Transcript Click here for Emergency Event Training 1

EMERGENCY EVENT TRAINING
SESSION ONE:
1) How to use the Emergency Response Plan
2) Medical Emergency
3) Elevator Entrapment
4) Utility Outage
5) Flood
6) Severe Weather
7) Winter Weather
8) Shelter in Place
9) Evacuation
10) Emergency Communications, Announcements, Media
INTRODUCTION
FORMAT

Pre-incident planning considerations, checklists, and helpful tips are provided on
the top half, above the spiral binding. Specific shelter-in-place and/or evacuation
procedures are included on many top pages as well. The bottom half contains a
step-by-step response guide. This flowchart-style page will help staff execute a
unified, systematic response to the situation as it unfolds or evolves. Tasks and
responsibilities for each staff role are clearly spelled out.
Important Note: While the response flowcharts are intended for use during a
real emergency, the time to become familiar with them is not once the alarms go
off. Effective staff training requires that all key building personnel know in
advance the specific tasks they will be expected to perform in each situation.
BUILDING-SPECIFIC CONSIDERATIONS

The responses printed on these pages are consistent throughout Republic
Properties portfolio. Material that is unique to your building may be inserted into
the inside back pocket of this book, as well as an instructions on building
equipment and systems, should be kept in the fire control room, property
management office, engineering office, and/or the security console or office.
DIAGRAMS

Sets of emergency response diagrams have been prepared for your
property. These sets include a diagram of each floor, showing the location of
egress routes and other safety features. The Building Information Card (BIC)
contains a cross section of the building and inventories of major systems. These
floor plan and BIC diagrams are intended for emergency personnel upon arrival,
but they are also useful for planning and training.
INTRODUCTION
INTRODUCTION
HOW TO USE THE EMERGECY RESPONSE PLAN (ERP)
 Allied
Barton along with Republic Properties have prepared this emergency response guide to
help building staff provide a coordinated, effective response to a wide range of potential
emergencies.
 This guide highlights the critical steps staff should take before, during and after an
emergency. Wherever possible, specific tasks are assigned to various members-from property
managers to engineers to security officers. Checklists for emergency preparation, along with
step-by-step response protocols, are provided. Specific emergencies-including bomb threat,
explosion, and fire-are addressed, as well as generalized responses that would be used in a wide
range of scenarios.
 Please remember that no written guide can anticipate every possible scenario. An effective
emergency response requires well-trained staff members that are able to think clearly and
quickly, communicate effectively, and alter the response appropriately as conditions change.
TOPICS:
 Most
topics in this guide refer to specific situations, such as elevator entrapment, workplace
violence and flooding. Two topics-shelter in place and evacuation-contain more detailed
information on response protocols. One of these two emergency response would likely be
implemented in the event of most emergencies. While the core response steps required in each
emergency are listen within each topic, you may want to refer to these two generalized
response topics for detailed information.
Important Note:
Refer to other topics whenever applicable, as one emergency could lead
to another. Flooding or a power outage might result from severe weather. An explosion could
release a chemical agent or cause a fire. Criminal activity could escalate into workplace
violence. See the emergency response announcements where ever shelter in place or
evacuation would be implemented.
INTRODUCTION
MEDICAL EMERGENCY
PRE-INCIDENT PLANNING
 Document
where emergency supplies and
first aid kits are kept if available
 Check regularly to ensure supplies
are adequately stocked and
expiration dates are current
 Maintain any building emergency
equipment
 If designated staff members are trained
and certified as first aid responders, keep
updated list in management office and fire
control room
 Encourage tenants to maintain emergency
supplies, acquire and maintain emergency
equipment, and provide first aid training
 Become familiar with emergency
announcements for PA system, electronic
communication, etc (see Announcement
Sections for samples)
MEDICAL EMERGENCY
MEDICAL PRECAUTIONS
To prevent contact with bodily fluids,
consider stocking
Latex gloves
Protective glasses
Do not attempt to administer CPR or first
aid if not properly trained
Anyone who comes in contact with bodily
fluids should wash the exposed area with
soap and water
Use water or saline solution to
irrigate the eyes
Report the exposure to emergency
personnel
MEDICAL EMERGENCY
DETECTION
 Visual observation
 Verbal report or call for
help
INVESTIGATE
 What is the nature and extent of
the injury, illness, or medical
condition?
 How many victims are there?
 Are any hazards in the area?
 Is an ambulance required
RESTORE
NOTIFY
 Call 911 with pertinent information:
Give building address and nearest
entrance
Describe nature and location of
medical emergency (injury, illness,
or medical condition)
Specify number of victims
Provide details of any known
hazards
Give your name and phone number
 Inform building staff and TSC
 Alert security
 Notify tenant(s). If appropriate,
Property Manager makes
announcement to tenant(s) and conveys
 What is known
 Steps being taken
 What tenant(s) should do
Building staff meets responding
emergency personnel
Determines which hospital or
hospitals are being used
Engineer or building staff provides
elevator independent service if medical
emergency is inside
Security may be called to control
access to area
Monitors entrances and exits as
necessary
Before emergency responders arrive,
building staff
Provides first aid if trained
Takes precaution to avoid contact
with bodily fluids

Conduct accident
investigation as required; take
pictures if appropriate
Contact specialized vendors if
area is contaminated
Prepare incident report using
RPC standard template
Provide counseling services if
warranted
STAFF RESPONSE
NOTIFY

