During the Program Planning Phase

Be aware of your risk level for flooding in your region.

Discuss and determine decision timelines and thresholds for enacting alternative plans as applicable to each emergency’s risk factor.  Sample identifiers would be:

·         Credible weather warnings

·         Precipitation accumulation

Before a Flood

Stay tuned to local media & community messaging.

DMC POC communicates with client POC and essential DMC employees regarding increased potential risks.

During a Flood

Follow emergency and evacuation protocols.

Stay tuned to local media – evacuate when required.

Take cell phones, charger, critical hardware, and emergency kits with you.

Do not walk, swim or drive through flood waters.

Stay off of bridges over fast-moving water.

If the vehicle is trapped in rapidly moving water, ask guests to remain inside. If water is rising inside the vehicle encourage guests to get on the roof.

If trapped in a building, direct guests to its highest level. Only get on the roof if necessary and once there – signal for help.

After a Flood

As soon as safety permits, DMC POC communicates with client POC and essential DMC employees.

Account for all attendees and staff.

Immediately check for injuries and follow emergency protocols. Seriously injured persons should not be moved unless they are in danger of further injury.

Listen for news reports to learn whether the community’s water supply is safe to drink.

Avoid floodwaters; water may be contaminated. Water may also be electrically charged from underground or downed power lines.

Be aware of areas where floodwaters have receded, roads may have weakened and could collapse under the weight of a car.

Wait until an area is declared safe before entering to secure the site and survey damage.

During the Program Planning Phase

Be aware of your risk level for wildfires in your region.

Discuss and determine decision timelines and thresholds for enacting alternative plans as applicable to each emergency’s risk factor.  Sample identifiers would be:

·         Credible fire and weather warnings

·         Distance and severity from meeting or conference

·         Evacuation warnings

During a Wildfire

Stay tuned to local media – evacuate when required.

Evacuation orders will often be swift and accurate for affected areas. However, if unable to evacuate, ask guests to stay inside and away from outside walls. Direct guests to a pre-designated shelter area such as a safe room, basement, storm cellar, or the lowest building level. If there is no basement, go to the center of an interior room on the lowest level (closet, interior hallway) away from corners, windows, doors, and outside walls. Put as many walls as possible between you and the outside. Do not open windows.

Mark your position clearly with anything that may signal rescue workers to your presence inside the building. This could be articles of clothing or bright colored material attached to the outside of your location.

Communicate with the venue/hotel staff regarding closing windows, vents, doors, blinds, as well as shutting off gas meters, pilot lights and propane tanks and turning on all lights in the building to increase visibility in heavy smoke.

After a Wildfire

As soon as safety permits, DMC POC communicates with client POC and essential DMC employees.

Account for all attendees and staff.

Immediately check for injuries and follow emergency protocols. Seriously injured persons should not be moved unless they are in danger of further injury.

Avoid hot ash, charred trees, smoldering debris, and live embers. The ground may contain heat pockets that can burn you or spark another fire. Consider the danger to pets and livestock.

Wildfires dramatically change landscape and ground conditions, which can lead to increased risk of flooding due to heavy rains, flash flooding and mudflows

Listen to authorities to find out when it is safe to return, and whether water is safe to drink

Consider relocation during recovery, depending upon damage to structure.

During the Program Planning Phase

Confirm if the venue has functioning smoke detectors and/or alert system.

During a Fire

Upon discovery, activate the nearest fire alarm to notify the Fire Department and follow emergency protocols.

Direct guests to exit the venue and assemble in the predetermined rally point. 

Crawl low under any smoke to your exit. Heavy smoke and poisonous gases collect first along the ceiling.

Before opening a door, feel the doorknob and door. If either is hot, or if there is smoke coming around the door, leave the door closed and use your second way out.

If you open a door, open it slowly. Be ready to shut it quickly if heavy smoke or fire is present.

If you can’t get out, close the door and cover vents and cracks around doors with cloth or tape to keep smoke out. Call 9-9-9 or your fire department. Say where you are and signal for help at the window with a light-colored cloth or a flashlight.

