In an emergency that requires building evacuation, time saves lives. Knowing and following the evacuation plan is one of the most important things you can do to ensure your own safety and that of your co-workers. It is your firm’s responsibility to follow the Evacuation Plan as outlined, assign responsible personnel to assist the property team, and to be responsible for controlling the movement of your employees and visitors during a full or partial evacuation of the building. Property Management will adhere to Federal, State and local codes and statutes.
The Evacuation Plan includes information on:
- Emergency Response Team Positions and Responsibilities
- Evacuation Routing and Assembly /Staging Areas
- Tenant Designated Meeting Location
- Property Management, Relocation and Evacuation Standards
- Emergency Response Team Training
- Evacuation Drills
- Emergency Supplies
Emergency Response Team Positions and Responsibilities
Each Tenant should establish an Emergency Response Team based on the positions described below.
We understand that no two facilities or Tenant situations are alike, therefore, positions can be added to your Emergency Response Team, if necessary, to provide ample coverage. In some cases, Tenants may want to share responsibilities in common areas on the floor. Additionally, each Tenant is encouraged to establish an afterhours calling tree for contacting its employees in the event of an emergency.
The Emergency Response Team for each floor consists of Floor Wardens, Suite Monitors, Searchers, Special Assistants, Stairwell/Elevator Monitors, and Alternates. It is each Emergency Response Team member’s responsibility to be familiar with the Plan, the emergency exits, and the location and operation of any available fire system equipment, and fire extinguishers. The Plan outlines responsibilities for Emergency Response Team members. Specific roles and responsibilities include:
Senior Person In Charge (Property Management: manages the evacuation):
- Appointed by management; the most senior member of the property team ON-SITE during an emergency.
- Reports to the local authorities.
- Overall management / supervision of the emergency evacuation.
- Coordinates notification to the building occupants in an emergency, and directs the Emergency Response Team to relocate or evacuate via the Public Address System (PA), Alarm System, or by other means.
Floor Wardens (Tenants: manage the evacuation of their suite and common areas on their floor):
- Appointed by the Tenant.
- Direct the Emergency Response Team for their suite and common areas on the floor in the event of an alarm or fire.
- Floor Wardens have a dual role, Floor Warden and Suite Monitor. They are responsible for evacuating the common areas on their floor, and all areas in their suite.
- Assemble responsible and dependable employees to implement emergency evacuation procedures. These roles include Searchers, Special Assistants, Stairwell and Elevator Monitors and Alternates. Each Tenant must have their own Emergency Response Team.
- Direct the evacuation of occupants in the event of an emergency. Ensure that their suite and common areas on their floor are evacuated.
- Follow direction provided by the Senior Person in Charge and the local authorities during an emergency.
- Report the names and locations of all individuals waiting for assistance in relocating/evacuating to the local authorities.
- Inform the teams’ Alternates and the management team of any vacations, leaves of absence, transfers, or time off of anyone on the Emergency Response Team including Floor Warden in order to make necessary team adjustments.
Alternate Floor Wardens (Tenants: manage evacuation of Tenant space):
- Appointed by the Tenant.
- In the absence of the Floor Warden, the alternate assumes the duties and responsibilities of that position, including that of Suite
- Monitor for their suite.
- Assist the Floor Warden during an emergency.
Suite Monitors (Tenants: manage the evacuation of the suite):
- Appointed by the Tenant in each suite.
- Assemble responsible and dependable employees to implement emergency evacuation procedures for their suite. These roles include Searchers, Special Assistants, and Alternates.
- Keep a record of the names and locations of individuals in your suite that require special assistance to evacuate. Forms can be obtained from the management team. This form should be completed by each Suite Monitor, updated as necessary, and sent to the Security Desk promptly following any revisions.
- Direct the Emergency Response Team and occupants in the event of an emergency.
- Follow direction provided by the Floor Warden, by the Senior Person in Charge and by the local authorities during an emergency.
