LESSEE EMERGENCY RESPONSE PLAN AFAS Live 2017
General information There are a variety of emergencies which can potentially take place at AFAS Live. These may include accidents which require medical assistance, fires, bomb threats, disorderly conduct, a power outage during an event, etc. Emergencies may necessitate an evacuation of the entire building or part thereof. The person in charge of evacuations is the head of AFAS Live's emergency response team (HBHV). Together with the company emergency responders, medical stewards, service personnel and security personnel, the HBHV is responsible for the correct supervision and assistance of both staff and visitors. Organisation AFAS Live's Operations Manager (HBHV) AFAS Live's Operations Manager is responsible for the correct operation of the various disciplines during events, e.g. food and drinks vendors, security, the financial department, the facilities department, ICT, etc. The Operations Manager is the linchpin for all these disciplines. He coordinates matters directly with the event representative, i.e. the lessee. As head of AFAS Live's emergency response team (HBHV), the Operations Manager is also responsible for coordinating the company emergency responders in the event of an emergency. This may include coordinating communications with the emergency services. Medical stewards (first aid) If required, AFAS Live will hire a professional third party to coordinate first aid duties during an event. All first aiders employed by the third party must be in possession of a Basic Life Support and/or Advanced Life Support diploma. In addition, AFAS Live will employ nurses, ambulance personnel and doctors if the nature of the event makes this necessary. AFAS Live consults regularly with the third party in order to ensure that the coordination of first aid duties matches the requirements of AFAS Live. In everyday situations, first aid duties are performed by the company emergency responders on duty. First-aid boxes with basic supplies and AED devices are present at several locations throughout AFAS Live, including the first aid room, the reception area, the office corridor, the ticket register in the entry hall and the Beat Box hall. The first aid room is fully equipped. Internal security service (house security) The internal security service consists of a team of permanent security personnel. Their role within AFAS Live is preventive. They monitor, observe and raise the alarm. They are on duty during set-up and dismantlement and at the events themselves. They are familiar with the internal workings of AFAS Live and have the means to contact key personnel. Where necessary, they work together with AFAS Live's various other disciplines. Additionally, they consult with the external security service on an event-by-event basis. House security personnel operate the CCTV system, the control room and hand-held transceivers and carry out access controls. House security personnel also carry out self-evaluations throughout the building, e.g. to monitor the condition of personal protective equipment and remove any hazards. In the event of an emergency, the control room operator functions as the communication linchpin. External security service (event security) If required due to the nature of an event, the event organiser or AFAS Live may hire an external security service which has been accredited by AFAS Live. Generally speaking, the external security service monitors the audience area. The duty of external security personnel at AFAS Live is to observe, raise the alarm and implement crowd control measures. They provide assistance to the company emergency responders in the event of an emergency.
Company emergency response team In both office situations and event situations, AFAS Live employs company emergency responders who have been certified by the Netherlands Institute for Company Emergency Response Services (NIBHV). They are spread out equally among the various disciplines, e.g. office personnel, site crew, food and drinks vendors, bar personnel, etc. The HBHV deploys the company emergency responders as he sees fit, depending on the situation. Lessee project manager The lessee's project manager serves as the client of the external security service. The project manager is in contact with the band, band security, set-up and dismantlement personnel, ticket agents, etc. In the event of an emergency, the lessee must be informed as quickly as possible to ensure coordinated action within the existing framework of AFAS Live's procedures. Crisis management team The crisis management team (CMT) is a team of authorised persons which meets to coordinate AFAS Live's approach in the event of a crisis. During events, the CMT consists of a representative from AFAS Live in the person of a designated member of the management team and a representative from the event organiser (i.e. the lessee). The CMT operates outside and above the organisational structures. It is responsible for keeping the management team and other stakeholders informed and coordinating internal and external communications. The CMT takes operational and tactical decisions when dealing with a crisis. The member of the CMT appointed by AFAS Live is authorised to supervise the HBHV and may assume overall command in exceptional circumstances. Emergency services The emergency services are defined as the police, the fire brigade and the Regional Medical Assistance Organisation (ambulance service). Communication devices Personnel have access to the following communication devices: Landline and portable telephony (DECT) as well as GSM mobile phones Hand-held (digital) transceivers Public address system Megaphones
Organisation chart Please refer to the organisation chart below for AFAS Live's organisational structure with regard to event security.
AFAS Live personnel will encounter various operational situations and a number of potential emergency scenarios. Please refer to the charts below for the various emergencies which necessitate raising the alarm, outlining the lines of communication for each emergency. Fire alarm: during the day and during events
Fire alarm: during the night (building locked, no personnel present) Other emergencies
General instructions The full emergency response plan includes specific instructions per position in the company. Below, you will find general instructions for both personnel and visitors. Evacuation alarm Although the order to evacuate may be communicated through word of mouth or by phone, personnel and visitors will generally be notified by the evacuation alarm. The HBHV can sound this alarm in certain preset zones or throughout the entire building by operating the evacuation alarm system control panel. In addition to the slow-whoop signal, the evacuation alarm consists of a pre-recorded text in various languages. Emergency systems operation In the event of a fire alarm, the control room will operate a number of systems automatically; e.g. lifts will be sent to ground level and doors at ground level will be kept open. Use of telephones/hand-held transceivers In the event of an emergency, telephones and hand-held transceivers must only be used to communicate information with regard to the emergency. Instructions What to do if you discover a fire or accident Fire Operate the red fire alarm manually. Report the incident by calling 666. Move persons endangered by the fire to a safe location. Alert the department's personnel. Close windows and doors. Attempt to extinguish the fire. (only BHV) Do not use lifts. Await further instructions. Accident Report the accident by calling 666. Report the location, cause and number of victims. Start providing assistance or wait until assistance can be provided. What to do in the event of an evacuation during the DAY Evacuate the building immediately when you hear the evacuation alarm. Move to the assembly point (do not use lifts) and await further instructions there. The assembly point is: rear of the building (De Corridor). Follow all instructions issued by the company emergency team. Never leave the assembly point without authorisation. Provide assistance as required. Await authorisation before re-entering the building.
What to do in the event of an evacuation during an EVENT Evacuate the building immediately when you hear the evacuation alarm. Follow the evacuation procedure for your location outlined below. The assembly point is: Crew Achterzijde (De Corridor) Public: ARENA BOULEVARD. What preventative measures can you take? Preventative measures that you can take include the following: Monitor corridors and emergency exits for obstructions. Monitor equipment for readiness and availability (e.g. evacuation alarm system, fire extinguishers and first aid supplies). Promote fire prevention practices (complying with the smoking ban if applicable, not obstructing emergency exits, switching off equipment, reporting defects, etc.). Know how to contact the company emergency response service. Know the specific fire and general safety aspects of the building and the organisation. Know your instructions. In the event of a fire Remain calm, but act quickly. Operate the red fire alarm manually. Report the incident by calling 666. Alert persons near you. Move persons endangered by the fire to a safe location. Close windows and doors. Attempt to extinguish the fire. (only BHV) Leave the building by using the designated routes. In the event of an accident Report the incident by calling 666. Report the location, cause and number of victims. Wait until assistance can be provided. In the event of an evacuation Evacuate the building when you hear the evacuation alarm. Follow all instructions issued by the emergency response services. Leave the building by using the stairs and the emergency exits. Do not use lifts. Move to the assembly point: ARENA BOULEVARD (FRONT OF THE BUILDING).