If your clothes catch fire, stop, drop, and roll – stop immediately, drop to the ground, and cover your face with your hands.  Roll over and over or back and forth until the fire is out. If you or someone else cannot stop, drop, and roll, smother the flames with a blanket or towel. Use cool water to treat the burn immediately for three to five minutes. Cover with a clean, dry cloth. Get medical help right away.

After the Fire

As soon as safety permits, DMC POC communicates with client POC and essential DMC employees.

Account for all attendees and staff.

Immediately check for injuries and follow emergency protocols. Seriously injured persons should not be moved unless they are in danger of further injury.

Remain outside until authorities deem it is safe to re-enter.

Consider relocation during recovery, depending upon damage to the building.

During the Program Planning Phase

Be aware of your risk level for high heat and humidity in your region.

Discuss and determine decision timelines and thresholds for enacting alternative plans as applicable to each emergency’s risk factor.  Sample identifiers would be:

·         Heat Index / temperature

·         Group demographics

·         Service activity level

Before the Extreme Heat

Pay attention to weather reports. Meteorologists can predict when conditions might be right for extreme heat.

If risk of extreme heat is high, consider providing extra fluids and shaded areas for guests.

During Extreme Heat

Guests should avoid strenuous activities. Recommend guests wear light clothing.

Do not use electric fans when the temperature outside is more than 95 degrees, as it could increase the risk of heat-related illness. Fans create air flow and a false sense of comfort, but do not reduce body temperature.

Know the signs of heat-related illness and how to respond to it.

Heat Cramps

• Signs: Muscle pains or spasms in the stomach, arms, or legs
• Actions: Go to a cooler location. Remove excess clothing. Take sips of cool sports drinks with salt and sugar. Get medical help if cramps last more than an hour.

Heat Exhaustion

• Signs: Heavy sweating, paleness, muscle cramps, tiredness, weakness, dizziness, headache, fainting, nausea, vomiting
• Actions: Go to an air-conditioned place and lie down. Loosen or remove clothing. Take a cool bath. Take sips of cool sports drinks with salt and sugar. Get medical help if symptoms get worse or last more than an hour.

Heat Stroke

• Signs:
  • Extremely high body temperature (above 103 degrees) taken orally 
  • Red, hot, and dry skin with no sweat
  • Rapid, strong pulse
  • Dizziness, confusion, or unconsciousness
• Actions: Call 9-9-9 or get the person to a hospital immediately. Cool down with whatever methods are available until medical help arrives.

During the Program Planning Phase

Policies and Procedures

Review relevant local/state regulatory agency policies and orders, such as those related to events, gatherings, and travel.

Consult local health officials about recommended testing policies for events and gatherings.

Consult with the venue operators about their existing policies prior to the event.

Develop a plan to conduct daily health checks (e.g., temperature screening) of staff and attendees.

Develop a plan to allow for social distancing before, during, and after the event (e.g., limiting attendance and modifying layouts before the event, providing physical barriers during the event and staggering exit times after the event).

Consider developing online attendance options in addition to in-person attendance to help reduce the number of attendees at the event.

Determine if onsite medical assistance is needed and designate a staff person responsible for responding to all pandemic related situations and concerns. Make sure other staff and attendees know how to contact this person.

Develop policies that encourage sick staff members to stay at home without fear of job loss or other consequences. Protect their privacy, particularly for those with underlying medical conditions and at higher risk for severe illness).

Develop a plan to monitor absenteeism of staff, cross-train staff, and create a roster of trained back-up staff.

Develop a transportation and parking plan to limit contact between attendees (e.g., staggered arrival and ride share drop-off times or locations).

Prevention, Detection, Response: Develop a plan for if someone gets sick or shows symptoms while at the event or venue.

Develop a plan to safely serve food, beverages, and merchandise, if applicable.

Determine if local authorities need to be made aware of the event.

Facilities and Supplies

Determine if PPE needs to be ordered.

Develop a schedule for increased routine cleaning and disinfection and consider staggered use of shared spaces.

Develop a plan to use multiple entrances and exits to discourage crowding in waiting areas.

