airport emergency planning the airport emergency manual

AIRPORT EMERGENCY PLANNINGThe Airport Emergency Manual

Cabo Verde, July 2009Presented By

Rheaume AllardAerodrome Expert under the COSCAP-BAG Project

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Airport Emergency Manual

• COSCAP-BAG Template

– Template approved by the FSWG in February 2009

– Template approved by the Steering Committee in April 2009

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• Structure of the manual:

– Part I: Distribution, Coordination Units & Alert Codes

– Part II: Roles, Responsibilities & Resources

– Part III: Airport Emergencies, by type

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• 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

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• Part I – Coordination Units:

– Emergency Coordination Center (ECC)

– Mobile Command Post (MCP)

– Rendez-Vous Point (RVP) (Airport Manpower & Equipment Dispatch Centre)

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• 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.

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• Part 1 – The Alert Codes, code RED

– Code red: Complete & Immediate deployment of airport & outside agency intervention units

Code RED is usually used for accident or major incident

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• Part 1 – The Alert Codes, code YELLOW

– Immediate deployment of a limited number of emergency airport & outside agency intervention 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

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• 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

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• Part II

– This section of the AEM defines the roles & responsibilities of the main agencies involved in an airport emergency situation

– The list must be adapted to the specificities of each country/airport

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• 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.

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• 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

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• Airport Director Role & Responsibilities

– Assume the responsibilities listed in each section of the emergency procedures manual under the heading “Airport Manager or Representative”.

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– 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

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– 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

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• 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

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• 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

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• 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

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• 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

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• 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

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• Role & Responsibilities – City Fire Brigade

– They report to the RVP– They are to support the Airport Fire Department,

water resupply, first aid, etc.

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• 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 participants & 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

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• 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

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• 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

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• 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

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• 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

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• 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

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• Other Installations or Equipment

– Temporary Morgue(s)

• Refrigerated sites shall be identified by the AO (hotels walk-in coolers and freezers) refrigerated trucks etc..

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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

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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

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• 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."

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• 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

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• 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.

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• 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

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• List of Resources, Phone Numbers etc.– Of all airport employees (AO) who could be

recalled in case of an emergency

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

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• Part III– Airport Emergencies• (projection of AEM).

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• 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

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• 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

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• 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

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• Setting up the ECC:

– The overloaded telephone network: to explore possibility with the network operator to disconnect private users

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• 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

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• 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

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– 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

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– Realistic Exercise

• Proper location for the accident site• Make-up kit for victims• Victims briefing (actors)

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– 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.

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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

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• 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

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• Airport Emergency Exercises (types)– Tabletop:• The tabletop exercise is a test of the integration &

capability of emergency response resources without the expense & disruption of services incurred by a full-scale exercise• The exercise may be held as a coordination exercise

prior to the full-scale exercise, or it may be held at intervening times in order to reconfirm procedures, policy, telephone numbers, radio frequencies and changes in key personnel

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– Tabletop (Requirements):

• The simplest type of drill• Meeting rooms, large scale map of the airport• Senior representatives of each participating unit

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• Airport Emergency Exercises (types)– Tabletop (Scenario):• Selection of a probable accident location• Cards containing information are distributed on a

timely basis to participants• Each participant must decide what to do with the

information (communicate to the MCP or the RVP), and vice versa, etc.

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– Tabletop – benefits of the exercise

• Reveal operational problems such as conflicting communications frequencies, lack of equipment, confusing terminologies, people not fully aware of their role & responsibilities, etc.

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– Partial• Partial emergency exercises may be required for some

of the participating units in order to train new personnel, evaluate new equipment or techniques, or to comply with mandatory recurrent training requirements

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– Partial• Economical because of limited scope• Can be repeated often to maintain a high level of profi-

ciency• Partial exercises should ensure that any deficiencies found

during the full-scale Airport Emergency Exercise have been corrected

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• Airport Emergency Exercises - Frequency– ICAO Standards: • Full scale at intervals not exceeding 2 years• Partial & Tabletop: at least once each year that a full-

scale exercise is not held to ensure that any deficiencies found during the full-scale airport emergency exercise have been corrected• Tabletop exercise should be held semiannually, but not

coincidental with other exercises

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• Airport Emergency Exercises - Frequency– National Standards: • Each ICAO Member States can adopt its own standards

pertaining to the frequency of the Airport Emergency Exercises• Usually the standards adopted by the Member States

meet the ICAO Standards• National Standards can exceed the ICAO requirements

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FULL-SCALE AEE

• A Joint Venture

– No airport can on its own assume all the functions required during an airport emergency or during an airport emergency exercise

