Pre-Event Site Preparations

Prior to a CIY event, please have the following questions answered.

Are there designated tornado safe area? If so, where are they?

Are there weather/natural disaster sirens on site or within listening range?

Does any staff on site from venue monitor the weather?

Are there functioning fire extinguishers mounted and functional in all buildings?

Are emergency exit routes for all buildings posted?

Does the site have an active shooter policy? If so, please request a copy.

What law enforcement entity is responsible on site? Are they armed private security or local police?

What local entity is responsible for medical emergencies and their ETA to site? Are there trained medics on site? If medics are on site, what is the contact procedures? 

Are there site-specific incident reporting requirements?

Tornado/Severe Thunderstorm

Tornado-safe areas are interior hallways or rooms away from exterior walls and windows and away from large rooms with long-span ceilings. The entire CIY Staff needs to be aware of safe areas at venue.

When conditions are conducive for tornado activity the Event Coordinator in conjunction with the Event Director in charge of the event will monitor the situation.

The Event Coordinator will inform Event Staff exactly where the medical release forms are located and have immediate access. This is in the event the Event Coordinator becomes unavailable or incapacitated.

After an official tornado warning/watch has been issued-

Be in touch with local security and/or site representative. Ask that a representative is on site.

The Event Director should know ASAP that problems are possible but not yet confirmed.

Have access to radio, TV, or internet for immediate updates.

Review this checklist for procedures based on location/situation.

Tornado/Severe Thunderstorm - Auditorium Guidelines

Relocate registrants to safe zone in orderly fashion

*CIY Staff that need to be notified when possible –VP of Operations & Program Latitude Leader

. A “watch” means that conditions are right for the event to happen.

Inform Event Director that watches have been issued.

Use texting service and CIY app to notify adult leaders and students of weather issues. If time allows, work with the Event Director on the wording of the notification/text message. TEXTING VERBAGE *There is a tornado watch in the area, please monitor conditions. We will relay information as we get it.

Prepare for a warning. Begin to print signs to hang around campus letting students and leaders know about the severe weather. Hang the signs once a “watch” has been issued and what time it will expire.

Begin to secure staff/security around the building to monitor and keep registrants inside. They will inform Event Coordinator if they see funnel.

Use local security, College staff, and adult leaders.

If the watch progresses to a warning or conditions worsen. Begin to quietly assign exit and aisle assignments to all available College staff, CIY Event Staff. Have all available staff remain at The Hub in case you need them. Do not let registrants leave until the watch/warning has passed.

 A “warning” means the condition is imminent or already happening.

If they are on stage, immediately pass info to them through monitors. If they do not see the monitors, then have the backstage manager take a note out to them on stage immediately. Keyword: immediately.

Use all available staff, Event Staff, College staff, and local security:

Put available staff in the aisles and at each exit of the doorways. If the Event Coordinator knows that the Event Director will be moving students into another location assign adult leaders to move to the location and help make that transition.

Use Event Director from the front of the room and use screens to communicate

Don’t hesitate to interrupt worship or speakers if there is a tornado.

If you have a secure location to move students, do so in an orderly fashion. Much like you dismiss to Encounter, row by row.

Remind students of the “drop and tuck” that they learned in grade school. Make sure they all get situated and in a “tuck” position.

Have adults stationed in the site that you are moving students communicating about available space. Be very careful not to over fill a space.

Have adults directing students all along the way.

If students have to remain in the room due to space, move them to the safest location (away from windows and along an interior wall) in the room and have them sit down in a “tuck” position.

No one is to move back into the auditorium until the Director gives the “All Clear”. Only the Director can make that call.

Event Coordinators should have the Master Event Registration list with final numbers, dorm assignments, and contact information. They need to begin confirming that all YM have their group accounted for.

Anyone not accounted for must immediately be reported to the Event Director.

Every effort to contact anyone not accounted for must be done via text, phone calls, or another action deemed appropriate by Event Director.

Tornado/Severe Thunderstorm - Around Campus Guidelines

*CIY Staff that need to be notified when possible – Latitude Leader & VP of Operations.

This process will be more complicated. If tornado warnings/watches are in effect during the night, meal times, free time, or electives, then you will have a much harder job.

Use texting and CIY app to notify adult leaders and students of weather issues.

Prepare for a warning. Have local security/Event Staff/College staff prepare signs stating that a watch/warning has been issued. Put signs up on dorm doors, cafeteria, and any other main buildings when the threat moves from watch to warning. Direct them to look at the posted instructions that most colleges have.