Develop a plan to change seating layout or availability of seating or block off rows or sections so that attendees can stay at least 6 feet apart.

Create physical guides, such as tape on floors and signs on walls, to promote social distancing.

Develop a plan to eliminate lines or queues if possible or encourage people to stay at least 6 feet apart by providing signs or other visual cues such as tape or chalk marks in congregation areas such as entrances, exits, and restrooms if a 6-foot distance between attendees is hard to ensure.

Ensure organizations that share the venue facilities such as food vendors are aware of and follow all safety protocols.

Education and Training

Create a plan for educating staff and attendees to ensure they know that they should not come to the event if they become sick or have symptoms, test positive for the disease, or have been exposed to someone with symptoms or someone suspected or confirmed to have the disease. Make sure they know that if they get sick at the event, they should notify event administrators (e.g., the designated pandemic point of contact) right away.

Create and implement training to be delivered to staff on all safety protocols.  Conduct training virtually or maintain social distancing during training

During the Program Planning Phase (Continued)

Communication and Messaging

Develop a plan to create and disseminate clear messages about behaviors that prevent spread of disease to staff and attendees before the event:

·         websites

·         email

·         social media accounts

·         other

Create signs to place in highly visible locations that promote everyday protective measures such as wearing cloth face coverings and that describe how to stop the spread of germs in:

·         entrances

·         dining areas

·         restrooms

·         other

Establish an escalation plan and who is enforcing policies.

Develop a plan to communicate with partner organizations such as suppliers to ensure that they are aware of all of your safety protocols.

Develop signs and communication in alternative formats (e.g., large print posters, braille, American Sign Language) for people who have limited vision, or are blind, or people who are deaf or hard of hearing.

Develop regular announcements on reducing the spread of the disease to be broadcast on public address systems.

Create a plan for communicating with staff and attendees about whom to contact if they have questions and concerns related to the pandemic.

Develop a plan to communicate with partner organizations such as suppliers and venues to ensure that they are aware of all of your safety protocols.

Develop a plan before someone gets sick, when someone gets sick and after someone gets sick

During the Pandemic

General Health Guidance

Avoid close contact with people who are sick.

When you are sick, keep your distance from others to protect them from getting sick too.

Cover your mouth and nose with a tissue when coughing or sneezing. It may prevent those around you from getting sick.

Washing your hands often will help protect you from germs.

Avoid touching your eyes, nose or mouth.

Practice other good health habits. Get plenty of sleep, be physically active, manage your stress, drink plenty of fluids, and eat nutritious food.

Policies and Procedures

Maintain regular contact with local health authorities to ensure adherence to their most up-to-date guidance.

If pre-determined with the Client POC that medical assistance or medical personnel are to be onsite, communicate regarding all safety protocols and related polices as well as designated medical areas.

Have a roster of trained back-up staff that is updated in case a staff member is sick and replacements needs to be secured.

If pre-determined with the Client POC, communicate with the onsite medical assistance or designated staff to regarding daily conducted health checks (e.g., temperature screening and/or symptom checking) of staff and attendees. 

Communicate with the Client POC if there is a need for broadcasting of regular announcements on reducing the spread of the disease on public address systems throughout the event.

During the Pandemic (Continued)

Facilities and Supplies

Monitor and restock PPE supplies.

Monitor adherence to the schedule for increased, routine cleaning and disinfection.

Have suppliers place all physical barriers, such as sneeze guards and partitions, in areas where it is difficult for individuals to remain at least 6 feet apart are installed correctly.

Oversee the installation of all physical guides, such as tape on floors and signs on walls, to promote social distancing so they are easily seen.

Coordinate with venue/hotel and suppliers that all changes to the venue such as seating layout, entrances and exits are well marked and easy to understand.

Communicate with the venue/hotel and suppliers regarding their policies as it pertains to the staggered use and cleaning and disinfecting between uses of shared spaces.

