AIRPORT EMERGENCY PLANNING The Airport Emergency Manual

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

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

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

5. 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

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

7. 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.

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

9. Airport Emergency Manual • Part 1 – The Alert Codes, code YELLOW • Immediate deployment of a limited number of emergency airport & outside agency interven- tion 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

10. 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

11. 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

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

13. 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.

14. 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

15. 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”.

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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.

24. 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 partici- pants & 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

25. 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

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

27. 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

28. 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

29. 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

30. 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..

31. 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

32. 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

33. 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."

34. 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

35. 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 3rd 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.

36. 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

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

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

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

40. 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

41. 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

42. 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

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

44. 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

45. Airport Emergency Manual • Relations of the AO with involved agencies • Integration of the AEP with 3rd 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

46. 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 3rd parties operations and in airport operations as well

47. 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)

48. Airport Emergency Manual • Relations of the AO with involved agencies • Airport Familiarization Visit • Airport environment is not familiar to everyone • 3rd 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.

49. 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

50. 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