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H&S Form-10-2017

NATIONAL UNIVERSITY
SAFETY DEPARTMENT

EVENT EMERGENCY MANAGEMENT PLAN


PURPOSE AND SCOPE
This shall serve as a reference for event organizers to establish protocols that can be used in different forms of
situations during events within the National University. This hopes to outline the responsibilities of the event staff
during emergencies such as severe weather conditions, medical emergencies, violence, and fires.

Note: The Event Emergency Management Plan template is provided only as a guide and may not identify all
issues associated with the event you are organizing; it should be modified according to the need of your event.

EVENT TITLE:
Name of
Organization/Department:
Please provide contact information for event team leader and event staff who are trained on the emergency
procedures listed below:
Contact Details:
Name of Event Leader: Mobile:
Email:
Social Media Account:
Event Staff /Position Name Mobile:
Event Staff /Position Name Mobile:
Event Staff /Position Name Mobile
Event Staff /Position Name Mobile
Event Staff /Position Name Mobile
Event Staff /Position Name Mobile
Event Staff /Position Name Mobile
Event Staff /Position Name Mobile
Event Staff /Position Name Mobile
Event Staff /Position Name Mobile
Date/s of event/s
Location / Address of event

Site/Venue Capacity
Expected Attendance
Event Time: Set Up: Start: Finish:
Event Time: Start: Finish:
Pack Down: Start: Finish

Event Description

Communication and Consultation Details: Please outline who has been involved or consulted in developing your plan and any
advice or information provided.
Authority/Other Name Contact Advice/Information/Comments
PNP ___________________________________ ___________
Brgy Official ___________________________________ ___________
BFP ___________________________________ ___________
MEDIC ___________________________________ ___________
ENGR. ___________________________________ ___________
OTHERS: ___________________________________ ___________
___________________________________ ___________
___________________________________ ___________

(All event organizers are required to inform the members of the HeSaCom and communicate with the following local authorities to
request assistance from their offices. Please request a minimum of the following local authority and in-house personnel for your event
as a standard procedure; 2 PNP personnel, 2 Brgy Tanods, 2 BFP, at least 4 Medic, and 2 Engineers for the physical facility; 6 Security
personnel or more based from the total population of your target participants. )

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Emergency Management Structure


Outline the key people and their roles in your emergency management structure. Where applicable, please
include key personnel responsible (e.g. Chief Warden, Penetration/Team Leader for marshalls, First
aiders/Rescue Transporters/Medical services, security/crowd control, fire officer and other personnel.)
Name Position Risk, Safety, Emergency Mobile (event day)
Roles

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

First Aid / Medical Plan


Outline the first aid or medical services in attendance at the event including numbers and type. Outline the
response to a first aid or medical emergency. (Ambulance requested or Emergency Transport vehicle
communicated with motor pool.)
Provider/Service Contact Person Name Mobile Arrival Time Departure Time

First Aid/Medical
Emergency Response

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Fire Prevention and Response Plan


Outline the potential sources of fire and actions to prevent fires. Include Emergency Procedures, equipment, and
personnel in the event of a fire.
Basic Spill Procedures:
SMALL FIRE: Trash cans, small equipment, etc.
1. Remain Calm!
2. Notify ________________ at (__________) ________________ so immediate response is activated.
3. Obtain other members of event staff and _______________ if available to help control the crowd.
4. An event staff member (assign a specific personnel) __________________________ should await the arrival
of the fire department.
5. If there is a staff trained to use extinguisher (assign a specific personnel) ________________________,
extinguish the fire with the appropriate extinguisher.
6. If fire is not extinguished within 30 secs to 1 minute, evacuate.
Large Fire:
1. Remain calm!
2. Notify ________________ at (__________) ________________ so immediate response is activated.
3. Evacuate people to at least 1000 ft. away from the burning structure or to another emergency assembly point
deemed more appropriate at the time.
4. An event staff member (assign a specific personnel) __________________________ should await the arrival
of the fire department.
5. DO NOT ENTER the burning structure.
6. Advise people that they may NOT return for missing persons, personal effects or valuable work until authorized
by the incident Commander(assign an INCIDENT COMMANDER) _______________________________.
7. Event staff, along with the ________________________ will create a barrier as to not allow people to get
close to the source of the fire from all sides.
8. Wait at the emergency assembly point for further instructions.
NOTE: It is advised for event organizers to assign the personnel (such as Master of Ceremony) who is in charge
of the Public announcement system as the person to take charge of giving the following spill to ensure that
proper communication will be made when a need for evacuation may arise.