Designate a key leader to oversee each structure where we have students present. Tell them not to dismiss students until they have received an “ALL CLEAR”.

When it appears likely that a thunderstorm will approach campus notify adults and students, use available event staff to move people into buildings – even if a warning has not been issued yet.

. A “warning” means the condition is imminent or already happening

Use texting and CIY app to notify adult leaders and students of weather issues. TEXTING VERBAGE *There is a tornado warning for our area, please go to the nearest building and go to the lowest floor, along interior walls, away from windows.

If Electives are in process, send out College staff/Event Staff to interrupt the teacher and let him know that he/she should be prepared to move students to a lower level if he/she hears a siren. Tell the teacher not to dismiss students to leave the building until he hears from local security or CIY staff. If there is a designated storm shelter that is VERY close, have them proceed to that structure.

If a tornado siren happens at night, trust the adult leaders in the dorms to follow the college’s posted procedures.

Utilize all available staff, Event Staff, College staff, YM and local security:

Send available staff to dorms, recreation facilities, cafeteria and classrooms to help move students into position. Get all students inside a structure ASAP.

Designate a key leader at each structure where you have students to keep everyone inside until an “ALL CLEAR” has been given by the Event Director.

Move students inside. Have students remain in the structures until the Event Director gives the “All Clear”. Only the Event Director can make that call.

If there is a tornado that hits campus, notify the Vice President of Operations and Program Latitude Leader IMMEDIATELY. This needs to be a phone call, not a text. If the call is not answered, text the following to the VP of Operations/Latitude Leader– “911”.

Event Coordinator needs to begin accounting for event registrants using the Event Master Registrant list.

Earthquake

Evacuate registrants from any unsafe structures.

Head Count & ready medical release forms.

*CIY Staff that need to be notified when possible – Latitude Leader & VP of Operations

Plan ahead - Earthquakes give no obvious warning before they occur. Locate potential safe areas: under a desk, inside doorways and in halls are structurally safe locations. Stay away from windows, unsecured bookshelves and file cabinets.

Know the location of fire extinguishers and first aid kits and how to access available resources (EMT, campus medic etc…)

Plan your immediate action with co-workers in the event that shaking starts.

Duck - Move away from possible falling objects: books, small office equipment, knick-knacks, unsecured bookshelves and file cabinets

Cover - Tables and desks provide protection from falling objects and glass. Hallways are structurally more secure than open office areas and will have less flying debris. Doorways also provide good structural support, but watch out for swinging doors on fingers.

Hold - In a violent earthquake, things will be moving. Get on the floor; hold onto your desk. Brace yourself in a hallway or doorway. Remain calm and ride out the shaker.

Outdoors – move away from buildings, utility poles, trees and other structures if you can. After the Earthquake Make sure you and those around you are safe. Assess your immediate conditions.

Be prepared for aftershocks. Evacuate structures only after a safe exit route has been explored. Watch out for broken glass, exposed electrical wiring and potential falling lighting and other ceiling fixtures.

Assist the injured and those with disabilities to exit the building safely. If they are unconscious or you are unable to assist, report their condition and location to Emergency Responders. Make every effort to account for the location and status of people in your immediate area.

Event Director/Worship Leader/ Onstage Personality needs to gain control of crowd from stage immediately and keep everyone calm.

Notify the Vice President of Operations/Program Latitude Leader.

Send notification to registrants for updates and head counts.

Event Coordinator should be near the CIY office to access medical release forms if need be.

Fire

QUICK GUIDE: Fire – Smoke, Fire, Odor of Gas

Evacuate registrants to a safe distance of possible outside of the affected building. If trapped- follow posted fire procedures.

Treat EVERY alarm as if it is the real thing.

Send staff/Event Staff/College staff around the auditorium property to check for possible fire.

If you have to move students from the facility:

Announce from stage that you will be dismissing students, and inform them to safely move outside and gather with their youth group a safe distance from the building

When a fire is reported, safely move students to exit. Make sure you have adults check the doors to make sure the exits are safe.

If there is a fire that effects the week, notify the Vice President of Operations/Program Latitude Leader immediately.

If a fire, smoke from a fire or detection of a gas odor:

Pull fire alarm and notify building occupants

Evacuate students and staff to the designated areas.

These areas should be a safe distance away from emergency personnel.