Update TSC, building staff, and
security
Inform tenant(s)
Alert risk management
MEDICAL EMERGENCY
Stays calm and informs victim(s)
help is coming
Designated staff responds to phone
calls from tenant(s)
Building staff and security confine
radio use to essential communication
ELEVATOR ENTRAPMENT/FAILURE
PRE-INCIDENT PLANNING
 Adhere to rigorous maintenance and operation program,
including timetables and checklists
Monthly firefighters’ Elevator Phase I and Phase II
Emergency Operations Testing Procedure
Firefighters’ Elevator Phase I and Phase II Emergency
Operations Signage Requirements
Elevator Pre-Service Request Call Checklist
Elevator Service Request and Maintenance Log
Urgent Elevator Service Request Escalation Process
Elevator Maintenance Logs and Procedures
Compliance Book
Keep in elevator machine room or
management office
ELEVATOR EMERGENCY PHONE
 Emergency phone with direct connection to
elevator/security monitoring company in each elevator
Phone cannot receive outside calls
Passenger must press call button or lift phone to
initiate communications with monitoring company
If used, monitoring company notifies TSC or engineer
TSC makes emergency call to contractor
Elevator also equipped with button that can be pushed,
allowing hearing and speech impaired persons to indicate
they are trapped
Treat this alert system same as trap call
PRIMARY CONCERN: PASSENGER SAFETY
Annual (or semi-annual if required by jurisdiction)
Preventive Maintenance
Conducted by contractor according to contract
specifications
Keep all certifications, permits, and licenses current
Update regularly list of phone numbers for response
personnel for elevator emergencies
Post in fire control room
ELAVATOR ENTRAPMENT/FAILURE
Establish and maintain communications with trapped
passengers to monitor urgency of situation
Try to find out how many people are trapped and if anyone has
a health condition (asthma, diabetes, heart ailment, etc.) or has
been injured
Call 911 immediately if someone’s health appears at risk or if
there is any indication of danger, including occupant panic
Call contractor for updated ETA if no response after one hour
Reassess situation and call 911 if there is any
indication of danger
ELEVATOR ENTRAPMENT/FAILURE
WHAT TO DO
 If elevator is cleared before
WHAT NOT TO DO
Χ Make no attempt to force open elevator
contractor arrives, allow vendor to
assess cause of trap and make
repairs
doors or rescue passengers, as injuries may
occur
 If trap is false alarm
Contact TSC immediately so
following reasons
that emergency call to
contractor is canceled
Inform monitoring company
via elevator emergency phone
Χ Do not cycle power to elevator for the
ΧTrapped occupants might panic
ΧElevator error memory could be
erased, making it difficult to diagnose
and correct problem
ΧElevator could travel to different
floor, doors could open, and
emergency personnel might not know
where to find trapped passengers
ELAVATOR ENTRAPMENT/FAILURE
ELEVATOR ENTRAPMENT/FAILURE
MEDICAL EMERGENCY
DETECTION




Elevator/security monitoring company
Elevator alarm
Noise from person(s) trapped in car
Call from tenant
INVESTIGATE
Where is the elevator car stuck?
How long has it been stuck?
How urgent is the situation
How many people are trapped
Does anyone have a medical condition?
Is anyone injured or experiencing
physical difficulties?
 Should specialized contractor or emergency
personnel be called?



