emergency management and evacuation … 4 kids festival whangamata memorial hall july 9 – 11 2010...

EMERGENCY MANAGEMENT

AND EVACUATION PLAN

JUST 4 KIDS FESTIVAL Whangamata Memorial Hall

July 9 – 11 2010

Just 4 Kids Festival 2010 EMERGENCY MANAGEMENT AND EVACUATION PLAN

CONTENTS

1. General Information

a. Evacuation Objective 3

b. Venue Details 3

c. Scope 3

d. Emergency Procedure 4

e. Emergency Services 5

f. Fire Extinguishers 5

g. First Aid 5

2. Evacuation

a. Evacuation Process 6

3. Evacuations & Incidents

a. Medical emergency

i. Procedure 7

ii. Incident Form 8

b. Fire or explosion

i. Procedure 9

ii. Incident Form 10

c. Hazardous material spill

i. Procedure 11

ii. HAZ Incident Form 12

iii. Hazard Register Form 13

d. Bomb threat

i. Procedure 14

ii. Incident Form 15

4. Chain of Command

a. Positions and Responsibilities 16

b. Flowchart 17

5. Assembly Points 18

6. Location of Fire Extinguishers 19

7. Emergency Contact Phone Numbers 20


July 9 – 11 2010


EVACUATION PLAN OBJECTIVES

o To clearly define the process to be followed, in the event of an emergency situation occurring at the

Just 4 Kids Festival.

o The procedures in this plan should not be regarded as rigid but rather as flexible guidelines to be used to

address any unanticipated emergencies.

o This plan will be used by the staff as a ‘living document’ to set out the following

o The potential emergencies that are applicable to the use

o The written procedures developed in response to the potential emergencies

o The staff members responsible for particular actions in an emergency situation

o The ongoing education and training proposed as part of the overall strategy

VENUE DETAILS

Whangamata Memorial Hall, Port Road, Whangamata.

Monday 5 July 2010 Pack in of event 8.00am – 6.00pm

Tuesday 6 July 2010 Pack in of event 8.00am – 6.00pm

Wednesday 7 July 2010 Pack in of event 8.00am – 6.00pm

Thursday 8 July 2010 Pack in of event 8.00am – 6.00pm

Friday 9 July 2010 Full festival day 10.00am – 5.00pm

Saturday 10 July 2010 Full festival day 10.00am – 5.00pm

Sunday 11 July 2010 Full festival day 10.00am – 5.00pm

Monday 12 July 2010 Pack out of event 8.00am – 5.00pm

Tuesday 13 July 2010 Pack out of event 8.00am – 12.00pm

SCOPE

This plan applies to the Just 4 Kids festival relating to the following emergency event scenarios:

o Medical emergency

o Fire or explosion

o Hazardous material spill

o Bomb threat

GENERAL INFO


July 9 – 11 2010


EMERGENCY PROCEDURE

• In the event of a partial or complete evacuation of the festival, exhibitors, staff, contractors, volunteers and visitors are requested to assemble at designated evacuation area as directed by the festival wardens and security.

• Evacuation area has been designated at the Whangamata RSA carpark on Port road. Property is neighbouring the festival grounds.

• A public address system will be used to convey evacuation and ‘all clear’ instructions.

• Staff, volunteers and contractors are to report any emergencies immediately to event headquarters – located at the Merchandise tent – refer to attached site plan.

• Just 4 Kids events manager and volunteer coordinator are designated Fire Wardens and will coordinate emergency procedures should they occur.

• Volunteers and contractors are not to attempt put out fires unless they are certain that they can do so without jeopardising their own safety. Two hand held fire extinguishers will be located in each marquee, and the backstage marquee.

• If volunteers and contractors at any time feel they are in danger they are to report immediately back to head quarters at the Entry area

• In the event of a member of public sustaining serious injury, volunteers and contractors are to:

ensure their own safety first,

stay with the patient,

send someone to headquarters to request assistance,

try to keep patient calm,

await further instruction from medical staff or event management

• In the event of security risk, volunteers and contractors are to:

ensure their own safety first,

report incident to security to request assistance,

await further instruction from event management

• Exhibitors are asked to be constantly aware of unidentified packages, cases or bags left on stands. In any case of doubt the article should not be touched, bur security informed, via Headquarters.


July 9 – 11 2010


EMERGENCY SERVICES

• One Vehicle access point has been designated as access for emergency services vehicles, with a volunteer stationed with key to provide access as required. Refer to site map for location point.

