AIRPORT EMERGENCY PLANNING The Airport Emergency Manual Cabo

AIRPORT EMERGENCY PLANNING The Airport Emergency Manual Cabo Verde, July 2009 Presented By Rheaume Allard Aerodrome Expert under the COSCAP-BAG Project 1

Airport Emergency Manual • COSCAP-BAG Template – Template approved by the FSWG in February 2009 – Template approved by the Steering Committee in April 2009 2

Airport Emergency Manual • Structure of the manual: – Part I: Distribution, Coordination Units & Alert Codes – Part II: Roles, Responsibilities & Resources – Part III: Airport Emergencies, by type 3

Airport Emergency Manual • Structure of the manual: – Part I: Distribution, Coordination Units & Alert Codes – Part II: Roles, Responsibilities & Resources – Part III: Airport Emergencies, by type 4

Airport Emergency Manual • Part 1 – Distribution: – Distribution List – How many copies (numbered) distributed to each organization involved – Each copy shall be numbered – Distribution record kept – Amendment procedure of the plan is also included in this section 5

Airport Emergency Manual • Part I – Coordination Units: – Emergency Coordination Center (ECC) – Mobile Command Post (MCP) – Rendez-Vous Point (RVP) (Airport Manpower & Equipment Dispatch Centre) 6

Airport Emergency Manual • The Alert Codes: – The Alert Codes are identified as: RED, YELLOW & WHITE – The alert code is usually followed by the number of passengers aboard the aircraft whose alert code is as an example: RED 64, YELLOW 84, etc. 7

Airport Emergency Manual • Part 1 – The Alert Codes, code RED – Code red: Complete & Immediate deployment of airport & outside agency intervention units Code RED is usually used for accident or major incident 8

Airport Emergency Manual • Part 1 – The Alert Codes, code YELLOW – Immediate deployment of a limited number of emergency airport & outside agency intervention units – Code YELLOW is usually used for an aircraft in distress (deployment of internal units & Airport Fire Department Services & state of alert for outside units 9

Airport Emergency Manual • Part 1 – The Alert Codes, code WHITE – Immediate deployment of airport intervention units (internal resources) – Code WHITE is usually used for fuel spill or other minor emergencies 10

Airport Emergency Manual • Structure of the manual: – Part I: Distribution, Coordination Units & Alert Codes – Part II: Roles, Responsibilities & Resources – Part III: Airport Emergencies, by type 11

Airport Emergency Manual • Part II – This section of the AEM defines the roles & responsibilities of the main agencies involved in an airport emergency situation – The list must be adapted to the specificities of each country/airport 12

Airport Emergency Manual • Role VS Responsibilities: – Example for Airport Maintenance Staff • Role = Perform Support Duties • Responsibilities = – – – Escorting outside vehicles Towing the emergency trailer Gathering survivors together Providing technical assistance (roads, lighting, etc. ) To prepare the temporary hospital Etc. 13

Airport Emergency Manual • Airport Director Role & Responsibilities – Establish emergency procedures: local resources – Ensure that agencies know & accept their role – Designate a coordinator for AEP – Provide ECC, MCP & RVP with communication means – Maintain & replace the material, apparatus & equipment needed to implement Emer. Procedure – Ensure that on person in charge is always available to coordinate activities in emergencies 14

Airport Emergency Manual • Airport Director Role & Responsibilities – Assume the responsibilities listed in each section of the emergency procedures manual under the heading “Airport Manager or Representative”. 15

Airport Emergency Manual • Airport Director Role & Responsibilities – All services & agencies shall recognize the Airport Director as the people in charge of coordinating the emergency plan – They shall accept the fact that, during the first stage of a disaster when lives are at stake, questions of legal jurisdiction or responsibility shall come second to saving human lives 16

Airport Emergency Manual • Airport Director Role & Responsibilities – Moreover, while the AO fully acknowledges the official responsibilities of the various agencies, its prime objective as coordinator of the emergency action plan, and that of all other participating agencies, is to save lives 17

Airport Emergency Manual • Role & Responsibilities – AFD Services – Fire fighting operations in the event of an aircraft accident on airport grounds & assist airport management in the management of the emergency site 18

Airport Emergency Manual • Role & Responsibilities – Medical Services – The hospital medical team reports to the accident site. The person in charge of medical services directs first aid & triage operations & establishes priorities for transporting the injured, as well as recording the number of injured who are evacuated to the hospital 19

Airport Emergency Manual • Role & Responsibilities – Police – The police force responsible assumes full responsibility for rescue activity in the event of an Air disaster on its territory, in accordance with the procedures established for such situations 20

Airport Emergency Manual • Role & Responsibilities – ATS – In the event of an aircraft emergency, the ATC shall issue a first alert via the communications system, transmit information concerning the aircraft in distress or other emergency & strictly control vehicle ground traffic in the aircraft maneuvering area 21

Airport Emergency Manual • Role & Responsibilities – Air Carrier (airline) – Airline staff report to the RVP for their assigned duties. – Shall provide a passenger & cargo manifest ASAP – Shall provide transportation between the accident site & the designated waiting area – Airline issues press release as authorized by investigators. – Responsible for removing aircraft debris 22

Airport Emergency Manual • Role & Responsibilities – City Fire Brigade – They report to the RVP – They are to support the Airport Fire Department, water resupply, first aid, etc. 23

Airport Emergency Manual • Role & Responsibilities – Conclusion – It should be borne in mind that the responsibilities listed in this manual merely summarize the duties each agency involved is expected to perform – Their professional skills are such that all participants & their leaders are considered capable of performing the assigned duties. – We shall thus be able to accomplish our primary objective, that of saving lives and minimizing damage & to maintain airport operations 24

Airport Emergency Manual • Identification of agencies at disaster site – To make members of the various agencies & services at the disaster site more readily identifiable, all will wear an armband bearing the color of the agency or service to which they belong 25

Airport Emergency Manual • Identification of agencies at disaster site – Color of agency armbands should be as follows: • • • Police Airline Medial Team Airport Staff On-Scene Controller Yellow Dark Blue White Green Orange – Identification Armbands shall be kept in the Emergency Trailer 26

Airport Emergency Manual • Radio Identification – Each airport should develop a radio identification system for both UHF & VHF – Specific Call Codes should be developed for: • Emergency Coordination Center: ECC • Mobile Command Post: Command Post • Rendez-Vous Point: Rendez-Vous, Assembly or Muster Point 27

Airport Emergency Manual • Communication Language – As far as practicable, only one (1) language should be used for communicating during an emergency situation or an emergency exercise – In doing so, everybody using radio communication will be aware of what is going on – Otherwise the same information will be repeated 2 or 3 times thus overloading the frequencies 28

Airport Emergency Manual • Other Installations or Equipment – A mobile trailer equipped with first aid supplies, such as stretchers, blankets, bandages, et. , is an integral port of airport equipment – This trailer is to be dispatched to the site of an accident at the start of a major emergency, and the equipment is used by first aid workers 29

Airport Emergency Manual • Other Installations or Equipment – Temporary Morgue(s) • Refrigerated sites shall be identified by the AO (hotels walk-in coolers and freezers) refrigerated trucks etc. . 30

Airport Emergency Manual • The Media – Airport Operator: The Airport Operator representative shall restrict his comments to issues that relate to the airport situation only i. e. the airport is opened or not, there is a closed runway, there will be delays for incoming and outgoing flights. His comments could also relate to the emergency response, i. e. how many ambulances are on site, fire fighters, doctors, rescuers etc. . The Airport Operator representative shall not make any comment as to the number of passengers involved, how many injured, how many deaths etc. . He could however mention the name of the airline and the type of aircraft involved. He should not mention the number or the names of passengers on board. It shall be borne in mind that the passengers are the airline responsibility 31

Airport Emergency Manual • Airline Representative: The Airline Representative, usually in consultation and cooperation with the Police, is responsible to inform passenger's relatives and friends as well as the press about the passengers themselves, i. e. the number of passengers on board, the number of injured, the number of deaths etc. . Usually, the Police is responsible to inform each individual family about the deaths of one of their members, as a result of the crash. The coordination between the information released to the press and the information given to the families is the responsibility of the airline in consultation with the Police 32

Airport Emergency Manual • Note: It shall be remembered by all that the information cannot be withheld from the Press indefinitely. The pressure exerted on the Airport Operator, the Airline and the Police and other agencies involved will be such that the details of the accident, up to a certain level, have to be revealed. A close coordination between the Airline involved, the Airport Operator and the Police, amongst others, is required. " 33

Airport Emergency Manual • Intervention Map or Grid Map – The AO shall produce two (2) airport grid maps – The first one to show the runway, taxiway, apron system and immediate vicinity – The second one to show an 8 km radius around the airport center – Each vehicle of each intervening agencies shall have the two (2) grid maps 34

Airport Emergency Manual • List of Resources, Phone Numbers etc – A list of all internal & external resources available should be established by the AO • Equipment available on the airport, under the control of the AO & under the control of 3 rd parties • Equipment available on the airport, under the control of the airlines or handlers etc. • Equipment available outside the airport, heavy equipment, coolers, freezers, buses, ambulances, portable lighting, portable generators, food suppliers, etc. 35

Airport Emergency Manual • List of Resources, Phone Numbers etc. – A list of all airport tenants, including the airlines with phone numbers at work, home, cell, e-mail address, fax numbers etc. – A list of all parties involved in an airport emergency situation with same information including name of persons for each organisation 36

Airport Emergency Manual • List of Resources, Phone Numbers etc. – Of all airport employees (AO) who could be recalled in case of an emergency 37

Airport Emergency Manual • List of Resources, Phone Numbers etc. – Red Cross – Ambulance – Hospitals – Private clinics – Doctors – Nurses – Paramedics – Army, Civil Protection – Etc. 38

Airport Emergency Manual • Part III – Airport Emergencies • (projection of AEM). 39

Airport Emergency Manual • The setting-up of the ECC – Proper set-up is essential to allow the ECC to fulfill the purpose it is intended for – ECC will be used as a crisis management room, hectic situation – 5 or even more persons will be talking on W-T, telephone will ring, persons will attempt to enter the ECC – Participants will require update upon arrival at ECC 40

Airport Emergency Manual • Setting up the ECC: – In order to minimize the impact of those activities, the following aspects should be looked at: • • • The location of the ECC shall be known by each party Access to the ECC shall be controlled Sound absorbent partition wall Permanent locker for each participants (2 keys) Board for updated information Internet connection shall be available 41

Airport Emergency Manual • Setting up the ECC: – In order to minimize the impact of those activities, the following aspects should be looked at: • • • Telephone available to each participant Battery chargers for mobile phone Battery chargers for walkie-talkie Fax capability Secondary power source should be available Recording facility should be available 42

Airport Emergency Manual • Setting up the ECC: – The overloaded telephone network: to explore possibility with the network operator to disconnect private users 43

Airport Emergency Manual • Relations of the AO with involved agencies – The first step in a viable emergency plan is to have the cooperation of all the concerned community authorities. To achieve this, it is essential that the AO maintain a good working relationship with these local authorities. This relationship must also be continuous 44

Airport Emergency Manual • Relations of the AO with involved agencies – Integration of the AEP with 3 rd parties EP • Most of the agencies involved in AEP do have their own EP • The AEP must be in accordance with their EP • The Airport Emergency Exercises must be useful to all parties. They will test their plan at the same time • Emergency exercises involved lots of resources, both from a financial & staff point of view. It is of the utmost importance to make it beneficial for all units involved 45

Airport Emergency Manual • Relations of the AO with involved agencies – Long Term Planning • Date of the airport emergency exercise shall be agreed upon by all parties • To create less disturbance as possible in 3 rd parties operations and in airport operations as well 46

Airport Emergency Manual • Relations of the AO with involved agencies – Realistic Exercise • Proper location for the accident site • Make-up kit for victims • Victims briefing (actors) 47

Airport Emergency Manual • Relations of the AO with involved agencies – Airport Familiarization Visit • Airport environment is not familiar to everyone • 3 rd parties should get familiar with airport layout, traffic regulations to be observed on the airside, access to the airport and to the airside, emergency exit roads, etc. 48

Airport Emergency Manual • Relations of the AO with involved agencies – Partial Exercises • Airport environment may scare some people • Full-scale exercise is also frightening for some people • Partial exercises have proven to be useful to reassure participants, amongst other benefits • They make people more familiar with the airport environment, more efficient & more confident • Partial exercises can be held with 1 or 2 outside agencies at a time: – – City Fire Brigade Police Medical Team Combination of any of the agencies involved 49

Airport Emergency Manual • Airport Emergency Exercises (types) – Full Scale: • A full-scale Airport Emergency Exercise aims at testing all facilities & associated agencies & their abilities to work together to achieve the main goal of saving life • It does involve a large number of people & important resources 50

Airport Emergency Manual • Airport Emergency Exercises (types) – Tabletop: • The tabletop exercise is a test of the integration & capa - bility of emergency response resources without the expense & disruption of services incurred by a full-scale exercise • The exercise may be held as a coordination exercise prior to the full-scale exercise, or it may be held at intervening times in order to reconfirm procedures, policy, telephone numbers, radio frequencies and changes in key personnel 51

Airport Emergency Manual • Airport Emergency Exercises (types) – Tabletop (Requirements): • The simplest type of drill • Meeting rooms, large scale map of the airport • Senior representatives of each participating unit 52

Airport Emergency Manual • Airport Emergency Exercises (types) – Tabletop (Scenario): • Selection of a probable accident location • Cards containing information are distributed on a timely basis to participants • Each participant must decide what to do with the information (communicate to the MCP or the RVP), and vice versa, etc. 53

Airport Emergency Manual • Airport Emergency Exercises (types) – Tabletop – benefits of the exercise • Reveal operational problems such as conflicting communications frequencies, lack of equipment, confusing terminologies, people not fully aware of their role & responsibilities, etc. 54

Airport Emergency Manual • Airport Emergency Exercises (types) – Partial • Partial emergency exercises may be required for some of the participating units in order to train new personnel, evaluate new equipment or techniques, or to comply with mandatory recurrent training requirements 55

Airport Emergency Manual • Airport Emergency Exercises (types) – Partial • Economical because of limited scope • Can be repeated often to maintain a high level of proficiency • Partial exercises should ensure that any deficiencies found during the full-scale Airport Emergency Exercise have been corrected 56

Airport Emergency Manual • Airport Emergency Exercises - Frequency – ICAO Standards: • Full scale at intervals not exceeding 2 years • Partial & Tabletop: at least once each year that a fullscale exercise is not held to ensure that any deficiencies found during the full-scale airport emergency exercise have been corrected • Tabletop exercise should be held semiannually, but not coincidental with other exercises 57

Airport Emergency Manual • Airport Emergency Exercises - Frequency – National Standards: • Each ICAO Member States can adopt its own standards pertaining to the frequency of the Airport Emergency Exercises • Usually the standards adopted by the Member States meet the ICAO Standards • National Standards can exceed the ICAO requirements 58

FULL-SCALE AEE • A Joint Venture – No airport can on its own assume all the functions required during an airport emergency or during an airport emergency exercise – The 1 st step in planning full-scale emergency exercises is to have the support of all airport & community authorities concerned 59

FULL-SCALE AEE • A Joint Venture – AEP provides framework which enables airport and community agencies & other resources to join in an effective coordinated response to airport emergencies – Emergency exercises are to produce an integrated response plan & practice procedures & coordination needed to accomplish an effective emergency response in minute time 60

FULL-SCALE AEE • A Joint Venture – AO cannot have confidence in their plan until it has been tested – Testing is crucial for determining where serious gaps may exist in the plan. Example of gaps: 61

FULL-SCALE AEE • A Joint Venture – Gaps that may exist: – Individuals may have misunderstanding about it – Procedures workable on paper do not work in practice – Written estimates of time, distance may be sufficiently inaccurate to cause problems 62

FULL-SCALE AEE • A Joint Venture – Benefits of an AEE – Emergency response personnel to better know each other & to know how other services operate – Familiarization for personnel from outside the airport to airport facilities, resources, traffic pattern and identifiable hazard areas 63

FULL-SCALE AEE • Conditions – The exercises should be conducted in: • • • Daylight Twilight Darkness Various weather conditions Various visibility conditions 64

FULL-SCALE AEE • Objective of the Exercise – Basic step is to identified what is to be achieved • Night exercise to test the reactions of response personnel under nighttime conditions • Test the ability of local emergency response teams to react to the discovery of hazardous materials in the cargo of an aircraft • Outside the airport boundaries accident to test the ability of the surrounding community to manage an air disaster 65

FULL-SCALE AEE • Full Scale EE – Scenario – Related to the objectives set for the EE Inside or outside airport boundaries Type of aircraft Dangerous goods involved Number of passengers Aircraft only or aircraft/structures; aircraft/ground vehi - cles; aircraft/aircraft • Location of the accident, the closes possible to the rwy • • • 66

FULL-SCALE AEE • The mock-up – Large passenger aircraft should be sought for the full-scale EE to add realism to the exercise – To familiarize participants with the problems of removing casualties from an aircraft – If aircraft is not available, a bus or similar large vehicle may be used 67

AEE – LONG TERM PLANNING • A continuous process • One year or at least 4 months ahead planning 68

AEE – LONG TERM PLANNING • 4 months prior to the AEE, general meeting with head of participating agencies. Aims of exercise to be outlined, a scenario formulated, work tasks assigned • A first meeting with supervisory personnel to outline aims, formulate the scenario, assigned work tasks, select emergency plan coordinators if not already done 69

AEE – LONG TERM PLANNING • Meetings to be held with all participating agencies to asses progress reports & to solve any problems related to the scenario. Individual or group meeting 70

AEE – LONG TERM PLANNING • Sixty (60) days prior to the AEE to complete arrangements for the full-scale emergency exercise site or staging are. The written scena -rio shall be completed 71

AEE – LONG TERM PLANNING • Fifty (50) days prior to the AEE, the victims make-up team should be appointed & the material needed for make-up purposes should be available 72

AEE – LONG TERM PLANNING • Forty (40) days prior to the AEE, arrangements for transportation, feeding, stretcher bearers & volunteer workers should be completed 73

AEE – LONG TERM PLANNING • Thirty (30) days prior to the AEE, meeting with all persons involved in the organization of the AEE 74

AEE – LONG TERM PLANNING • Twenty-one (21) days prior to the AEE, arrangement for volunteer casualties shall be completed • Transportation arrangements for transportation of victims to the accident site completed • Selection of evaluators (critique) and observers completed 75

AEE – LONG TERM PLANNING • Fourteen (14) days prior to the AEE final meeting & briefing for all participants, including observer & critique team 76

AEE – LONG TERM PLANNING • Seven (7) days prior to the AEE, final meeting of supervisory personnel to review assignment, scenario details, etc. 77

AEE – LONG TERM PLANNING • Partial & Tabletop Exercises – All the preparatory meetings should be supplemented by partial and tabletop exercises 78

AEE – LONG TERM PLANNING • DAY 0: THE EXERCISE 79

AEE – LONG TERM PLANNING • Debriefing Post Exercise – Between 1 & 7 days following the AEE, a critique of the exercise (meeting) so that all participants may hear the evaluators (critique) and observers reports – Desirable to look back & see specific skill that were learned, new environmental conditions that were explored, communications systems that were tried out, new equipment – Benefit & Problems that were encountered 80

AEE – LONG TERM PLANNING • Post Exercise – Thirty (30) days following the AEE, supervisory personnel meet to review written critiques submitted by evaluators & observers. Revise procedures to correct mistakes & shortcomings indicated in the exercise 81

AEE – LONG TERM PLANNING • Evaluators and Observers – Evaluators should be selected by the AO. – They are assigned at various critical intervention or coordination points – Their role is to evaluate the intervention effectiveness of participating agencies (timing, orderly operation etc. ) – Not to evaluate professional competences of participating agencies 82

AEE – LONG TERM PLANNING • Evaluators Briefing – The Evaluators should attend at least one briefing session – They must be briefed on: • The full scenario • What they should look for at each posting • What type of report is expected from them (oral and/or written) • Report forms should be made available to them • The ideal & expected sequences of events 83

AEE – LONG TERM PLANNING • Evaluators – Place of Assignment – Accident site • • Collection area Triage area Care area Transportation area 84

AEE – LONG TERM PLANNING • Evaluators – Place of Assignment – Rendez-Vous Point – Temporary Hospital – Emergency Coordination Center – Mobile Command Post – On the airport access road(s) • Evaluators should be coupled (2) at each site • Evaluators watches shall be synchronized 85

AEE – LONG TERM PLANNING • Evaluators – Accident site (Collection, Triage, Care & Transportation Areas) – Initial response time for each intervening agency – Arrival time of the Mobile Command Post – Arrival time of the on-scene commander 86

AEE – LONG TERM PLANNING • Evaluators – Accident site (Collection Area) – To evaluate the time required to locate all the victims and to account for – Arrival time of the first medical team members (first aid, paramedic, nurses, doctors etc. ) – Arrival time of the stretcher bearers & how many – Who were the stretcher bearers (RFF or others) – The behavior of victims (how good the acting was) 87

AEE – LONG TERM PLANNING • Evaluators – Accident site (Triage Area) – To note the time the Triage Area was set up – To note the time the first victim arrive at T Area – Arrival time of the first medical team members (first aid, paramedic, nurses, doctors etc. ) at T. A. – Arrival time of the stretcher bearers & how many – Who were the stretcher bearers (RFF or others) – The behavior of victims (how good the acting was) 88

AEE – LONG TERM PLANNING • Evaluators – Accident site (Care Area) – To note the time the Triage Area was set up – To note the time the first victim arrive at T Area – Arrival time of the first medical team members (first aid, paramedic, nurses, doctors etc. ) at T. A. – Arrival time of the stretcher bearers & how many – Who were the stretcher bearers (RFF or others) – The behavior of victims (how good the acting was) – Arrival time of the emergency equipment (trailer) 89

AEE – LONG TERM PLANNING • Evaluators – Accident site (Transportation Area) – To note the time the Transportation Area was set up – To note the time the first victim arrive at T Area – Arrival time of the first ambulance at T. A. – Departure time of the firs ambulance from the T. A. – Arrival time of the stretcher bearers & how many – Who were the stretcher bearers (RFF or others) – The behavior of victims (how good the acting was) – General organisation of the T. A. 90

AEE – LONG TERM PLANNING • Evaluators – Rendez-Vous Point – Response time for each agency involved (city fire brigade, police, doctors, nurses, ambulance, stretcher bearers etc. ) – Time they were dispatched to the accident site – Time first ambulance went out 91

AEE – LONG TERM PLANNING • Evaluators – Temporary Hospital – Time the temporary hospital was set up – Time of arrival for each victim – Time of departure for each victim, for transportation to hospital 92

AEE – LONG TERM PLANNING • Evaluators – Mobile Command Post (MCP) – Arrival time of the MCP itself – Arrival time of the on-scene commander – Time each agency report to the MCP 93

AEE – LONG TERM PLANNING • Observers – Participating agencies may wish to have their own observers. These observers can be considered as their own evaluators by the 3 rd parties involved. Pure observers could be, as an example, the CAA inspectors or representatives from other airports getting ready for an airport emergency exercise 94

AEE – LONG TERM PLANNING • Participants – Victims – Number of victims could be between 50 and 100 – Recruited from Secondary Schools or from any organizations that such an experience could benefit to – Brief by medical staff so as to adopt behaviors compatible with the type of wound they are having, it could be nervous breakdown, hysteria, unconsciousness, etc. 95

AEE – LONG TERM PLANNING • Participants – Victims Make-Up – To ensure a higher level of realism, the victims can be made-up – Make-up kit are available on the market 96

AEE – LONG TERM PLANNING • Publication of the date & time of the AEE – In determining the scenario, the date and time are selected – Timing must be coordinated with all participating agencies so as to create as less disturbance as possible – The AO should keep open a window of more or less one (1) hour to launch the emergency exercise. This will avoid situations where the RFF are on the accident site before the exercise is launched 97

AEE – LONG TERM PLANNING • Media participation – Local decision, to or not to invite the media – At least, Press release the morning of the exercise – If invited, the media must have free access to various sites but the ECC during the exercise – Reporters want footage, interview with the victims etc. – Limiting their access to site lead to bad coverage – If invited they must be accompany & brief – Transportation shall be provided – Access to internet & fax machines shall be made available 98