NOTIFY
 If TSC is notified first by elevator/security
monitoring company, TSC alerts
Elevator service contractor
Engineering staff
Building management
 If building staff detects elevator trap first, calls
TSC
If situation is urgent, building staff calls 911 first
with pertinent information
Building address and nearest entrance
Nature and location of incident
Number of victims
Details of any injuries or health conditions
Your name and phone number
 Notify tenant(s)
Alert security if warranted
Medical Emergency?
YES
NO
If medical emergency is apparent or imminent, ask
another building staff member to call 911 if not
already reported.
If possible, arrange for another staff member to
meet and direct emergency personnel to trap location
Call or radio another engineer to attempt to clear
trap
Use fireman’s recall key switch to call down
elevators to lobby and get doors open
Make no further attempts if this does not work
Engineer and building staff make no attempt to pry
doors open
STAFF RESPONSE
Engineers and building staff make no attempt to pry
doors open
Security officer and/or property manager will collect
names
Building staff tries to maintain communications with
trapped passengers through elevator door
Gives name and RP title
Describes steps being taken to rescue passengers
Communicates clearly that ETA is when contractor or
emergency personnel will arrive, not when trap will be
cleared
Provides frequent updates
Monitors how passengers are feeling
Stresses necessity to remain calm
Reassures passengers that elevators are equipped with
numerous safety devices that prohibit cars from falling
Security may be called to control access to area
If doors open between floors, building staff and
engineer direct occupants to stay in car
STAFF RESPONSE (after rescue)
Engineer locks elevator out of service
until contractor has corrected the matter
Property Manager collects names, phone
numbers, and office locations to trapped
persons
Makes follow-up call or visit within 24
hours
Provides business card or name and
number
NOTIFY
When trap is cleared, notify
Elevator/security monitoring
company via elevator phone
TSC
Tenant(s)
RESTORE
Conduct accident investigation as
required if anyone is injured; take
pictures if appropriate
Complete Republic Properties Security
Report/Incident Report
Take photos of any damage
Service and recertify elevator equipment
before restoring service
Record incident in appropriate logs
Prepare incident report using RP
standard template even if no one is
inured
Provide counseling services in warranted
Passengers should not jump or climb out
If failure is sustained, building staff requests revised
estimated time of repair from contractor
Reassesses situation and calls 911 if any indication of
danger
Notifies TSC-escalates up
Informs tenants of cause and expected duration
Building staff, engineer, and security confine radio use
to essential communication
ELAVATOR ENTRAPMENT/FAILURE
NOTIFY
When service is restored, notify
TSC, building staff, tenants, and
vendors
Risk management
UTILITY OUTAGE/EQUIPMENT MALFUNCTION
PRE-INCIDENT PLANNING
Check building security systems to see how they would function during
power loss
If locking systems would fail, additional security staffing may be
needed at onset of power failure
Verify that exit-door locking mechanisms would unlock during power
failure
Repair and replace emergency lighting as necessary
Consider keeping emergency glow sticks in stock with current
expiration dates
Keep flashlights in management office, engineer’s office and fire control
room
Check regularly to ensure batteries are adequately stocked and
expiration dates are current
Create list of building operating systems with accompanying instructions
and diagrams
Include where valves, controls, and panels are located
Keep instructions and diagrams near fire control room, engineer’s
office, and operating system
Electrical
Gas
Water
Steam
Fuel tanks
Fuel oil supplier contact information
Fuel consumption rate calculations
Designate alternate locations for business continuity should management
office and/or mechanical penthouse become damaged or inaccessible
Become familiar with shelter-in-place and evacuation announcements for
PA system electronic communication, etc. (see Announcement Section for
samples)
SHELTER-IN-PLACE PROCEDURES
 If warranted, Property Manager collects tenant contract list, cell
phone, BlackBerry, and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of problem,
and steps taken
Modifies means of communication as necessary due
to service failure
Advises tenants that it is safe to remain in office
Provides tenants with TSC and building staff contract
information if problems should occur
Updates tenants often
Engineer secures elevators if warranted
EVACUATION PROCEDURES
 Engineer reports to assigned station
Property Manager collects tenant contact list, cell phone, BlackBerry,
and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of problem,
and steps taken
Modifies means of communication as necessary due
to service failure
Provides evacuation instructions, including which exit routes
to use
Updates tenants often
Engineer secures elevators if warranted
Building staff helps occupants requiring assistance as needed
UTILITY OUTAGE/EQUIPMENT MALFUNCTION
UTILITY OUTAGE/EQUIPMENT MALFUNCTION
DETECTION
 Loss of lights and water
pressure
 Cessation of air
circulation
 Interruption of
telecommunications
 Lack of heat or air
conditioning
INVESTIGATE
 What and how extensive is
the failure?
What is the cause?
Are surrounding
buildings affected?
 How long will tenants be
without power, air, and/or
telecommunications?
 Is water pressure
inadequate?
Are toilets able to flush?
How much fuel is in stock for
emergency generator?
Are heating and cooling
systems affected?
Is it extremely hot or
cold outside?
If utility outage has
malfunctioned, how long will it
take to service?
How extensive are the
repairs?
Are service parts in
stock?
Is evacuation necessary
NOTIFY
 Inform building staff and TSCescalate up
 Alert security, retail and vendors
as needed
 Notify tenants. If appropriate,
Property Manager makes
announcement to tenants and
conveys
 What is known
 Steps being taken
 What tenants should do
TELECOMMUNICATIONS
FAILURE
 Property Manager determines
how widespread outage is
If internal, contacts
specialized contractor
Determines estimated time
of repair
Updates tenants and retail, if
affected
POWER FAILURE
 Engineer and building staff check if
internal or regional outage
 Property Manager updates tenants,
retail and vendors
 If appropriate, Property Manager
implements shelter in place (see
Shelter-in-Place Procedures on top
page)
 Engineer monitors emergency
generator, including fuel supplies
 Starts generator manually if not
operating
 Arranges for fuel delivery if outage
lasts for several hours
 If internal power loss, checks
electrical panels
 Notifies TSC when specialized
contractor is needed to service
outage and updates Property
Manager
 Turns off items that could be
affected by power surge when
service when service returns
 Monitors water pressure to see if
adequate for toilets to function
 Building staff sees if anyone is
trapped in elevators
 Maintains communication with any
trapped occupants
 Notifies TSC or emergency personnel
(depending on urgency of situation)
if elevator cannot be lowered by
emergency power
 Engineer and building staff check if
emergency lighting systems are
illuminating exit routes and garage
 If available, use glow sticks to
illuminate pathways when necessary
 Engineer and building staff verify
that exit-door locking mechanisms
have unlocked
