emergency evacuation checklist jim burtles

An

Emergency Evacuation Planning Tool

From

Author: Jim Burtles, FBCI, KLJ, CMLJ

© Total Continuity – June 2015

?? Think Ahead

© Total Continuity 2015 2

Emergency Evacuation Checklist

This checklist has been developed as an aid to the selection, design, development and maintenance of Emergency Evacuation Plans, Escape Routes and Assembly Areas. It is an integral component of the Emergency Planning methodology that is the basis of the Total Continuity range of services and tools aimed at supporting those who are responsible for the emergency evacuation of staff, customers, visitors and residents from commercial, residential or public premises.

Please note that this checklist does not seek to address the issues that may be associated with industrial premises where there may be additional hazards due to the nature of the operations and the associated equipment, the materials used, the products or the layout of the site.

There are five sections to this checklist, each of which deals with a different aspect or parameter of emergency evacuation planning.

The first section addresses the terminology, or specialised language, which is normally used in connection with emergency evacuation planning. Some of the language may be unfamiliar, especially where common words have been given specific meanings to distinguish important aspects of the subject.

The second section is concerned with helping people find their way out of the building in an emergency situation.

The third section is about the escape routes that may be used to reach safety once people are clear of the building.

The fourth section deals with the characteristics and features of assembly areas where people are expected to gather.

The fifth, and final, section focuses on the selection and use of internal refuges for those who may be expected to remain within the building.


1. Glossary of Terms

There are several words or terms that have a particular meaning in the context of this checklist. These terms are briefly described here.

All Clear An announcement that the state of emergency is over and it is safe to return to normal business.

Emergency A situation in which there is a threat of destruction or damage to persons or property. The state of emergency continues until there are no further primary threats or secondary threats.

Emergency Assembly Area

A nearby safe space that is designated as a gathering point for personnel in the event of an emergency.

Em-Vacuation A made up word used to describe the whole subject of emergency evacuation planning. It covers exit routes, escape routes, invacuation, internal refuges and assembly points.

Escape Route A preferred route or pathway that leads from an exit point to an assembly area. People use escape routes to reach safety once they are out of the building or workplace.

Evacuation The process and procedures that are used in an emergency to alert people and enable them to get them from their normal place of work to a place of relative safety.

Evacuation Plan A document which describes the procedures and processes that are used to alert people and get them from their normal place of work to a place of safety.

Exit Route A preferred route or pathway that leads from the normal place of work to an emergency exit point. People use exit routes to get out of the building or workplace.

Exit The way out from the internal Exit Route to the external Escape Route. Emergency Exits are normally those doorways that are used and designated as Fire Exits.

Internal Refuge A place of comparative safety within a building where a number of people can gather in an emergency. Usually of limited capacity and reserved for particular categories of people.

Invacuation The special form of evacuation that seeks to make use of internal refuges rather than moving people to an external assembly area.

Muster Point A particular place within an emergency assembly area where personnel are able to report their presence or gather for further information or instructions.

Primary Threat A trigger event or a situation that may be (or might become) the direct cause of an emergency.

Secondary Threat An event or situation that may occur as a result of an emergency, which would cause further damage or harm.

Staff Those who work in the building and are considered to be the principal subject of your evacuation plans.


The Emergency Escape Pathway

This diagram shows the main concepts of the topography associated with emergency evacuation and their relationship. The exit route takes people out of the venue so that they can leave the building via the designated exit point. The escape route then takes them on towards the assembly area where they will gather at the muster point.

Diagram: Emergency Exit and Escape


2. Emergency Exit Route Checks

Area of Concern Considerations

Choice of exit route by Self-selection

(I.e. where the staff have to, or are allowed to, make the choice)

See next section for the alternative means of choice

The first consideration has to be the choice of exit which will be governed by the direction of the threat.

How do they choose the best route?

There should be an automatic default.

· Perhaps there is no choice.

Proper choices depend upon criteria and information:

Criteria must be simple and clear to observe:

· Which exit is to be used?

· Which assembly area is to be used?

· Which escape route is to be used?

Information must be available for them to be able to make a rational choice.

Where different exit routes lead into a common lobby area, you should encourage staff to move on through the common area and exit the building to avoid congestion.

You must make it perfectly clear that an entrance hall is not an assembly area and should not be used as such. In an emergency it is often the principal danger zone.

Choice of Exit Route by Instruction

(where staff are told which route to use)

How can you direct them to the best route?

How do you make the choice?

According to criteria and available information:

· There should be default options for occasions when information is not available.

How can you be sure everyone knows which route to use?

All staff must know which is which:

· Keep it simple (e.g. back stairs, front stairs etc.)

You need to be able to communicate with everyone:

· You can adopt a cascade system through a team of floor marshals.

· Or you could use the public address system:

· You may be able to use coded alarm signals:

o (E.g. a double tone for the front exit; single tone for the rear exit)



Safety What measures are in place to reduce the chance of the exit routes becoming smoke-logged?

