Northstar

PLANNER'S PORTFOLIO | CHECKLIST 10 JAN-FEB 2018 meetings & conventions • mcmag-asia.com PHOTO: GETTY IMAGES WHAT TO TELL ATTENDEES + Before the event, provide attendees with your "while away" contact information, a 24- hour emergency hotline number and an air-travel emergency contact. + While on-site, inform attendees about indoor relocation and outdoor evacuation stations; the nearest exit from each meeting room; the evacuation route from guest rooms; the nearest hospital and pharmacy, and where to report an emergency. + Safeguarding Your Event's Data + Preparing for Zika and Other Threats Emergency Preparedness for Meetings Words Tyra Hilliard and Amy Zellmer for iJet International CRITICAL INFORMATION AND RESOURCES TO HAVE ON HAND Our mission at iJET is to increase our clients' confidence and readiness to operate globally and securely. Safety is a collaborative effort, however. While an organisation like ours can provide destination and travel intelligence to reduce risk, meeting organizers should have all of the following information and resources at the ready. LOCAL CONTACTS Local emergency numbers Venue emergency number (if applicable) Event owner contact information Organisation security on-site contact Lead planner and on-site staff Hotel/venue security LOCAL INFORMATION Event command centre and venue command center Indoor relocation area and outdoor evacuation area Nearest 24-hour pharmacy and hospital Alternate airports Weather (weather.com or noaa.gov) Travel health information (cdc.gov/travel) Recent emergency activity (fema.gov) CVB for information on other groups/events Venue fire plan Physical- and information-security checklists Consider whether you need the following: doctor on call; automated external defi brillators (AEDs); public address system; CPR-certified staff; 24-hour security ORGANISATIONAL GUIDELINES What should be reported, when to report it and who to call Incident report form and to whom it should be submitted Who accompanies an attendee to the hospital/ clinic and how long they stay Any applicable home-office support services, roles, responsibilities Financial expenditures, responsibilities Post-event support On-site lead, staff, security responsibilities Attendee management Control-room location, equipment, staffing Communication chain: attendee, staff, home office, media, emergency contacts Cancellation procedures: last-minute and while on-site Early mass departures, evacuation EMERGENCY RESOURCES Transportation contacts: airlines, airports, car rental, bus companies, train, taxi Flight-status website to track delays/airport closings CDC, FEMA, DHS, WHO, TSA, U.S. Department of State, Red Cross, passport/ visa contacts, human resources and legal departments, weather updates EVENT DOCUMENTS Venue floor plan and vicinity map Attendee list with mobile numbers, emergency contacts and special needs Arrival/departure manifest Fly/drive report Rooming list with room numbers Off-site activity reports EMERGENCY-RESPONSE PLANS Air-travel disruption Bomb threat, terrorism Civil unrest, social disturbance Earthquake, fire, flood, hurricane, tornado Evacuation/relocation Information breach Limited/loss of communication or power Medical/death Missing attendee Pandemic Structural collapse Toxic chemical spill MORE AT MCMAG.COM/ CHECKLISTS

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