Assign Fire evacuation Gate Keepers with coordination to University personnel responsible for keys of each
gates and possible exit ways:

Gate Number Gate Number


1. _________________________________ 1. _________________________________
2. _________________________________ 2. _________________________________
3. _________________________________ 3. _________________________________
4. _________________________________ 4. _________________________________
5. _________________________________ 5. _________________________________
6. _________________________________ 6. _________________________________
7. _________________________________ 7. _________________________________

Potential Fire Sources Prevention and Treatment Options Responsibility

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Crowd Control/Security Plan


Outline the crowd control and security plans, personnel numbers and roles. Where used, include details of
professional security/crowd control companies(company name, number of personnel and roles).
Provide details (if external provider is Contact name Mobile
used)
Crowd Control / Security Plan.

Penetration Team / Single or Multiple Patient Retrieval Plan


Outline the patient retrieval plan if in case a single or multiple patients are involved in an emergency situation
(patient fainting, patient getting injured, stampede or crowd crushes)

Team members: Responsibility Communication Mobile


Procedures:
Team Leader:

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Emergency Evacuation Procedures


Outline emergency evacuation procedures including who will authorize an evacuation, under what circumstances,
and how this will be done.
Emergency evacuation procedures

Please indicate on your site Plan emergency evacuation routes and sites.

EVENT NAME MAP


(Insert Map of event Location)

Evacuation Locations
Designated Evacuation Locations
Area Name 1

Area Name 2

Area Name 3

Area Name 4

Write more possible evacuation routes if necessary

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Weather Monitoring and Response Plan


If applicable, please outline how you will monitor and respond to weather events that may impact your event (e.g.
extreme heat, wind, flooding, etc).
Weather monitoring and response
plan

Severe Weather/Rainy day condition


Assign personnel _____________________________________ that would constantly monitor weather condition
such as strong winds, hail, lightning, or tornadoes and use necessary technology to do so.

1. Event staff and volunteers should be able to monitor real time weather situations. Event staff will ensure
weather monitoring prior to and during the event.
Recommended methods:
a. Weather radio:
b. Weather App: There are a lot of free weather apps are already available for monitoring and watching/warning
for notification (i.e. Weather Channel).
c. Weather Internet:

2. During Monitoring, any of the following criteria are noted, systematic shutdown of the event should be
considered.
a. Weather warning issued
b. Activation of the outdoor warning sirens.
c. If dark clouds, lightning, and/or thunder is noticed and it is determined that the event venue is at risk.

ACTION: Coordinated tasks necessary for systematic shutdown of the event.


1. Notify ________________________________ that emergency response procedures have been initiated for
event shutdown.
2. Contact Event Staff to notify them that an evacuation will be initiated.
3. To evacuate all attendees, communicate the following:
“Ladies and Gentlemen, your attention please:
There is the potential for severe weather and/or hurricane and everyone must take shelter immediately. Please
collect your belongings and walk calmly to the nearest building and remain on the lowest level, far from windows
and doors. Security will monitor the situation and communicate when it is safe to exit these shelters and return to
the event. Thank you”

Repeat the announcement 2-3 times or as necessary.

National University Emergency Management


Philippine Weather Service: Pag-asa or other Websites that can provide us details about the weather conditions.