– The 1st step in planning full-scale emergency exercises is to have the support of all airport & community authorities concerned

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FULL-SCALE AEE

• A Joint Venture– AEP provides framework which enables airport

and community agencies & other resources to join in an effective coordinated response to airport emergencies

– Emergency exercises are to produce an integrated response plan & practice procedures & coordination needed to accomplish an effective emergency response in minute time

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FULL-SCALE AEE

• A Joint Venture

– AO cannot have confidence in their plan until it has been tested

– Testing is crucial for determining where serious gaps may exist in the plan. Example of gaps:

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FULL-SCALE AEE

• A Joint Venture – Gaps that may exist:

– Individuals may have misunderstanding about it– Procedures workable on paper do not work in

practice– Written estimates of time, distance may be suffi-

ciently inaccurate to cause problems

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FULL-SCALE AEE

• A Joint Venture – Benefits of an AEE

– Emergency response personnel to better know each other & to know how other services operate

– Familiarization for personnel from outside the airport to airport facilities, resources, traffic pattern and identifiable hazard areas

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FULL-SCALE AEE

• Conditions– The exercises should be conducted in:• Daylight• Twilight• Darkness• Various weather conditions• Various visibility conditions

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FULL-SCALE AEE• Objective of the Exercise– Basic step is to identified what is to be achieved

• Night exercise to test the reactions of response personnel under nighttime conditions

• Test the ability of local emergency response teams to react to the discovery of hazardous materials in the cargo of an aircraft

• Outside the airport boundaries accident to test the ability of the surrounding community to manage an air disaster

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FULL-SCALE AEE

• Full Scale EE – Scenario– Related to the objectives set for the EE• Inside or outside airport boundaries• Type of aircraft• Dangerous goods involved• Number of passengers• Aircraft only or aircraft/structures; aircraft/ground

vehicles; aircraft/aircraft• Location of the accident, the closes possible to the rwy

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FULL-SCALE AEE

• The mock-up– Large passenger aircraft should be sought for the

full-scale EE to add realism to the exercise– To familiarize participants with the problems of

removing casualties from an aircraft– If aircraft is not available, a bus or similar large

vehicle may be used

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AEE – LONG TERM PLANNING

• A continuous process

• One year or at least 4 months ahead planning

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• 4 months prior to the AEE, general meeting with head of participating agencies. Aims of exercise to be outlined, a scenario formulated, work tasks assigned

• A first meeting with supervisory personnel to outline aims, formulate the scenario, assigned work tasks, select emergency plan coordina- tors if not already done

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• Meetings to be held with all participating agencies to asses progress reports & to solve any problems related to the scenario. Indivi- dual or group meeting

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• Sixty (60) days prior to the AEE to complete arrangements for the full-scale emergency exercise site or staging are. The written scena-rio shall be completed

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• Fifty (50) days prior to the AEE, the victims make-up team should be appointed & the material needed for make-up purposes should be available

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• Forty (40) days prior to the AEE, arrangements for transportation, feeding, stretcher bearers & volunteer workers should be completed

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• Thirty (30) days prior to the AEE, meeting with all persons involved in the organization of the AEE

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• Twenty-one (21) days prior to the AEE, arrangement for volunteer casualties shall be completed

• Transportation arrangements for transportation of victims to the accident site completed

• Selection of evaluators (critique) and observers completed

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• Fourteen (14) days prior to the AEE final meeting & briefing for all participants, including observer & critique team

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• Seven (7) days prior to the AEE, final meeting of supervisory personnel to review assignment, scenario details, etc.

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• Partial & Tabletop Exercises– All the preparatory meetings should be

supplemented by partial and tabletop exercises

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• DAY 0: THE EXERCISE

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• Debriefing Post Exercise– Between 1 & 7 days following the AEE, a critique

of the exercise (meeting) so that all participants may hear the evaluators (critique) and observers reports

– Desirable to look back & see specific skill that were learned, new environmental conditions that were explored, communications systems that were tried out, new equipment

– Benefit & Problems that were encountered

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• Post Exercise– Thirty (30) days following the AEE, supervisory

personnel meet to review written critiques submitted by evaluators & observers. Revise procedures to correct mistakes & shortcomings indicated in the exercise

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• Evaluators and Observers– Evaluators should be selected by the AO. – They are assigned at various critical intervention

or coordination points– Their role is to evaluate the intervention effective-

ness of participating agencies (timing, orderly operation etc.)

