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Proclaim Story Protocols 2015 ELCA Youth Gathering In all cases, the ELCA Youth Gathering emergency procedures will be followed. This lists emergency procedures and basic protocols to follow specific to the Proclaim Story program day. See the 2015 ELCA Youth Gathering “Emergency Procedures Guide” for complete details. Notification Procedures:

● In all emergencies (except for missing person), call 911 first. Stay on the line until you are told to hang up. ● Call the InfoLine to notify the Safety and Security Team: 1-888-411-ELCA (3522) ● Call the Proclaim Story Office. If no one answers in the office, call the Team Leaders listed at the end of

this document. Proclaim Story Office: 313-246-4363 ● Proclaim Story Office notifies Team Leaders. ● Follow the directions of the authorities and/or Safety and Security Team.

Evacuation:

● In case of fire, threat, or other reason in which it is necessary to evacuate your property, meet at the designated area for that property (check with Property Manager for specific location and write it in here)

■ Cobo Center:

■ Renaissance Center:

■ MGM Grand:

■ Crowne Plaza:

■ Greektown:

■ Westin Book Cadillac:

■ Masonic Temple:

● Property Managers count assigned volunteers and Synod Teams to make sure all are accounted for. ● Assist Synod Teams in verifying that synod congregation groups are all accounted for. ● Call Proclaim Story Office or Team Leaders to verify everyone is safe. ● In case of storm, seek shelter in the property’s designated shelter area. ● Property Managers count assigned volunteers and Synod Teams to make sure all are accounted for. ● Assist Synod Teams in verifying that synod congregation groups are all accounted for. ● Call Proclaim Story Office or Team Leaders to verify everyone is safe.

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Medical Emergency: ● Only those certified in First Aid and CPR should attempt to provide care until professional help arrives. ● For minor injuries and illness:

○ Contact a First Aid station if one is available near your property. ○ Contact the front desk of your hotel. ○ Call the InfoLine for assistance: 1-888-411-ELCA (3522). ○ If it is a young person: make efforts to locate the adult leader if he/she is not present. ○ If it is an adult leader: make efforts to locate another adult leader in the group, or a young person

in the group if one is not present. ○ Notify the Synod Day Director from the synod in which the youth/adult is from. ○ Assign a volunteer to stay with the youth and/or adult until a course of action has been

determined or professional help has arrived. For serious injury or illness:

● Call 911 and follow notification procedures listed above. ● If it is a young person: make efforts to locate the adult leader if he/she is not present. ● If it is an adult leader: make efforts to locate another adult leader in the group, or a young person in the

group if one is not present. ● Notify the Synod Day Director in which the youth/adult is from. ● Stay with the youth/adult or assign a volunteer to stay with the youth/adult until professional help arrives.

In case of Discipline Issues/Violence:

● In most cases, discipline issues should be handled by adult leaders, along with the Synod Day Director within their synod. If behavior becomes so disruptive that it interferes with synod programming:

○ For youth with behavior issues: ■ The Synod Day Director should ask the youth to step into the hallway. An adult leader

should accompany the youth. ■ If it is not possible for the youth to return to the synod program, an adult leader needs to

stay with the youth. If they return to the hotel, another leader needs to be present with the remaining youth. Otherwise all youth need to leave.

■ If adult leader needs assistance, the bishop or other synod leadership should be consulted first.

■ If no synod leadership is available, the Property Manager should be consulted. ■ If behavior is significantly volatile, the Property Manager can contact the Safety and

Security Team through the Info Line at 1-888-411-ELCA (3522). ○ For adult leaders with behavior issues:

■ The Synod Day Director should ask the adult to step into the hallway and discuss the behavior.

■ If discussion with the adult leader is not able to be resolved, the Synod Day Director should seek the assistance of the bishop or other synod leadership on site.

■ If no synod leadership is available, the Property Manager should be consulted. ■ If behavior is significantly volatile, the Property Manager can contact the Safety

and Security Team through the Info Line at 1-888-411-ELCA (3522). ■ If any behavior turns to violence, or the threat of violence:

● Call 911 ● Contact the front desk to notify them of the threat ● Contact the Safety and Security Team through the Info Line at 1-888-411-ELCA

(3522). ● Seek ways to ensure the safety of participants until help arrives.