- Evacuate the team from the floor.
- Report the names and locations of all individuals waiting for assistance in relocating/evacuating to the local authorities.
- Take attendance of suite occupants and visitors at the designated Initial Assembly Area, or your suite’s Designated Meeting
- Location to ensure that all individuals are accounted for. Report missing persons to the local authorities.
- Inform teams’ Alternates and the management team of vacations, leaves of absence, transfers, or time off of anyone on the Emergency Response Team including Suite Monitor in order to make necessary team adjustments.
Alternate Suite Monitors (Tenants: manage the evacuation of the suite):
- Appointed by the Tenant for each suite.
- In the absence of the Suite Monitor, assume the duties and responsibilities of that position.
- Assist the Suite Monitor during an emergency.
Searchers (Tenants: make sure no one is left behind):
- Appointed by the Tenant for each suite.
- Appointed by the Floor Warden for common areas.
- Responsible for searching and evacuating occupants from all rooms and common areas on each floor such as offices, restrooms, kitchens, reception areas, elevator lobbies, conference rooms, fitness centers, etc. Tenants may need several searchers depending on the size of the suite and the number of common areas to be searched. If the suite is large, divide it into quadrants and permanently assign a Searcher to a specific quadrant. If there are several common areas to be searched, assign Searchers to specific common areas.
- If time permits, close each door after the room is searched and place a Post-it note on the lower third of the door saying “Search Completed”. This alerts the fire fighters that the room has already been searched and gives them more time to fight the fire. It is recommended that searchers have the Post-it notes preprinted on white paper with large black bold lettering.
- Direct all remaining occupants on the floor to evacuate.
Special Assistants (Tenants: aid persons requiring special assistance):
- Appointed by the Tenant for each suite.
- Make sure that all persons requiring special assistance are evacuated safely. Special attention must be given to individuals who have difficulty hearing, opening doors, or negotiating stairwells. Include individuals confined to a wheel chair, walk with the aid of a cane, walker, crutch, artificial limb, temporary cast, or who have limiting conditions such as arthritis, rheumatism, heart conditions, excessive weight, are pregnant, or have any other condition that prevents or impedes following emergency instructions.
- Two Special Assistants are required for every person requiring assistance.
- Commence relocating the individual requiring aid to the nearest safe location. If there is evidence of a fire, relocate the individual to the emergency stairwell farthest away from the fire.
- Persons who do not require special assistance evacuate first. The individuals requiring special assistance can then evacuate without slowing the evacuation. Do not slow or impede the evacuation, this may cause panic.
- If there is evidence of fire, relocate the individual to the emergency stairwell farthest away from the fire or other emergency.
- Wheelchairs should be left behind when evacuating via the stairwells.
- Move into the stairwell or safe refuge area, close the door behind you, and remain on the landing. If floors above are evacuating, and the floor you are on is not affected by smoke or fire, move back onto the floor until the upper floors have evacuated so you don’t slow the evacuation.
- If imminent danger exists, the Emergency Response Team may assist in evacuating the individual to a safe area.
- Report the names and locations of persons waiting for assistance to evacuate/relocate to the Suite Monitor and local authorities.
Stairwell Monitors (Tenants: manage stairwell evacuation):
- Appointed by the Floor Warden for common area stairwells
- Appointed by the Tenant for each suite for internal private stairwells.
- Report to the assigned stairwell and check the environment inside the stairwell before you allow anyone access.
- If the door is hot to the touch or if the stairwell is affected by smoke, direct individuals to an alternate emergency stairwell and inform the Floor Warden to ensure that the local authorities are notified.
- Do not allow evacuees to take food and beverages along when evacuating. Spilling of food and beverages can cause a slip and fall hazard that will slow the evacuation and possibly cause injuries. Hot beverages can also cause burn injuries if spilled directly on individuals. When evacuating time is of the essence, it can save lives.
