Annex E - Special Event Emergency Planning Guide 1
1.0 Purpse 2.0 Scpe 1.1. The Special Event Emergency Planning Guide is issued t assist WVU Beckley Special Event Crdinatrs develp actin plans fr any majr public gathering within an assigned university building. 2.1. This guide applies t all facilities that have rganized public gatherings declared t be special campus events by the Chief f University Plice but are nt cvered under a specific emergency respnse plan. This includes but is nt limited t gymnasiums, auditriums, dining halls, and student centers. 3.0 Definitins 3.1. Special Event Crdinatr (SEC) Persn designated by campus authrities t crdinate planning fr the special campus event. 3.2. Emergency Actin Plan (EAP) Plan develped by the emergency crdinatr befre a special campus event that addresses facility-specific emergency prcedures. 3.3. Event Emergency Crdinatr (EEC) Persn assigned by the event crdinatr t mnitr the event, maintain cmmunicatin with University Plice and implements the emergency actin plan. In certain events, a member f the University Plice may serve in this rle. 3.4. Event Staff Persns assigned rles within the emergency actin plan and trained in their respnsibilities. Event Staff are typically identified by special clthing. 3.5. Special Campus Event An rganized gathering f persns within r utside f a campus building that, due t specific circumstances, requires crdinated planning fr emergencies r ther special needs. 3.5.1. The circumstances under which a Special Campus Event may be declared includes ne r mre f the fllwing: a. A gathering that will fill the facility t its authrized capacity b. Attendance f high-prfile r cntrversial visitr c. Prtests d. Attendance f persns with special medical r mbility needs 2
4.0 Respnsibilities 3.5.2. The University Plice has the authrity t make the designatin. 3.5.3. Althugh the guidelines cntained herein may be useful in all types f events, this planning guide is directed tward events that are hused within WVU Beckley campus facilities. 4.1. Campus Administratin 4.2. University Plice 4.3. Event Spnsring Organizatins 5.0 Cncept f Operatins 5.1. The primary gal f the Special Event Crdinatr (SEC) is t ensure the safety f event participants. A secndary gal is t prtect university prperty frm damage r lss f use. 5.2. All events scheduled by campus administratin r student rganizatins will be reviewed by the University Plice. 5.3. Thse events that meet the criteria established under this dcument r at the discretin f the University Plice will have a University Plice-apprved EEC assigned by the University Plice. In certain cases, the EEC may be a member f the University Plice Department. 5.4. The EEC will develp an event-specific Emergency Actin Plan (EAP) using the checklists and template in the appendices f this dcument. The EAP will be submitted t the University Plice at least 3 weeks befre the event. 5.5. The EAP will be reviewed by the SEC, EEC, and University Plice t determine its adequacy and the necessary resurces at least 2 weeks befre the event. 5.6. The University Plice will crdinate requirements fr plice, fire, and emergency medical services (EMS) resurces. 5.7. The SEC will crdinate requirements fr Event Staff and all ther resurces necessary fr the safety f event attendees. 5.8. The SEC, EEC, and University Plice will review all preparatins n later than 5 days befre the event. 5.9. The EEC will prvide just-in-time training t Event Staff immediately preceding the event, as utlined in Sectin 8.0. 3
5.10. The SEC and the EEC will maintain cmmunicatin thrughut the event. The EEC will test and maintain cmmunicatin with the University Plice department. 5.11. In the event f an emergency during the event, the EEC will be ntified by Event Staff. The EEC will: 5.11.1. Ntify the SEC. 5.11.2. Take and/r rder immediate actins t prtect event participants. 5.11.3. Ntify the University Plice department and relate the specific nature f the emergency and any resurce needs (plice, fire, EMS). 5.12. Reprt t a defined pint utside the facility with the SEC and crdinate with the respnding University Plice fficer. The EEC will assume a supprting rle t the University Plice and assist in crwd cntrl and accuntability with Event Staff. 5.13. The EEC will be required t cmplete a pst-event assessment and submit it t the University Plice. 6.0 Cmmunicatin 6.1.1. Primary cmmunicatin will be in persn thrugh the assigned University Plice Supervisr and the EEC. Backup cmmunicatin will be via cell r landline telephnes. 6.2. The EEC will relate the specific nature f the emergency t the University Plice Supervisr. 7.0 Facility Evacuatin 7.1. Facility evacuatin planning is the respnsibility f the designated SEC and EEC. 7.2. An evacuatin plan will be cmpleted and included as part f the EAP. 7.3. Event Staff are respnsible fr assisting event participants with evacuatin and directing them t areas f refuge fr accuntability and further assistance. 7.4. Persns with disabilities r mbility challenges require special attentin and will be priritized by Event Staff fr evacuatin. Event participants will be requested t assist as they are capable. 4