Education and Training

Confirm messaging and communication with Client POC that DMC staff and attendees have received communication that they should not come to the event if they become sick or have symptoms, test positive for the disease, or have been exposed to someone with symptoms or someone with suspected or confirmed case of the disease. It is imperative they know that if they get sick at an event, they should notify event administrators (e.g., the designated pandemic point of contact).

Ensure that staff have reviewed the policies on flexible work and leave that encourage sick staff members to stay at home without fear of job loss or other consequences.

Encourage guests and staff to wash their hands with soap and water for at least 20 seconds or use hand sanitizer containing at least 60% alcohol if soap and water are not readily available.

Encourage staff to cover their mouth and nose with a tissue when coughing and sneezing and then wash hands with soap and water for at least 20 seconds.

Post information on proper use, removal, and washing of cloth face coverings is available.

Ensure that all staff present have been trained on relevant safety protocols.

Communication and Messaging

Ensure the communication and messaging plan developed in the preplanning phase is enforced.

Meet with the emergency operations coordinator and/or planning team(s) to discuss and note lessons learned.

Determine ways to improve planning and implementation processes if the event will happen again.

Inform staff and attendees of any changes made.

Update your plans regularly according to the state and local situation and orders.

After the Pandemic

Continue the flow of communication post program regarding any exposure to the disease, if staff and or attendees become symptomatic and be prepared to inform applicable persons and local authorities as needed.

Recommended Actions

Be discreet to avoid creating disturbance or alarm among other group members.

DMC POC communicates with client POC and essential DMC employees.

Notify authorities to confirm local legal procedures.

Contact witnesses involved to collect statements.

During the Incident

RUN and escape if possible.

• Getting away from the shooter or shooters is the top priority.
• Leave your belongings behind and get away.
• Help others escape, if possible, but evacuate regardless of whether others agree to follow.
• Warn and prevent individuals from entering an area where the active shooter may be.
• Call 9-1-1 when you are safe and describe the shooter, location and weapons.

HIDE if escape is not possible.

• Get out of the shooter’s view and stay very quiet.
• Silence all electronic devices and make sure they won’t vibrate.
• Lock and block doors, close blinds and turn off lights.
• Don’t hide in groups. Spread out along walls or hide separately to make it more difficult for the shooter.
• Try to communicate with police silently. Use text message or social media to tag your location or put a sign in a window.
• Stay in place until law enforcement gives you the all clear.
• Your hiding place should be out of the shooter’s view and provide protection if shots are fired in your direction.

FIGHT as an absolute last resort.

• Commit to your actions and act as aggressively as possible against the shooter.
• Recruit others to ambush the shooter with makeshift weapons like chairs, fire extinguishers, scissors, books, etc.
•  
• Be prepared to cause severe or lethal injury to the shooter.
• Throw items and improvise weapons to distract and disarm the shooter.

Dial 9-1-1, never assume someone else has

Communicate with the hotel or venue regarding building security and occupant safety.  

After the Incident

Keep hands visible and empty.

Know that law enforcement’s first task is to end the incident and they may have to pass injured along the way.

Officers may be armed with rifles, shotguns or handguns and may use pepper spray or tear gas to control the situation.

Officers will shout commands and may push individuals to the ground for their safety.

Follow law enforcement instructions and evacuate in the direction they come from unless otherwise instructed.

Take care of yourself first, and then you may be able to help the wounded before first responders arrive.

If the injured are in immediate danger, help get them to safety.

While you wait for first responders to arrive, provide first aid. Apply direct pressure to wounded areas and use tourniquets if you have been trained to do so.

Turn wounded people onto their sides if they are unconscious and keep them warm.

As soon as safety permits, DMC POC communicates with client POC and essential DMC employees.

Account for all attendees and staff.

During the Program Planning Phase

Evaluate risk of potential incidents.  Sample risk factors include:

·         Host organization

·         Controversial program elements (speakers, guests, content, etc.)

·         Destination related unrest

·         Other groups within the vicinity

Discuss and determine decision timelines and thresholds for enacting alternative plans as applicable to each emergency’s risk factor.  Sample identifiers would be:

·         Protests and rallies

·         Political climate

·         High risk level

Before the Incident

Discuss with hotel or venue their plan to secure all entrances and exits from the building.