Stairwells should be vented or subject to positive pressure to preclude them from filling up with smoke.

Do your exit routes avoid large areas of glass, especially external glazing?

Large areas of external glazing should be covered with plastic film to avoid shattering and flying glass – this is an essential safety measure.

Availability How can you ensure that the chosen routes will always be clear and available for use?

You need to check all exit routes on a regular basis.

Are the floor configurations permanent or temporary?

If the usage or the layout of any of the floors is changed, the exit routes will also need to be reviewed.

Unobstructed passage Emergency exit routes need to avoid locked doors or lockable doors wherever possible. There will be no time to search for keys or discover combinations:

Where exit routes go through lockable doors there should be emergency keys or override devices to enable anyone to get through in an emergency.

Protected or alarmed doorways can prevent or discourage practicing the use of the exit route:

· You may need to make special arrangements to conduct your practices.

You need to make regular inspections wherever equipment or machinery is likely to be placed in or near the exit paths.

Volume of traffic Can all sections of the planned exit routes cope with the number of escapers?

Bear in mind other users, such as neighbours, tenants, visitors, and members of the public.

Bear in mind other uses and users:

· Access for the emergency services

· Emergency equipment

Link to escape route Does the exit have a protective canopy that will shield people from falling debris as they leave the building?

In an emergency there is a danger of falling masonry and broken glass.

Where there is an existing canopy you need to make sure that the canopy itself will not add to this danger.


3. Emergency Escape Route Checks


Vehicular traffic Does the route involve crossing main roads or streets where there is regular vehicular traffic?

Heavy or fast moving traffic can be a hazard to a large group of people especially in an emergency situation.

Pedestrian traffic Does the route use regularly used pathways?

Frequently used paths are less likely to be obstructed.

Cycle paths Does the route include cycle paths?

Avoid using cycle paths wherever possible.

Exposure to blast Does the route avoid exposure to blast in the event of an explosion in, or near, the evacuated building?

Avoid travelling in a straight line from the building wherever possible.

Disabled Is the route suitable for disabled persons?

Check for:

Ramps where there are steps, kerbs or changes of level.

Ruts and potholes that may be difficult to negotiate.

Path width, especially at gateways or entrances.

Power lines Are there any overhead hazards such as power lines?

In an emergency overhead structures and/or cables may collapse and form a lethal hazard.

Rubbish and litter How can you be sure that the route is kept clear of rubbish and litter that may form an obstruction or a hazard?

Waste bins Waste bins have often been used as hiding places for improvised explosive devices (IEDs).

Water Is the route or parts of it likely to be flooded at any time?

Effluent Is the route or parts of it likely to be subject to discharges of any sort that may affect its use?

Holes Is the route likely to remain free of digging or construction work that may affect its use?

Gateways Are there any gateways on the route that may be closed?

Narrow passages Are there any narrow passageways that may become obstructed, by accident or intent?

Parked vehicles Does the route pass through areas where vehicles may be parked?

Parked vehicles may be, or act as:

An obstruction, intentional or unintentional;

Terrorist cover, for surveillance or ambush purposes;

An explosive device.


4. Emergency Assembly Area Checks


Separation Emergency assembly areas should be located at a minimum of 500 metres away from the building:

The emergency services may impose a cordon of more than 500 metres radius

Cordons are likely to be set up at convenient control points rather than at precisely measured distances.

· It is easier to bar the entrance to a whole street than attempt to restrict access within that street.

Line of sight Emergency assembly areas must not be in line of sight of the evacuated building.

In an explosion, flying debris can carry a long way.

It may also be more comforting for ‘their’ building to be hidden from view, especially if something should happen.

Access Does the area have a perimeter fence?

Are the entrances always open or can they be locked so as to prevent access?

How can you guarantee that you will always have access to the area?

Is it occasionally used for other purposes such as a street market, a fairground, an open air theatre or a car park?

Is it likely to be redeveloped?

Perimeter Is the assembly area easily distinguishable as a separate space?

If there is no distinct periphery it may be possible to paint lines to demarcate your assembly area.

Is the assembly area well away from other buildings that may be an alternative source of danger from falling debris?

Can other people get past your assembly area, if they need to, or will your gathering cause an obstruction?

Hazards Are there any potential hazards at or near the assembly area?

Steep or slippery slopes where people might slip or fall;

Grass or bare earth can become quite slippery when wet and will soon become very muddy when crowds gather.

Unprotected access to rivers, streams, lakes and ponds can lead to accidents when crowds gather.

Is there any danger of the area becoming waterlogged?

Are there potholes or other surface dangers?

Is the area well away from buildings, glass shop fronts etc.?

Is the area closed to vehicular traffic?

Is the area kept free of clutter and rubbish?



Contention Have you considered that other people may require access or need to use the area?

They may require access to regular pathways or routes through your emergency assembly area.

Have you enquired whether your neighbours intend to use the area for the same purpose?

