FIRE EMERGENCY DRILL

BY: NURUN NABI SHAHIN

Objective:
To prevent and reduce the loss and damage to Hotel
property caused by fire and to ensure the safety of all
Guests and Associates.

Policies and Procedures

1. Finding a fire
Break the break glass call point
Dial the emergency number #1751 or 0and state your
name, department, location and situation.
Attempt to fight the fire if you train to do so
Evacuate immediately

2. Control Room
Receive the Emergency signal on the fire panel.
Deploy ERT -01 (Duty Manager /Security Supervisor /Engineering
Supervisor) to investigate.
Standby for feedback
If real fire, advise hotel operator to deploy ERT-02 (Cluster Security
Manager / Chief Engineer/ Security Supervisor
/Assistant Chief
Engineer / HK supervisor/Engineering
Technicians/Patrolling Security /
Concierge /Nurse/stewarding
supervisor) immediately for back up.

3. Hotel operator to contact ERT at the same time.

01.Dial each member on his/her mobile or walkie talkie system
02. Contact Civil Defense conciliating with Cluster security manager
03.Inform Executive Committee members of the situation on time.
04.Standby for further actions

4. ERT 01 and ERT 02 Actions:

To evaluate situation and by two way radio inform the Control-room operator
Control room, this is response Team, be advised that we have a fire on X floor.
Try to give a clear description and briefly explain what your intentions will be.
Security officers are to immediately evacuate the guests in the danger area and
guide them to the nearest Fire stair way exit.
Assist and attempt to extinguish the fire.
If in danger and situation of out of control as CGM/ Hotel Manager for hotel
evacuation immediately.

5. Executive Committee members ERT -03 must report to the control room
immediately to lead the situation coordinating with Cluster security manager
Take the emergency equipment (walkie talkie and the emergency jackets with
torches lights)
Report to your areas of responsibilities according to the evacuation check list
Wait to be brief and assign a location to your designated areas
CGM/ Hotel Manager to Call Authorities counselling with Cluster security
manager and evacuate the building.
In the event that the Cluster General Manager or Hotel Manager not available,
Duty/ Night manager on duty will be responsible for this task.

01.Access the situation and confirm evacuation depending on the extent of

the fire.
02.Once on scene confirmed that the guests or Associates in the immediate
danger area have to evacuate.
03.After closing down your areas proceed with your associate to assembly
point.
04.Coordinate with your associate to assist the guests and others in order to
follow the closedown procedures in their areas and to evacuate the building
due
to the fire situation from the nearest stairway exits and to proceed to the assembly
point
05.Report to the security control room that your designated areas all clear
06.Report any damages or injuries to concerns

6. HK associates will report to the guests floors and evacuate guests immediately.
Knock on the door 03 times
Use the Floor Master Keys to gain entry.
Calmly but firmly advise the guests that they must evacuate the room and go to the nearest
Fire Exit and proceed down until they reach the ground floor then to outside of the building
where the assembly point located.
Advise them to stay calm and not to take any luggage, only the room key.
Confirm and check that the room is empty and assist them to the fire exit.
Clear trolleys out of the passage and place them in the service Area.
Continue with the same procedure mentioned above.
Once the floor is evacuated, go to the nearest exit and evacuate to the assembly point.
Assist other guests on your way down as well.
Proceed to assembly point reporting to your area in charge

7. Concierge associates will immediately man the fire stair exit doors
at first floor reception areas and guide guests to the assembly point
from the hotel main door
Report immediately to the fire exit staircases doors.
Allow people to exit but not to re-enter again
Guide guests to the fire exit by speaking to them in a calm but firm tone.
Reassure them that all will be fine.
Once everyone has been evacuated
Evacuate to the assembly point.

8. All other departments, when hearing the General Alarm sound must
evacuate immediately
Each department will go through normal close down procedures in their
designated areas
Once Close down Procedures has been implemented, report to the
Point.

