LOUISVILLE MARRIOTT HOTEL

EMERGENCY ORGANIZATIONAL PLAN

0700 am – 0500 pm

Purpose:

The purpose of this policy and procedure is to establish key hotel positions with specific responsibilities in order to maintain control within the Louisville Marriott Hotel in the event of an actual emergency. Strict adherence to these procedures will reduce the possibility of injury to our guests and associates as well as reduce monetary and property loss due to any disasters that may occur.

Policy:

It is the policy of the Louisville Marriott Hotel to establish, communicate, test and revise, as necessary, a command and control procedure to be activated in the event of an emergency in the hotel. The following procedures, positions and responsibilities have been approved by the Director of Loss Prevention and will be followed without exception.

Procedure:

In the event of an emergency or disaster, .i.e. fire, bomb threat, civil disturbance, loss of major utility or severe weather, the general manager, the hotel manager or the hotel person in charge will lead the Emergency Response Team. This team will immediately be informed via radio or phone communications upon the sounding of the building fire alarm system. In addition, each manager must have a copy of their department schedule to ensure all associates are accounted for during an emergency. The team will also ensure that no other member of management discusses any emergency situation with the news media. The following is a list of the key positions that make up the Emergency Response Team.

GENERAL MANAGER……………………………………………………………..

DIRECTOR OF ENGINEERING……………………………………………………

CHIEF ENGINEER………………………………………………………………….

DIRECTOR OF LOSS PREVENTION………………………………………………

RESIDENT MANAGER…………………………………………………………….

DIRECTOR OF FOOD & BEVERAGE…………………………………………….

DIRECTOR OF MARKETING……………………………………………………..

MANAGER ON DUTY……………………………………………………………...

DIRECTOR OF SERVICES…………………………………………………………

FRONT OFFICE MANAGER………………………………………………………

LOSS PREVENTION SUSPERVISOR……………………………………………..

ENGINEERING SUPERVISOR……………………………………………………

LOUISVILLE MARRIOTT HOTEL

DEPARTMENT RESPONSIBILITIES

0700 am – 0500 pm

LOSS PREVENTION:At the sound of the hotel fire alarm; the Loss Prevention’s responsibilities are as followed.

Loss Prevention Dispatcher:

  • At the sound of the of the hotel’s fire alarm the dispatcher will acknowledge the alarm and verify the location of the alarm. The dispatcher will immediately dispatch the patrolling Officers and Engineering to the location of the alarm.
  • The dispatcher will allow the automated announcement to play for two cycles; then silence the alarm.
  • The dispatcher will then make an ALL CALL over all radio channels, the announcement will be as followed: “Code Red, Code Red please switch to channel #-1 (Engineering & AYS). This script will be repeated twice on each channel.
  • The dispatcher will then send out an e-mail to “Marriott Louisville” with the following text attached to the e-mail. CODE RED, CODE RED ALL MANAGERS report to the Loss Prevention base. Sales & Event Managers report to the Lobby..
  • The dispatcher will notify the Fire Department by calling 911. This will ensure the Fire Department was notified of the fire alarm.
  • The dispatcher will assist the MOD or Emergency Response Team Leader whenever possible.
  • If the ALL CLEAR is called by the First Responders the dispatcher will send another e-mail to “Marriott Louisville” with the following script:ALL CLEAR, ALL CLEAR the fire alarm has been cleared. With a brief description of the cause of the alarm.

LOSS PREVENTION: Continued……….

  • In the event of an actual fire the MOD will decide if there is to be a Zone Evacuation or Full Hotel Evacuation; at this time the dispatcher will send out another e-mail to “Marriott Louisville” with the following script attached: “A Zoned Evacuation for the following floors has been called the following floors (name the floors that are being evacuate) are to be evacuated”. Or “A full hotel evacuation has been called; please begin full evacuation procedures.”
  • The dispatcher will continue to assist the MOD with ensuring all guests and associates have been evacuated from the hotel safely or until Emergency Services orders you evacuate the hotel.

