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Emergency Action Plan

©2016 Professional Convention Management Association Page 1 of 20

EMERGENCY ACTION PLAN

Version 2017

Distribute Emergency Action Plan in advance of on-site arrival.

Emergency Action Plan complete hard copies are available in: APA Main Control Room/Emergency Procedures Binder


Table of Contents I. EMERGENCY ACTION PLAN

A. Purpose and Overview B. Important Emergency Telephone Numbers C. Communication

D. If an Emergency Occurs Before an Event E. Inventory and Supplies F. If an Emergency Occurs During or After the Conclusion of an Event

Page 4

II. MEETING FACILITIES & GENERAL INFORMATION A. 2017 Convention/Poolplayer Championships Overview B. Onsite Telephone Numbers C. Meeting Facilities D. Event/Meeting Spaces E. Local Medical Services F. Preparations for an Emergency

Page 9

III. CONVENTION CENTER/MEETING FACILITY A. First Aid Services B. Lost And Found C. General Emergency Procedures

People with Disabilities in an Emergency D. Medical Emergencies

AED Units in Facility E. Fire, Flames or Smoke F. Bomb Threat G. Suspicious Packages

H. “Sheltering In Place” During an Emergency

Page 12

I. Building Evacuations Procedures

Evacuation Assembly Area Roll Call

IV. POTENTIAL CRISIS SITUATIONS DURING A MEETING A. Social Disturbances B. Arrests/Altercations C. In the Unlikely Event of a Death D. Active Shooter

E. Other Potential Crises Situations

Page 15

V. EMERGENCY COMMUNICATIONS FLOW A. ERC Responsibilities & Procedures

Page 17

VI. CANCELLING THE MEETING DUE TO AN EMERGENCY A. In advance of the meeting due to facility destruction or unavailability B. Prior to the start of move-in C. During move-in D. The meeting has begun and transportation is curtailed

Page 17

VII. TRANSPORTATION HOME IS LIMITED DURING THE MEETING, IT IS DECIDED THE MEETING WILL CONTINUE UNTIL CONCLUSION

Page 19


VIII. COMMUNICATING WITH ATTENDEES Page 20

IX. AFTER CANCELLING THE MEETING Page 20


I. Emergency Action Plan

A. PURPOSE AND OVERVIEW It is the intent of APA’s Emergency Response Committee (ERC) to provide a comprehensive emergency management plan to aid in ensuring maximum safety in the event of an emergency situation at the tournament and hotel facilities. This document details the ERC’s proposed action plans for emergencies that occur before, during or at the conclusion of our World Championship Events which may affect APA Office Staff, League Operators, and APA members. While it is not possible to determine if and when an emergency will occur, where it will occur, and who it will affect, the steps outlined in this document will help provide the best advantage to dealing with an emergency. Each emergency is different, therefore the steps below should be seen as guidelines, not necessarily rules to follow when dealing with an emergency, and should be revised to obtain the most positive outcome. The members of the ERC are: Renee Lyle, Pam Aston, Paul Woody, Bill Tufts, Jodie Kavanagh, Tim Dyer, Jason Bowman, Greg Fletcher, Amy Huitt and Daisy Wilson. The ERC First Response Group will consist of Renee Lyle, Bill Tufts and Jodie Kavanagh. We have committed to writing a basic guide to be followed during specific emergencies; this plan should not be interpreted as the sole solution to all emergencies. While all conceivable emergencies are not detailed, the responses in this document can be used for different types of emergencies than those listed. Our intent is to minimize the problems of confusion and indecision that often accompany emergency situations. Flexibility and rationality are keys to successfully managing any emergency. We stress human safety above material loss at all times. REMEMBER! It is everyone’s responsibility to be familiar with your surroundings. In case of an emergency, attendees may turn to you for assistance. When entering a meeting room or public space, take account of what is around you. Locate the nearest bathroom, main exit, and emergency exit. Determine where the closest house phone is to your location. Someone’s life – including your own – may depend on it. Upon arrival in your hotel room, locate the nearest fire exit and familiarize yourself with the route. Examine the evacuation plan posted on the back of the room entrance door and the instructions listed in the room directory. Furthermore, counting the doors between your room and the nearest fire exit and remembering how many there are, may be an enormous help in a smoke filled hallway. Finally, choose a consistent place to keep your room card key at all times. If you see something suspicious, report it! Should you witness an incident or assist in an emergency, complete the Incident Report Form and return to Bill Tufts, Tim Dyer or Jodie Kavanagh in the Main Control room.


