Emergency Management
IEEE Panel of Conference Organizers (POCO)
Prague, Czech Republic
16-18 July 2009
Samantha H. Padilla, CAE
Staff Director, IEEE Meetings & Conferences
Why Prepare for an Emergency?
Past Situations Include:
– Volunteer becomes seriously ill or dies at a meeting
– Exhibitor/Attendee has an accident at a conference
– Attendee disrupts a conference with abnormal or
violent behavior
– Natural disaster occurs during a conference
– Legal action is taken just prior to a conference,
effectively closing the conference
– Act of terrorism occurs in the host city
– Pandemic is declared
2
3-Oct-15
Overview of Emergency
Management
1.
Preparedness and Mitigation

2.
3.
Develop a Conference Emergency Response Plan – BEFORE a
situation occurs
Response

Activate your plan!

Address the immediate situation - Medical and Safety

Activate IEEE Emergency Response - Contact IEEE Operations Center
Recovery

Address any follow-up actions to close the activity
Preparedness and Mitigation:
Emergency Response Plan
Basic plan should include:
– Emergency Management Group communication and
leadership tree with contact numbers and backup plan if
telephone communication not working
– Identification of location for onsite command center
– Identification of vulnerabilities, different levels of
emergencies and response to each
– Host facilities’ emergency plans
– Plan to disseminate information to exhibitors and
attendees
Preparedness and Mitigation:
Plan Development
Identify vulnerabilities, assess risks and have
plan for each
– Conduct a vulnerability analysis
– Determine probability and assess impact
– Plan for highest probability/impact risks
Local Resources
– Include safety and security issues in your RFP and
Site Visit process
Monitor Local Events
What can you do now?
Response:
Address Immediate Situation
Activate and follow your plan!
Obtain immediate medical assistance where needed.
Work with your local contact – hotel managers (security, CSM, etc).
Contact the proper local authorities ( i.e. police, fire dept, etc).
Safety is a prime concern. Do everything possible to assure the
safety of our volunteers, exhibitors, and attendees at meetings and
conferences.
Arrange for local support for individual impacted by the situation.
Cooperate fully with any immediate investigation of the
incident/matter.
Attempt to identify anyone who might have witnessed the incident.
DO NOT DISCUSS ISSUES PERTAINING TO POSSIBLE NEGLIGENCE OR
POTENTIAL LIABILITY.
Response:
Activate IEEE Emergency Response
Contact IEEE Senior Staff Representative
– Act as the agent at IEEE Headquarters
– Activate response team:
 Insurance
 IEEE Corporate Communications
 IEEE Volunteers and Staff Leadership as needed
If approached by the Media, DO NOT give statements
– Get reporters affiliation, name and contact information and inform
them that someone will respond to them
– Provide this information immediately to Sr. Staff Rep
– Sr. Staff Rep and Corporate Communications will work with you to
determine:
 What, if any statements should be made
Recovery:
Address follow-up actions to close the activity
Cooperate with investigations
– Cooperate fully with any investigation of the
incident/matter
– Attempt to identify anyone who might have
witnessed the incident.
– Do not discuss issues pertaining to possible negligence
or potential liability
Recovery:
Address follow-up actions to close the activity
Address any near-term activities. Examples might
include:
– Obtaining copies of paperwork from local authorities
– Paying bills ( e.g. hotel bills)
– Cleaning out hotel rooms and packing belongings
Be prepared to function as IEEE’s primary
representative/point person
– Keep the lines of communications open with IEEE
Headquarters and local groups (e.g. local authorities,
hospitals, insurance carriers, etc.)
Things to Know
IEEE has staff that speak many languages, if necessary utilize
these staff members to assure that communications are clear.
IEEE Meetings and Conference Management group has
experience in these situations. Use them if you need help.
IEEE does have Insurance for volunteers and staff traveling
outside of their country of residence. This insurance will cover
much of the expenses that might be incurred. Insurance will not
cover attendees at a conference or vendors who are exhibiting
at a conference.
– Insurance company has facilities to address some of the
normal logistical things that might occur – medial transport,
funeral arrangements, transport of remains, etc.
– Required: Committee list must be submitted to IEEE prior to
budget approval
Local volunteers can provide insight and assistance.
Summary
• Develop a plan BEFORE an emergency occurs
• Address the immediate situation
• Notify the IEEE Operations Center
• Work in coordination with facility staff and local
authorities
• Address any follow-up actions to close the plan
• Do not discuss issues pertaining to possible negligence
or potential liability
Emergency Management Group
Contact Information
Contact
Role
Responsibility
Work
Mary Ward-Callan
Managing Dir
Technical Activities
Activate the IEEE
Emergency Response
Plan
732-562-3850
Cecelia Jankowski
Managing Dir
Regional Activities
Activate the IEEE
Emergency Response
Plan
732-562-5504
Samantha H. Padilla
Staff Director,
Meetings and
Conferences
Activate the IEEE
Emergency Response
Plan
732-465-5889
Conference Lead
General Chair (?)
IEEE Conference
Staff (?)
Facility Lead
Convention Svcs
Mgr (?)
Security Mgr (?)
OTHERS…
Conference
Spokesperson, etc,
as determined during
plan development
Mobile
732-535-0986
Resources
IEEE Crisis & Issues Communication Plan
– Contact IEEE Conference Services:
[email protected]
World Health Organization (WHO)
– www.who.int
Emergency Email & Wireless Network
– www.emergencyemail.org
Meeting Planners Handbook, Chapter 4,
Crisis Management & Emergency Planning
http://www.mimegasite.com/mimegasite/tools/mph/index.jsp
13
3-Oct-15
Thank You
Descargar

Emergency Management