• One Vehicle access point has been designated as access for emergency services vehicles, with a volunteer

FIRE EXTINGUISHERS

• 20 additional fire extinguishers will be placed in and around the festival

• For placement of all fire extinguishers please refer to the location of extinguishers in the end of the document

• Each food outlet and activity zone will have their own fire extinguisher

FIRST AID

• St John will be in attendance – with ambulance parked outside perimeter – located at the RSA carpark end of the festival grounds from 10am - 5.30pm for duration of the three day festival.

• Ambulance in high visibility area to ensure all participants aware of location & attendance. A designated first aid room will be allocated. Refer to site map.

• St John will attend to all emergency situations requiring first aid.


July 9 – 11 2010


EVACUATION

The Chief Warden will take the following issues into consideration when determining if and when to evacuate:

o The severity of the incident

o The likelihood of escalation

o The incident becoming uncontrollable beyond the resources available

PROCESS OF EVACUATION IS SHOWN BELOW;

Reason for evacuation realized

Appropriate staff assess situation

Notification given to staff and patrons to evacuate to assembly points

Staff to render assistance as required, under direction of chief warden

Emergency services notified of emergency staff to ensure is vacated venue (public areas, toilets etc)

Await emergency services assessment

EVACUATION


July 9 – 11 2010


MEDICAL EMERGENCY Should a medical emergency occur, such as a heart attack, stroke, seizure, burns etc;

EVACUATIONS & INCIDENTS

First staff member to witness, needs to assess situation & proceed:

All staff and volunteers

Request assistance from First Aid officer on Site (ST JOHN)

Start appropriate treatment till First Aid Officer arrives

Once handed over to First Aid Officer, Report incident to HQ

HQ Coordinator

Complete Accident Incident Report Form

St John arrive and control

management of situation


July 9 – 11 2010



July 9 – 11 2010


FIRE AND EXPLOSION Should you discover smoke or fire;

Assess situation & potential evacuation


Remove people from immediate area if safe to do

If trained, use fire extinguisher

Notify Chief Warden or HQ Coordinator

Contact Coordinators and advise evacuation to designated areas (VIA RT)

Chief Warden

Notify Emergency services via 111 or activate fire alarm in building

Coordinators 4x Area Wardens Lost Children HQ

First Aid Lost Child Volunteer

Coordinators to ensure that all patrons are removed from area to designated areas

Ensure all patrons stay in designated areas until told to move.

Allow patrons back into venue. Ensure all children

re enter site

If safe and trained endeavour to extinguish the fire

Ensure all patrons are removed and stay in designated areas

Chief Warden

Emergency services give all clear to re enter

Instruct Coordinators to move all patrons

back on site

Emergency services arrive

and assess scene

Instruct volunteers and suppliers back

on site

On command from Chief warden

Fire extinguishers and hoses marked on site map

in back of plan

HQ Coordinator

Complete Incident Report Form


July 9 – 11 2010



July 9 – 11 2010


HAZARDOUS MATERIAL SPILL/LEAK

Hazardous Substances stored on site, or that may come onto site for periods of time, consist of the following:

o Oils

o Gas

o Disinfectant / Sanitiser / cleaning products

o Fuel

Notify Chief Warden or HQ Coordinator

Contact Coordinators and advise evacuation to designated areas (VIA RT)

Chief Warden

Notify Emergency services via 111 or activate fire alarm in building

Coordinators 4x Area Wardens Lost Children HQ

First Aid Lost Child Volunteer

Coordinators to ensure that all patrons are removed from area to designated

areas



re enter site

Without jeopardising own safety: o Turn off electrical equipment within

spill area o Soak up spill material using the

Material Safety Data Sheet or other references for best practice.

If in doubt – leave for professionals

Chief Warden

Emergency services give all clear to re enter


back on site

Emergency services arrive

and assess scene


on site

On command from Chief warden

HQ Coordinator

Complete o Hazard Register Form

and o HAZ Incident Report Form

CONTACT FIRE DPT – if required EVACUATE – if required

ISOLATE SPILL – if required


July 9 – 11 2010



July 9 – 11 2010


BOMB THREAT If a bomb threat is made, report directly to HQ or Chief Warden ASAP

Bomb Threat

o Keep Calm

o Keep the caller on the Telephone as long as possible (if it was reported by phone) and let them speak as much as

possible

o Take a full description of reporter (if they on site) and try to keep an eye on them or get someone else to o Do not use a mobile phone to call emergency services

Suspicious Packages

o Any suspicious packages are to be reported to the police, and not disturbed

o Bomb threat to be reported to HQ o Suspicious packages reported to HQ

o Incident form completed now if appropriate


Incident reported to Chief Warden

Chief Warden

HQ Coordinator

Contact Coordinators and advise evacuation to designated areas

(VIA RT)

