600 Emergency Response Guide 640 Evacuation Emergency Action

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan A. The Purpose of This Policy The purpose of this policy is to protect the lives of our Hotel guests, visitors and team members by implementing an effective evacuation plan during an emergency. B. Evacuation Causes A fire, explosion, earthquake, bomb threat, flood, severe weather, power failure, criminal act or civil disturbance may cause a full or partial Hotel evacuation. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 1

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan C. Authority for Ordering an Evacuation The manager-on-duty or authorities, such as the police or fire department representatives, may direct that we evacuate all or part of the Hotel. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 2

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan D. Hotel Evacuation Procedures for the Front Desk Team In the event of a full or partial Hotel evacuation, front office team members take the following actions: 1. Note the time that the evacuation began. 2. Print several room availability reports by room number and an occupied rooms report by room number. Highlight the special rooms for disabled guests. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 3

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan D. Hotel Evacuation Procedures for the Front Desk Team (cont. ) 3. Telephone each guestroom advising occupants to evacuate and give them instructions on the route to use from their location. Make the evacuation telephone calls in the following order: a. All rooms assigned to disabled or partially disabled guests b. If there is a fire, all occupied rooms closest to the fire c. All occupied rooms on the floor directly above the fire d. All occupied rooms on the floor directly below the fire Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 4

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan D. Hotel Evacuation Procedures for the Front Desk Team (cont. ) When advising guests and others to evacuate an area or the entire Hotel, use a statement such as the following: “For your safety, we are asking you to quietly evacuate the Hotel by using the stairs. Do not use the elevators. Please go to the front parking lot until we notify you that it is safe to return. ” Of course, you do not need to mention the stairs and elevators for guests on the first floor. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 5

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan D. Hotel Evacuation Procedures for the Front Desk Team (cont. ) 4. If no one answers the telephone in an occupied guestroom within four rings, call the next room. Try the room one more time before moving to the next floor. If there is still no answer, make a note on the list of occupied rooms to advise the fire department or other authorities. 5. When advised by your supervisor, the general manager, the manager-on-duty or the fire department, evacuate your work area. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 6

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan D. Hotel Evacuation Procedures for the Front Desk Team (cont. ) 6. Take with you the guestroom printout, alarm and notification log(s) and all bank and shift deposit box keys and safetydeposit-box records, the bucket and all key rings in the key box. 7. Go to the parking lot and hand over all of the records and keys to the manager-on-duty. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 7

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan E. Evacuation Procedures for the Manager-on-duty In the event an evacuation is ordered, the manager-on-duty or ranking supervisor takes the following actions (even if all guestrooms have been telephoned): 1. Check to be certain the front-desk staff members have begun the correct telephone procedures for the evacuation. Check to be certain front-desk staff members are telephoning guestrooms in the correct priority and that they are delivering the correct message. 2. Get the evacuation key ring from the emergency key box. 3. Get several grease pencils from the incident response bag. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 8

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan E. Evacuation Procedures for the Manager-on-duty (cont. ) 4. Organize an evacuation team from among available employees. If there are not enough team members available for the size of the areas to be evacuated efficiently, ask for the help of police and fire emergency personnel. 5. Assign emergency guestroom keys and keys for storerooms, mechanical rooms and other areas to the members of the evacuation team. Allocate flashlights, grease pencils and room lists to team members. 6. Meet with the evacuation team and give them their instructions. See the following sections for general instructions for the evacuation team and specific instructions for each evacuation area. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 9

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan E. Evacuation Procedures for the Manager-on-duty (cont. ) 7. Supervise the evacuation. 8. When evacuating, take with you any irreplaceable administrative and sales documents if safe to do so. Examples include the catering reservations book and sales contracts. 9. Notify the fire department or authority in charge when the evacuation is complete. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 10