 Security staff checks building
security systems
 Monitors access points as needed,
including loading dock
 Property Manager tries to arrange
for added security at access points
if security system fail
UTILITY OUTAGE/EQUIPMENT MALFUNCTION
Does power outage
call for a partial or
full evacuation?
YES
STAFF RESPONSE
 Property Manager
implements partial or full
evacuation (see Evacuation
Procedures on top page)
 Designated staff responds to
calls from tenants if phone
system is operating
 Attendant opens garage exit
gates
 Building staff and security
confine radio use to essential
communication
RESTORE
 Take pictures of any
damage
 Contact specialized vendors
and repair
 Restore and reset building
systems
 Clean, service, and recertify
 Activate continuity plan if
management office or
mechanical penthouse is
inaccessible
 Prepare incident report
using RP standard template
NOTIFY
 When building
operations are restored,
notify
 TSC, building staff,
tenants, retail and
vendors
 Risk management and
service providers
NO
FLOODING
PRE-INCIDENT PLANNING
Survey building regularly for leaks
Repair as needed using specialized vendors
Repair and replace as needed
Clear debris from
Building
Nearby surroundings, including parking garages
Check door and window seals often to ensure airtight
conditions
Identify alternate command station
Identify internal and external assembly areas, with
alternates, to be used by tenants and building staff
Identify above ground interior locations, away from
windows
Designate at least one external assembly area that is
uphill of building (if possible to do so)
Designate alternate locations for business continuity should
management office and/or mechanical penthouse become
inaccessible
Encourage tenants to maintain emergency supplies
Know how to operate and shut down HVAC if TSC cannot do
so remotely
Anticipate flash flooding if weather conditions are severe
Take necessary precautions, including early
evacuation if directed by public officials
Identify appropriate vendors in advance to prevent mold or
other environmental hazards
Become familiar with emergency announcements for PA
system, electronic communication, et. (see Announcement
Section for samples)
FLOODING
SHELTER-IN-PLACE PROCEDURES
Property Manager collects tenant contract list, cell
phone, BlackBerry, and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of
problem, and steps taken
Instructs tenants to remain in office or report to
internal assembly areas
Advises tenants on lower levels to
relocate to higher levels if water is rising
Updates tenants often
Engineer secures elevators if warranted
EVACUATION PROCEDURES
 Engineer reports to control room
Property Manager collects tenant contact list, cell
phone, BlackBerry, and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of
problem, and steps taken
Provides specific evacuation instructions,
including which exit routes and external assembly
area to use (e.g., tenants directed away from
water to uphill location
Updates tenants often
Engineer secures elevators if warranted
Building staff helps occupants requiring assistance as
needed and determines which hospital or hospitals are
being used
Tenants account for employees; relay names and last
known locations of missing persons to emergency
personnel and building staff
FLOODING
DETECTION
 Sudden surge of water inside or outside
building
 Severe weather
 Flash flood warning by news media
INVESTIGATE
What is the cause and extent of the flooding?
What is the likelihood that the flooding will
continue or worsen?
Is there an immediate need to evacuate?
What are the situation around the building?
Are parking garages, streets, and access
roads flooded?
NOTIFY
 Call 911 with pertinent information if warranted
 Provide building name and street address
 Describe location and severity of flooded area
 Report injuries
 Give your name and phone number
 Property Manager makes initial announcement
to tenants ASAP and conveys
 What is known
 Steps being taken
 What tenants should do
STAFF RESPONSE
 Property Manager implements shelter in place
(see Evacuation Procedures on top page)
 TSC or engineer shuts down any building service
equipment prone to flooding
 Shuts off water control valve as necessary
 If threat of electrocution exists, shuts off electrical
power
 Engineer and building staff move important
documents and equipment to higher locations or
off premises
 Remove water if localized and safe to do so
 Security may be called to control access to area
 Closes loading dock as needed
 Ventilate affected areas
 Restore and reset building
systems
 Clean, service and repair
 Recertify elevators and lifts if
water damaged
NO
YES
STAFF RESPONSE
 Property Manager implements partial or full
evacuation (see Evacuation Procedures on top page)
 Engineer meets responding emergency personnel and
provides
 Incident information
 Building diagrams
 Master keys
 Other items as requested
 Notify TSC-escalate up
 Alert security (to report to property if needed)
 Notify retail, vendors, and adjacent properties (if
appropriate)
 TSC or engineer shuts down any building service
equipment endangered by flooding
Do conditions call for partial
or full evacuation?
 Building staff reports injuries; provides first aid if
trained
 Designated staff responds to phone calls from tenants
if safe to do so; otherwise, staff should evacuate
 Attendant opens garage exit gates
 Security closes loading dock
 Building staff and security confine radio use to
essential communication
FLOODING
NO
YES
 Alert appropriate vendor of
potential environmental hazard if
sewage overflow
 Conduct IAQ testing if necessary
 Remove water and debris
 Designated staff responds to phone calls from
tenant(s)
 Building staff and security confine radio use to
essential communication
Have conditions changed or
worsened to warrant evacuation?
RESTORE
 Take pictures of any damage
 Contact specialized vendors and
repair
 Shuts off water control valve as necessary
 If threat of electrocution exists, shuts off electrical
power
 Activate continuity plan if
management office or mechanical
penthouse is inaccessible
 Prepare incident report using RP
standard template
 Provide counseling services if
warranted
NOTIFY
 When building is safe to reopen
 TSC
 Tenants, retail and vendors
 Risk management
 Building staff
 Service providers
TORNADO AND HURRICANE
PRE-INCIDENT PLANNING
Identify internal assembly areas, such as
Interior rooms and/or corridors on lowest floors without any
windows
Underground locations
Designate alternate locations for business continuity should
management office and/or mechanical penthouse become damaged
or inaccessible
Become familiar with emergency announcement for PA system,
electronic communication, etc. (see Announcement Section for
samples)
Assemble a list of emergency radio stations
Keep a battery or hand-crank radio
Maintain landscaping
Remove dead branches
Before a storm arrives (if safe to do so)
Secure outside items
Bring small items inside
Anticipate flash flooding
Consider stocking the following supplies
Duct tape
Plywood
Pumps
Generators
TORNADO
Tornado Watch-conditions are right for tornado formation
Tornado Warning- tornado has been spotted or detected on radar
HURRICANE
Hurricane Watch-hurricane conditions (sustained winds of 74 mph
or higher, heavy rain and tidal flooding) could experienced within
36 hours
Hurricane Warning- hurricane conditions are possible within 24
hours
TORNADO AND HURRICANE
SHELTER-IN-PLACE PROCEDURES
Property Manager collects tenant contact list, cell phone,
BlackBerry, and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of
problem, and steps taken
