the family reunion emergency preparedness plan
The Black Girls Pole Family Reunion is dedicated to the safety and wellbeing of all participants, staff and vendors attending the event. Below is an emergency preparedness plan to ensure everyone is aware of what to do and who to contact in case of an emergency.
Our emergency preparedness plan begins before our event starts. Our event is fully covered by insurance to protect all of our guests and attendees. We have arranged for the services of a professional fire marshall, EMTs, and the convention center staff to inspect our setup for safety. An XPert Certified Instructor will be conducting daily checks on each stage pole to confirm correct installation. Furthermore, we are taking the extra measure of securing all workshop rooms with a private key after each day.
All instructors are insured for their work. And we have also budgeted for a medic at the event. If you are a medic and are already interested in coming to the Family Reunion, reach out to us here! We’d love to chat with you!
1. Emergency Contact Information
Ensure all participants, staff, and vendors have emergency contact information available to them at all times. This includes local emergency services, the convention's emergency contact number, and the location of the nearest hospital.
2. Staff Training
All convention staff will be trained in emergency procedures, including who to contact, how to evacuate the venue, how to administer basic first aid, and how to respond to any medical emergencies
3. Emergency Communication
In case of an emergency, an announcement will be made over the convention's public address (PA) system. Convention staff will also be alerted immediately to identify the situation and provide instructions as to what steps to take.
4. Evacuation Procedure
In case of evacuation, attendees will be directed to the nearest exits. Staff will be stationed in key areas to provide direction.
5. Medical Preparedness
A qualified medical professional will be available onsite during the convention. Attendees should identify their medical needs to this professional and carry all necessary medications with them.
6. Emergency Supplies
The convention will have emergency supplies (including AED) and first aid kits available in locations throughout the venue.
7. Communication and Updates
Updates on any emergency situation will be provided regularly to all attendees, staff, and vendors via email and our scheduling software. All staff members will be on 2 way radio communication for the entirety of the event.
8. Collecting accommodations and emergency contacts at registration
We are requesting all participants provide their accommodation details and emergency contact information at the time of registration at the actual event in Puerto Rico. This information will be kept on file in case of emergencies, but will not be shared with any third parties without prior consent.
By following the emergency preparedness plan, we at BGPC can ensure the safety and wellbeing of all involved in the event. Please reach out to us if you have any questions or concerns about our emergency preparedness plan.