Emergency preparedness comes into play when planning for your event and the safety of your attendees, speakers, and event staff. It is an important piece of the puzzle. During the site selection process you will need to keep in mind the different aspects of planning for an emergency.
We discussed the topic of “Site Selection & Emergency Preparedness” this week at our monthly tweet chat #MeetGreenChat. We had insightful, informative discussions on twitter and would like to share them here to help you to make informed decisions while planning your next event.
Do you ask the venue for their emergency plan?
The consensus here was for safety reasons venues do not generally provide you their emergency plan to you even if requested, but it never hurts to ask. Here are some of the answers that were provided:
Most venues will not share their plan. It's because of liability or risk, but it's also to keep the plan safe. Venues don't #meetgreenchat
— Alan Kleinfeld (@akleinfeld) November 14, 2018
That being said, planners can still ask for it. The can also ask the venue to assist with creating a plan or… #meetgreenchat
— Alan Kleinfeld (@akleinfeld) November 14, 2018
A1: When in conference management capacity always discuss with venue. In sustainability roles slightly less so. #meetgreenchat
— Eric Wallinger (@EricWallinger) November 14, 2018
Which emergency scenarios do you prepare for during site inspection?
Consider which scenarios to prepare for such as weather-related, political, terrorism or medical emergencies.
A)2 I try to consider scenarios that are most likely to occur given the location of the facility. Where in the world is the venue? #Meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
A2 You want to prepare for the scenarios most likely to happen. Snow in the mountains, tsunami on the coast, that sort of thing. #meetgreenchat
— Della Green (@MeetGreenDella) November 14, 2018
A2: Agree with @akleinfeld. Weather is another very common emergency at events #meetgreenchat
— Eric Wallinger (@EricWallinger) November 14, 2018
How often is a venue able to provide their emergency response information and protocol?
Generally, the venue does not provide their emergency response plan but they will walk you through the site and help you as much as possible when it comes to planning for emergencies.
A3. Most venues today should be able to provide you an emergency response plan that covers basic evacuation routes, emergency contacts and phone numbers, first aid supplies, etc. #Meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
A3. Correct @aprilhammel. At the very least, a venue should show you where emergency exits & fire ext are. #meetgreenchat
— Alan Kleinfeld (@akleinfeld) November 14, 2018
A3: In my case as well have always discussed verbally or walked venue discussing gathering / exit points. #meetgreenchat
— Eric Wallinger (@EricWallinger) November 14, 2018
What key safety elements are you looking to verify during the site inspection?
There were many great ideas for safety elements including: AED locations, exits, training of staff, and capacity.
A4: I try to be mindful of room, hallway, and exit capacity. #meetgreenchat
— Eric Wallinger (@EricWallinger) November 14, 2018
A4. I want to know staff go thru training, that the venue is ADA compliant, that kitchen and food areas meet codes, etc. #meetgreenchat
— Alan Kleinfeld (@akleinfeld) November 14, 2018
Q4. I typically look for nearest emergency exits including elevators and stair routes. I also try to identify First Aid supplies, AED's, and key contacts. I'm always considering what things might occur and what would I most likely need. #Meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
What has been the response when you have asked about alarm protocol?
When it came to alarm protocols, mostly positive responses from the venue and clients.
A5. I have experienced a mixed bag of responses in this area. Your security personnel are more likely to be up to speed on the protocol than someone who does not specialize in this area. #Meetgreenchat https://t.co/bH0YDC9mXT
— April Hammel (@aprilhammel) November 14, 2018
A5. Positive. From both venues & clients. Had a fire alarm drill at the hotel of a major chain just yesterday. All complied. #meetgreenchat
— Alan Kleinfeld (@akleinfeld) November 14, 2018
A5. It's also worth asking venues if they use different sounds for different alarms.
#meetgreenchat— Alan Kleinfeld (@akleinfeld) November 14, 2018
When walking the site how does the venue identify where AED and first aid kits are located?
During the site inspection and walk through, the venue staff should point them out to you but also make sure to ask about them and about staff training.
A6. They should be, at a minimum, IDing them per legal and/or fire code. But make sure to ask if they them. Don't assume. #meetgreenchat
— Alan Kleinfeld (@akleinfeld) November 14, 2018
A6. From my experience, the venues often identify up front how many AED's and first aid kits they have up front and then point them out while walking the site. #Meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
What are your expectations from the venue in providing emergency preparedness guidance and information?
At minimum a representative of the venue should go over the basics for safety planning. They should also provide emergency contact information, evacuation routes, and local resources.
A7. At a minimum, I would expect them to provide evacuation routes, emergency contacts, and local resources to utilized should an emergency occur. #Meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
#meetgreenchat. Q7. I think venues may realize there's value in helping planners with this. Although they rarely share their plans, it's to their benefit to at least send someone to the pre-con table or to sit down with the planner and go over some basic safety…
— Alan Kleinfeld (@akleinfeld) November 14, 2018
How do you identify where the emergency management room should be located?
An important take away was the emergency management room should be centrally located but you might not have a say in the decision of the location.
A8. Sometimes you do not get a choice on where the venue places you. If possible, it is ideal to have a room that is centrally located, has cell phone reception, a door with locking capabilities, and you are able to store emergency supplies for you and your team. #meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
What requirements will you need for the emergency management room?
Resources to have for your emergency management room varied from your response plan, first aid kit, to food & water, team assignments, and access to a phone.
A9. A copy of the emergency response plan, a list of emergency contacts and team assignments, access to a phone and/or cell phone reception, first aid supplies, and emergency food supplies such as water, granola bars, trail mix, etc. #meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
What are some resources you would like to share?
FEMA was a popular resource that was shared. We included our Emergency Response Plan Template as resource.
A10 @fema https://t.co/6nPY0pOzZ2 #meetgreenchat
— April Hammel (@aprilhammel) November 14, 2018
A10 MeetGreen's ERP Template https://t.co/RS2OhiYmR7#MeetGreenChat
— MeetGreen (@MeetGreen) November 14, 2018
#meetgreenchat FEMA, HLS, FLETC
— Alan Kleinfeld (@akleinfeld) November 14, 2018
The discussion on site selection & emergency preparedness was very helpful and we want to thank all of the participants for sharing their knowledge and experience.
The #MeetGreenChat is scheduled monthly on the first Wednesday at 11am. Please join us to connect, share, and learn from one another.
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