Emergency Preparedness for Meetings

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 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


 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


 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

 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


 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


Air-travel disruption

 Bomb threat, terrorism

Civil unrest, social disturbance

 Earthquake, fire, flood, hurricane, tornado


Information breach

Limited/loss of communication or power


 Missing attendee


 Structural collapse

Toxic chemical spill