B. IMPORTANT EMERGENCY TELEPHONE NUMBERS Hotel Emergency Dispatch: Dial 702-732-5911 Event Supervisors: Bill Tufts, Director of Tournament Productions, 636-443-5666 Tim Dyer, Assistant Director of Tournament Productions, 636-352-9140 Jodie Kavanagh, Director of Event Productions, 636-290-0692

C. COMMUNICATION Communicating with staff will be accomplished by: • A communication tree will be supplied pre-event to the ERC First Response Group and shift

leaders. We will also house this communication tree in the Emergency Procedures Binder in the Main Control Room.

• Establishing and creating individual “Bands” through the Band app for all APA staff, travel leaders, shift leaders, etc.

• Staff Facebook Group • Email • On-site meetings • Word of mouth

In addition: • An employee head count sheet will be used in case of evacuations. This list will be in the

Emergency Procedures Binder in the Main Control Room. • The ERC will also communicate to staff before each event the importance of signing in their room

number in the Emergency Procedures Binder in the Main Control Room, and further encourage those who do not have Facebook accounts to establish one at least for the sole purpose of onsite communication.

• The ERC will communicate to staff the location of an evacuation meet up point.

Communicating with Network/Members will be accomplished by: • Email: Jason Bowman to email Network; Bill Tufts will be the backup communicator. • Facebook: Jason Bowman/Becky Rosner will send out communications via Facebook. • Band App: Jodie Kavanagh will be responsible for communicating to staff through the app; Amy

Huitt will be the backup communicator. • Jason Bowman will contact staff at the St. Louis office with instructions to record a phone message

for callers, if needed. • CompuSport: Nil and Christian with CompuSport will send out messages through the app; Amber

and Amy will be the backup communicators for CompuSport. • Customized fliers detailing our action plan and emergency response phone number will be created

and distributed on-site.


• Members will be directed to visit the APA Customer Service Desk to get further information about APA’s action plan.

Communicating with the host location will be accomplished by: • Prior to an event, discussion with the hotel’s key personnel will take place to inform them of the

preliminary steps APA will take in the event of an emergency, as well as determine what kind of assistance they will be willing to provide to our members.

• APA will request names of Westgate staff members that will be designated to work with us in the event there is an emergency. Ideally this discussion will take place no later than the Pre-Con meeting scheduled prior to every event. This list will be placed in the Emergency Procedures Binder.

D. IF AN EMERGENCY OCCURS BEFORE AN EVENT While it is acknowledged that it is possible for an emergency to occur prior to the start of a World Championships event, we are not capable of coming up with a defined action plan that addresses all possible situations and how those situations will affect the tournaments and those participating in them. Each emergency and how it affects our event must be handled on a case-to-case basis. Except in the case where it may be possible to plan for weather related emergencies such as hurricanes, tropical storms, and snow storms, the ERC will determine a customized plan of action for an emergency that affects our event when the emergency occurs. If it is a weather related emergency, every effort will be made to track the progression of the weather and who it will affect, so that a potential plan of action can be put into place to deal with the emergency. Several preventative steps will be taken prior to World Championship Events to avoid major issues which may or may not affect staff, inventory and supplies being sent to a national event, League Operators, and members.

Staff • Prior to each event, travel leaders will be assigned to a small group of staff members that have the

same or similar travel schedule. • Every effort will be made to not book large groups of staff members, whole departments, or

department heads on the same flights.

If an emergency occurs that will affect staff, the assigned travel leaders will take the following actions:


E. INVENTORY AND SUPPLIES To ensure minimal loss of supplies and productivity if an emergency occurs that affects the truck transporting our supplies to Vegas, the preventative steps listed below will be taken: • Any inventory that can be left in Vegas will be stored there for future use. At the conclusion of our

national events, staff members will be assigned to do inventory to determine if more inventory will need to be purchased and/or brought to Vegas for the next event.

