Russ Simons-Venue Solutions Group


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Russ Simons Power Point Presentation from the Fox Theatre Institute's 2012 Fall Seminar on Venue Emergency Preparedness

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  • We may face a number of different types of workplace emergencies. Many of these disasters strike without much—or any—warning. That’s why being well prepared to deal with any of these situations is so important. Effective planning is the key to saving lives and protecting property.Fires are the most common type of workplace emergency. The National Fire Protection Association reports that a fire department somewhere in America responds to a fire every 16 seconds. The Bureau of Labor Statistics estimates that fires cause as many as 10,000 employee injuries and 200 employee deaths every year. In addition, the U.S. Fire Administration says that losses from industrial fires cost U.S. businesses over $4 billion a year in property losses and more than $8 billion in business interruption costs. Explosions resulting from fires, bombs, or other causes can claim many lives, leave many more badly injured, and destroy property. Natural disasters such as earthquakes and tornadoes can strike with little or no warning. Hurricanes and floods may be forecast, but effective emergency action in these situations may nevertheless be required. Workplace violence can erupt at any time in any department. We must be prepared to respond quickly and appropriately in these dangerous and sometimes life-threatening situations. Since the Oklahoma bombing, the events of September 11, 2001, and subsequent terrorist activity around the world, it has become clear to all Americans that we must be prepared to face the possibility of terrorist attacks in the workplace at any time.
  • OSHA regulations require us to prepare for workplace disasters in several key ways. The regulations require us to have an alarm system to warn you in the event of a workplace emergency. Emergency phone numbers must be posted near phones, on bulletin boards, and in other conspicuous locations around the facility so that you will be able to report emergencies quickly and effectively. The regulations specify location, maintenance, and inspection requirements for fire-fighting equipment used in the facility.OSHA requires us to have a written emergency response plan to help us deal effectively with the types of workplace disasters we are likely to face.Finally, the regulations require us to train you to respond to emergencies in ways that will minimize injuries and destruction of property.
  • OSHA regulations specify certain requirements concerning alarm systems.You should be able to recognize the sound of the emergency alarm. This is especially important if you are a new employee. Regular fire drills and tests of the alarm will help familiarize you with our system. You should know the location of emergency alarm boxes in and around your work area and in other parts of the facility where you frequently go.You must also know how to activate the alarms. If you are not sure how to do this, ask your supervisor to show you.OSHA also requires us to maintain and test our alarm system on a regular basis to make sure it is functioning properly.
  • OSHA also requires us to have fire-fighting equipment throughout the facility, which must be accessible at all times. You should never block access to this equipment with stored materials, equipment, or in any other way. We have fire extinguishers in each work area. The extinguishers are appropriate for the kinds of fires that are likely to occur in each area. They should always be kept in designated locations when not in use.Other fire-fighting equipment is provided as required by the regulations and the nature of the operations in particular areas of the facility. For example, we have sprinkler systems to help extinguish fires in some parts of the facility. If your organization has a fire brigade, discuss its function, membership, and responsibilities.
  • Before wrapping up this session, we should take a moment to review five basic fire-prevention tips recommended by OSHA as part of a comprehensive emergency response planning effort. As we said earlier, fire is one of the most common workplace disasters. Here are some simple but effective steps you can take on a day-to-day basis to minimize the threat of fire. Keep work areas clean and free of clutter. Take steps now to control flammable and combustible materials in your department and make sure they do not pose a fire or explosion hazard. For example, large accumulations of waste paper or other combustible materials can pose a significant fire hazard.Obey “No Smoking” rules. Careless disposal of cigarettes and matches can lead to fires and explosions.Store and handle hazardous materials properly, according to the instructions on the label and on the material safety data sheet.And finally, use and maintain equipment
  • OSHA requires us to have a comprehensive written emergency action plan to deal with all types of disasters that might occur in our facility. Our emergency plan outlines emergency escape procedures and emergency escape routes for all departments and all employees.The plan spells out the procedures to be followed by employees who remain in the facility to perform critical operations or shutdown operations before the plant is completely evacuated.The plan also details procedures for accounting for you and your co-workers outside the facility after the emergency evacuation has been completed.
  • Our emergency plan also outlines rescue and medical duties for those employees who are designated to perform these vital emergency response tasks.The plan specifies how to report fires and other emergencies.It also lists the names and job titles of the people or departments to be contacted for further information or explanation of duties under the plan.Review your organization’s emergency plan with trainees. Make sure they know whom to contact in the event of an emergency
  • Emergency evacuation procedures are the most important element of any disaster plan.Each one of you should have a primary evacuation route from your work area. You will have the chance to become thoroughly familiar with your primary evacuation route when you practice evacuation during fire drills. In addition to your main evacuation route, you should have at least one alternate evacuation route in case your main route is blocked by fire, smoke, or other obstruction in an actual emergency.Safe behavior during an emergency evacuation includes remaining calm, moving quickly without running toward emergency exits, alerting others of the need to evacuate, and helping as directed by emergency response personnel. In an emergency, each one of us is responsible for protecting ourselves. But we also have responsibilities toward co-workers. You may need to help injured or disabled co-workers evacuate in an emergency. You should help in whatever way you can. However, remember that while it is important to help others, you should do so only if you can help without endangering yourself. If you can’t, alert a member of the rescue squad to assist.We have arranged a method of accounting for you and your co-workers once you have escaped from the building.You will be instructed to meet at a designated spot outside, at a safe distance from the building, for a head count so that we can make sure no one has been left behind. Review designated locations outside the building where trainees are assigned to assemble following evacuation. Make sure each trainee knows exactly where he or she is supposed to go.