Notify authorities of the pending situation.

During the Incident

Communicate with the hotel or venue security their building policies and safety steps; keeping occupants held inside.  

After the Incident

As soon as safety permits, DMC POC communicates with client POC and essential DMC employees.

Account for all attendees and staff.

Immediately check for injuries and follow emergency protocols. Seriously injured persons should not be moved unless they are in danger of further injury.

Encourage guests not to leave the building until it has been deemed safe.

During the Program Planning Phase

Consult applicable government organizations, such as the U.S. Department of State, regarding potential threat levels and alerts

Evaluate risk of potential threat.  Sample risk factors include:

·         Political climate

·         Program elements (speakers, guests, content, etc.)

·         Destination

Discuss and determine decision timelines and thresholds for enacting alternative plans as applicable to each emergency’s risk factor.  Sample identifiers would be:

·         High risk level

Attacks in Public Spaces

Stay alert; pay attention to what is happening around you so that you can react quickly to attacks.  Stay in groups of 2 or more if and when possible.

Report suspicious behavior, items or activities to authorities.

Observe what is going on around you and avoid distractions such as texting, listening to headphones or being on your cell phone.

Run to Safety: if there is an accessible escape path, attempt to evacuate the building or area regardless of whether others agree to follow.

Cover and Hide: If evacuation is not possible find a place to hide out of view of the attacker and if possible, put a solid barrier between yourself and the threat using solid objects, walls and locked doors as protection. Keep silent.

Defend, Disrupt, Fight: As a last resort, when you can’t run or cover, attempt to disrupt the attack or disable the attacker. Be aggressive and commit to your actions.

Help the Wounded: Take care of yourself first and then, if you are able, help the wounded get to safety and provide immediate care.

Suspicious Packages and Letters

Characteristics of suspicious packages:

• Is unexpected or from someone you do not know.
• Has no return address, one that does not match the postmark or cannot be verified as legitimate.
• Is marked with phrases like “Personal,” “Confidential,” or “Do not X-ray.”
• Has inappropriate or unusual labeling such as threatening language.
• Has protruding wires or aluminum foil, strange odors, or stains.
• Has excessive postage or packaging material, such as masking tape and string.
• Has an unusual weight given its size or it’s lopsided or oddly shaped.
• Is not addressed to a specific person.

Take these additional steps against possible biological and chemical agents:

• Place suspicious envelopes or packages in a plastic bag or some other type of container to prevent anything from leakage out.
• Leave the room and close the door or section off the area to prevent others from entering.
• Wash your hands with soap and water to prevent spreading any powder to your face.
• Report the incident to the building security official or an available supervisor.
• List everyone in the room or area when the suspicious letter or package was recognized. Give a copy of this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice.

Explosions

Get under a sturdy table or desk if things are falling around you. When they stop falling, leave quickly, watching for obviously weakened floors and stairways.

Do not use elevators.

Stay low if there is smoke. Do not stop to retrieve personal possessions or make phone calls.

Check for fire and other hazards.

Once you are out, do not stand in front of windows, glass doors or other potentially hazardous areas.

If you are trapped in debris, use a flashlight, whistle or tap on pipes to signal your location to rescuers.

Cover your nose and mouth with anything you have on hand.

Shout only as a last resort to avoid inhaling dangerous dust.

Biological Threat

Watch TV, listen to the radio or check the Internet for official news and information including:

• Signs and symptoms of the disease
• Areas in danger
• If medications or vaccinations are being distributed

If you become aware of a suspicious substance, quickly get away.

Cover your mouth and nose with layers of fabric that can filter the air but still allow breathing. Examples include two to three layers of cotton such as a t-shirt, handkerchief or towel.

Depending on the situation, wear a face mask to reduce inhaling or spreading germs.

If you have been exposed to a biological agent, remove and bag your clothes and personal items. Follow official instructions for disposal of contaminated items.

Wash yourself with soap and water and put on clean clothes.