• All crucial paper documents will have an electronic copy and be stored on “Dropbox” or similar program so they can be reprinted if they are lost or destroyed. Also, important Finance documents that are typically shipped back on the truck will be scanned and saved electronically prior to leaving Vegas in case the originals are lost or destroyed.

• A very detailed inventory list of computer equipment being transported will be made prior to every event. If any equipment is lost, stolen, or destroyed, the inventory list will help to determine what will need to be purchased or rented once in Vegas.

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Step 1 •JK to communicate with assigned travel leaders to share ideas and

information.

Step 2

•Assigned Travel Leader will decide plan of action for their group. •Leader will then communicate the plan to their assigned group.

•If necessary, leader will arrange/pay for travel needs (i.e. rental car, flights, etc).

Step 3 •Assigned Travel Leaders will communicate with the ERC, informing them

of their plan of action.


F. IF AN EMERGENCY OCCURS DURING OF AFTER THE CONCLUSION OF THE EVENT If an emergency occurs during or after an event the following steps will be taken to formulate, and if necessary, implement a plan of action.

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Step 1 •Alert Bill, Tim or Jodie if an emergency has occured, or if there is an emergency that is imminent and has not yet occured.

Step 2 •Bill, Tim or Jodie will contact the ERC First Response group. •The First Response group will meet to assess the severity of the situation.

Step 3

•If the First Response group determines that additional action needs to be taken, the remainder of the ERC will meet to put an action plan in place. •We will involve the hotel at this time.

Step 4

• Information will be given to all staff outlining our action plan via the communication tree/Band app, starting with Shift Leaders and Tournament directors. •The Network will be emailed at this time to discuss the situation and our action plans.

Step 5

•Custom fliers will be created and distributed directing players where to go/who to call for information on our action plan. •Our Facebook page/poolplayers.com will also be updated with information. •The message on our home office recording may be changed to reflect relevant and timely information.

Step 6 •An APA Customer Service Desk is being established that can assist players and provide more information if needed.


II. MEETING FACILITIES & GENERAL INFORMATION

A. 2017 CONVENTION/POOLPLAYER CHAMPIONSHIPS OVERVIEW The APA League Operator Convention will be held Saturday, April 29 through Tuesday, May 2 and the APA Poolplayer Championships will be held Tuesday, May 2 through Sunday, May 7. Set up staff will start arriving Wednesday, April 26, and tear down staff will depart by Monday, May 8. The Pre-Con meeting will be held Thursday, April 28. B. ONSITE TELEPHONE NUMBERS APA Main Control Room Paradise Events Center 702-892-3052 APA Event Contacts Bill Tufts, Director of Tournament Productions 636-443-5666 Tim Dyer, Assistant Director of Tournament Productions 636-352-9140 Jodie Kavanagh, Director of Event Productions 636-290-0692 C. MEETING FACILITIES Westgate Las Vegas Resort & Casino 3000 Paradise Road Las Vegas, NV 89109 702-734-5111

Onsite: In case of emergency, dial 702-732-5911 OR 911

D. EVENT/MEETING SPACES Most Convention Events are held in the Ballroom (OC/GS is in Pavilion 9-11) and Conference Rooms MiniMania is in Pavilion 1-8 Poolplayer Championships/Showdown Series events are in the Paradise North and South Finals are being held in Pavilion 10-11 E. LOCAL MEDICAL SERVICES Distances are from the Convention Center Hospitals with 24-hour emergency room Sunrise Hospital and Medical Center 3186 South Maryland Parkway Las Vegas, NV 89109 702-731-8000 *Preferred/Humana In-Network Provider Desert Springs Hospital 2075 East Flamingo Road Las Vegas, NV 89119 702-733-8800 Humana In-Network Provider