  • Not all workplace emergencies require evacuation. If an emergency situation is localized or contained, evacuation of the entire facility may not be necessary. The following guidelines can help you respond appropriately in these cases.Know who to call for assistance in an emergency of this type. Emergency numbers should be posted by each phone. Warn co-workers of the problem. Without sounding a general alarm, workers outside the immediate area may be unaware of the problem.Assist as directed by specially trained co-workers and emergency personnel. Help as much as possible, within the limits of your training, authority, and abilities. At the very least, you can help by keeping others away from the area or leading firefighters or EMTs to the area.Don’t get in the way. If you are not assisting, stay clear of the area, and don’t interfere with the work of those who are trained to respond to the situation.Review special facility rules for emergencies that do not require evacuation. To whom should trainees report such incidents? What should they do to assist?
  • Special emergency rules may apply in the event of a natural disaster like a hurricane, tornado, or earthquake. Because some natural disasters can be predicted and others cannot, emergency response will be different depending on the disaster and the extent of the damage caused. Keep an eye on news reports and follow the recommendations of authorities. If a disaster strikes while you are at work, depending on the circumstances, you may be told to:Leave for home promptly;Stay at work until existing dangerous conditions subside and it is safe to travel; orGo to a secure area, such as designated shelters or areas of refuge.Discuss your organization’s general guidelines for different types of natural disasters. Tell trainees how they will be notified about plant closings and whether to report for their shift.
  • Russ Simons-Venue Solutions Group

    2. 2. Venue Solutions Group is dedicated to continuallyimproving staff and facility performance
    3. 3. 30+ years facility managementPromoted over 400 events in 70facilitiesPollstar 2001 “Facility Manager of theYear”Gigi Philhoffer Award- LifetimeAchievement in Event MarketingEvent Marketing Hall of Fame
    4. 4. RUSS SIMONS Venue Solutions Group• Chair 2012 IAVM Safety and Security Task Force• Former Chair IAVM Life Safety Council• Past Chair VMS @ OGLEBAY• Chair IAVM ADA Task Force• AVSS Master Instructor• National Center for Spectator Sports Safety and Security Advisory Board• Former Fire Fighter and EMT
    5. 5. EMERGENCY PREPAREDNESSBad Things Happen Every Day!
    6. 6. EMERGENCY PREPAREDNESS Tornado  Earthquake Ice storms  Cancelled events Bomb threats &  Floods and Fires devices  Hazardous Hurricanes Materials Mechanical failures  Tech. failures Protests  Lockdown Chemical spills  Employee Woman blows electrocuted herself up
    7. 7. EMERGENCY PREPAREDNESSWhat you don’t know can hurt you !
    8. 8. EMERGENCY PREPAREDNESS Employees, performers and guests expect that you have done everything possible to ensure their safety Expect that the facility is operated and equipped to meet that goal Expect that management and staff are properly trained to respond Expect to return home safely
    9. 9. EMERGENCY PREPAREDNESSWhat Employees need to know
    10. 10. EMERGENCY PREPAREDNESS Key Workplace Emergencies OSHA requirements Emergency response plan Emergency assignments Evacuation procedures Special procedures for natural disasters
    11. 11. EMERGENCY PREPAREDNESSKey Workplace Emergencies  Fires  Explosions  Natural disasters  Workplace violence  Terrorism
    12. 12. OSHA Requirements Alarm systems Reporting systems Fire-fighting equipment Emergency response plans Employee training
    13. 13. EMERGENCY PREPAREDNESS Sound of alarms Location of alarms Activation of alarms Maintenance and inspection of alarm systems
    14. 14. EMERGENCY PREPAREDNESS Fire extinguishers Other fire-fighting equipment
    15. 15. EMERGENCY PREPAREDNESFire Prevention  Keep work areas clean  Control flammable and combustible materials  Obey “No Smoking” rules  Store and handle hazardous materials properly  Use and maintain equipment properly
    16. 16. EMERGENCY PREPAREDNESS Emergency escape procedures and routes Emergency response assignments Accounting for personnel
    17. 17. EMERGENCY PREPAREDNESS Rescue and medical duties Emergency reporting procedures Information resources HIPPA
    18. 18. EMERGENCY PREPAREDNESSEmergency Assignments  Emergency operations  Emergency shutdown duties  Evacuation facilitation  Assisting disabled including co-workers  Rescue and medical duties
    19. 19. EMERGENCY PREPAREDNESSEvacuationProcedures Primary evacuation route Alternate routes Evacuation of injured or disabled employees Accounting for personnel
    20. 20. EMERGENCY PREPAREDNESSNon-evacuation Emergencies  Know how to report the emergency  Warn co-workers  Assist as directed  Don’t get in the way
    21. 21. EMERGENCY PREPAREDNESSpecial Procedures for NaturalDisasters Depending on circumstances, you may be told to:  Leave work  Stay at work until dangerous conditions subside  Go to a secure area
    22. 22. EMERGENCY PREPAREDNES Emergency Security Help prevent unauthorized access to vital records, information, and equipment  Protect important records and other documents
    25. 25. VULNERABILITY ANALYSISA Vulnerability Analysis assesses the probability and potential impact for each category of emergency.