Notify Emergency services via 111 DO NOT USE MOBILE PHONE

Coordinators to ensure that all patrons are removed from area to designated areas



re enter site

Ensure all patrons are removed and stay in designated areas

Chief Warde

n

Police give all clear to re enter


back on site

Police arrive and assess scene


on site On command from

Chief warden

HQ Coordinator

Complete Bomb Threat Incident Form

HQ Coordinator


July 9 – 11 2010


Do not hang up on the caller – Make sure they are the first to disconnect call


July 9 – 11 2010


POSITION AND RESPONSIBILITIES (See flow chart on next page for chain)

Chief Warden

o As required, evaluate the need for evacuation

o As required, initiate evacuation. Announce Evacuation notice out to 7 Wardens

HQ / Lost Children’s Coordinator

Main Hall Warden

Second Hall Warden

Marquee 1 Warden

Marquee 2 Warden

First Aid

Lost Children’s Chief Volunteer Warden

o Activate security alarm if evacuation is required: i.e. Fire, Ambulance and Police

o Evacuate the kitchen, toilets and baby room

o Ensure kitchen electrical equipment is turned off (if safe to do so)

o Account for all staff and patrons in liaison with area wardens and emergency

services representatives

o Evaluate, in conjunction with emergency services if building is safe prior to any staff

or patrons re-entering

o Document emergency situation, what happened, what was the outcome

Fire Warden

o Assist Chief warden in evaluating the need for evacuation’

o Assist in the evacuation process

o Ensure all are evacuated and remain assembled in the assembly zone until advised

otherwise

o Liaise with fire, police and ambulance officers

HQ / Lost Children Coordinator

o Receive direction from Chief Warden

o Evacuate patrons from immediate area

o Report their presence to the warden at the assembly point

o Do not leave assembly point unless directed by the chief warden

o Carry out tasks as directed by Chief Warden.

o Be the last to leave the HQ area

o Take any lost children (in your care) with you to the assembly point

First Aid


o Collect first aid kits

o Administer first aid on evacuated persons as required

Area Wardens (Security staff)


o Report to one of the four designated areas and evacuate everyone

Lost Children Volunteers


o Assist in evacuating from area you are in. Stay with any children whom are not with

a parent / guardian

All Staff/ volunteers / contactors

o Report their presence to the warden at the assembly point

o Do not leave assembly point unless directed by the chief warden

o Carry out tasks as directed by Chief Warden.


July 9 – 11 2010


SECOND HALL:

MARQUEE 2:

FIRST AID

LOST CHILDREN VOLUNTEERS

MARQUEE 1:

O ALL REPORT TO DESIGNATED AREAS O DOCUMENT WHO IS IN ATTENDANCE IN YOUR AREAS

FLOWCHART

FIRE WARDEN:

MAIN HALL:

AREA WARDENS:

(4 Security officers)

HQ / LOST CHILDREN COORDINATOR

CHIEF WARDEN:

Event Coordinator (x1)


July 9 – 11 2010


ASSEMBLY POINTS


July 9 – 11 2010


LOCATION OF FIRE EXTINGUISHERS


July 9 – 11 2010


EMERGENCY CONTACT PHONE NUMBERS

Ambulance / Fire / Police 111

Local Police – Vince Ranger 07 865 0300

Local Ambulance – Trevor Martin 07 865 9011 027 209 7755

Local Fire – Terry Lamb 07 865 8757 or 027 205 9318

On Duty Ambulance – Hilary Hasom 021 184 3520

Event Coordinator – Megan Etherington 021 227 4351

Chief Warden – Megan Etherington 021 227 4351

HQ Coordinator – Sally Mills 021 247 2559

Festival Security – Allied Security, Chris

Kireran

07 834 3378 027 221 2067

027 389 1889

Fire Warden – Terry Lamb 07 865 8757 027 205 9318

Noise Security – Bevan Walker 07 865 9008

Local Council – Sam Marshall 07 865 0060

National Poison Centre -Hazardous Substances 0800 76 47 66

Whangamata Medical Centre 07 856 8032

Hall Custodian – Steve Rutherford 07 865 9218 or 027 535 7144 [email protected]

Lost Children Warden – St John (Trevor) 027 209 7755

Entry Coordinator – Noeline Lee 027 292 4146

NOTE: Those is red will be official wardens.

emergency management and evacuation … 4 kids festival whangamata memorial hall july 9 – 11 2010...

Documents