– Not to evaluate professional competences of participating agencies

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• Evaluators Briefing– The Evaluators should attend at least one briefing

session– They must be briefed on:• The full scenario• What they should look for at each posting• What type of report is expected from them (oral

and/or written)• Report forms should be made available to them• The ideal & expected sequences of events

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• Evaluators – Place of Assignment– Accident site• Collection area• Triage area• Care area• Transportation area

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• Evaluators – Place of Assignment

– Rendez-Vous Point– Temporary Hospital– Emergency Coordination Center– Mobile Command Post– On the airport access road(s)

• Evaluators should be coupled (2) at each site• Evaluators watches shall be synchronized

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• Evaluators – Accident site (Collection, Triage, Care & Transportation Areas)– Initial response time for each intervening agency– Arrival time of the Mobile Command Post– Arrival time of the on-scene commander

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• Evaluators – Accident site (Collection Area)– To evaluate the time required to locate all the

victims and to account for– Arrival time of the first medical team members

(first aid, paramedic, nurses, doctors etc.)– Arrival time of the stretcher bearers & how many– Who were the stretcher bearers (RFF or others)– The behavior of victims (how good the acting was)

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• Evaluators – Accident site (Triage Area)– To note the time the Triage Area was set up– To note the time the first victim arrive at T Area– Arrival time of the first medical team members

(first aid, paramedic, nurses, doctors etc.) at T.A.– Arrival time of the stretcher bearers & how many– Who were the stretcher bearers (RFF or others)– The behavior of victims (how good the acting was)

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• Evaluators – Accident site (Care Area)– To note the time the Triage Area was set up– To note the time the first victim arrive at T Area– Arrival time of the first medical team members (first

aid, paramedic, nurses, doctors etc.) at T.A.– Arrival time of the stretcher bearers & how many– Who were the stretcher bearers (RFF or others)– The behavior of victims (how good the acting was)– Arrival time of the emergency equipment (trailer)

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• Evaluators – Accident site (Transportation Area)– To note the time the Transportation Area was set up– To note the time the first victim arrive at T Area– Arrival time of the first ambulance at T.A.– Departure time of the firs ambulance from the T.A.– Arrival time of the stretcher bearers & how many– Who were the stretcher bearers (RFF or others)– The behavior of victims (how good the acting was)– General organisation of the T.A.

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• Evaluators – Rendez-Vous Point– Response time for each agency involved (city fire

brigade, police, doctors, nurses, ambulance, stretcher bearers etc.)

– Time they were dispatched to the accident site– Time first ambulance went out

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• Evaluators – Temporary Hospital– Time the temporary hospital was set up– Time of arrival for each victim– Time of departure for each victim, for transporta-

tion to hospital

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• Evaluators – Mobile Command Post (MCP)– Arrival time of the MCP itself– Arrival time of the on-scene commander– Time each agency report to the MCP

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• Observers– Participating agencies may wish to have their own

observers. These observers can be considered as their own evaluators by the 3rd parties involved. Pure observers could be, as an example, the CAA inspectors or representatives from other airports getting ready for an airport emergency exercise

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• Participants – Victims– Number of victims could be between 50 and 100– Recruited from Secondary Schools or from any

organizations that such an experience could benefit to

– Brief by medical staff so as to adopt behaviors compatible with the type of wound they are having, it could be nervous breakdown, hysteria, unconsciousness, etc.

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• Participants – Victims Make-Up– To ensure a higher level of realism, the victims can

be made-up– Make-up kit are available on the market

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• Publication of the date & time of the AEE– In determining the scenario, the date and time are

selected– Timing must be coordinated with all participating

agencies so as to create as less disturbance as possible– The AO should keep open a window of more or less one

(1) hour to launch the emergency exercise. This will avoid situations where the RFF are on the accident site before the exercise is launched

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AEE – LONG TERM PLANNING• Media participation– Local decision, to or not to invite the media– At least, Press release the morning of the exercise– If invited, the media must have free access to various sites

but the ECC during the exercise– Reporters want footage, interview with the victims etc.– Limiting their access to site lead to bad coverage– If invited they must be accompany & brief– Transportation shall be provided– Access to internet & fax machines shall be made available

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