thought out and clearly presented so that there is no room for error on the part of the media. Legal issues also need to be assessed before information is disseminated.

What if the media becomes overzealous? If the event personnel are polite and firm, it is doubtful that any photographer or reporter would be belligerent. However, if the camera is on and a microphone put in someone’s face, the individual should remain calm and state that information will be made available as soon as possible. Then contact Event Director Phil Stewart or Media Coordinator Frank McNally.

- 35 -

FOLLOW-UP PROCEDURES IMMEDIATELY AFTER THE EVENT

1. The CUCB Crisis Management Team (Event Director, Deputy Race Director, Medical Director, Medical Coordinator, USPP Liaison Officers, the Volunteer Coordinator, and the Command Central Coordinator), and any others appropriate to the inquiry, will meet at the Cherry Blossom, Inc. office at 4940 Hampden Lane, Suite 212, Bethesda, MD 20814. 301-320-6865

2. The Event Director will present the facts and lead the inquiry into the factors involved in the situation and any lessons to be learned from the occurrence. The team will develop strategy and key messages.

3. The team will formulate basic media strategy and prepare spokesperson. Event Director drafts internal fact statement, as they are known at that time. Develop external statements if necessary. For each piece, note date and time.

4. Monitor the situation. Update the Executive Committee and appropriate authorities with internal and external statements as necessary or on established timetable.

5. Determine if further meetings are needed and, if so, schedule the time and place of the next internal meeting.

- 36 -

TEAM CAPTAIN EMERGENCY PROTOCOL

1. A Team Captain must determine if a situation poses an immediate safety hazard to self, volunteers, spectators or participants. If yes, the CUCB Command Central Coordinator at 202-577-1108 must be notified.

2. The Team Captain determines if a medical situation involving death, illness, or injury exists. If yes, the CUCB Command Central Coordinator must be notified.

3. The Team Captain shall make a judgment as to whether the incident requires police presence. If yes, the CUCB Command Central Coordinator shall be contacted.

4. Team Captain shall take appropriate action to stabilize or correct the situation at the location of the incident.

5. Team Captain will collect facts regarding the situation, including the names and telephone numbers of witnesses. The Team Captain will complete the Incident Report Form for submission to the Event Director.

6. Team Captain stays involved until relieved by competent authority.

7. The Medical Director, Medical Coordinator and Event Director determine next steps based on information from the Team Captain, volunteers, and/or spectators..

8. The Event Director: Analyzes the current situation Conducts Emergency Situation Analysis (attached). Writes down facts (see attached security report). Determines fact-update schedule. Apprises the reporting Team Captain of decisions regarding the

Next step in resolving the situation

- 37 -