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Event Contingency – Cancellation or Postponement Plan


Write down the details and outline your event contingency plan if the event needs to be cancelled, postponed,
relocated, altered or interrupted on the event day.
Event Contingency plan

Communication Plan
In the case of an emergency, Please outline how you will communicate at the event with your event team,
emergency services, event visitors and other stakeholders. E.g. mobile phones, satellite phones, radios, PA
system. Outline procedures if proposed communication system does not work (i.e. back up communications).
Outline the plan to test communication systems before the event. It is recommended that Masters of
Ceremony (MC) or those individuals who are in control of the PA system be given advised that they are
to provide the emergency spills during events, one of their key responsibility would be to give clear
instructions to participants in case an accident or emergency may occur.

Communication
Plan

MEDIA PROTOCOL
Definition: Media representatives frequently respond to situations that involve schools. Mistake made in dealing
with the media can result in adverse publicity, interference with emergency response, and increased liability.

Faculty Student Supervisor Response


 Do not make any statements to media during or after a critical event without the direct permission of the
administrator.
 Refer all media inquiries to the administrators.
 Notify base whenever media contacts you.
 A Media Center may be established away from the school and a National University representative may
serve as a spokesperson. Please refer to our Crisis Management Organogram Media Communication
Officer for assistance in these situations.

Please refer to our Communication Policy and Emergency Guidelines Manual for additional Information
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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Other Emergencies
Include plans for specific emergencies that may arise at your event.
Event Specific Plans

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

MEDICAL EMERGENCIES
1. Remain Calm!
2. Alert an on-site member of the _________________________ or Emergency Support Team (PNP, BFP,
Medical Services).
3. Public Safety responders or the Emergency Support Team (EST) members will respond to a situation in which
any staff member, student, or visitor of the University requires emergency medical assistance.
4. Unless it is unsafe to do so remain on the scene until help arrives.
5. Do not move the injured person unless there is danger or further harm.
6. Keep the injured person warm.

VIOLENCE
1. If anyone starts a violent act, display a weapon or is threatening harm, contact the nearest ________________
Officer and/or call the _____________________ Dispatch at _______________________ to report it. Give
details about the person, last known location and the direction that they were traveling in.
2. If the situation warrants, begin the evacuation of the event.

Missing or Lost Person/Child Procedure. (If applicable)

1. If a visitor reports a child is missing, a member of the event staff should assist the parent/guardian/family
member to report the missing person/child to __________________________, and describe the child’s physical
features and clothing.
2. Security dispatch organizers would broadcast the description / circumstances over the radio to Officers in the
field. The message should also be spread via word of mouth to the event staff.

Testing, Training, Briefing


Outline your plan to test your emergency procedures, train personnel, and brief stakeholders on event day.
Emergency Preparedness
testing, training, and
briefing details

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Post Event Evaluation


Outline how you will evaluate the risk and emergency management plan. Include details of post event de-briefs
and whether the Shire https://www.shire.com/ or DOH. and / or emergency services are required.

Post event evaluation details

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

On Day Emergency Contact List


List of event day emergency contact numbers.
EMERGENCY CONTACT LIST
Events Team Events Specific Emergency Contacts
National Disaster Risk Reduction and (02) 911-1406, (02) 912- Electrician
Management Council (NDDRRMC) hotlines 2665, (02) 912-5668, (02)
911-1873, (02) 912-3046,
trunkline: 911-5061
Philippine National Police (PNP) Hotline 117 or send TXT PNP to Venue
Patrol 2920
owner/manager/School
President
Bureau of Fire Protection (NCR) 117, (02) 729-5166, (02) Suppliers / Contractors
410-6319 (Regional Director,
Information Desk)

Metro Manila Development Authority (MMDA) 136, 882-0925 (flood control) Water/Toilets
Trunkline: (02) 882-4150-77
loc 337 (rescue), 255
(Metrobase)
Metrobase: 882-0860

Red Cross Hotline 143, (02) 528-0000, (02)


527-8385 to 95

Philippine Atmospheric, Geophysical and Hotline (02) 433-8526


Astronomical Services Administration
(PAGASA)
Department of Social Welfare and Trunkline: (632) 931-81-01 to
Development (DSWD) 07, local 426 or 425 (Disaster
Response Unit); (02) 951-
7119; Pasay Office hotline:
851-2681, 511-1259

Filipino Chinese Fire Volunteer 160 – 16

MERALCO 16211

Hospitals
UST Hospital (02) 731-3001
Mary Chiles Hospital (02) 735-5352
Perpetual Succor Hospital (02) 731-1631

Gas/Sewerage emergencies

Other Power Emergencies

(02) 524 1078


Poison Control (PGH)

Relevant Govt Depts.