Be aware of the arrival of emergency responders.

Follow primary fire drill route whenever possible. Follow alternate route if primary route is blocked or dangerous.

The Event Coordinator should use the Event Master Registrant List to confirm that all groups are accounted for. Have Youth Leaders double check for group members.

If Youth Leaders report missing students, contact the Event Director and Campus security immediately.

If trapped by fire, go to Shelter-in-Place Procedures

Notifies fire department (call 911) and campus security.

Meets with emergency officials as soon as possible.

If the fire is in a building on campus where registrants may be headed, send a notification via the app and text to keep registrants away from the area.

After consulting with appropriate official, building administrator may move students to primary relocation center if weather is inclement or building is damaged.

Do not reenter buildings until they are declared safe by fire or law enforcement personnel.

Event Director notifies staff and students of termination of emergency.

Extra staffing is necessary for students with special medical or physical needs.

Only move back into the building AFTER you have the all clear from the Event Director.

Bomb Threat/Suspicious Packages

QUICK GUIDE: Bomb Threat/Suspicious Package - Written Note

Notify the Event Director/Law Enforcement.

Take photos of the note to preserve evidence.

Evacuate safely if deemed necessary by Event Director/Law Enforcement (CIY makes the call until law enforcement arrives).

*CIY Staff that need to be notified when possible – Latitude Leader & VP of Operations

All bomb threats/suspicious packages must be taken seriously until they are assessed.

The decision whether to evacuate rests with the CIY until responding agencies arrive, unless a device is located.

Notify Event Director, law enforcement, Vice President of Operations/Latitude Leader.

Event Director orders evacuation or other actions according to threat assessment and campus policy.

Caution: Overreacting may encourage additional threats.

Scan classrooms, auditorium and common areas for suspicious items. Scans should be made by people who are familiar with the building. Assign staff to certain areas of the building. Keep in mind that a bomb could be placed anywhere on school property — inside or outside.

Any suspicious devices, packages, etc., should be pointed out to emergency responders. Do not touch.

Once a device is located, emergency responders take responsibility for it.

If a decision is made to evacuate, notify staff and students via phone system, hardwired PA system or by messenger. Do not use cell phones, radios, wireless mics or fire alarm system because of risk of activating a device.

While notification is being made, other staff should survey the grounds to clear exits and areas where students and staff will be going. Exit routes should be altered accordingly if the location of the device is known.

When evacuating, leave everything as-is. Leave room doors unlocked.

Youth Leaders need to take group attendance. Notify the Event Director/Event Coordinator/Campus Security if students are missing. The Event Coordinator should confirm church head counts using the Event Master Registrant List.

Bomb squads generally will not search a building unless a suspicious package has been located.

Chemical or Biological Threat

This page addresses receiving, by mail or delivery service, a suspicious letter or package that might be a chemical or biological threat. When sorting mail or receiving delivered packages:

Look for characteristics that make you suspicious of the content

No return address or showing a city or state in the postmark that does not match the return address

Package not anticipated by someone on staff or not sent by a known vendor

If a letter/package is opened and contains a written threat but no suspicious substance:

Notify Event Director and law enforcement.

Limit access to the area in which the letter/package was opened to minimize the number of people who might directly handle it. It is considered criminal evidence.

Ask the person who discovered/opened the letter or package to place it into another container, such as a plastic bag.

Turn the letter/package over to law enforcement. Document all activities.

If a letter or package is opened and contains some type of suspicious substance:

Isolate the people who have been exposed to the substance. The goal here is to prevent/minimize spreading contamination.

Limit access to the area in which the letter/package was opened.

Ask the person who discovered/opened the letter/package to place it into another container, such as a clear plastic zip–lock bag. Handle with gloves if possible.

Emergency officials will determine the need for decontamination of the area and the people exposed to the substance.

Building administrator and emergency officials determine whether evacuation is necessary.

Event Director notifies Vice President of Operations/Latitude Leader.

Implement post crisis procedures as necessary.

Hazardous Materials

Move everyone away from the spill/area to an upwind location.

Call 911. If the type and/or location of hazardous material is known, report that information to 911.

Evacuate to an upwind location. Youth Leaders take attendance after evacuation. Event Coordinator should track head count via Event Master Registrant List.

Seal off area of leak/spill. Close doors.

Fire officer in charge will determine additional shelter-in-place or evacuation actions.

