Evacuation, Relocation & Hibernation

20102010

EVACUATIONEVACUATIONThe physical withdrawal of staff The physical withdrawal of staff (and assets) (and assets) from a crisis from a crisis

across an international borderacross an international border

RELOCATIONRELOCATIONThe physical withdrawal of staff (and assets) from a crisis The physical withdrawal of staff (and assets) from a crisis

to a safer location within the same countryto a safer location within the same country

HIBERNATIONHIBERNATIONStaff remaining in one or more locations during a crisis Staff remaining in one or more locations during a crisis

because evacuation or relocation is not possible or too because evacuation or relocation is not possible or too dangerousdangerous

DefinitionsDefinitions

Sometimes there may be a build up of Sometimes there may be a build up of tension over a few days/weeks.tension over a few days/weeks.However sometimes events can overtake However sometimes events can overtake our preparations.our preparations.

Evacuation ScenariosEvacuation Scenarios

Evacuation Planning ReviewEvacuation Planning ReviewPresentation on:Presentation on:

Basic facts of the evacuation experienceBasic facts of the evacuation experience

Was there a plan in place and, if so, was it used?Was there a plan in place and, if so, was it used?

Was the plan adequate - what could be improved? Was the plan adequate - what could be improved?

Important lessons for this context?Important lessons for this context?

Lessons Learnt?

Preparations for EvacuationsPreparations for Evacuations•Routine Preparations•Preparations in Times of Tension•Evacuation of your Location

Routine PreparationsRoutine PreparationsThese preparations should be in place at all times

•Safe Havens•Escape Routes •Vital Documents•Communications (VITAL)

Safe HavensSafe HavensSafe Havens where Staff can run to in the event of the office being compromised.

What are the options?

Escape Routes?Escape Routes?Escape Routes to safe havens,

airport and out of town/country •You cannot rely on one route as this may be blocked or too dangerous to move on. •Plan alternative routes both for escape on foot and by vehicle!

Vital Documents?Vital Documents?Warden Tree lists, lists of NGO Locations (Guest houses and offices), telephone lists etc

Communication SystemsCommunication Systems•Make Sure That your Contact details are updated•PhonesEnsure your phones are charged and have plenty of credit

VehicleVehicleA low profile vehicle with a full tank of fuel must A low profile vehicle with a full tank of fuel must be on standby at each office location. The vehicle be on standby at each office location. The vehicle should contain the following.should contain the following.- Food – ideally MREs- Food – ideally MREs- Bottled Water- Bottled Water- Fire Extinguisher- Fire Extinguisher- Fist Aid Kit- Fist Aid Kit

ALSOALSO – – Copy Vital Documents onto a flash disk Copy Vital Documents onto a flash disk in case you lose the laptops – keep this in you in case you lose the laptops – keep this in you pocket!pocket!ClothingClothing Where appropriate all expatriate Staff Where appropriate all expatriate Staff should wear local dress so as to help them to blend should wear local dress so as to help them to blend in with local environmentin with local environment

Preparations for times of Tension

Passport and MoneyPassport and MoneyMobile Phones with CHARGERS including Mobile Phones with CHARGERS including for charging in vehiclesfor charging in vehiclesThuraya phones with ChargersThuraya phones with ChargersPrint Outs of Phone Lists/Warden Print Outs of Phone Lists/Warden Lists/NGO Staff List/NGO LocationsLists/NGO Staff List/NGO Locations1 x MRE1 x MRE1 x Bottle of Water1 x Bottle of WaterPens and Note BooksPens and Note Books

Grab Bags - Bags that can be Hand Carried

Reduce Number of StaffReduce Number of StaffOnly Essential Staff should come to the office Only Essential Staff should come to the office – cooks and cleaners etc should be told to wait – cooks and cleaners etc should be told to wait at home.at home.

How Can we lower risk in times of tension?

EvacuationDecide your RouteALL staff involved of this move must understand the plan BEFORE YOU MOVE in case anyone gets separated.