Valley Hospital Medical Center 620 Shadow Lane Las Vegas, NV 89106 702-388-4000 Humana In-Network Provider Closest non-emergency care facility or “walk-in” type clinic Concentra Urgent Care 3900 Paradise Road, Ste. V Las Vegas, NV 89169 702-369-0560 Open M-F 7AM to 8PM Humana In-Network Provider Closest 24-hour Pharmacies Closest Pharmacies Walgreens Pharmacy 3025 South Las Vegas Boulevard Las Vegas, NV 8910p Phone: 702–836–0820 Walgreens Pharmacy 2427 South Las Vegas Boulevard #100 Las Vegas, NV 89104 Phone: 702-545-9494 CVS Pharmacy 2700 S. Las Vegas Boulevard #100 Las Vegas, NV 89109 702-369-2619 Other nearby pharmacies Walgreens Pharmacy* 3339 Las Vegas Boulevard South Las Vegas, NV 89109 702-369-8166 *24-HOUR PHARMACY Walgreens Pharmacy* 1180 East Flamingo Road Las Vegas, NV 89119 702-836-9119 *24-HOUR PHARMACY CVS Pharmacy 2735 South Maryland Parkway Las Vegas, NV 89109 702-732-0653


F. PREPARATIONS FOR AN EMERGENCY • Be prepared for loss of power, internet and cell service. • Back up if land line phones don’t work – find a local source for satellite phones. • Make sure there is access to Twitter, Facebook, CompuSport and web site for updates. • On-site emergency kits for each tower have been purchased with the following supplies:

Flashlights and extra batteries including charged computer batteries if possible. Battery operated radio with extra batteries First aid kit (large) (marked for easy access) to include; masks and plastic gloves and

antibacterial spray/ointment/disposable cloths. Dust masks Drinking water Reflective vests and signs for those in charge at the Staff Evacuation Point And more

• Set up a group communications app (Band) for staff that will be on-site MATERIALS TO BE INCLUDED IN THE EMERGENCY PROCEDURES BINDER

Hotel contact list Head Count Sheets Certificates of Insurance Incident Forms Staff Travel Spreadsheet List of staff with special skills (fluent in another language, certified in First Aid, CPR,

AED) Copy of Show Cancellation and other pertinent insurance policies along with contacts Organization’s insurance broker with contact information Spreadsheet on staff and board members pertinent travel and contact information List of Emergency contacts (head of security/GM) at each hotel and convention center City, State, County emergency services And more

ADVANCE THREAT ASSESSMENT

Union contract information for convention center, hotel(s), public transportation, major carrier into the host city and official carrier of the meeting (what unions are in place, are any contracts under negotiation, going to expire during or before the meeting)

Facility issues – renovations, changes in fire codes, damage to facility, significant change in facility staff or management

Weather – city of event and major airline hub cities City or country issues – including but not limited to political unrest or change,

sanitation or utility issues, unfavorable laws, flooding, negative media coverage Other groups in the facility – may draw unfavorable press or activities such as picketing Health issues – outbreak or serious threat of pandemic or other disease Follow any flu outbreaks or pandemic with the Centers for Disease Control (CDC)

and/or World Health Organization (WHO). • www.cdc.gov/flu • www.who.org

http://www.cdc.gov/flu

http://www.who.org/


III. CONVENTION CENTER/MEETING FACILITY

A. FIRST AID SERVICES APA currently does not have a First Aid station.

B. LOST AND FOUND

APA Lost & Found will be located at the APA Customer Service Desk. For hotel Lost & Found call 702-732-5414.

C. GENERAL EMERGENCY PROCEDURES

If the emergency happens after the beginning of the event, please contact the event supervisors via radio. The event supervisors will have immediate radio access to security, EMTs, etc. However, if it is not appropriate to contact an event supervisor first due to the timing or nature of the emergency, please immediately dial 702-732-5911 for hotel security or dial 911. As soon as possible, contact Bill Tufts, Tim Dyer or Jodie Kavanagh to inform them of the emergency.

1. Remain calm. 2. Call Hotel Security at 702-732-5911 or dial 911 3. Be prepared to provide the following information:

a. What is the emergency? b. Location of emergency? c. If someone is hurt, what is the injury? d. What is the name of the person(s)? e. What time did the emergency occur?

4. Give your name and a telephone number where you can be reached or from where you are calling.

5. Wait for direction/instructions from Security. 6. Replace the receiver/hang up after reporting the emergency if instructed to do so by

Security (so that the phone line is open) or stay on the line if so instructed. 7. If safe, wait for emergency personnel to arrive. Direct them to the emergency.