Instructs tenants to remain in office or report to
internal assembly areas
Instructs tenants to move to underground
locations if safe to do so
Updates tenants often
Engineer reserves elevator connected to emergency
generator for relocation to different floors; secures the
remainder
EVACUATION PROCEDURES
Engineer reports to control room
Property Manager collects tenant contact list, cell phone,
BlackBerry, and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of
problem, and steps taken
Instructs tenants to close curtain and blinds
Provides evacuation instructions, including which exit
routes to use
Warns tenants to open doors carefully and watch for
falling debris
Updates tenants often
Engineer reserves elevator connected to emergency
generator for relocation to different floors; secures the
remainder
Building staff helps occupants requiring assistance as needed
and determines which hospital or hospitals are being used
Tenants account for employees; relay names and last known
locations of missing persons to emergency personnel and
building staff
TORNADO AND HURRICANE
TORNADO
TORNADO WARNING
NOTIFY
 Property Manager implements
shelter in place (see Shelter-inPlace Procedures on top page)
 If tornado strikes, take cover
under sturdy furniture if possible
and/or take protective position
(knees and forehead on floor with
hands covering head)
 Building staff and security confine
radio use to essential
communication
DETECTION
 Tornado watch or warning
 National Weather
Service/Emergency Alert
System
 News media
 Funnel or wall cloud spotted
 Train-like sound
 Severe weather conditions
 Call 911 and provide:
 Building name and address
 Location and details of known hazards or
injuries
 Your name and phone number
 Property Manager makes announcement to
tenants ASAP and conveys
 What is known
 Steps being taken
 What tenants should do
 Inform TSC, building staff, security, retail, and
vendors
INVESTIGATE
 What is the storm’s direction
and how quickly is it moving?
Are authorities asking people
to seek shelter?
NOTIFY
 Property Manager makes initial
announcement to tenants ASAP
and conveys
 What is known
 Steps being taken
 What tenants should do,
including encourage people
to stay inside
 Informs building staff and TSCescalate up
 Alert security, retail and
vendors
TORNADO WARNING
STAFF RESPONSE
INVESTIGATE (after tornado)
 Check for casualties
 Assess any damage
External-exposed wires, broken
glass, gas leak, hazardous
materials, etc.
Internal-all building systems and
equipment
YES
If any damage to building,
is partial or full
evacuation warranted?
NO
Tornado Watch
NOTIFY
TORNADO WATCH
Listen to local news media
for up-to-date information
Monitor storm conditions
from top floor
 Inform tenants it is safe to
resume work
 Update TSC, building staff,
security, retail and vendors
TORNADO AND HURRICANE
 Proper Manager implements partial or full evacuation (see
Evacuation Procedures on top page)
 Engineer meets responding emergency personnel and
provides
HURRICANE
DETECTION
 Hurricane watch or
warning
 National Weather
Service/Emergency
Alert System
 News media
INVESTIGATE
 Is evacuation and
building shutdown
warranted
 Incident information
 Building diagrams
 Master keys
 Other items as requested
 TSC or engineer shuts down or restores utilities and
building systems as directed
 Security sections off dangerous areas and prohibits
unauthorized access
 Designated staff responds to phone calls from tenants if
safe to do so; otherwise, staff should evacuate
 Attendant opens garage exits
 Confine radio use to essential communication
RESTORE
 Take pictures of damage
 Contact specialized vendors and repair damage
 Restore and reset building systems
 Clean, service, repair, and recertify
 Activate continuity plan if management office or
mechanical penthouse is inaccessible
 Prepare incident report using RP standard template
 Provide counseling services if warranted
NOTIFY
 When building is safe to reopen, notify
 TSC, staff, tenants, retail, security, and vendors
 Risk management
 Utility companies and service providers
RESPOND
 Follow instructions
of public officials
and emergency
personnel
 Shut down utilities
and close building
as directed
SEVERE WINTER STORMS
PRE-INCIDENT PLANNING
Check door and window seals regularly to ensure airtight conditions
Clear debris from
Building
Nearby surroundings, including parking garages
Keep snow removal equipment in good working condition
Maintain salt or sand supplies
Check and maintain fuel oil supply for emergency generator
Identify internal assembly areas, such as
Interior rooms, elevator lobbies, and/or corridors without any
windows
Designate alternate locations for business continuity should management
office and/or mechanical penthouse become inaccessible
Assemble a list of emergency radio stations
Keep a battery or hand-crank radio
Maintain landscaping
Remove dead branches
Before a storm arrives (if safe to do so)
Secure outside items
Bring small items inside
Take necessary precautions, including early evacuation if directed by
public officials
Become familiar with shelter-in-place and evacuation announcements for
PA system, electronic communication, etc. (see Announcement Section for
samples)
SEVERE WINTER STORMS
WINTER STORM TERMS
Winter Storm Watch- heavy snow and/or ice may occur
within 12 to 36 hours
Winter Storm Warning-hazardous winter weather is
occurring, imminent, or likely
Blizzard-heavy snowstorm, strong winds of at least 35mph,
and poor visibility (1/4 miles or less) for 3 hours or more
SHELTER-IN PLACE PROCEDURES
Property Manager collects tenant contact list, cell phone,
BlackBerry, and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of
problem and steps taken
Instructs tenants to draw curtains or blinds
Depending on conditions, instructs tenants to remain in
office or report to internal assembly area
Updates tenants often
EVACUATION PROCEDURES
Property Manager collects tenant contact list, cell phone,
BlackBerry, and radio and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of problem,
and steps taken
Instructs tenants to draw curtains or blinds
Provides evacuation instructions, including which exit
routes to use
Warns tenants to be cautious of slippery conditions
Updates tenants often
Building staff helps occupants requiring assistance as needed
and determines which hospital(s) are being used
Tenants account for employees; relay names and last known
locations of missing persons to emergency personnel and
building staff
SEVERE WINTER STORMS
DETECTION
STAFF RESPONSE
 Winter storm watch or warning
National Weather Service/Emergency
Alert System
News Media
 Severe weather conditions
INVESTIGATE
 What is the storm’s direction and how quickly
is it moving?
If storm is occurring, have weather conditions
caused damage to the building?
Are authorities asking people to seek shelter
NOTIFY
 Inform building staff and TSC-escalate up
 Alert security, retail and vendors
 Property Manager makes initial announcement
to tenants ASAP and conveys
 What is known
 Steps being taken
 What tenants should do
Do conditions call for a
partial or full evacuation?
YES
NO
STAFF RESPONSE
Property Manger implements shelter in
place (see Shelter-in-Place Procedures on
top page)
 Building staff listens to local news media
for up-to-date information
 Clears walkways and driveways
(building entrances and parking
garage)
 Removes snow from emergency exit
doors to prevent blockage
 Keeps areas around fire hydrants,
sprinkler valves, and Siamese
connections clear
 Monitors temperature and water pipes
in unoccupied areas
 Building staff and security confine radio
use to essential communication







