State Convention Emergency Response Plan

KENTUCKY FFA ANNUAL CONVENTION

EMERGENCY RESPONSE PLAN

DEVELOPED: FEBRUARY 2014

DRAFT #1 (19 FEB 2014)

KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 2

TABLE OF CONTENTS

SECTION:

TITLE: PAGE(S):

1.0 Basic Convention / Contact Information 3

2.0 Evacuation / Fire Emergency Plan 4

3.0 Severe Weather / Tornado Sheltering Plan 5 – 6

4.0 Medical Emergency Plan 7

5.0 Fire Emergency Plan 8

6.0 Communications Plan 9 - 10

ATT1 Lexington Center Floor Plan 11 – 13

ATT2 Hyatt Regency Floor Plan 14 – 16

ATT3 Hilton Lexington Downtown Floor Plan 17 – 18

PLAN PURPOSE: To protect the lives and health of Kentucky FFA Annual Convention attendees and staff as well as protect and minimize damage to convention facilities in the event of an emergency.

PLAN PRIORITIES:

Evacuate (when applicable) and account for all convention attendees and staff

Contact local emergency response agencies. Assemble and train the convention Emergency Response Team (ERT) Contact pertinent regulatory agencies Conduct post-incident critique and evaluation


File any application reports with regulatory agencies

SECTION 1.0: BASIC CONVENTION / CONTACT INFORMATION

Organization Name: Kentucky Association Future Farmers of America (FFA)

Convention Date: June 2014 Convention Location: Lexington, Kentucky

Convention Facilities (All located in Lexington, KY):

Lexington Center – 430 W Vine Street (859) 233 – 4567

Hyatt Regency – 401 W High Street (859) 253 – 1234

Hilton Lexington Downtown – 369 W Vine Street (859) 231 – 9000

1.1. Contacts / Convention Emergency Response Team (ERT)

Primary: Matt Chaliff (606) 308 – 3126

Primary Backup: Brandon Davis (270) 405 – 0533

Secondary Backup: Sheldon McKinney (606) 782 – 4620

1.1.1. Other FFA Contacts

Jimmy Powell – KAAE President (859) 227-4275

Alexandria Land – FFA Office Manager (606) 303 – 2245

Dr. Kristie Guffey (270) 350 – 0471

1.2. Emergency Contacts

For ALL Emergencies, DIAL 911 !

Lexington Center Security (859) 233 – 4567

Lexington Police Department (non-emergency) (859) 258 – 3600

Lexington Fire Department (non-emergency) (859) 231 – 5600

Fayette County Emergency Management (859) 425 – 2255


LexCall – Lexington Fayette County Information 311 OR (425 – 2255)

SECTION 2.0: EVACUATION PLAN

Evacuation may be required if there is a fire in the building or other hazard. The evacuation team will direct the evacuation of the building and account for all attendees at a safe location.

Convention attendees will be warned to evacuate the building using the following system:

Building Fire Alarm System

AND/OR

Building Public Address System

Convention attendees should assemble at the following location for accounting by the evacuation team:

Lexington Center and Hyatt Hotel- High Street Parking LotHilton- Valet Area on Vine Street side of building

(SEE ATTACHMENTS ONE THROUGH THREE – END OF DOCUMENT – FOR FLOOR PLANS OF THE CONVENTION FACILITIES)

CONVENTION ATTENDEES AND STAFF ARE ADVISED TO ALWAYS FOLLOW THE INSTRUCTIONS OF ON-SCENE FIRST RESPONDERS AND BUILDING PERSONNEL.

EVACUATION TEAM:

(Emergency Response Team is advised that functions should be performed as long as their performance does not jeopardize their own personal safety and/or security.)

TEAM LEADER: Matt Chaliff - (606) 308 - 3126

FLOOR WARDEN(S): FFA Advisors and Chaperones

(Ensures that all convention attendees are cleared from the meeting rooms / hallway areas)

STAIRWELL AND ELEVATOR MONITOR(S): FFA Advisors and Chaperones

(Ensures that all convention attendees are cleared from the stairwell and elevators)

ASSEMBLY AREA MONITOR(S): FFA Advisors and Chaperones


(Works with various delegations to account for evacuees at the assembly area and inform team leader or emergency response incident commander of any missing or injured.