People with Disabilities in an Emergency Mobility-impaired persons should NOT be evacuated by untrained personnel unless the situation is life-threatening. It may be necessary to help clear the exit route of debris (if possible) so that the person with a disability can move to a safer area. If people with mobility impairments cannot exit, they should move to a safer area, most enclosed stairwells, or a hotel room with the door shut which is a good distance from the hazard (and away from falling debris in the case of earthquakes.) Notify emergency responders immediately about any people remaining in the building and their locations. If people are in immediate danger and cannot be moved to a safer area, it may be necessary, only if you have had rescue training, to evacuate them using an evacuation chair or a carry technique. Carrying options include using a two-person lock-arm position, or having the person sit in a sturdy chair – preferably with arms, or using an evacuation chair. Plan to identify the names of persons with disabilities attending your meeting prior to the beginning of the meeting to your event manager. Confirm that this information is being provided


to the facility’s public safety/security team.

D. MEDICAL EMERGENCIES If you see an ill or injured person, one of the most important things you would do to assist the person is request medical help.

Should a medical emergency occur, you should follow the guidelines below:

• Remain calm. • Keep the injured person lying down and covered to keep them warm. • Do not move him/her.

If possible, ask someone to stay with the person while you proceed to the next steps:

• Radio an event supervisor or dial Hotel Security at 702-732-5911 or dial 911 • Notify them of the location of the person requiring medical attention, along with a

description of the person and their injury. • Return to the individual. • Reassure the individual and try to keep him/her as comfortable as possible. • Do not attempt to perform first aid unless you are trained and certified to do so. • Stay with the individual until emergency personnel arrive.

AED units in Facility Automated External Defibrillator (AED) units are available by calling security at 702-732-5911.

E. FIRE, FLAMES OR SMOKE:

If you see fire or smell smoke, follow these guidelines to report the situation and exit the building: • Remain calm. There is a sophisticated and efficient fire alarm and suppression system and

many exit doors. • Radio an event supervisor or dial 702-732-5911 for Hotel Security or dial 911. • Give them the exact location of the fire or smell of smoke if known (room number, aisle

number, area description, etc.). • If no telephone is available, notify the nearest security personnel. • Proceed calmly to the nearest Emergency Exit, and exit the building immediately. • Do not attempt to use elevators or escalators. • Try to assist elderly persons or those with disabilities who may need assistance exiting the

building. • Do not re-enter the building until instructed to do so by security or fire department

personnel.

F. BOMB THREAT Radio an event supervisor or dial 702-732-5911 for Hotel Security or dial 911

G. SUSPICIOUS PACKAGES Should you encounter a suspicious package, do not touch or move the package.

• Do not make any calls from your cellular phone or two-way radio while in the vicinity of the package. (They could accidentally detonate the device if within range or frequency.)

• Dial 702-732-5911 for Hotel Security or dial 911. Note the location and general description of the package.

• Provide all of the details concerning the package (location, size, color, shape, etc.). • Follow the instructions from the Security Officer.


• The Security Officer will send the appropriate emergency response personnel to investigate.

H. “SHELTERING IN PLACE” DURING AN EMERGENCY

• Follow the instructions of hotel personnel. • Listen for emergency instructions via the public address system. • Go into an interior room with few windows, if possible. • Lock doors, close windows and air vents if possible. • Be prepared to improvise and use what you have on hand to seal gaps in doors and

windows so that you create a barrier between yourself and any contamination. • Assist any elderly or disabled persons. • Do not try to leave the building unless safe to do so. • Stay in your assigned area. • Listen for the “All Clear” sign given by facility or other emergency officials before

attempting to leave the building.

