Managing Contracts and risk - Emergency Action Plan

Emergency Response Plan American Express 175th Anniversary Gala Dinner Location: The Ritz-Carlton New York, Central Park Venue: Grand Ballroom Date: 04/18/2025 Time: 5:00 PM to 10:00 PM -12700-4445000 -901700-939800Event Overview00Event Overview The American Express 175th Anniversary Gala Dinner will bring together executives, partners, clients, and VIPs for a luxurious evening of celebration and recognition. Held at the beautiful Grand Ballroom of The Ritz-Carlton New York, Central Park, the evening will feature gourmet dining, live entertainment, and speeches that honor American Express’s 175-year legacy and its future vision. -908050-952500Policy Statement00Policy Statement This Emergency Action Plan (EAP) delineates protocols for all anticipated workplace situations. The recommendations offer only broad guidance, as each emergency case presents distinct conditions. Considerate actions informed by situational analysis are essential when addressing an emergency. It is essential to recognize that emergency rules do not inherently constitute a linear progression of steps. We hope that this plan will never be used. However, as a precaution, and in the unlikely event of an emergency, every member of our team must be prepared to act swiftly and decisively to protect life, maintain order, and preserve the integrity of the Grand Ballroom. As an event team member, you are required to review this plan in its entirety. Although certain protocols will apply only to specific roles, whether you are part of the Emergency Response Team, the Registration staff, or the Communications unit, you must familiarize yourself with all sections and ensure whole coordination and the highest level of care for our guests. -901700-901700Pre-Planning Protocol0Pre-Planning Protocol 60261531369011 Emergency Response Team Manager and Team for Each Event Name: Kent Williams Title: Director (ERTM), Event Operations, American Express Responsibilities: He will oversee the plan development, monitor emerging threats, coordinate with the venue, and lead response efforts on-site. * Facility‑Appointed Emergency Response Team Lead (Venue): Hare Chokshi, Security Manager, The Ritz‑Carlton New York, Central Park. She will ensure the venue's procedures integrate seamlessly and will be the primary liaison with hotel security and emergency services. * Emergency Communications Manager: Robin Jones, Senior Communications Specialist, American Express. He will manage the media, prepare statements, and oversee internal communications * Event Housing Manager: Ashley Young, Housing and Transportation Coordinator, American Express. He will coordinate guest logistics, transport, and emergency accommodations. * Registration Coordinator: Meador Hannah, Registration Lead, American Express. She will maintain attendee/guest/executives/partners/clients/VIPs’ data and emergency contact information and manage on‑site registration staffing. * Speaker Manager: Michael Turner, Speaker Relations Manager, American Express. His role will be to contact speakers during crises and track their location and status. * Exhibit Operations Manager: Orji Baldridge, Exhibit and AV Operations Lead, American Express. He will manage all technical (power and backup systems), audio‑visual, and exhibit elements. * IT/Cybersecurity Liaison: (Mathew James), He oversees data protection measures; coordinates response to cyber incidents affecting event registration systems or AV feeds. 685805413022 Site Inspection * Emergency Exits, Fire Alarms, and Extinguishers * The ERT Manager and Venue ERT Lead will conduct a joint walkthrough of all Grand Ballroom zones (Grand Foyer, Campbell Suite, Centennial Foyer, and Pre-Function areas). * They will confirm the functionality and signage of all emergency exits. * Test each fire alarm pull station; verify alarm tone audibility in all sections. * Extinguisher Audit: Inspect the monthly service tags on Class A, B, and C extinguishers to ensure accessibility and proper mounting. * AED locations and First Aid kits * The ERT manager and the ERT lead team will map and record the location of three AED units: the main lobby, the level 2 registration area, and the service corridor behind the stage. * They will confirm that first aid kits meet ANSI standards and contain supplies for bleeding control, burns, and basic trauma. Replenish as needed. * Venue Emergency Plan Integration The ERT manager will; * Acquire The Ritz‑Carlton’s Emergency Operations Plan and cross‑reference evacuation routes, lockdown procedures, and shelter‑in‑place protocols. * Resolve any conflicting procedures through a joint ERT meeting with hotel security and engineering teams. * The ERT manager, together with the other ERT leaders, will set up room 3, second floor, as the emergency room. They will secure a lockable door, dedicated landline, two-way radio charger, whiteboard with floor plan overlay, printer, and bottled water. * Venue Assessment Questions ...