Shut off heating, cooling and ventilation systems in contaminated area to reduce the spread of contamination.

Resume normal operations when fire officials approve.

Fire or law enforcement will notify campus security.

Consider closing outside air intake, evacuating students to a safe area or sheltering students inside the building until emergency passes or relocation is necessary.

Fire officer in charge of scene will instruct campus security on the need for sheltering or evacuation.

Follow procedures for sheltering or evacuation.

If evacuating, Youth Leaders take a head count. Event Coordinator should track head count via Event Master Registrant List.

If evacuation is not ordered, be aware of and remain alert for any change in health conditions of students and staff, especially respiratory problems. Seek medical attention if necessary.

Extra staffing is necessary for students with special medical and/or physical needs.

Evacuation and Relocation

Event Director initiates evacuation procedures.

Evacuation routes may be specified according to the type of emergency. They may need to be changed for safety reasons.

Bombs: Event Director notifies staff of evacuation route dictated by known or suspected location of a device.

Fire: Follow primary routes unless blocked by smoke or fire. Know the alternate route.

Chemical spill: Total avoidance of hazardous materials is necessary as fumes can overcome people in seconds. Plan route accordingly.

Youth Leaders will need to quickly make sure they have all students.

When outside the building, account for all students. Immediately inform campus security of any missing student(s). Event Coordinator will need to confirm all registrants are accounted for using the Event Master Registrant List.

Event Director determines whether students and staff should be evacuated to a relocation center.

Event Director or Event Coordinator notifies relocation center.

If necessary, Event Coordinator coordinates transportation to relocation center.

Youth Leaders stay with class en route to the relocation center and take attendance upon arriving at the center.

Notify Vice President of Operations/Latitude Leader of relocation and the relocation address.

Assault

Ensure the safety of students and staff first.

Notify the Event Director of the week. Either the Event Coordinator or Event Director should notify the Vice President of Operations as well as the Program Latitude Leader.

Notify law enforcement if circumstances lead you to believe that criminal activity is involved, e.g., if a weapon is used, if there has been a sexual assault or there is a physical injury that causes substantial pain. 

Seal off area to preserve evidence and disperse onlookers.

If victim requires medical attention, follow Medical Emergency procedures.

Notify church leader and parents/guardians.

Document all activities witnessed by staff.

Assess counseling needs and implement post–crisis procedures as needed.

Sexual Assault/Abuse

CIY personnel are mandated reporters. In the event a Sexual Assault/Abuse has taken place at a CIY Event OR is reported at a CIY Event (in the event the abuse is being done at home) do the following:

If the child is in danger at the event, immediately call the Police (not campus security).

If the child is safe, call the abuse hotline in the state where the child resides and ask for their recommended next steps. Any questions, call the VP of Operations.

Contact the Event Director, VP of Operations and Program Latitude Leader.

Event Director to contact Youth Minister (if applicable).

If the abused is female, ask that the YM brings a female youth leader with them

If the abuse involves the Youth Minister or attending adult sponsor, notify police first, and contact Ryan Claborn (Vice President of Operations) and/or Mark Hand (Vice President of Business Strategies) for next steps.

Youth Minister will be in charge of contacting student’s guardians (if applicable).

Retrieve CIY Medical Release Form and Background Check Verification Form (if applicable and deals with an adult attending).

In the event a CIY Staff member suspects Sexual Abuse or other abuse of a student (home or otherwise) do the following:

Contact Youth Minister to share information unless the abuser is the YM.

Contact local law enforcement in the state of occurrence to make a report of suspicions.

If abuser is present, advice local law enforcement.

Fight/Disturbance

Notify Event Director/security/law enforcement. Work as a team, especially when separating participants.

Do not let a crowd incite participants. Disperse onlookers and keep others from congregating in the area.

When participants are separated, do not allow further visual or verbal contact.

Event Director notifies Youth Leaders who will be responsible to notify parents/guardians of students involved in fight.

Vice President of Operations/Latitude Leader and police may be notified as necessary

Assess counseling needs of participants and witnesses. Implement post–crisis procedures as needed.

For fights or disturbances that elevate to possible assault level, refer to Assault section.

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Crisis Guide

Pre-Event Site Preparations

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PROGRAMS

STORIES

Resources

We call youth to Christ and into a life of Kingdom Work through His Church.

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Crisis Guide

Pre-Event Site Preparations

We call youth to Christ
and into a life of Kingdom Work through His Church.