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Loss Prevention First Responders:

  • The First Responders responsibility is to report to the location of the alarm immediately upon notification from the dispatcher.
  • Immediately upon arrival the Officer must determine if there is an actual emergency and report his/her findings to Fire Command.
  • If the alarm is a non-emergency the Officer must determine the cause of the alarm and radio their findings to Fire Command.
  • The Officer should report to the Fire Command to escort the Fire Department to the location of the actual point in alarm. If the Fire Department gives the Ok for reset the Officer will radio Fire Command and inform the MOD to reset the system or it may wait for the Fire Department to reset the system.
  • In the event of an actual emergency the Officer must determine at this time if there needs to be a Zoned Evacuation or a Full Evacuation.
  • In any emergency the Officers priority is to evacuate the affect level; this is for Zoned or Full Evacuation. However, in the event the Officer is first on scene and feels confident they can extinguish the fire safely and quickly they may do so.
  • In a Zoned Evacuation the Officer will be responsible of evacuating the level of the actual then the floor above the alarm, then the alarm below the alarm. As they are clearing each room they should be marking the outside of each door with a grease pencil. This will allow other Officers, Engineering and Emergency Services to know the room has been cleared. The grease pencils can be found in each Fire Extinguisher box located next to each of the Emergency Exits on every floor.
  • In a Full Evacuation the Officer will evacuate follow the Zoned Evacuation until all three levels have been cleared. The Officers will then begin working their down until all guest floors have been cleared of guests. Officers will continue to evacuate guest floors until Emergency Services advises the Officer evacuate or until it is no longer deemed safe.

LOUISVILLE MARRIOTT HOTEL

DEPARTMENT RESPONSIBILITIES

MANAGER ON DUTY (MOD): Upon notification of an active fire alarm the MOD will immediately report to Fire Command and begin the following procedures.

Non-Emergency:

  • Immediately upon arrival to Fire Command, as MOD you will verify the location of the fire alarm and confirm with the Loss Prevention Dispatcher there are Loss Prevention Officers and Engineers responding to the fire alarm and the Fire Department has been called.
  • The MOD will pass out Code Red cards 1 & 2 to the first two managers that arrive at Fire Command and confirm they have a clear understand of the instructions on each of the cards, then report to the location listed on the cards.
  • The MOD will then contact the General Manager, Director of Engineering & Director of Loss Prevention to notify them of the Code Red.
  • The MOD will then standby for confirmation of either emergency or non-emergency from Engineering or Loss Prevention.
  • If the fire alarm is a non-emergency by nature the MOD will make the ALL CLEAR announcement over the radio. Then advise the Loss Prevention Dispatcher to send the ALL CLEAR e-mail.
  • The MOD will follow up with any guest issues due to the fire alarm.
  • The MOD will complete the Fire Alarm Report to be attached to the Loss Prevention report.

Emergency:

  • Immediately upon arrival to Fire Command, as MOD you will verify the location of the fire alarm and confirm with the Loss Prevention Dispatcher there are Loss Prevention Officers and Engineers responding to the fire alarm and the Fire Department has been called.
  • The MOD will pass out Code Red cards 1 & 2 to the first two managers that arrive at Fire Command and confirm they have a clear understand of the instructions on each of the cards, then report to the location listed on the cards.
  • The MOD will then contact the General Manager, Director of Engineering & Director of Loss Prevention to notify them of the Code Red.
  • The MOD will then standby for confirmation of either emergency or non-emergency from Engineering or Loss Prevention.
  • Upon notification of an actual fire, the MOD will announce Evacuation Procedures are now in progress.

MANAGER ON DUTY (MOD): Continued……….

  • The MOD will advise the Loss Prevention Dispatcher to send an e-mail informing everyone the hotel is now evacuating.
  • The MOD will inform all managers who are possession of a Code Red card to report to the area designated on their card.
  • The MOD will request the Loss Prevention Dispatcher to access the key safe and have the firemen keys available upon request for the Fire Department.
  • It is the MOD’s responsibility to ensure the evacuation of the hotel is progressing in a calm orderly fashion.
  • The MOD will remain at Fire Command to assist emergency services until advised by emergency services to evacuate the hotel.

LOUISVILLE MARRIOTT HOTEL

DEPARTMENT RESPONSIBILITIES

FRONT OFFICE:

Front Desk: Upon activation of the hotel fire alarm; the Front Desk agents should begin the following Code Red Procedures.

