Tenant Emergency Action Plan

Emergencies and disasters are unpredictable and strike without warning. Therefore, in the event of an emergency, it is imperative that there be an understood role and chain of command to ensure cohesion between Tenants and building management’s emergency responses. Building Management strongly recommends that each Tenant designate responsible, dependable employees as Tenant Wardens, Area/Department Wardens (Searchers), and Assistant to Disabled Personnel/Person Requiring Assistance (Aides). Remember to include back-up personnel in case members of the Emergency Response Team are out of the office, sick or on vacation.

Once your Emergency Response Team is selected, we recommend they familiarize themselves with the safety information contained in this handbook. Remember that being prepared can save lives.

Tenant’s Emergency Response Teams should develop evacuation plans for your suite and ensure all employees know where all exits for the premises and building, regardless of employee’s location during an emergency.

This handbook should also be reviewed when new employees begin or any substantial changes to the plan, staff, building or Tenant's premises occur. Building management recommends that each Tenant practice their emergency response plan.

Sample Emergency Kit

It is recommended that you have, at minimum, the following items available labeled as First Aid/Emergency Supplies Kit in your Tenant space and familiarize your employees the location of these supplies

  • First Aid Kit

  • Rubber Gloves in case of blood

  • Bottle Water

  • Transistor Radio with extra batteries

  • Weather Radio with extra batteries

  • Hat or vest to identify persons in charge

  • Cell Phone and Calling List

  • Blanket

  • Flashlights with extra batteries

  • Copy of tenant handbook and company’s internal
    emergency procedures

  • Heavy gloves in case of broken glass 

Sample - Tenant Emergency Action Plan

It is the responsibility of each Tenant to have its own Emergency Plan & Procedures in place. We recommend that you update it and review it with staff, especially new hires, regularly and not less than annually. It is imperative that your staff be familiar with who is on your Tenant Emergency Response Team, including alternates, and the Building emergency exits including those alternates as their primary exit route may not be safe. Remember, BEING PREPARED can save lives.

AREAS TO BE COVERED SHOULD INCLUDE BUT NOT LIMITED TO

  • Review the building recommendations for Emergency Procedures and Tenant Handbook regularly as information may change periodically.

  • Create a Tenant’s Emergency Response Team and assign personnel to positions on including alternates.

    • Identify who will be the Tenant Warden - main point of contact with Building Management Office and First Responders. The Tenant Warden is the person to coordinate the evacuation of your premises and to ensure all employees, contractors, and guests have been evacuated safely.

    • The Tenant Emergency Response Team should be familiar with emergency procedures and trained to ensure that your staff is full evacuated during severe weather, fire or other building emergencies.

      • Identify Persons Requiring Assistance and assign an Assistant / Aide to this person(s) to assist in the safe evacuation during an emergency.

  • Designate Safe Area of Refuge for staff, including alternates, whether for severe weather, building evacuation, or for your business continuity plan.

  • Design a system of how staff will be accounted for once they reached their Safe Area of Refuge and how Tenant will communicate this information to First Responders.

    • Compile and maintain a list of your staff members and building management personnel’s emergency telephone numbers and email addresses.

  • Educate employees on where they can find company and/or building emergency communication information.

  • Prepare a Business Continuity Plan in the event that your staff is unable to return to premises or resources, such as power, are limited.

  • Train personnel on proper emergency procedures.

  • Maintain a bomb threat checklist.

  • Have a first aid kit and AED kit within premises and assign personnel to oversee replenishing it on a regular basis.

    • Provide First Aid, CPR and AED training for personnel.

  • Inspect premises for safety hazards regularly.

Tenant Emergency Response Team

Tenants should conduct in-house company training and emergency evacuation drills regularly. Tenants should assign individuals who are on the premises during regular business hours to their emergency response team.

These Tenant representatives should be individuals who are on the premises during regular business hours. Each member of the Emergency Response Team should be fully briefed on all emergency procedures and will direct fellow employees, contractors, and visitors in emergency situations. All members of the Emergency Response Team and alternates should be assigned suites / departments in advance to assure that an adequate number will be available to perform the assigned duties, should an emergency occur. Be sure all employees know who your Emergency Response Team members are and update them if there are changes in personnel.

THE FOLLOWING SECTIONS CONTAIN DESCRIPTIONS OF RECOMMENDED POSITIONS FOR A TENANT’S EMERGENCY RESPONSE TEAM.

Tenant Warden

Function

The function of Tenant Wardens are to coordinate and be responsible for immediately reporting any potential or actual emergency condition to the First Responders (Fire, Ambulance or Police Department), and building management, to be responsible for and implement an organized plan of evacuation if such a situation should ever arise, and to coordinate and communicate with other members of the building’s emergency personnel and the Fire and Police Departments.

There should be one Tenant Warden Supervisor who oversees the entire Emergency Response Team and evacuation procedure. This person acts as the single point of contact receiving roll call status from responding Tenant Wardens and presenting this information to First Responders and building management. In addition, this person acts as the executive at the scene assuming responsibility for decisions regarding employee direction, facility re-entry and business continuity procedure during an emergency.

Duties

  • Know the location and use of all fire and emergency related equipment found on the area that they are assigned.

  • Be completely familiar with the building layouts and exits, and company’s designated meeting areas.

  • Check primary and secondary evacuation routes for safe exit.

  • Make sure that people are notified and are leaving the floor, if necessary, headed to a safe area.

  • Checks all offices, cubicles, restrooms, conference rooms, storage/file rooms, kitchens, etc. to assure all people have vacated.

    • Use chalk or “Post It” notes to mark off each and every room searched.

  • Evacuates visitors and non-employee occupants on where to evacuate and the Tenant’s designated safe meeting area.

  • Assist if necessary the shutdown of vital functions within assigned area.

  • Once all personnel in their area / department are evacuated, they are to advise Tenant Wardens that their area is clear.

  • Assist in the development, implementation and maintain a fire prevention program including educating company employees.