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○ If Unregistered Person Attempts to Participate: ■ All persons participating in the Proclaim Story Day must have a Gathering wristband. If

someone attempts to enter a ballroom without a wristband (other than designated hotel staff):

● Synod Day Director or synod team members should ask the person to leave and notify the Property Manager.

● The Property Manager notifies the Hotel Security/Front Desk to ask that the person be respectfully removed from the event, and/or removed from the premises.

● The Property Manager should make note of the unregistered person’s name and/or description.

● If the person attempts to re-enter the hotel room, follow the above procedures and the Property Manager contacts the Safety and Security Team through the Info Line at 1-888-411-ELCA (3522). Give a description of the person.

○ Missing Person

■ If a youth or adult leader is missing: ● Gather the congregation group in one place. Keep them calm. ● Contact the InfoLine at 1-888-411-ELCA (3522). ● Notify the Property Manager. ● Notify the Proclaim Story Office. ● The Property Manager should stay with the group until the person has been

found, or other Gathering personnel take over.

○ In case of Crisis Requiring Pastoral Care: ■ If a participant is experiencing a personal crisis that requires pastoral care: ■ Contact the adult leader from the congregation. ■ Contact the InfoLine at 1-888-411-ELCA (3522). They will contact the bishop and other

appropriate personnel. If the bishop of the person in crisis is in the room with you, talk to the bishop directly.

Proclaim Story Contact Numbers:

Info Line: 1-888-411-ELCA (3522). Proclaim Story Office: 313-246-4363 Eric Carlson: 319-631-8031 Diana Haywood: 919-824-6645 Ed Kay: 443-854-9232 Tammy Jones West: 828-308-1362 Property Managers:

Cobo E3; Karen Pugatch: 410-456-5643 Cobo Grand and 113; Julie Stecker: 410-458-8795 Cobo 3r Floor; Joan Pugh: 410-218-1902 Cobo 4th Floor; Elliott Morris: 240-338-0827 Crowne Plaza; LeAnn Stubbs: 515-491-4682 Greektown; Marta Wallace: 443-994-3746 Marriott Ren Cen; Heather Hansen: 210-317-8509 Masonic Temple; Lisa Kramme: 402-669-6309 Westin; Mindy Tillberg: 785-577-5604 MGM; Linda Staats: 602-740-3752

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These are protocols to follow if issues arise on the day of Proclaim Story in regards to the program. Notification Procedures: The Synod Day Director and their teams are responsible for the program in their ballroom. If concerns or issues arise:

• Contact the Property Manager first • If the Property Manager is not able to resolve an issue, contact the Proclaim Story Office

Property Manager Sick/Missing

• If sick: Property Manager notifies the PS Office. • If missing: Synod Day Director contacts PS Office

Synod Day Director Sick/Missing:

• If a synod team leader is sick or missing, the other members fill in for that person’s role. o If the Synod Day Director is missing and can’t be reached, contact the PS Office. o The PS Office will call the person’s cell phone, hotel room. o If still not located, contact Safety and Security.

• If an entire Synod Day Director Leadership Team is missing: o Property Manager contacts PS Office o PS Office calls the Coach/Core Team members’ cell phones, hotel rooms until someone is

reached. o If none are located after several attempts, contact Safety and Security.

Synod Leadership Sick/Missing:

• Bishop: o Ask back-up person to step in. If no back-up person was recruited, find pastor in synod to read

Bishop Kreiss’s message. • Worship Leaders:

o Ask back-up leaders to serve. If no back-up leaders recruited, find leaders who arrive early to step in.

• Musicians: o Use “plug and play” PowerPoint. Get from Property Manager.

Ballroom Issues If you arrive at your ballroom and find the doors locked, room not re-set from Community Life activities, lights that don’t work, etc:

• Contact the Property Manager • Property Manager contacts the Hotel Contact or Front Desk • If necessary, contact PS Office.

Supply Issues If you arrive in the property store room or your ballroom and supplies are missing, damaged, or otherwise unusable:

• Contact the Property Manager. If additional supplies are not available on site, • Contact the PS Office

Tech Issues If the needed tech equipment is missing or not working:

• Contact the Property Manager. If Property Manager is not able to solve the issue, contact PS Office