    26. 26. VULNERABILITY ANALYSIS Awareness and support from all levels of organization Identify members of emergency response team inside the organization Identify local emergency and regulatory resources Chain of Command
    27. 27. VULNERABILITY ANALYSIS Objectives  Identification of event type  Investigate history of event  Promoter  Problems at other facilities  Crowd management issues  Local issues
    28. 28. VULNERABILITY ANALYSISObjectives con’t  Plan for the event  Communicate the plan  Manage the plan  Review the results  Update the plan
    29. 29. VULNERABILITY ANALYSIS Risk Identification/Analysis Reduction Transfer risk
    30. 30. VULNERABILITY ANALYSISRisk Avoidance (past method) Focus on preventing loss Did NOT assess the degree of risk
    31. 31. VULNERABILITY ANALYSISRisk Management (current method) Identifies weaknesses Cost Benefit Analysis Decision Making Methods Improves results through communication Determines acceptable levels of protection
    32. 32. VULNERABILITY ANALYSIS Determine the probability and potential impact of each type of emergency Emergencies that can occur within your facility Emergencies that can occur outside of your facility
    33. 33. VULNERABILITY ANALYSIS Fires Severe weather Natural disasters Transportation accidents Earthquakes Utility outages
    34. 34. VULNERABILITY ANALYSIS Flood plain Seismic zone Dams Commercial neighbors Proximity to hazardous materials Transportation routes Nuclear power plants
    35. 35. VULNERABILITY ANALYSIS Safety system failure Telecommunications failure Power failure Heating/cooling failure Emergency notification system failure
    36. 36. VULNERABILITY ANALYSIS Physical layout Layout/storage of equipment Lighting Combustible storage Crowd management
    37. 37. VULNERABILITY ANALYSISUnexpected consequences of issues that take place outside of your facility  Transportation, Roads and Rail  Neighboring Businesses  Nearby Infrastructure  Incidents unrelated to your facility and events
    38. 38. VULNERABILITY ANALYSISResult: Analyze potential emergencies Worse case scenarios Resources needed to respond Develop emergency procedures Develop additional training Mutual aid Specialized support
    39. 39. VULNERABILITY ANALYSIS Estimate probability Assess potential human impact Assess property impact Assess potential business impact Assess external and internal resources
    41. 41. EMERGENCY PREPAREDNESPlaces where emergency plans fail
    42. 42. EMERGENCY PREPAREDNES Training and Updating Funding Communication and information Mutual Aid Crisis Communication Recovery
    43. 43. EMERGENCY PREPAREDNESSafety Goes Social47% of smart phone owners checkFacebook while attending asporting event*. Discover how toharness the power of technologyand social media to improve guestservices and crowd management.
    44. 44. VULNERABILITY ANALYSISEXERCISE: Your theater has booked Pretty Lights with Skrillex as the opener Event is on a Friday and Saturday night This is your first EDM event
    45. 45. EMERGENCY PREPAREDNESKey Points to Remember  Workplace disasters can strike any time and with very little warning  Emergency response planning can save lives, reduce the number of injuries, and prevent loss of property  You need to know what to do during a workplace emergency as well as how to protect your home and family during natural disasters
    46. 46. EMERGENCY PREPAREDNESSResources Each Other Local, State and Federal Complimentary Businesses Educational institutions IAVM and other Org.
    47. 47. EMERGENCY PREPAREDNESSFrom: Michael TiptonTO: Venue Managers Open ForumDo any of you use mass textingservices to communicate withyour staff? If so, which do yourecommend?Thanks!
    48. 48. EMERGENCY PREPAREDNESS Complacency is the successdisease: It takes root when youare feeling good about who youare and what you have achieved - Pat Riley
    49. 49. EMERGENCY PREPAREDNESS Tornados  Earthquakes Ice storms  Cancelled events Bomb threats &  Floods and Fires devices  Hazardous Hurricanes Materials Mechanical failures  Tech. failures Protests  Lockdown Chemical spills  Employee Woman blows electrocuted herself up
    50. 50. EMERGENCY PREPAREDNESSBe Safe Out There! Because You Never Know