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

EVENT SAFETY CHECKLIST


BUILD UP CHECKLIST
Ensure the venue is designed for safety.
Infrastructure:
Stages
Seating
Tents
Marquees
Evacuation Areas
Safety planning for the following:
Approval of HESACOM for small and large event.
Food and Contractors safety procedures.
Location of stages
Barriers
Front-of-house towers
Floor plan
Assigned Safety coordinators
Consideration during Events during regular classes
Set up and sound testing procedures.
30 minutes to 1 hour prior to the main activity.
Time limit

GUIDELINES FOR BIG EVENTS (e.g concerts)


( 500 or more persons)

An Office of Student Affairs (OSA ) representative or a college representative (faculty) who sponsored the event must be present on
the duration of the events.
All the conditions tackled about the said event should be followed. A condition/s not met, the event maybe cancelled.
All offices concerned (Health Services, Physical Facilities, Discipline office, Motorpool, (etc) in this event must be informed at least a 1
month before the schedule.
For 7 days or more activities such as the University week. Preparations should be at least 6 months prior to the said activity.
An outside emergency team with ambulance must be hired by the sponsoring office/ college or the sponsor of the event aside from
the National University Health Services who will also be present.
The requirements, eg. licenses, health certificates, etc of the outside organizer must be checked by the safety officer.
The outside organizer should have their own crowd control personnel aside from the National University crowd control.
Any incident that will happen that is beyond the capacity of the university clinic, the sponsoring office/college will be responsible.
Ask contractors and subcontractors to provide copies of their own health and safety policies, and details of any hazards and risks
associated with their work, before the build-up commences. Documents and calculations will also need to be obtained in relation to
the stages, seating or other temporary demountable structures. These plans, documents, and calculations will be needed when
discussing your event with health and safety inspectors, local authority licensing officers and officers of the emergency services.
Plan the arrival of the contractors and ensure that their activities on site are coordinated with others. Also plan the provisions of first
aid and welfare facilities for the people who will be working on site, and ensure that they are suitable, in sufficient numbers and
available from the time that work begins.
It is a good practice to draw up a set of site safety rules and communicate these rules to the contractors before or as soon as they
arrive on site. They can be posted in the form of signs in site offices and other areas. Contractors will then be aware of safe working
practices required of them at the particular site or venue.
Prepare an event risk assessment plan and evaluate necessary control measures.

GUIDELINES FOR THOSE WHO WILL SELL/GIVE SAMPLES OF EDIBLE ITEMS

Must present a letter containing the item to be sold/or sampled and the schedule to the Health Services and the safety officer.
All food handlers must have a health certificate and should be used as an ID when serving food. Xerox copy of the health certificate
should be forwarded to the safety officer.
Mineral or purified water in clean containers must be used in all beverages.
Food servers must wear saliva protector, hairnets and if possible aprons.
Their area must always be clean at all times.
If in case there is a food poisoning, and upon investigation the cause is their product, they will be responsible for the hospitalization
and medical care of the patient.
Food handlers should always wear proper Personal Protective Equipment. (hair net/ spit guards)
Food handlers should be provided and follow the Health and Safety Policies of the University. (Slip and trip policy, ladder works, etc.)

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H&S Form-10-2017
NATIONAL UNIVERSITY
SAFETY DEPARTMENT

Prepared by:

Rodrigo Bonzerr S. Lopez


National University
Safety Officer

Noted by:

Renato Garduque Mr. Jose Nilo Ocampo


Head Security Vice President of Administration

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