The emergency services may take control of the area for their own purposes such as:

A command and control centre;

An information centre;

A first aid post;

An emergency hospital or triage centre;

Emergency vehicles and equipment;

A helicopter pad for air ambulances.

Alternatives Can you identify at least two emergency assembly areas that are well apart and in different directions?

Facilities If at all possible the assembly area should include access to some basic facilities such as :

Toilets;

Catering, especially drinks;

Drinking water.

Shelter Bearing in mind that the emergency may occur at any time of the year and in any kind of weather, is there some form of shelter available at the assembly area?

Is there some shelter from the wind, other than standing close to a tall building?

Muster Point Can you identify a suitable muster point where your people can gather for a roll call and to receive instructions?

Ideally there should be a raised area, or podium, where the emergency marshal(s) can stand to be easily seen and heard.

If possible a small notice board can be used to relay information and may also act as a focal point.

Ownership Before you finally decide on a place as your emergency assembly area, you should seek approval of the owners.

Seating Is there somewhere where those who are weak or disabled can sit down to rest?

Normal usage Will the normal usage of the area conflict with your needs?

Try to avoid car parks, they are dangerous places for crowds to gather in an emergency.

Especially avoid underground car parks.


5. Emergency Refuge Checks


Location An internal refuge must be within the core of the building and well away from any external windows:

Flying glass is one of the key dangers in any emergency.

Internal refuges must also be proof against internal damage to the building.

· You may need to consult a structural engineer.

Does it have solid walls that will afford protection from flying glass and other debris?

Does it have safe, sturdy fire-resistant doors that can be closed and opened from both the outside and the inside?

Does it have adequate ventilation?

In a fire the building could become smoke-logged and there is a danger of suffocation without a fresh air vent.

Suitability Is the space fire proof or at least fire-resistant?

Is the space bomb proof?

Stoutly built with no windows or other apertures that a blast (or smoke) might penetrate.

Does the space have emergency lighting?

Accessibility Is the space accessible by a person in a wheel chair?

Is the door wide enough for them?

Can they manage the door for themselves?

· Going in and coming out.

Is the threshold level or is it provided with a ramp?

Is there plenty of space for them to be able to turn themselves around safely?

Communications How will you communicate with the occupants?

To check that they are all safe;

To announce the “All Clear”.

Normal usage Will the normal usage of the space conflict with your needs?

Is it likely to be used for storage or some other purpose that may reduce its capacity or suitability?

Reserved use Can you reserve the space as a permanent refuge?

If so, you might consider providing it with a small supply of drinking water, a radio and an emergency telephone.

Occupants Have you considered the reactions of the people who may need to use the refuge?

They may be nervous or claustrophobic.



Ease of Departure Basements may become traps if the building is damaged.

Have you considered the exit status after the event?

Can the occupants be sure of being able to get free under the worst case scenario?

Can they be rescued in that worst case scenario?

Designated occupants Internal refuges are of restricted capacity; therefore you need to consider carefully who will be the preferred occupants and pre-allocate places to those most in need.

Priority should be given to those who are:

Disabled and unable to use the normal exit and escape routes without help;

Last to leave the building, such as floor marshals;

Most needed immediately after the event.

Capacity and Occupancy

The capacity of any emergency area is going to vary according to the type of occupants and the duration of their stay. In a general assembly area they may need to move around within the group and may be there for an hour or so. In a refuge they will not be expected to move around and may only be there for a fairly short period of time. In the extreme case of short term safety, people may accept a degree of discomfort as the price of safety.

Assembly - Where people are expected to move around you should allow for up to two persons per square metre.

Refuge - Where people are expected to remain fairly stationary for short periods of time you should allow for up to three persons per square metre.

Safety - Where people may crowd together briefly for safety you should allow up to four persons per square metre.

· Bear in mind this may not be comfortable for long.

Wheel chairs - Where some of the people are expected to be in wheel chairs you should allow a minimum of one and a half square metres for each wheelchair.


The Emergency Planning Life Cycle

This model is derived from the Business Continuity Lifecycle as described in the BCI’s Good Practice Guidelines and was first published in “Emergency Evacuation Planning for Your Workplace”1 where we introduced the acronym EEP to briefly describe the subject. Since then it has been used as the basis of a number of EEP initiatives.

There are six stages to this lifecycle:-

1. Establish an EEP programme which consists primarily of appointing someone to be responsible for the ongoing process and procedures.

2. Embed the concept of EEP and personal protection into the culture of the organization.

3. Explore and assess the environment within, and surrounding, the premises concerned.

4. Develop and agree the EEP strategy with Top Management.

5. Draw up suitable emergency evacuation plans and procedures, which include arranging for the provision and availability of suitable resources and facilities.

6. Exercise and maintain these plans and resources on a regular basis.

Diagram: The EEP Lifecycle

1 Burtles. J, (2013). Evacuation planning for your workplace. Connecticut, USA: Rothstein Associates, 1.