- Two Stairwell Monitors are to be stationed at each stairwell. One at the stairwell door, holding the stairwell door open, directing individuals to walk quietly in a single line, and the other at the first landing directing individuals to walk on the right side of the stairwell. Walking on the right side of the stairwell helps evacuees down the stairwell safely because stairwells generally have a continuous handrail on the right side that can guide individuals in the dark. Keeping to one side of the stairwell also allows the fire department to ascend freely on the left side of the stairwell.
- Tenants must remain calm and adhere to strict stairwell discipline. Evacuees must be silent to allow everyone in the stairwell to hear emergency announcements and commands.
- Evacuate individuals down the stairwell in a systematic and orderly manner.
Elevator Monitors (Tenants: prevent the use of elevators):
- Appointed by the Floor Warden for elevators in common areas.
- Appointed by the Tenant for each suite for private or internal elevators.
- DO NOT USE ELEVATORS IN A FIRE EMERGENCY.
- Report to the elevator lobby and redirect traffic to the nearest emergency stairwell in a fire emergency, and maintain order in an elevator evacuation.
Alternates (Tenants: fill open positions):
- Appointed by the Tenant for each suite.
- Each Tenant should assign a sufficient number of Alternates for each position specified above, so that an Alternate is in the building at all times during working hours to ensure a safe evacuation.
Evacuation Routing and Assembly / Staging Areas
Listed below are detailed instructions for evacuation routing and assembly areas depending on which stairwell you use.
In a less detailed overview, all employees should remember to:
- Use the closest emergency stairwell,
- completely exit the building in the closest straight line from where the stairwell exits onto the ground,
- and, continue in the closest straight line from where you exit the building all the way to one of the two assembly areas (South Street next to the 300 South Orange building, or Church Street by the railroad tracks).
Evacuees at the Church Street assembly area are reminded that if, AND ONLY IF, they can safely cross the tracks or Church Street, it is preferable to actually put a building between themselves and the Tower Building.
In the event of an evacuation, the property team will direct evacuees out of the building toward the initial assembly area.
This procedure accomplishes two goals:
- Helps provide a safe direction of travel that does not interfere with emergency personnel, emergency equipment, and responding emergency vehicles.
- Helps prevent a backup of evacuees in the building’s lobby and stairwells.
The initial assembly area is located far enough away from the building to allow all occupants to evacuate out of the building and relocate to an assembly area away from the emergency. Once the initial assembly area is reached, Tenants may move to a Tenant designated meeting location and wait for instructions from the Floor Warden or Suite Monitor.
Tower Building
Use the stairwell closest to your location at the time of the alarm or evacuation order, either the North or South stairwell.
- The NORTH STAIRWELL will bring you out onto the ground floor just outside the West Entry towards Church Street next to the garage, you will turn left (west - towards the railroad tracks) on Church Street.
- The assembly area is on Church Street just before the railroad tracks by the old railroad station. If, and only if, you can safely cross the railroad tracks, it is preferable that you wait on the other side of the tracks (further away from the building). Do not stop in the 54 West Courtyard.
- The SOUTH STAIRWELL will bring you out on the ground floor by the West Entry continue to exit the building towards Church Street. The assembly area is on Church Street just before the railroad tracks by the old railroad station. If, and only if, you can safely cross the railroad tracks, it is preferable that you wait on the other side of the tracks (further away from the building). Do not stop in the 54 West Courtyard.
Atrium/Lobby
Use the Atrium exit closest to you at the time of the alarm or evacuation order, either the
Courtyard exit or the Church Street exit.
- Exit into the Courtyard from the Atrium; continue through Courtyard and south on Orange Avenue to South Street. The assembly area for this group is on South Street alongside the 300 South Orange Avenue building. Do not stop in the Courtyard or near Nature’s Table.