Property Manger implements partial or
full evacuation (see Evacuation
Procedures on top page)
TSC or engineer shuts down or restores
utilities and building systems as
directed
Security sections off dangerous areas
and prohibits unauthorized access
Designated staff responds to phone
calls from tenants if safe to do so;
otherwise, staff should evacuate
Attendant opens garage exit gates
Building staff and security confine radio
use to essential communication
INVESTIGATE (after storm)
 Assess damage
 External; exposed wires, fallen trees,
etc.
 Internal; all building systems and
equipment
RESTORE
NOTIFY

SEVERE WINTER STORMS
When building is safe, notify
 TSC, building staff, tenants, retail and
vendors
 Risk management and service
providers
 Take pictures of damage
 Contact specialized vendors and repair
damage
 Remove snow, ice, or debris
 Restore and reset building systems
 Clean, service and recertify
 Activate continuity plan if management
office or mechanical penthouse is
inaccessible
 Prepare incident report using RP standard
template
SHELTER IN PLACE
BACKGROUND
RECOMMENDED SUPPLIES
Implement when it is safer inside than outside the building
Explosion, threat or hazardous material spill outside
Tornado, hurricane, or severe winds
Civil disturbance or police activity
Chemical, biological, or radiological release
Two forms
Remain at workplace
Move to interior refuge area
Duration often is less than 30 minutes, but could last several hours
or more
Tenants cannot be prevented from leaving but may be denied
reentry
Personal Management Services/Engineering Staff Bags
PRE-INCIDENT PLANNING
Tenants should identify windowless shelter areas in their
space with minimal number of vents
Interior corridors
Conference rooms or work areas
Restrooms
Pantries or reception areas
Elevator lobbies
Document where emergency supplies and first aid kits are
kept if available
Check regularly to ensure supplies are adequately
stocked and expiration dates are current
Encourage tenants to maintain emergency supplies
Update monthly the tenant and staff contact lists
Update quarterly the list of individuals requiring assistance
Prepare Shelter-in-Place signage to be used later as needed
Check door and window seals regularly to ensure airtight
conditions
Post instructions near control panel if HVAC can be set to
maximize intake of outside air to dilute contaminants in
building
Know location of tenant-controlled ventilation and HVAC
units (e.g., restaurant hoods)
Encourage CPR and first aid training
SHELTER IN PLACE
Water (several days)
Nonperishable food
(several days)
Can opener
Whistle
Hat or vest
Flashlight and spare batteries
Evacuation mask
Medicine (several days)
Change of clothes and
comfortable shoes
Battery or hand-crank
radio
Batteries and chargers
Tools and flashlights
First aid kit
Paper towels and tissues
Sanitary wipes or hand
cleaner
Duct tape
Plastic sheeting
Latex gloves
Garbage bags
Battery-powered megaphone
Important documents and plans
Toner cartridges
Blankets/fire blankets
Folding cots
Water
Disposable camera with flash
Digital camera memory
cards/sticks and batteries
Building Bag
Office Supplies
SHELTER-IN-PLACE PROCEDURES
Property Manager collects tenant contact list, cell phone, BlackBerry
and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, location of problem,
and steps taken
Instructs tenants to remain in office or report to internal
assembly areas. Depending on emergency situation, may
suggest
Enclosed shelter areas away from vents or elevator
shafts; may recommend sealing off these areas
Underground locations
Updates tenants often
If warranted, engineer reserves elevator connected to emergency
generator for relocation to different floors; secures the remainder
SHELTER IN PLACE
INVESTIGATE
Type and location of threat
Source of information (tenant, emergency
personnel, media, e-mail, etc.)
Response warranted
Remain at workplace
Move to interior refuge area
NOTIFY
 Call 911 with pertinent information
 Provide building name and street
address
 Describe nature and location of
incident
 Report injuries
 Give your name and phone number
 Notify TSC-escalate up
 Alert security (to report to property if
needed)
 Notify retail, vendors, and adjacent
properties (if appropriate)
 Property Manager makes initial
announcement to tenants ASAP
 Describes what has occurred, location
of problem, and steps taken
 Instructs occupants to stay at their
desks or relocate to predetermined
shelter-in-place areas
 Updates tenants often
SHELTER IN PLACE
STAFF RESPONSE
 Engineer
meets arriving emergency personnel, if any, and
provides
 Incident information
 Building diagrams
 Master keys
 Other items as requested
 TSC or engineer shuts down or adjusts HVAC as appropriate
 Property Manager contacts tenants to shut down
independent HVAC systems whenever building systems
are shut down
 Building staff and security implement lockdown
 Close windows and exterior doors
 Close interior doors if necessary
 Close loading dock
 Monitor entrances and exits, including retail and garage
 Post signage on entrances (“Sheltering in Place: No
Entry”)
 Direct those outside to seek shelter if safe to do so
 Prevent reentry to those who could bring contaminants
inside
 When contaminant is inside the building, prevent use of
elevators
 Property Manager provides frequent announcements to
tenants
 Designated staff responds to phone calls from tenants
 If available, building staff helps occupants requiring
assistance to shelter-in-place locations
 Building staff reports injuries; provides first aid if trained
 Building staff and security confine radio use to essential
communication, keep airwaves free for critical information
 Building staff and security conduct building evacuation when
conditions are safer outside than inside
 TSC or engineer purges air of contaminants after
evacuation if applicable
NOTIFY


