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					Emergency Management

IEEE Panel of Conference Organizers (POCO)
Prague, Czech Republic
16-18 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
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Overview of Emergency
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
Preparedness and Mitigation:
Plan Development

 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?
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
 Arrange for local support for individual impacted by the situation.
 Cooperate fully with any immediate investigation of the
 Attempt to identify anyone who might have witnessed the incident.
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
       What, if any statements should be made
Address follow-up actions to close the activity

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

  Address any near-term activities. Examples might
   – 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 IEEE’s primary
  representative/point person
   – Keep the lines of communications open with IEEE
     Headquarters and local groups (e.g. local authorities,
     hospitals, insurance carriers, etc.)
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.
• Develop a plan BEFORE an emergency occurs
• Address the immediate situation
• Notify the IEEE Operations Center
• Work in coordination with facility staff and local
• Address any follow-up actions to close the plan
• Do not discuss issues pertaining to possible negligence
  or potential liability
Emergency Management Group
Contact Information
Contact                Role                   Responsibility       Work           Mobile

Mary Ward-Callan       Managing Dir           Activate the IEEE    732-562-3850
                       Technical Activities   Emergency Response
Cecelia Jankowski      Managing Dir           Activate the IEEE    732-562-5504
                       Regional Activities    Emergency Response
Samantha H. Padilla    Staff Director,        Activate the IEEE    732-465-5889   732-535-0986
                       Meetings and           Emergency Response
                       Conferences            Plan
Conference Lead        General Chair (?)
                       IEEE Conference
                       Staff (?)
Facility Lead          Convention Svcs
                       Mgr (?)
                       Security Mgr (?)
Spokesperson, etc,
as determined during
plan development
      IEEE Crisis & Issues Communication Plan
      – Contact IEEE Conference Services:
      World Health Organization (WHO)
      Emergency Email & Wireless Network
      Meeting Planners Handbook, Chapter 4,
      Crisis Management & Emergency Planning

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Thank You