I. BUILDING EVACUATIONS In the event of a serious emergency, the facility’s emergency team may find it necessary to evacuate the building. Should that become necessary, you will receive instructions about what to do and where to go by the Hotel Security team and/or the Public Address System. In such an instance, you should follow these instructions. Evacuation Assembly Area If evacuation is needed, use the closest marked “EXIT” or follow directions from building personnel. The evacuation points can differ depending on where in the building the emergency is taking place. All APA Staff, League Operators working as staff and players working as staff will assemble, so long as it is safe to do so, in the Westgate Valet parking lot closest to Paradise Road by the Westgate Sign. If it becomes impossible to meet at the designated evacuation location, a message will be pushed out to all staff via the Band app/email/staff Facebook group.

Staff Roll Call will be taken. Please report your presence to APA staff with signs/emergency vests.


Prior to each event, Jodie Kavanagh will establish a communication tree which will be distributed to all staff. Those staff members in supervisory positions will be responsible for contacting all the staff members assigned to them to keep them apprised of the situation via phone, text or Band app.

IV. POTENTIAL CRISIS SITUATIONS DURING A MEETING

A. SOCIAL DISTURBANCES - Protester, riots, property damage, threatening individuals.

• Remain calm • Alert an Event Supervisor or Security immediately • If it is safe to do so, wait for emergency personnel to arrive. Direct them to the emergency. • Do not attempt to enter into, defend a position, or subdue anyone involved in a disturbance • If disturbance turns violent call hotel security at 702-732-5911 or dial 911. • Leave the area immediately. Return to the facility if you are outside. • All disturbances should be reported to the event supervisor on duty. • Fill out an Incident Report (Appendix C).

B. ARRESTS/ALTERCATIONS

• If a meeting attendee is arrested, find out the participant’s name. • Find out where the participant is being taken. • Inform the event supervisor on duty. • Fill out an Incident Report (Appendix C) • Do not:

o Post bail or make personal guarantees o Discuss the incident with another guest or attendee o Assess blame, make judgments or use innuendo

C. IN THE UNLIKELY EVENT OF A DEATH

• A member of the ERC will notify the attendee’s family and/or business colleagues. • The ERC will be responsible for shipping the attendee’s personal materials home or to their

office, will coordinate arrangements with the attendee’s hotel and will serve as a resource for the attendee’s family and/or colleagues.

• All staff will extend the utmost courtesy and respect to the attendee’s family and/or colleagues during this difficult time and assist them in any way possible.

D. ACTIVE SHOOTER

HOW TO RESPOND WHEN AN ACTIVE SHOOTER IS IN YOUR VICINITY Quickly determine the most reasonable way to protect your own life. Remember that attendees are likely to follow the lead of employees and managers during an active shooter situation. Evacuate if there is an accessible escape path, attempt to evacuate the premises. Be sure to:

• Have an escape route and plan in mind. • Evacuate regardless of whether others agree to follow. • Leave your belongings behind. • Help others escape, if possible. • Prevent individuals from entering an area where the active shooter may be. • Keep your hands visible. • Follow the instructions of any police officers.


• Do not attempt to move wounded people. • Call 911 when you are safe.

Hide-out if evacuation is not possible, find a place to hide where the active shooter is less likely to find you. Your hiding place should:

• Be out of the active shooter’s view • Provide protection if shots are fired in your direction (i.e. an office with a closed and locked

door). • Not trap you or restrict your options for movement.

To prevent an active shooter from entering your hiding place:

• Lock the door. • Blockade the door with heavy furniture.

If the active shooter is nearby:

• Lock the door. • Silence your cell phone. • Turn off any source of noise (i.e. radios, televisions). • Hide behind/under large items (i.e. cabinets, desks). • Remain quiet.

If evacuation and hiding out are not possible:

• Remain calm. • Dial 911, if possible, to alert police to the active shooter’s location. • If you cannot speak, leave the line open and allow the dispatcher to listen.

As a last resort, and only when your life is in imminent danger, attempt to disrupt and/or incapacitate the active shooter by:

• Acting as aggressively as possible against him/her. • Throwing items and improvising weapons to distract or disarm the shooter. • Yelling. • Committing to your actions.