Consult with emergency personnel
as warranted
When safe to end shelter in place,
notify
 TSC
 Tenants, retail and vendors
 Risk management
 Building staff
RESTORE
 Take pictures of damage
 Contact specialized vendors and
repair damage electrical, water,
HVAC, glass etc.)
 Clean up, decontaminate, or
disinfect as necessary
 Restore, reset and recertify
building systems as required
 Prepare incident report using RP
standard template
 Provide counseling services if
needed
EVACUATION
PRE-INCIDENT PLANNING
 Determine safe exit routes
 Establish one primary and two alternate assembly areas in different
locations at least 300 feet from the building. Select areas large enough to
fit all occupants and staff. Notify neighboring buildings of your choice.
 Prepare evacuation instruction procedures for alarm system and post by
fire alarm panel
 Update monthly the tenant and staff contact lists
 Update quarterly the list of individuals requiring assistance
 Identify tenants with critical functions in advance
 Establish building staff evacuation team, including Safety Director,
Assistant and Monitors for building exits
 Encourage tenants to create evacuation teams with Floor, Stairwell, and
Impaired Persons Monitors
 Identify alternate command station
 Designate alternate locations for business continuity should management
office and/or mechanical penthouse become inaccessible
 Know how to operate and shut down HVAC if TSC cannot do so remotely
 Know location of tenant-controlled ventilation and HVAC units
 Become familiar with emergency announcements for PA system, electronic
communication, etc. (see Announcement Section for samples)
BUILDING SHUTDOWN CHECKLIST
 Contact security vendor(s) to lock down the building
 Place elevators on security service
 Open garage access gates
 Close roll-down doors to loading docks
 Shut down HVAC equipment
 Secure exhaust fans
Restrooms
Electrical rooms
Mechanical machine
Tenant risers if necessary
 Ensure all outside air dampers are fully closed
 Inventory all building systems
Life safety, including
Electrical
emergency generator
Mechanical
Utilities
Plumbing
EVACUATION
EVACUATION PROCEDURES
Engineer reports to fire control room
Property Manager collects tenant contact list, cell phone, BlackBerry,
and radio, and reports to main lobby
Using PA or alternate system, Property Manager
Informs tenants of what has occurred, locations of problem,
and steps taken
Provides specific evacuation instructions, including which exit
routes and external assembly areas to use (e.g., if hazard is
airborne, evacuate upwind)
Instructs tenants not to return to building until an “all clear”
has been issued
If assembled outside, notifies via runner
If tenants have dispersed, notifies via email and
website updates
Updates tenants often
If entire building must evacuate and all other notification systems
fail, pull fire alarm
Building staff conducts visual search in property management area(s)
Do not search hazardous areas; report areas to emergency
personnel and Property Manager
Engineer secures elevators
Building staff helps occupants requiring assistance
as needed
Building staff determines which hospital or
hospitals are being used
Tenants account for employees; relay names and
last known locations of missing persons to
emergency personnel and building staff
EVACUATION
DETECTION
Fire
Explosion
Hazardous material spill
Internal airborne hazard
Gas leak
Bomb threat or suspicious package
Forecasted natural disaster (hurricane,
flooding, etc.)
 Extended utility outage