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan F. General Instructions for the Evacuation Team The manager-on-duty gives the following general instructions to the members of the evacuation team: 1. Move quietly and quickly while completing the evacuation assignments. 2. Use stairs. Do not use elevators. 3. Check and clear all guestrooms, storerooms, mechanical rooms, meeting rooms, work areas and other areas within their assigned areas. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 11

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan F. General Instructions for the Evacuation Team (cont. ) 4. Tell guests and team members to evacuate using the following message: "For your safety, please evacuate this area by using the nearest stairway. Do not use the elevator. Please go to the front parking lot until we notify you it is safe to return. " Do not provide any other information. To use other statements or to give more information may cause panic and waste valuable time. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 12

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan F. General Instructions for the Evacuation Team (cont. ) 5. After each room has been cleared, lock and mark the door with a large "X" using the grease pencil. Check every guestroom, storeroom, mechanical room and other area, but check disabled guestrooms first then check other rooms that are believed occupied. If available, block re-entry to the room by using the “inhibit” key on the electronic lock. 6. If there is no response at a room you believe to be vacant, mark the door with a large “O” using the grease pencil. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 13

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan F. General Instructions for the Evacuation Team (cont. ) 7. 8. When you are certain that each floor is clear of all persons, mark an "X" on all exit doors for that floor to indicate they are cleared of all people. This procedure continues until all floors are secure and all persons have been evacuated. Remember, the protection and safeguarding of lives, including your own, is the first concern. The protection and safeguarding of property is important when it does not endanger lives. For a cleared room or floor Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 14

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan F. General Instructions for the Evacuation Team (cont. ) 9. Report back to the manager-on-duty when your area has been completely evacuated and marked. 10. Except for emergency authorities and certain managers, no one may re-enter the Hotel until emergency authorities approve. This is a standard procedure and does not fit all situations. Common sense and judgment are also necessary to keep our guests and our employees safe. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 15

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan G. Specific Instruction for Evacuating Guestrooms and Suites Evacuation team members use the following procedure for evacuating standard guestrooms: 1. Knock loudly on the door and announce, "Hotel manager“. 2. If there is an answer, give the evacuation message and stand by while the guest evacuates the area. Use the emergency key on the door to lock out reentry by the guest. If there is no answer, use the emergency key to enter the room. 3. Start at the far back of the room first. For balcony rooms, clear the balcony first. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 16

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan G. Specific Instruction for Evacuating Guestrooms and Suites (cont. ) 4. 5. 6. Work backwards toward the guestroom door checking under and behind all drapes, tables, desks, chairs, beds and piles of bedding and clothing. Remember, a small child may hide in a very small space. Check inside of armoires and closets. Check and clear the bathroom, including behind the shower curtain and bathroom door. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 17

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan G. Specific Instruction for Evacuating Guestrooms and Suites (cont. ) 7. 8. Exit the room, and pull the door closed tight. (Usually, after an emergency key has been used to enter a room only an emergency key can be used to re-enter the room until a new key is made. ) Go to the next guestroom, storeroom or other area. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 18

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan H. The Manager-on-duty's Procedure for Reoccupying the Hotel The manager-on-duty is the only person allowed to authorize guests to reoccupy the Hotel after an evacuation. Use the following procedure: 1. Have a front desk staff member make new electronic keys for the guestrooms to be reoccupied. Have the keys arranged in an organized manner to allow for quick distribution to Hotel guests. 2. Attempt to gather the evacuated guests in one area of the parking lot. Look for any guests who may have wandered away. Continue ► SAFETY & SECURITY GUIDE © Marin Management, Inc. 19

600. Emergency Response Guide, 640 Evacuation Emergency Action Plan H. The Manager-on-duty's Procedure for Reoccupying the Hotel (cont. ) 4. Apologize to our guest for their inconvenience and thank them for their patience and understanding. 5. Announce that it is now safe to return to their guest rooms, meeting rooms and other areas. 6. Explain that before they return to their guestrooms, they must pick up new keys to their rooms. Their old keys will not work. SAFETY & SECURITY GUIDE © Marin Management, Inc. End 20

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