SECTION 3.0: SEVERE WEATHER / TORNADO SHELTERING PLAN

SEVERE WEATHER: If a tornado or severe weather warning is issued, a warning should be broadcast throughout all buildings (meeting locations), instructing convention attendees and staff to move to shelter. If this occurs, direct all convention attendees and staff immediately outside to enter the building, then close all exterior doors. All individuals should be directed to the location of the shelter area. . Convention attendees and staff should remain in shelter until given the “all-clear” by weather alerts or emergency response personnel.

SEVERE WEATHER SHELTER LOCATIONS:

Lexington Center: Located on all three levels of the facility. Signs are posted.

Hyatt Regency: Move to lower level using stairwell.

Hilton Lexington Downtown: Move to hallway outside rooms or to hotel basement using stairwells.

SHELTER-IN-PLACE: If advised to shelter-in-place from an outside airborne hazard or immediate threat of violence (i.e. active shooter scenario, threat of violence), a warning should be broadcast throughout all buildings (meeting locations), instructing convention attendees and staff to move to shelter. ATTEMPT TO REMOVE ALL FFA CONVENTION ATTENDEES AND STAFF AWAY FROM THE THREAT OF VIOLENCE IF POSSIBLE. If sheltering in place does occur, direct convention attendees and staff immediately outside to enter the building, then close and lock exterior doors. Facility maintenance should shutdown all ventilation systems and close air intakes in the case of an airborne hazard. Convention attendees and staff should remain “locked


down” until given the “all-clear” by emergency response personnel or the convention ERT.

SHELTER-IN-PLACE TEAM:

(Emergency Response Team is advised that functions should be performed as long as their performance does not jeopardize their own personal safety and/or security.)

TEAM LEADER: Matt Chaliff - (606) 308 - 3126

CONVENTION WEATHER / NEWS MONITOR(S): Lexington Center Security

(Will monitor weather sources for updated emergency instructions and ensure warnings are broadcast if issued by the weather services)

SHELTER LOCATION USHER(S): Venue Security Personnel

(Ensures that all convention attendees led the designated shelter areas)

OUTSIDE USHER(S): FFA Interns

(Ensures that all conference attendees and staff immediately outside are ushered to the appropriate location for sheltering)


SECTION 4.0: MEDICAL EMERGENCY PLAN

If a medical emergency is reported, Dial 911 and request emergency medical assistance. Provide the following information:

Number and SPECIFIC location of victim(s) Nature of injury or illness Hazards / Threats involved Nearest Entrance (Emergency Access Point) Stay on the line to help guide EMS and update on victim(s) condition

Alert trained staff to respond to the victim’s location and bring a first aid kit and/or Automated External Defibrillator (AED).

First Aid Kit / AED Locations at Convention:

Locations of First Aid Kits:

Lexington Center- Security HeadquartersSecurity Desk in Food CourtHyatt-Hilton- Front Desk and Security Desk

Locations of Automated External Defibrillators (AEDs):

Lexington Center- Arena Lobby, Guard station in the food court, Heritage Pre-Function area, Level 2 near the Executive OfficesHyatt-Hilton- Security Desk

Convention Staff Trained to Administer First Aid, CPR, or use AED:

NAME: PHONE: First Aid: CPR: AED:

Brandon Davis 270-405-0533 XX XX


Procedures:

Only trained responders should provide first aid assistance Do not move the victim unless the victim location is unsafe Control access to the scene, move convention attendees to another location Take “universal precautions” to prevent contact with bodily fluids and exposure to

bloodborne pathogens Meet the ambulance at the established emergency access point and direct them to the

victim(s)

SECTION 5.0: FIRE EMERGENCY PLAN

If a fire is reported, pull the fire alarm to warn occupants to evacuate. Next, dial 911 to alert the local Fire Department. Provide the following information:

Facility Name and Street Address Nature of Fire (what is known at that time) Fire Location (Floor, Room, etc.) Type of Fire Alarm (Detection, Pull Station, Sprinkler Waterflow) Description of any known victims / stranded individuals Name of Person Reporting Fire Telephone Number for Return Call

Procedures:

Evacuate building occupants along evacuation routes to primary assembly areas outside (see Section 2.0 – Evacuation Plan)

Redirect convention attendees and staff to stairs and exits away from the fire Prohibit use of elevators Evacuation team to account for all attendees and staff at the assembly area Meet fire department Incident Commander (IC) upon arrival and inform him

if everyone has been accounted for and if there are any stranded or other medical emergencies. Provide an update on the nature of the emergency and


actions taken to that point. Work with facilities management to provide building floor plans, keys and any other assistance provided.

Do not re-occupy the building until given the “all-clear” by emergency response personnel.

SECTION 6.0: COMMUNICATIONS PLAN

All communications related to an emergency or threat situation should be directed to Matt Chaliff. Chaliff will inform other members of the leadership team as necessary. If Chaliff is unavailable, Brandon Davis will serve as the contact.

No State Officer, Intern, or other FFA related attendee should talk to the media. All media contacts should be directed to Matt Chaliff.

As soon as possible after an incident, Chaliff will share details of the incident with Kentucky Department of Education leadership. If Chaliff is unavailable, Davis will make contacts:

Division Director: Laura Arnold – (859) 805-1399 Associate Commissioner: Dale Winkler – (859) 608 – 5926 Communications Director: Rebecca Blessings – (502) 564 – 2000

As soon as possible after an incident, Chaliff will notify the FFA Advisor of the student(s) involved. FFA Advisors are responsible for their individual students and must follow all local school policies. Interns or State Officers who come in contact with FFA Advisors should direct them to Chaliff.

FFA Emergency Response Team Command Post:

In the event of a major emergency, the ERT staff will set up a command post as soon as possible. The primary location for the post will be the FFA Headquarters


in the Bluegrass Pre-Function Registration Area. If this location is unavailable, the following locations will be utilized in order of availability:

1) Bluegrass Pre-Function Registration Area (Level Three (3)

2) Hyatt Hotel – Level Two (2), Outside the Mary Todd Lincoln Room

3) Hilton Hotel – Ground Floor Lobby

Plan Distribution and Access:

The plan will be distributed to all members of the emergency response team and department heads. A master copy of the document should be maintained by the emergency response team leader.

An electronic copy of this plan should be stored on a secure and accessible website that would allow team member access if organizational servers are down.

Electronic copies should also be stored on a secured USB flash drive for printing on demand.

All ERT members should have a “hard” / printed copy of this plan during the convention.

Plan Disclaimer:

This document/plan is provided only as guidance. It contains national recognized types of information that should be contained in an Emergency Response Plan. The information is guidance for emergency response, recognizing that individual circumstance or events not anticipated by the FFA convention may occur. The experience and judgment of those utilizing the plan is also an important consideration in how and when the plan is utilized. No warranty, guarantee, or representation is made by the Kentucky Department of Education, Kentucky FFA Association or its affiliates of the sufficiency of the information contained herein and the Kentucky Department of Education, Kentucky Association FFA and its


affiliates assumes no responsibility in connection therewith. The plan is intended to provide guidelines for safe practices; therefore, it cannot be assumed that all plausible and non-plausible scenarios are contained in the document, or that other or additional information or measures may not be required.

ATTACHMENT ONE:

LEXINGTON CENTER FLOOR PLAN

430 W Vine St, Lexington, Kentucky 40507





ATTACHMENT TWO:

HYATT REGENCY FLOOR PLAN

401 W High Street, Lexington, Kentucky 40507




ATTACHMENT THREE:

HILTON LEXINGTON DOWNTOWN

FLOOR PLAN

369 W Vine Street, Lexington, Kentucky 40507


State Convention Emergency Response Plan

Health & Medicine