STAFF RESPONSE
RESTORE
Manger implements partial or full
evacuation (see Evacuation Procedures on
top page)
 Engineer meets responding emergency
personnel and provides
 Take pictures of damage or contaminated
areas
 Contact specialized vendors and repair
damage (structural, electrical, water,
HVAC, glass, etc)
 Clean up, decontaminate, or disinfect as
necessary
 Restore and reset building systems
 Clean, service and repair
 Recertify critical equipment
 Activate continuity plan if management
office or mechanical penthouse is
inaccessible
 Prepare incident report using RPstandard
template
 Provide counseling services if needed
 Property
 Incident
information
diagrams
 Master keys
 Other items as requested
 Building
 TSC
INVESTIGATE
Cause and location of threat
Size of affected area
Is it contained or spreading?
Is it safer outdoors or inside?
If safer inside, see Shelter in Place
Should partial or full evacuation be
implemented?
or engineer shuts down HVAC
system. Depending on type and severity
of incident, may also
 Close
any HVAC dampers and turn off any
fans between buildings
 Shut down any air handling units in nearby
or adjacent buildings
 Property
Manager contacts tenants to shut
down independent HVAC systems
 Building staff reports injuries; provides
first aid if trained
 Determines
being used
NOTIFY
 Call 911 with pertinent information
 Provide building name and street address
 Describe location and type of incident
 Relay type and location of activated alarm
 Report injuries
 Give your name and phone number
 Property Manager makes initial announcement
to tenants ASAP and conveys
 What is known
 Steps being taken
 What tenants should do
 Notify TSC-escalate up
 Alert security (to report to property if needed)
 Notify retail, vendors, and adjacent properties
(if appropriate)
EVACUATION
 Designated
which hospital or hospitals are
staff responds to phone calls
from tenants if safe to do so; otherwise,
staff should evacuate
 Attendant opens garage exit gates
 Security closes loading dock
 Building staff and security confine radio
use to essential communication, keeping
airwaves free for critical information
NOTIFY
 When building is safe, notify
 TSC
 Tenants, retail and vendors
 Risk management
 Building staff
 Service providers
EMERGENCY RESPONSE ANNOUNCEMENTS
PRE-INCIDENT PLANNING
Establish primary and additional means of communication to
disseminate information
Survey PA system to determine zoned coverage and audibility
Become familiar with emergency announcements for PA system,
electronic communication, etc.
Keep copies of prewritten announcements at four locations
1. Property management office
2. Engineer’s office
3. Security console or office
4. Fire control room
Property Manager and designate building staff store templates of
prewritten announcements on their computers
Appropriate announcement can be quickly accessed and
adapted before sending as blast e-Mail
Update monthly the tenant and staff contact lists
Familiarize new staff with building systems and emergency procedures
within five days
Ensure staff understands
Whether building has a full-evacuation or enhanced-alarm
system
Which floors will go into alarm
The difference between full and partial evacuation
The two types of shelter-in-place responses
Staying at desk or workstation
Moving away from windows to internal location(s)
Identify tenants with critical functions in advance
Establish building staff evacuation team
Property Manager, Engineering Operations Manager,
Security, and other essential building staff
Encourage tenants to create evacuation teams with Floor,
Stairwell, and Impaired Persons Monitors
Identify alternate command station
Identify internal and external assembly areas, with alternates,
to be used by tenants and building staff
GUIDELINES FOR EMERGENCY TENANT COMMUNICATIONS
1.
Provide information as quickly as possible even if the full nature of
the problem is not yet known. Tenants often will be aware that
something is unfolding. In the absence of timely information from
property management, tenants will begin to make their own response
decisions, which could endanger themselves, building staff and emergency
personnel.
2.
Update tenants often. Until tenants have left the building, they will
need frequent updates from property management. It is hard to over
communicate in an emergency.
3.
Focus on the response rather than the cause. Tenants need to know
what has caused the situation, but focus mainly on what tenants need to
do. Too much detail about the cause of an emergency generates fear.
Focusing on the response lets people know a plan is in place, help is on the
way, and they can take concrete steps to help control the situation.
4.
Do not speculate. Communicate what you know and what you do not
know. Tell tenants you will update them as quickly as information
becomes available.
5.
Model calm. Panic is infectious. Speak clearly and calmly and encourage
tenants to remain calm.
EMERGENCY RESPONSE ANNOUNCEMENTS
EMERGENCY RESPONSE ANNOUNCEMENTS
DIRECTIONS
These announcements can be used as
templates for creating situation-specific,
building-specific emergency
communications at your property
Italicized text in each announcement
indicates where building staff will need to
insert situational information
Italicized text should not be read
SHELTER IN PLACE
 May I have your attention please.
May I have your attention please.
Property management has been
informed of a situation affecting
the building.
 Insert short description of the
situation here.
 Example: There is police
activity outside the building.
 Building staff and emergency
personnel are responding.
 For you safety, please:
 List things tenants should and
should not do
 Example #1: Please remain
at your work area. Do not use
elevators until further notice.
Stay calm and dispel rumors.
 Example #2: Please draw
curtains or blinds, if safe to do
so, and move away from
windows to designated
internal assembly areas.
Close but do not lock office
doors behind you. Do not use
elevators until further notice.
Stay calm and dispel rumors.
 We will update you as soon as
more information is available.
Thank you.
PARTIAL EVACUATION
 May
I have your attention please. May I have
your attention please. Property management has
been informed of a situation that requires partial
evacuation of the building.
 Insert short description of the situation here.
 Example: We have a fire reported on the 5 th Floor.
 Building staff and emergency personnel are
responding.
 Provide evacuation directions.
 Example: Occupants on floors ____ through ____,
please move to the nearest stairwell and begin to
exit the building. Do not use the elevators.
Occupants on all other floors, please remain at
your work area.
 If a stairwell or section of the building is known to
be unsafe, provide specific instructions
 Example: Do not use Stairwell A, Proceed to
Stairwell B in the northeast corner of the building.
 For your safety, please:
 Leave extra belongings behind.
 Stay to one side of the stairwell and hold the
railing as you descend the stairs to leave
room for emergency personnel.
 Remain quiet in order to hear future
announcements.
 Once outside the building, do not stop.
Proceed to your designated external
assembly area.
 Briefly list other things tenants should and
should not do.
 Example: Remove and carry high heels.
Allow occupants from other floors to file in
to the stairwell while keeping an orderly
flow of traffic.
 We will update you as soon as more information
is available. Thank you.
EMERGENCY RESPONSE ANNOUNCEMENTS
FULL EVACUATION

May I have your attention please. May I
have your attention please. Property
management has been informed of a
situation that requires a full building
evacuation.
 Insert
short description of the situation here.
We have a natural gas leak on the 5th
 Example:
floor.

Building staff and emergency personnel
are responding
 Provide
evacuation directions.
move to the nearest stairwell and begin
building evacuation. Do not use the elevators.
 If a stairwell or section of the building is known to
be unsafe, provide specific instructions.
 Example: Do not use Stairwell A. Proceed to
Stairwell B in the northeast corner of the building.
 Example:


For your safety, please:
 Leave extra belongings behind.
 Stay to one side of the stairwell and
hold the railing as you descend the
stairs to leave room for emergency
personnel.
 Remain quiet in order to hear future
announcements.
 Once outside the building, do not stop.
Proceed to your designated external
assembly area.
 Briefly list other things tenants
should and should not do.
 Example: Remove and carry high
heels. Allow occupants from other
floors to file in to the stairwell while
keeping an orderly flow of traffic.
We will update you as soon as more
information is available. Thank you.