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by By Amy Zellmer, CMP, SMMC | October 01, 2010

The following checklist was compiled by Amy Zellmer, CMP, SMMC, director of strategic initiatives and data privacy officer for Meetings & Incentives, a full-service meetings management company.

Location ContactsLocal emergency numbers

Venue emergency number (if applicable)

Event owner contact information

Organization security on-site contact (if on-site)

Lead planner and on-site staff

Hotel/venue security


Location InformationEvent command center and venue command center

Indoor relocation area and outdoor evacuation area

Nearest 24-hour pharmacy and hospital

Alternate airports

Weather forecasts/updates (weather.com,noaa.gov)

Travel health information/updates (cdc.gov/travel)

Emergency/disaster activity (fema.gov)

Other groups/events in town (local CVB)

Possibility of on-call doctor, automatic external defibrillator, public-address system, CPR-certified staff and/or 24-hour security

Venue fire plan and public-emergency checklist


Organization GuidelinesWhat to report, when to report it and whom to call

Incident report form and to whom it should be submitted

Who accompanies an attendee to the hospital/clinic if necessary, and how long they stay

Home office support services/roles/responsibilities

Financial expenditures/responsibilities

Post-event support

On-site lead, staff and security responsibilities

Attendee management

Control room location, equipment, staffing

Communication among attendees, staff, home office, media and emergency personnel

Procedure for cancellation, last-minute or while on-site

Early departures/evacuation


Resource ContactsTransportation: airlines, airports, car rental, bus companies, train, taxi

Airline or air industry flight-status website for tracking possible delays or airport closings

CDC, FEMA, DHS, WHO, TSA, U.S. Department of State, Red Cross, passport/visa contacts, human resource and legal departments


Supporting DocumentsVenue floor plan

Vicinity map

Attendee list with mobile numbers, emergency contacts and special needs

Arrival/departure manifest

Fly/drive report

Rooming list with room numbers

Off-site activity reports

Contingency plans for specific emergencies (bomb threat/terrorism, earthquake, hurricane, tornado, etc.)


CommunicationDistribute full emergency plan with supporting documents to the meeting event owner, home office emergency/security teams, and on-site staff and security team.

Before event, supply attendees with on-site/hotel contact info, 24-hour emergency hotline number and air travel emergency contact number.

During event, convey to attendees the indoor relocation/outdoor evacuation areas, nearest exits in meeting rooms, evacuation route from guest rooms, nearest hospital and pharmacy, and where to report in an emergency.