what to tell attendees
• Before the event, provide attendees with your "while away" contact information, a 24-hour emergency hotline number and an air-travel emergency contact.
• While on-site, inform attendees about indoor relocation and outdoor evacuation stations; the nearest exit from each meeting room; the evacuation route from guest rooms; the nearest hospital and pharmacy, and where to report an emergency.
Our mission at iJET is to increase our clients' confidence and readiness to operate globally and securely. Safety is a collaborative effort, however. While an organization like ours can provide destination and travel intelligence to reduce risk, meeting organizers should have all of the following information and resources at the ready.
LOCAL CONTACTS
• Local emergency numbers
• Venue emergency number (if applicable)
• Event owner contact information
• Organization security on-site contact
• Lead planner and on-site staff
• Hotel/venue security
LOCAL INFORMATION
• Event command center and venue command center
• Indoor relocation area and outdoor evacuation area
• Nearest 24-hour pharmacy and hospital
• Alternate airports
• Weather (weather.com or noaa.gov)
• Travel health information
• Recent emergency activity
• CVB for information on other groups/events
• Venue fire plan
• Physical- and information-security checklists
• Consider whether you need the following: doctor on call; automated external defibrillators (AEDs); public address system; CPR-certified staff; 24-hour security
ORGANIZATIONAL GUIDELINES
• What should be reported, when to report it and who to call
• Incident report form and to whom it should be submitted
• Who accompanies an attendee to the hospital/clinic and how long they stay
• Any applicable home-office support services, roles, responsibilities
• Financial expenditures, responsibilities
• Post-event support
• On-site lead, staff, security responsibilities
• Attendee management
• Control-room location, equipment, staffing
• Communication chain: attendee, staff, home office, media, emergency contacts
• Cancellation procedures: last-minute and while on-site
• Early mass departures, evacuation
EMERGENCY RESOURCES
• Transportation contacts: airlines, airports, car rental, bus companies, train, taxi
• Flight-status website to track delays/airport closings
• CDC, FEMA, DHS, WHO, TSA, U.S. Department of State, Red Cross, passport/visa contacts, human resources and legal departments, weather updates
EVENT DOCUMENTS
• Venue 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
EMERGENCY-RESPONSE PLANS
• Air-travel disruption
• Bomb threat, terrorism
• Civil unrest, social disturbance
• Earthquake, fire, flood, hurricane, tornado
• Evacuation/relocation
• Information breach
• Limited/loss of communication or power
• Medical/death
• Missing attendee
• Pandemic
• Structural collapse
• Toxic chemical spill