Emergency Management IEEE Panel of Conference Organizers (POCO) Prague, Czech Republic July 2009 Samantha H. Padilla, CAE Staff Director, IEEE Meetings & Conferences

Why Prepare for an Emergency? Past Situations Include: –Volunteer becomes seriously ill or dies at a meeting –Exhibitor/Attendee has an accident at a conference –Attendee disrupts a conference with abnormal or violent behavior –Natural disaster occurs during a conference –Legal action is taken just prior to a conference, effectively closing the conference –Act of terrorism occurs in the host city –Pandemic is declared 7-Feb-142

Overview of Emergency Management 1. Preparedness and Mitigation Develop a Conference Emergency Response Plan – BEFORE a situation occurs 2. Response Activate your plan! Address the immediate situation - Medical and Safety Activate IEEE Emergency Response - Contact IEEE Operations Center 3. Recovery Address any follow-up actions to close the activity

Preparedness and Mitigation: Emergency Response Plan Basic plan should include: –Emergency Management Group communication and leadership tree with contact numbers and backup plan if telephone communication not working –Identification of location for onsite command center –Identification of vulnerabilities, different levels of emergencies and response to each –Host facilities emergency plans –Plan to disseminate information to exhibitors and attendees

Identify vulnerabilities, assess risks and have plan for each –Conduct a vulnerability analysis –Determine probability and assess impact –Plan for highest probability/impact risks Local Resources –Include safety and security issues in your RFP and Site Visit process Monitor Local Events What can you do now? Preparedness and Mitigation: Plan Development

Response: Address Immediate Situation Activate and follow your plan! Obtain immediate medical assistance where needed. Work with your local contact – hotel managers (security, CSM, etc). Contact the proper local authorities ( i.e. police, fire dept, etc). Safety is a prime concern. Do everything possible to assure the safety of our volunteers, exhibitors, and attendees at meetings and conferences. Arrange for local support for individual impacted by the situation. Cooperate fully with any immediate investigation of the incident/matter. Attempt to identify anyone who might have witnessed the incident. DO NOT DISCUSS ISSUES PERTAINING TO POSSIBLE NEGLIGENCE OR POTENTIAL LIABILITY.

Response: Activate IEEE Emergency Response Contact IEEE Senior Staff Representative –Act as the agent at IEEE Headquarters –Activate response team: Insurance IEEE Corporate Communications IEEE Volunteers and Staff Leadership as needed If approached by the Media, DO NOT give statements –Get reporters affiliation, name and contact information and inform them that someone will respond to them –Provide this information immediately to Sr. Staff Rep –Sr. Staff Rep and Corporate Communications will work with you to determine: What, if any statements should be made

Recovery: Address follow-up actions to close the activity Cooperate with investigations –Cooperate fully with any investigation of the incident/matter –Attempt to identify anyone who might have witnessed the incident. –Do not discuss issues pertaining to possible negligence or potential liability

Address any near-term activities. Examples might include: –Obtaining copies of paperwork from local authorities –Paying bills ( e.g. hotel bills) –Cleaning out hotel rooms and packing belongings Be prepared to function as IEEEs primary representative/point person –Keep the lines of communications open with IEEE Headquarters and local groups (e.g. local authorities, hospitals, insurance carriers, etc.) Recovery: Address follow-up actions to close the activity

Things to Know IEEE has staff that speak many languages, if necessary utilize these staff members to assure that communications are clear. IEEE Meetings and Conference Management group has experience in these situations. Use them if you need help. IEEE does have Insurance for volunteers and staff traveling outside of their country of residence. This insurance will cover much of the expenses that might be incurred. Insurance will not cover attendees at a conference or vendors who are exhibiting at a conference. –Insurance company has facilities to address some of the normal logistical things that might occur – medial transport, funeral arrangements, transport of remains, etc. –Required: Committee list must be submitted to IEEE prior to budget approval Local volunteers can provide insight and assistance.

Summary Develop a plan BEFORE an emergency occurs Address the immediate situation Notify the IEEE Operations Center Work in coordination with facility staff and local authorities Address any follow-up actions to close the plan Do not discuss issues pertaining to possible negligence or potential liability

ContactRoleResponsibilityWorkMobile Mary Ward-CallanManaging Dir Technical Activities Activate the IEEE Emergency Response Plan Cecelia JankowskiManaging Dir Regional Activities Activate the IEEE Emergency Response Plan Samantha H. PadillaStaff Director, Meetings and Conferences Activate the IEEE Emergency Response Plan Conference LeadGeneral Chair (?) IEEE Conference Staff (?) Facility LeadConvention Svcs Mgr (?) Security Mgr (?) OTHERS… Conference Spokesperson, etc, as determined during plan development Emergency Management Group Contact Information

Resources IEEE Crisis & Issues Communication Plan –Contact IEEE Conference Services: World Health Organization (WHO) – Emergency & Wireless Network – Meeting Planners Handbook, Chapter 4, Crisis Management & Emergency Planning Feb-1413

Thank You