Contact authorities and seek medical assistance. You may be advised to stay away from others or even to quarantine.

If your symptoms match those described and you are in the group considered at risk, immediately seek emergency medical attention.

Follow the instructions of doctors and other public health officials.

Avoid crowds.

Wash your hands with soap and water frequently.

Do not share food or utensils.

After an Incident

As soon as safety permits, DMC POC communicates with client POC and essential DMC employees.

Account for all attendees and staff.

Immediately check for injuries and follow emergency protocols. Seriously injured persons should not be moved unless they are in danger of further injury.

Avoid areas with obvious structural damage.

There may be significant numbers of casualties or damage to buildings and infrastructure.

Heavy law enforcement involvement at the local, state and federal levels. When Law Enforcement Arrives

·         Remain calm and follow instructions.

·         Keep hands visible and empty.

·         Report to designated areas to provide information and get help.

·         Listen to law enforcement’s messages for information about the situation.

Know that health resources may be strained or overwhelmed.

Pay close attention to all official warnings and instructions on how to proceed. 

Be prepared for extensive media coverage and strong public fear.

Be aware there may be restrictions on travel.

You may have to ask guests to evacuate an area if directed.

Resource Type

Kenya

Uganda

Rwanda

Tanzania

Mobile & SMS Alerts

Mobile alerts via Communications Authority (CA), used for floods, COVID-19, etc.

mTrac system for disease reporting and SMS alerts from Ministry of Health

Rwanda Meteorology Agency sends SMS for severe weather; emergency drills supported by MINEMA

TCRA & TMA support cell broadcast for disasters; pilot under EW4All program

Disaster Hotlines

999 / 112 for emergencies; Red Cross emergency apps

919 (ambulance), 112 (emergency), PHEOC hotline

912 for Police & Fire; MINEMA coordinates alerts

112 (general), 114 (disaster), 199 (police)

Food & Climate Early Warning

FEWS NET; National Drought Management Authority (NDMA) issues regular bulletins

FEWS NET; Ministry of Agriculture issues regional crop/weather alerts

Meteo Rwanda issues early warnings via radio/SMS

FEWS NET; TMA gives agro-meteorological updates

Multi-Hazard Early Warning Systems (MHEWS)

National Disaster Operations Centre + Red Cross EWS

PHEOC & Ministry of Disaster Preparedness coordinate alerts

MINEMA and Meteo Rwanda part of EW4All pilot

Multi-Hazard Situation Room developed under EW4All, supported by WMO & UNDRR

Health & Epidemic Alerts

Kenya CDC, MoH & Red Cross issue alerts on outbreaks (cholera, etc.)

mTrac system + PHEOC alert platform

RBC & Ministry of Health coordinate health alerts

MoH + TCDC use radio and mobile for disease outbreaks

Training & Digital Preparedness Tools

Red Cross, Amref Health, UNHCR eCentre online training

UNHCR, WHO Africa training and regional hubs

UNDRR & Africa CDC offer training tools

UNHCR eCentre Africa (launched 2024), Red Cross disaster preparedness kits

Program Name:

On-Site Client Contact:

Date of Incident:

Time of Incident:                                            AM/PM

Person Injured, or Property Damaged:

Full Name:

Phone #:

Address:

City/State/Zip:

Cell #:

Local Hotel:

Type of Incident:

Were Authorities Contacted (circle one):       Yes         No

Report #:

Was the Guest Taken Anywhere (e.g. by ambulance), if so Where, what is the Ambulance # (please take a picture of the license plate and ambulance #), and document the name and mobile number of the person escorting the injured guest (must be a member of the client team or colleague):

Describe the Exact Location of the Incident:

Vendor or Supplier Contact:

Cell #:

Describe the Incident in Detail Including Events that Occurred after the Incident, Any Actions Taken (continue on back if necessary):

Information on all Witnesses of the Incident

Full Name:

Phone #:

Address:

City/State/Zip:

Full Name:

Phone #:

Address:

City/State/Zip:

Full Name:

Phone #:

Address:

City/State/Zip:

Report Filed By:

Date:

In case of emergency contact: