THE WESTIN HILTON HEAD ISLAND RESORT & SPA
FIRE EVACUATION
DRILL RESPONSE
Distributed by:
Loss Control (Security)
June 7, 2010
Version 3
Employees in the occupancies listed (R-I) shall be trained in the fire emergency procedures described in this fire evacuation and fire safety plan. Training shall be based on these plans and as described in the contents of the plan.
Frequency:Associates shall receive training in the contents of fire safety and evacuation plans and their duties as part of the new employee orientation and at least annually thereafter. Records shall be kept and made available to code official or their designate upon request.
Associate Training Program: Associates shall be trained in fire prevention, evacuation and safety in accordance with the section below.
Fire Prevention Training:Associates shall be apprised of the fire hazards of the materials and processes to which they are exposed. Each associate shall be instructed in the proper procedures for preventing fires in the conduct of their assigned duties.
Evacuation Training: Associates shall be familiarized with the fire alarm and evacuation signals, their assigned duties in the event of an alarm or emergency, evacuation routes, areas of refuge, exterior assembly areas, and procedures for evacuation.
Fire Safety Training: Associates shall be trained to know the locations and proper use of portable fire extinguishers or other manual fire-fighting equipment.
Frequency of Drills: R-1 – Residential occupancies where the occupants are primarily transient in nature (less than 30 days) which include Boarding Houses and Hotels and Motels. R-1 should conduct their drills quarterly on each shift with the participation of all associates.
All drills will be designed in cooperation with the local authorities.
Time: Drills shall be held at unexpected times and under varying conditions to simulate the unusual conditions that occur in case of fire.
Recordkeeping: Records shall be maintained of required emergency evacuation drills and include the following information:
- Identity of the person conducting the drill.
- Date and time of the drill.
- Notification method used.
- Associates on duty and participating.
- Number of occupants evacuated (if applicable).
- Special condition simulated.
- Problems encountered.
- Weather conditions when occupants were evacuated (if applicable).
- Time required to accomplish complete evacuation.
Notification: Where required by the code official, prior notification of emergency evacuation drills shall be given to the code official.
Initiation:Where a fire alarm system is provided, emergency evacuation drills shall be initiated by activating the fire alarm system.
Accountability: As building occupants arrive at the assembly point, effort shall be made to determine if all occupants have been have been successfully evacuated or have been accounted for.
Recall and Reentry: An electrically or mechanically operated signal used to recall occupants after an evacuation shall be separate and distinct from the signal used to initiate the evacuation. The recall signal initiation means shall be manually operated and under the control of the person in charge of the premises or the official in charge of the incident. No one shall reenter the premises until authorized to do so by the official in charge.
Fire Alarm Response
Phase I
NoAlarm, panel indicating trouble
Code chart
Red = Fire
Blue = Medical
Amber = Lost Child
Evacuation gathering points
Employee Parking Lot
Beach – Then escort all guest to employee parking lot
Initial Response Team – Security Agent & Engineer
All communication occurs through the Heat Team address on the Nextel Radios
MOD – Responds to the fire panel and dispatches the Initial Response Team using the (heat team) on the Nextel radios. – “MOD to Initial Response Team, please proceed to location – code x”, repeat “MOD to Initial Response Team please proceed to location – code x”.
Security – Starts to make way to location while responding to the MOD – “Security responding to MOD – proceeding to location”
Engineering - Starts to make way to location while responding to the MOD – “Engineering responding to MOD – proceeding to location”
At this point all Heat Team radio communication terminates.
When the Security and Engineer arrive on scene, they survey all public areas. Please report back to the MOD/Heat Team “Eng/Sec on scene”, if the alarm is generated from inside a guest room, they will need to enter the room.
Once inspection of area is complete and no emergency is recognized, communicate back to the MOD/Heat Team – “Sec/Eng has inspected location, all clear, no code X, all clear.”
General Alarm – Sounding, but no inspection has occurred
Alarm is sounding –Please follow the initial response team plan, plus add below steps.
Once the Alarm is sounded, the Fire Department will call, and Service Express will inform FD the alarm is of an unknown nature in X location, and an evacuation is underway.
Concierge Desk will be the meeting point where direction is dispensed.
All managers directed to the concierge desk will make up the support team.
The department heads of these areas listed below will clear their staff, assist any guest they encounter, secure property/outlet, and then report to below areas.
Manager On Duty – directs the response team, and communicates w/ fire department.
Accounting – report to beach (crowd control)
Beach/Pool – report to discovery room, and proceed to beach with children or help guests to beach
Engineering – reports to location of emergency
Executive Committee – report to concierge
Carolina Café - help all guests exit to proper location
Convention Service – report to banquet area/meeting planners
IT – report to concierge
Sales Managers – report to concierge.
Human Resources – Keep all HOH staff calm and moving out exit by security, and gather everyone in employee parking
IRD (In Room Dinning) -report to concierge
Security –reports to location of emergency
Kitchen – report to concierge
Executive Steward – report to concierge
Banquet Manager – clear rooms, lead guests to employee parking lot.
Poolside Manager – help guest exit (if needed) and monitor pool deck area
Revenue Manager – report to concierge
Retail Manager – report to concierge
Turtles Lounge Manager or Captain - help guest exit (if needed) and monitor pool deck area if needed
Front Desk/Service Express Supervisor – direct guests through lobby out to associate parking lot
SPA – report to concierge
Housekeeping – Clear guests & staff, help secure carts, and help all staff to employee parking. DHK then reports to concierge.
Health Club – help all guests exit and find beach.
Villa – report to concierge
When you report to the concierge desk, the Director of Operations will lead the support teams and dispense all information. If the DOO is off property, the MOD will appoint an alternate, either an executive committee member (if available) or a department head to cover the DOO responsibilities. At any point throughout this document when the DOO is mentioned, please assume it also refers to the alternate when he/she is unavailable.
Manager on Duty will continue to lead the response team and communicate with the fire department, Director of Operations/Alternate, and the Heat Team.
Once members arrive at the concierge desk, they will wait to hear if there is an actual emergency situation and if an evacuation has been called, or if the alarm is a false warning and guests need to be informed. Please do not return to your desk until all clear is sounded and all guests are escorted back inside the property.
Phase II
Initial Response Team - If the inspection of the area/guest room does produce an actual fire, stay calm and communicate back to the MOD/Heat Team. One member of the group will break off and pull the closest manual fire alarm station. The other member of the initial response team will communicate back to the MOD/Heat Team – “MOD please be aware fire is present and the general alarm will be activated. Repeat, we will begin phase 2”.
MOD responds “Copy response team, active fire present. Begin evacuation process.” Repeat
Once the Alarm is sounded, the Fire Department will call. Service Express will inform Fire Department of the presence of Fire in X location,where they should arrive and that an evacuation is underway.
Room attendants will place their carts in the closest room, secure the door, and make their way to the gathering area. Please ensure you stay calm, and help guests with any questions along the way.
The MOD will meet the Fire Department at the door and update them with the most recent information.
MOD will need to have a Front Desk supervisor run an ADA room occupancy report and have it ready to turn over to the Fire Department
The Support team will meet at the concierge desk and be given a radio and an action card. The action card will describe where you need to go and what responsibilities you havei.e. proceed to stairwell 6, and direct guests to beach. There will be a map on this card so confusion should be minimized.
Service Express will be responding to guest inquiries and informing them to evacuate the building. Once the Public address system is functional, the MOD will be responsible for communication over this system.
Without risking injury - the initial response team will conduct a room search for any unconscious guests. If possible, try to remove individual from the area.
The initial response team, along with the engineering department, will begin knocking on doord and entering every room no matter what status is reported, clear all room until the fire department relieves you. Please instruct all guests on the proper evacuation route.
The Support team will be spread out around property assisting and directing guests.
All staff will make their way to the specified gathering locations.
Once the support staff has secured and cleared their area, they need call the DOO to see if their assistance is needed in other locations. Then make their way to the gathering location.
Health club staff will secure the locker rooms and then the main door before helping guests exit by the dolphin room and directing them to the beach.
Once the building is clear and we are to leave the building the Executive Committee, Directors of Engineering, HK, Loss Prevention, Front Office OP’s need to meet at CommandCenter established by DOO.
Front Office Manager/ Manager on Duty
Initiate the HEAT Team
Give location and reference code.
Ensure response from Initial Response Team
Maintain radio silence
If report comes back as positive for fire, expect an alarm, and begin to inform the Front Office staff of situation.
Choose individual to run an ADA room occupancy report.
Inform Service Express staff of pending fire department call and location of the fire.
Communicate with Director of Operations
Meet Fire Department
Provide occupancy list and ADA rooms to Fire Department
Assist Fire Department as needed
Ensure proper communication is made over Public Address System (N/A)
Keep HEAT Team current with new information
Lead all teams positioned in the lobby, and ensure safe guest evacuation
Be a calming figure, and direct guests to the employee parking area
Secure lobby, front office, business center, & Gazebo before evacuating
Ensure all cashiers have secured their banks
Find Director of Operations, and help account for all staff. If DOO is not available, MOD will appoint a replacement.
Director of Operations
Respond to all HEAT team calls by going to the lobby
If DOO is off property, MOD will communicate constantly over radio until he/she arrives. DOO will contact all members of QC especially GM.
If it is determined that fire is present – begin preparation for evacuation and support team arrival.
Communicate with the MOD to begin evacuation message over the PA system.
Retrieve Action Cards, and begin to dispense to Support Team.
Ensure Fire Department is met by MOD
Ensure messages are occurring over the public address system.
Respond to all calls for medical attention, and alert the Fire Department of any medical emergencythat arise.
Ensure all areas are being evacuated, and if help is needed, reassign personnel.
Communicate with General Manager constantly
Secure the building, and evacuate to the on-site Command Post – Close proximity to Fire Command Team.
Receive reports from Division heads that all staff is accounted for and safe.
Executive Committee
Be aware of Heat Team announcement; begin to prepare for possible evacuation
If alarm sounds, begin to secure your areas, calm staff, and help with the evacuation of your staff and guest.
Communicate with the DOO
Once your area is secure, make your way to the concierge desk, and retrieve an action card.
Help DOO secure building before evacuating
Report any injury or medical emergencies to DOO.
Once building is secure and you have evacuated, please met DOO at command site.
Director of Engineering
Monitor Heat Team alert
If fire is present, make your way to the scene to assist Initial Response Team.
Inspect the situation
If you can extinguish fire of minimal size safely, without causing harm to yourself or others, please do so, otherwise close door.
Command the efforts of Engineers and Security agents in the area
Ensure the team is properly situated as to effectively reach as many guests as possible.
Ensure the safety of all individuals on the scene.
Communicate to DOO on a regular basis
Met the fire department on the scene, and communicate any injuries/fatalities.
Have your team pull back to help guests safely and securely evacuate the area.
Evacuate your staff
Continue to help the Executive Committee evacuate guests, and secure the building
Meet the team at the on-site command post
Director of Loss Prevention
Monitor Heat Team Alert
If alarm sounds, please make your way to the concierge desk.
Meet up with the Director of Operations, discuss current situation.
Team up with MOD to meet Fire Department.
Accompany Fire Dept to scene and help secure the area.
Once FD relieves you, and area is secure, continue to assist with evacuation of building; do not allow guests in previously cleared areas.
Help team secure building, and ensure all ADA and guests with disabilities are accounted for and safe.
Communicate constantly with DOO.
Evacuate building and go directly to the on-site command post.
Director of Housekeeping
Monitor Heat Team Alert
If alarm sounds - evacuation begins, communicate with your supervisors.
Communicate with DOO regularly.
Make sure HK area is secure and on-site staff list is accounted for and in possession of authorized individual.
Make your way to concierge desk, retrieve action card, and commence activity.
Once area of responsibility is secure, please continue to help all staff and guests evacuate safely and to the right area.
Help secure building, and evacuate to on-site command post.
Director of Spa
Monitor Heat Team Alert
If alarm sounds, please begin to evacuate the spa
Ensure all guests are safely and calmly asked to exit the building
Ensure no items are blocking the back fire escape
Ensure cashier banks are secure
Close all doors once rooms have been inspected and cleared
Check both locker rooms and co-ed relaxation room
Ensure staff is out of lounge and everyone is out of Spa
Exit Spa and communicate with DOO
Escort remaining guests and staff to employee parking lot
Take inventory of all staff members, and ensure everyone is accounted for and safe.
Go to on-site command center
Health Club Staff
If alarm sounds, please begin to evacuate the Health Club
Calmly begin to ask all individuals in the HC to evacuate down the outdoor stairwell in front of Dolphin Room, and head to the beach.
Secure bank
Check locker rooms - sauna, steam, showers and lavatory.
Once HC is empty and secure, proceed to stairwell to help guests and provide direction
Once all guests have exited the building, please communicate with Discovery Room.
If Beach & Pool/Discovery Room need help escorting children to the beach, please assist them in any way possible.
Once everything is done, proceed to beach.
Villa Operations Manager
If alarm sounds, please secure the office.
Once everyone is safely out, please have your staff exit through stairwell # 2, and instruct all guests to proceed to the employee parking lot.
Director should communicate with DOO once he/she has exited the office and staff has left the building