Grab BagsLaptop Computers should be added to the grab bags (see above)

Into the Vehicle•Maps•ALL Staff – including Guards/Cooks if they want evacuate•If there is room! - Computer CPUs – leave the keyboard/Screen/Mouse etc etc

Inform Country Security Office/ HQ and COP of your moveInform Country Security Office/ HQ and COP of your moveTell them where you are going and how you plan to get thereTell them where you are going and how you plan to get thereMOVE!MOVE!Your safety is essential so you must use whatever means necessary to Your safety is essential so you must use whatever means necessary to move safely. If you need to pay for assistance do so!move safely. If you need to pay for assistance do so!IN a vehicle DO NOT STOP but be prepared to abandon the vehicle if IN a vehicle DO NOT STOP but be prepared to abandon the vehicle if the situation gets too bad – you may have to drive aggressively to escape!the situation gets too bad – you may have to drive aggressively to escape!ON FOOT – If it is only national staff moving you should try to blend in ON FOOT – If it is only national staff moving you should try to blend in with the crowd/take back streets and avoid areas with crowds – with the crowd/take back streets and avoid areas with crowds – Internationals should use ally ways, climb over gardens etcInternationals should use ally ways, climb over gardens etcKeep moving and don’t mess around – keep your eyes open and Keep moving and don’t mess around – keep your eyes open and react/change you plans to stay safereact/change you plans to stay safeArrivalArrivalOnce you reach your safe haven – check to see that you are safe – inform Once you reach your safe haven – check to see that you are safe – inform Security Department ASAPSecurity Department ASAP

Gradual deteriorationGradual deterioration - - or ‘overtaken by events’or ‘overtaken by events’

Evacuation according to plan but …Evacuation according to plan but …- Staff don’t use the plan- Staff don’t use the plan- Important elements overlooked in planning- Important elements overlooked in planning- Things don’t go according to plan- Things don’t go according to plan

Evacuation will be possible but …Evacuation will be possible but …- Routes may be blocked- Routes may be blocked- Concentration points inappropriate or inaccessible- Concentration points inappropriate or inaccessible- Logistical capacity inadequate- Logistical capacity inadequate- Too dangerous to move- Too dangerous to move

Common and misleading Common and misleading assumptionsassumptions

• What policies will you have towards those who stay?What policies will you have towards those who stay?• How will you go? How will you go?

Key planning questions to askKey planning questions to ask

•Where will you go?•Who goes and who stays?

• What will you take and what will stay?• Will you go on your own or with other agencies?• Will those who stay continue to run the programmes and if so how?

Decision making authorityDecision making authority

Crisis Management TeamCrisis Management Team

Monitoring of the situation Monitoring of the situation

Logistics and reconnaissanceLogistics and reconnaissance

Sites - assembly points and/or hibernation facilitiesSites - assembly points and/or hibernation facilities

Communications - trees / crisis communicationsCommunications - trees / crisis communications

Preparedness: Management & Preparedness: Management & Practical StepsPractical Steps

Preparedness: Management & Preparedness: Management & Practical StepsPractical Steps

Stocks, assets and liabilitiesStocks, assets and liabilitiesProgramme continuation issuesProgramme continuation issuesHibernation issues and requirementsHibernation issues and requirements

• Vital documentation• Staff matters• Key records and sensitive documentation

• Post-evacuation issues• Exploring return

Immediate evacuation Immediate evacuation exerciseexercise

1.1. Country Management TeamCountry Management Team2.2. HQ Crisis Management TeamHQ Crisis Management Team3.3. Neighbouring Country TeamNeighbouring Country Team4.4. Field TeamField Team

What actions would/should you have taken prior to this crisis occurring?

What information would/should you have access to in order to facilitate this evacuation?

What will you have to do during the next 4 hours?

Immediate evacuation exerciseImmediate evacuation exerciseWhen to evacuate?When to evacuate? Who writes the evacuation plan?Who writes the evacuation plan? Which staff are entitled to be evacuated?Which staff are entitled to be evacuated? Who makes the decision to evacuate?Who makes the decision to evacuate? What to take with you, what to destroy?What to take with you, what to destroy? Typical sequence of evacuationTypical sequence of evacuation After the evacuationAfter the evacuation

Alternative 1

Evacuation ChecklistsEvacuation ChecklistsPreparation of a concentration sitePreparation of a concentration site

Alternative 5

Closure of office

International staff leaving