- Exiting onto Church Street from the Atrium, turn left and proceed toward the railroad tracks. The assembly area is on Church Street just before the railroad tracks by the old railroad station. If, and only if, you can safely cross the railroad tracks, it is preferable that you wait on the other side of the tracks (further away from the building). Exit onto Church Street and turn left toward the railroad tracks. Do stop in the 54 West Courtyard.
Park Building
Use the emergency stairwell closest to you at the time of the alarm or evacuation order, either the North or South stairwell. Both stairwells will bring you out into the Courtyard, where you should proceed south on Orange Avenue and around the corner onto South Street. Assemble on South Street alongside 300 South Orange Avenue.
- THE NORTH STAIRWELL will bring you to the ground floor hallway by DT Cafe. Proceed out of the building into the Courtyard and continue through Courtyard and south on Orange Avenue to South Street. The assembly area is on South Street alongside the 300 South Orange Avenue building. Do not stop in the Courtyard or near Nature’s Table.
- THE SOUTH STAIRWELL will bring you out on the ground floor at the Park Building entrance. Exit the building into the Courtyard and continue through Courtyard and south on Orange Avenue to South Street. The assembly area is on South Street alongside the 300 South Orange Avenue building. Do not stop in the courtyard or near Nature’s Table.
Use the emergency stairwell closest to you at the time of the alarm or evacuation order, either the North or South stairwells. Both stairwells will bring you out into the Courtyard, where you should proceed south on Orange Avenue and around the corner onto South Street. Assemble on the South Street sidewalk alongside the 300 South Orange Avenue Building.
Parking Garage (25 West South Street)
All persons exiting from or through the Parking Garage should exit onto South Street, turn left, and assemble on the South Street sidewalk alongside the 300 South Orange Avenue building. Please exit from the garage to South Street side only! DO NOT EXIT VIA THE CHURCH STREET EXIT.
*Please reference the attached Evacuation Map.
TENANT DESIGNATED MEETING LOCATION
Each Tenant is responsible for designating its own company meeting location for employees to congregate in the event of a full building evacuation. The meeting place should be located well away from the building (300 ft. minimum) and the standard assembly / staging areas shown in this guide, and should provide safe refuge. After the evacuation, the Suite Monitor is responsible for taking attendance to ensure that all of their company’s suite occupants and visitors are accounted for, and should report missing individuals to the local authorities.
RELOCATION AND EVACUATION STANDARDS
Property management will adhere to Federal, State, and local codes and statutes.
Emergency Response Team Training
Each Tenant must establish an Emergency Response Team based on the positions described above. The names of team members must be kept up to date and communicated to the property manager. All members of the Tenant’s Emergency Response Team will be asked to attend training sessions conducted by the fire department, police department and Property Management. Training is essential to the readiness of the Emergency Response Team, and will be scheduled by the property manager. Cross training is recommended to enable knowledge and role sharing among team members. This is especially important if one or more team members are unexpectedly out of the office when an emergency occurs. Cross training helps to ensure a seamless evacuation in a minimally staffed environment.
EVACUATION DRILLS
The property team, often with the assistance of the fire department, conducts periodic emergency evacuation drills, in accordance with the approved Plan.
Property management's evacuation drill standard includes following local code or in the absence of code at a minimum, drill each Tenant on each floor once per year as defined locally by fire department officials. Conducting drills will help Tenants and property teams prepare for the unlikely event of a true emergency. Building occupants are required to participate in drills. Written records of the drills and compliance results are kept on the premises readily available for inspection by the fire department.
EMERGENCY SUPPLIES
It is recommended that you and your employees have the following items available:
- First aid kit
- Cell phone
- Flashlights and extra batteries
- Transistor radio and extra batteries
- Latex gloves for blood borne pathogen protection
- Heavy gloves in case of broken glass
- Emergency Analog Telephone to connect to a facsimile line that will operate in the case of a power failure.
- Whistles to get the attention of those around you
- Walking shoes
- Bottled water
- Light sticks (8 hour)
- Masks