8.0 Training 8.1. The apprpriate spnsring rganizatin will prvide training t all designated campus SECs and EECs as required. 8.2. The training will cver the fllwing subject cntent: 8.2.1. Campus Emergency Plan 8.2.2. Develping the EAP 8.2.3. Emergency prcedures 8.2.4. Dealing with the public 8.2.5. Cmmunicatin 8.2.6. Briefing the Event Staff 8.2.7. Perfrming a pst-event assessment 8.3. The EEC will prvide a briefing t the Event Staff immediately preceding the event, and will cntain, at a minimum: 9.0 Appendices 8.3.1. Defining Event Staff rles and respnsibilities, including areas f the building fr which they are respnsible and accuntable 8.3.2. Explaining the event and the EAP 8.3.3. Cmmunicatin prcedures and hierarchy 8.3.4. Evacuatin prcedures 8.3.5. Rendering emergency aid and assistance E1 E2 E3 E4 Emergency Actin Planning Checklist Emergency Actin Planning Template Special Campus Event Staff Briefing Rster Pst-Event Assessment 5
Appendix E1 Emergency Actin Planning Checklist Name f Event Date f Event Event Lcatin q Chief f University Plice review q Special Event Crdinatr assigned q Event Emergency Crdinatr assigned q University Plice liaisn q Facilities Management liaisn q Emergency Actin Plan (EAP) received at University Plice q Special resurces required q Law Enfrcement q Fire/Rescue Services q Hazardus Materials q Emergency Medical Services q Public Health q EAP reviewed q Final crdinatin meeting q Event Staff trained n EAP q Pst-event assessment cmpleted and returned t Chief f University Plice q Meets criteria fr Special Campus Event q Des nt meet criteria Cntact Number: Cntact Number: Cntact Number: Cntact Number: Due Date: Received Date: Resurces, cntacts, and date cmpleted (use back f page if necessary): Apprved: Returned t EEC: Date: Cnducted by: Date: Date received: 6
Appendix E2 Emergency Actin Planning Template EAP Reviewed by Name Date EAP Apprved by Chief f University Plice Date 1.0 Event Infrmatin Name f Event Date(s) f Event Facility Address: Parking Lt(s) Anticipated activities assciated with event Expected number f attendees/participants Ptential issues impacting attendees/ participants q Daily q Unusual weather q Full facility capacity q Attendees with restricted mbility q Prtest r acts f civil disbedience q High-prfile guest(s) q Other: q Per perfrmance 7
2.0 Key Cntacts Administratin/Student Organizer/ Hst Organizatin Special Event Crdinatr Assigned Event Emergency Crdinatr University Plice Liaisn Facilities Management Liaisn Cntact Number: q Cell (24/7) q Office (Day) Cntact Number: q Cell (24/7) q Office (Day) Cntact Number: q Cell (24/7) q Office (Day) Cntact Number: q Cell (24/7) q Office (Day) Cntact Number: q Cell (24/7) q Office (Day) 3.0 Resurces Event Staff per day r perfrmance University Plice per day r perfrmance Other special resurces requested q Law Enfrcement q Fire/Rescue Services q Hazardus Materials q Emergency Medical Services q Public Health q Other: Supprting infrmatin 8
4.0 Event Internal/External Cmmunicatin Cntact University Plice Event Emergency Crdinatr Special Event Crdinatr Frequency/Cntact Channel: Telephne: Channel: Telephne: Channel: Telephne: 5.0 Facility Flr Plan 5.1. A cpy f the facility flr plan is t be attached t this dcument. (It can be btained frm Facilities Management at xxx-xxxx.) 5.2. The EEC will identify the psting lcatins fr Event Staff using the fllwing symbls: X = Event Office/EEC E = Event Staff/Usher P = Plice F = Fire * = Medical Aid Statin 6.0 Facility Evacuatin 6.1. Each Event Staff member is assigned a specific sectin r area f the facility in which t assist attendees in the event f a facility evacuatin. 6.2. Event Staff are nt t place themselves at risk during rescue. Hwever, they are required t ntify the EEC f anyne requiring assistance beynd what they are capable f perfrming. 6.3. Using the same facility flr plan frm Sectin 4.0, identify sectins f the facility by letter/number assigned t a specific Event Staff persn. Identify the evacuatin rute that the staff member shuld use t direct attendees ut f the facility. 9
Sectin A B C D E F Event Staff Member Assigned Cmments/Specific Instructins 7.0 Pre-Event Facility Safety Inspectin 8.0 Item q Radi and cell cmmunicatin checked thrughut facility q Emergency exit drs unlcked and functining and emergency egress paths clear Crrective Actin/Assigned T q Emergency lighting functining q Fire prtectin systems peratinal and armed q Other q Other 10
9.0 Training Plan 9.1. All Event Staff must receive a briefing n the apprved EAP. The briefing will be cnducted by the assigned EEC. 9.2. The EEC must certify n the briefing checklist that the fllwing tpics have been cvered during the training: 9.2.1. Defining Event Staff rles and respnsibilities, including areas f the building fr which they are respnsible and accuntable 9.2.2. Explaining the event and the EAP 9.2.3. Cmmunicatin prcedures and hierarchy 9.2.4. Evacuatin prcedures 9.2.5. Rendering emergency aid and assistance 11
Appendix E3 Special Campus Event Staff Briefing Rster I certify that the tpics required in Sectin 8.0 f the Emergency Actin Plan template have been cvered in the briefing cnducted fr this event. Signature EEC Name Event Name Cmplete Tpic Date Date f event Defining Event Staff rles and respnsibilities, including areas f the building fr which they are respnsible and accuntable Explaining the event and the EAP Cmmunicatin prcedures and hierarchy Evacuatin prcedures Rendering emergency aid and assistance 12
Appendix E4 Pst-Event Assessment Name f Event Date(s) f Event Facility Address: Special Event Crdinatr Assigned Event Emergency Crdinatr Special Resurces Cmmunicatin Requested per plan Used Emergent request (unplanned use) q Law Enfrcement q q q Fire/Rescue Services q q q Hazardus Materials q q q Emergency Medical Services q q q Public Health q q q Other: q q q N cmmunicatin prblems q Other: Staffing Ttal number f event staff trained fr the event Ttal number f University Plice used fr the event Staff and/r training issues Other Issues (Please explain) 13