  • Immediately upon notification of the hotel’s fire alarm the front desk agents should secure their banks. The front desk agents must follow all instructions given by their managers.
  • The following reports should run; the Contingency Report, Arrivals & Departures reports.
  • Be prepared to answer the guest questions using the Code Red scripts. At anytime an agent finds a guest that is not satisfied with answer they have provided, the agent should take down the guest’s name and room number and advise the guest a manager will contact them shortly.

AYS: Upon activation of the hotel fire alarm; AYS agents should begin the following Code Red Procedures.

  • Upon notification of the hotel fire alarm; AYS will switch channels on their radio from AYS channel to the Loss Prevention channel.
  • Monitor the Loss Prevention channel for further instruction; Be prepared to use Code Red scripts. (They should be posted in each work station and reviewed periodically)
  • Attempt to answer all guest questions to the best of your ability; do not attempt to call Loss Prevention. If you find the guest is not satisfied the answer get their information and advise the guest a manager will get back with them shortly.
  • If a full evacuation is called for; you should begin contacting guest rooms. Starting with 17th floor and working your way down to the 3rd floor.
  • You will continue to call guest rooms until all rooms have been evacuated or you have been notified by your manager or emergency services to evacuate.
  • Room Calls and such will be on hold until the MOD announces a return to normal duties.

LOUISVILLE MARRIOTT HOTEL

DEPARTMENT RESPONSIBILITIES

HOUSEKEEPING: All housekeeping staff currently working on the guest floors when the hotel goes into alarm will begin following procedures.

  • All Housekeeping Managers will report to Fire Command upon notification of the hotel fire alarm.
  • Housekeepers will push all housekeeping carts into guest rooms or into the service elevator landing.
  • Housekeepers will ensure all doors to guest rooms and elevator landings are secure. Nothing is to be left in the hallway or stairwells that may block guest or associate escape routes.
  • If evacuation is called for the housekeeper will assist any guests that are in the hallway to the nearest emergency exit. Housekeeper will not attempt to clear guest rooms.
  • The Housekeepers will evacuate to the Hotel’s evacuation location (Skips Parking Lot) assisting guests as they evacuate.

BLU & CHAMPIONS RESTAURANTS: Restaurant Managers, Supervisors and Associates will take the following actions to ensure the guests safety and security.

  • Immediately upon notification of the hotel fire alarm the managers, supervisors and associates will prepare themselves to answer any of the guests concerns using the CODE RED scripts.
  • All staff will standby until the ALL CLEAR or EVACUATION is called.
  • Upon notification of the ALL CLEAR from MOD all staff members will inform the guests that the emergency has been cleared and they may return to their normal activities.
  • If a Full Hotel Evacuation is called for and only in a Full Hotel Evacuation the restaurant staff will calmly inform each guest in the restaurants they will need to evacuate the hotel for their safety.
  • The Restaurant Manager or Supervisor on duty will exit only after the last guest and associate has evacuated the area.
  • If the fire begins in the restaurant/Lounge area, immediately activate the closest manual pull station and notify Loss Prevention.

LOUISVILLE MARRIOTT HOTEL

DEPARTMENT RESPONSIBILITIES

BANQUETS, CATERING & AUDIO VISUAL: At the sound of the hotel fire alarm; the Banquets, Catering & AV staff responsibilities are as followed.

  • On notification of the Hotel Fire Alarm Bqts, catering & AV will remain in the area to answer guest’s questions and assist keeping the guests calm. When answering the guest’s questions refer back to the CODE RED scripts.
  • Banquets, Catering and AV will remain in the area until the ALL CLEAR is called. Keep in mind that ALL CLEAR can only be called by the MOD or Emergency Response Team Leader.
  • In the event there are any guests who are not satisfied with the answers provided. You will get their name, room number or the location where they can be contacted; if they are not guests of the hotel. Then you will notify the MOD.
  • In the event of a Full Hotel Evacuation the Banquet, Catering & AV will ensure all guests and associates have evacuate all meeting rooms and salons. Managers will only exit after all guests and associates have evacuated.

LOUISVILLE MARRIOTT HOTEL

DEPARTMENT RESPONSIBILITIES