E. OTHER POTENTIAL CRISIS SITUATIONS DURING A MEETING (NOT A COMPREHENSIVE LIST)

Please contact the listed staff below • Computer virus or loss of files - Elaine Rose/Murdock Loftis • No internet service - Elaine Rose/Murdock Loftis For each of the listed situations below, please contact an event supervisor • Death or serious illness of a staff member • Natural Disaster • Major transportation disruption that would affect attendees arriving/departing safely or

on-time • Hotel fire • Strike, walkout or other labor stoppage at convention center, hotel(s), public

transportation


V. EMERGENCY COMMUNICATIONS FLOW

Please see the separate Communication Tree for the communications flow.

A. EMERGENCY ACTION COMMITEE Responsibilities/Emergency Procedures:

1. Make decisions based on up-to-date information received. 2. Make announcements to staff by activating the Communication Tree. 3. Contact APA office to advise of situation, if applicable

a. Notify Renee Dyer or Glenda Owenby as primary contact to staff not on-site. Renee or Glenda will send message to balance of staff not on-site.

b. Office will place a recording on the voicemail system to give the status of the emergency. Official script will be provided to office by the ERC.

4. Establish a Command Center in the Main Control Room. If impossible to re-enter the facility, establish alternative Command Center.

5. Instruct staff to keep track of all expenses incurred as a result of the emergency and/or cancellation for the potential insurance claim.

6. Logs the management team should keep: a. Telephone logs b. Detailed record of events c. Maintain a record of injuries and follow-up actions d. Accounting for personnel (staff and boards) e. Coordinate notification of family members f. Coordinate personnel services

7. Outside Communications a. Make announcements to meeting attendees and family members of attendees

and/or staff as necessary. b. Confirm message for calls to meeting suppliers and all other “external publics”

8. The ERC will handle all press inquiries, etc. and will provide recommendations about any additional communication methods; including updates to the website, mobile app, Facebook and Twitter.

9. Once the emergency is successfully managed, ensure that everyone is notified “ALL CLEAR”

VI. CANCELLING THE MEETING DUE TO AN EMERGENCY If a situation arises that makes it unsafe or impractical to continue with the meeting as planned, a decision may be made to cancel the meeting. This decision will be made by the ERC and will be communicated to staff through the Emergency Communications List, staff Facebook group and email.

A. IN ADVANCE OF THE MEETING DUE TO FACILITY DESTRUCTION OR UNAVAILABILITY • Contact the host facility and clarify the damage to determine whether any part of the

conference can take place at that facility • The ERC must set a deadline of when they will make the call to cancel. • Notify conference cancellation insurance carrier to discuss options. • Develop plan of action and immediately distribute notification to members, attendees and

vendors o Broadcast voicemail with recorded message from ERC o Make personal phone calls to the extent possible


o Broadcast emails and faxes also sent o Posting on organization’s home page and meeting home page

• Seek advice from legal counsel • Determine refund policy and post (attendees and sponsors)

B. PRIOR TO THE START OF MOVE-IN No staff or very little staff has arrived.

• The ERC must set a deadline of when they will make the call to cancel. • Contact insurance carrier to determine alternatives. If an imminent weather event, have

them advise if it is better to move forward and make a claim or cancel the meeting. • All staff will be alerted through an all staff meeting/conference call/email • Staff on-site or in-transit keep track of expenses post-cancellation • When the decision is made to abort the meeting an announcement will be made

o Broadcast voicemail with recorded message o Broadcast email to all sponsors, attendees and vendors o Organization’s home page and meeting home page

C. DURING MOVE-IN Most staff and some attendees/sponsors/speakers have already arrived, with some in transit.

• All vendors and facility senior staff meet in the Main Control Room to review implementation of cancellation plans

• The ERC must set a deadline of when they will make the call to cancel. • Consult legal counsel, contact insurance company and assign staff to contact the facilities.

Written notice of the cancellation will be delivered, faxed or emailed to the facilities • Communication Tree activated to contact all on-site or in-transit staff. • Any vendors already on-site will be contacted along with a call to their home office • The ERC calls meeting suppliers as per advance assignments

o Make note of date and time and who you spoke to. • APA home page and meetings site will be updated with cancellation information • A script will be provided to the host facility with the cancellation information. • Ask hotel to deliver this scripted message to all guest rooms within meeting block. • Voice message announcing the cancellation will be posted on APA voicemail greeting. This

information is also given to the hotels’ front desk staff. • Staff on-site or in-transit track expenses separately post-cancellation • Personnel will be at entrances to the host facility to notify people who may not have

received the message that the meeting has been cancelled. • When the decision is made to cancel the meeting an announcement will be made

O Email to all attendees O Email to all sponsors O Email to all vendors O Posting on Organization’s home page and meeting home page, social media

• ERC to make arrangements for staff and suppliers to return home

D. THE MEETING HAS BEGUN, NEEDS TO BE CANCELLED, TRANSPORTATION IS CURTAILED: • Determine if hotel will remain open, their staffing levels, extending convention rate as long

as necessary and waiving early departure fees. • All staff will be alerted through the Band app, email and Facebook. • When the decision is made to cancel the meeting an announcement will be made by the

ERC over the host facility PA system or best available messaging media, which will be broadcast into all public areas, meeting rooms, and guest rooms.


o Information to include: Hotel policies Information on transportation options – where available Car sharing bulletin board will be put in place Assurance that the most accurate information available will be provided to

assist them in making their plans. • The APA Customer Service Desk will act as the information center/help desk for

participants. Travel information will be distributed, containing the phone numbers to all major airlines, area airports, Amtrak, Greyhound and car rental.

• A scripted voicemail message will be distributed to all guest rooms by the hotel operators. • Provide same script to all staff, including those not on site. • Put message on APA home office voicemail. • Update mobile app, poolplayers.com home page, and all social media. • All staff will update their office voicemail, cell and hotel room telephones with the same

statement. • Request hotel representatives to man a table to make changes to individual’s reservations

at the convention center or set aside location(s) at the front desk of each hotel just for meeting attendees.

• ERC calls meeting suppliers as per advance assignments o Make note of date and time and who you spoke to.

• Each department responsible to have all contact information readily at hand for their supplier calls.

o Make note of date and time and who you spoke to. • Cell phones may not work. Telephone banks (with pipe and drape for privacy) to be set up

for attendees to contact their homes and offices. • Secure satellite phone if necessary. • Ask all facilities to display messaging from organization where appropriate. • Staff on-site keep track of personal and meeting expenses post-cancellation • Talk to host facility catering about donating unused food or converting it to box lunches for

attendees

VII. TRANSPORTATION HOME IS LIMITED DURING THE MEETING, BUT IT IS DECIDED THE MEETING WILL CONTINUE UNTIL CONCLUSION

• Determine if hotel will remain open, their staffing levels, extending convention rate as long

as necessary and waiving early departure fees. • All staff will be alerted through the Band App, email and staff Facebook. • Communications will also go out immediately to attendees, speakers, sponsors and related

groups via email, mobile app alert, social media. • The APA Customer Service Desk will act as the information center/help desk for

participants. Travel information will be distributed, containing the phone numbers to all major airlines, area airports, Amtrak, Greyhound and car rental.

• A scripted voicemail message will be distributed to all guest rooms by the hotel operators. • Provide same script to all staff including those not on site. • Put a message on APA voicemail. • Ask staff on-site to keep track of expenses due to situation. • Request hotel representatives to man a table to make changes to individual’s reservations –

or location(s) at the front desk of each hotel just for attendees.


• Cell phones may not work. Telephone banks (with pipe and drape for privacy) to be set up for attendees to contact their homes and offices.

VIII. COMMUNICATING WITH ATTENDEES

• Initial communication: o Tell them what you know o Anticipate what they will want to know and that you are working on getting that

information to them • You can’t communicate too often. When trying to get answers, you may need to reach out

hourly only if to say you are still working on answers. • Post signs in hotels informing attendees to check web site and social media channels for

situation updates

IX. AFTER CANCELLING THE MEETING Responsibilities

• Update insurance carrier and clarify what steps need to follow including claim deadline • Call host facility and arrange for pickup or shipment of anything left behind • Communicate with attendees. Restate refund policy and provide a deadline date to claim

refunds • If applicable, let members know their refund may depend on what can be claimed with

insurance • Set conservative date by when they can expect their refund • Establish the team to compile documentation for insurance claim

emergency action plan - american poolplayers association · 2017-09-21 · emergency action plan...

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