Assembly

Group in departments and nominate one person to liaise with the Assembly
point Manager DOHR and confirm that all associates is accounted for.
Do not re-enter the Hotel until the All clear has been given by the Civil Defense
in charge of the scene or hotel management leader GM or Hotel
Manager.

General Close Down Procedures

1. Switch of any unnecessary equipment/ machinery.
2. Switch off or unplug any electrical equipment, photocopies, and computers.
3. Turn off all the gas valves.
4. Clear all loose papers off desks and place in drawers.
5. Close all filing cabinets and cupboards.
6. Make sure that all cash in safe
7 Collect the duty roaster and emergency lists
8. Collect and take out essentials files and documents (if there is enough time) or
otherwise put in safe custody.

9. Ensures that all members of associates have left the department or office.
10. Communicate with your associates upon evacuation to, Assist the guests to
evacuate the designated areas from the nearest fire stairway exit to assembly point
11. Communicate with your associates upon evacuation to , Assist visitors/contractors
or others in your designated area to evacuate from the nearest fire stairway exit to
assembly point
12. Close the doors and proceed to the assembly point after hanging ALL CLEAR tag
on your areas doors to confirm that the certain area has been cleared and evacuated
reporting to the fire command center that your designated area completely cleared and
evacuated recording all comments in your area of responsibilities check list

Note: Fire drill will be conducted twice a year (every 06 months)

EVACUATION PROCEDURE
BY: NURUN NABI SHAHIN

General Instructions

Discovering Fire
DO NOT PANIC AND REMAIN
CALM, PANIC IS A KILLER.

When a fire is first discovered

Close the door to prevent the fire from spreading
Locate the nearest manual break glass and break it to sound the fire
alarms
OR
Go to the nearest telephone, dial 0 or (1751) and report the
incident.
Identity yourself by name and department.
Explain the exact location of the fire or smoke.
Describe the situation of the fire or smoke and report any injury.

If the fire is small, attempt to put it out with the correct type of
extinguisher If you trained to do so
Use WATER or use DRY POWDER on all solid materials like papers,
textile, fabrics, wood, etc. DO NOT USE WATER on live electrical
apparatus or inflammable liquids.
Use CO2 GAS or DRY POWDER on inflammable liquids and
electrical apparatus.
If the fire cannot be controlled, CLOSE THE DOOR and wait for the
arrival of the Hotel Fire Brigade.

Unroll nearest fire hose for use by the emergency Hotel Fire Brigade
If you are trained to do so
Stay at safe place near the area to assist guests and follow the instruction of the
Hotel Fire Brigade Leader upon arrival.
If the fire spreads, evacuate the area with any guests by using the nearest STAIRWAY
EXIT.

Fire Alarms and Evacuation Response Codes

(Code-01) means activation of Fire Alarm. It can be activated by the following:
Break glass
Smoke/Heat Detectors
Water Sprinklers System/ FM 200/Gas Detector System
All system functions independently and is monitored 24 hours a day by Security officer
in the security control room throw the fire main panel.
In case of fire alarms following ERT-01 Members will response:Duty Manager (ERT Leader)
Engineering Supervisor
Security Supervisor

(Code -02) means Actual Fire has been confirmed by the Hotel Emergency Response
Team. It can be identified by:
Continuous sounding of the fire alarm sounder and voice of evacuation message
Activation of via Phone/walkie talkie by telephone operator or security
(Code-02) means danger to life has been discovered, people must leave effected area
immediately.
The Code-02 will lead to a partial evacuation
If confirmed actual fire the following ERT-02 Members will response immediately:
Cluster Security manager/ Supervisor
Chief Engineering/ Engineering Assistant
Housekeeping supervisor
Engineering technician
Engineering plumber
Hotel nurse
Chief Concierge
Security patroller
Stewarding supervisors

(Code-03) means Uncontrollable fire and a Full Evacuation of the

hotel must take place.
The ERT leader will contact Cluster General Manager or Hotel
Manager to get his permission to evacuate the building on time.
If the situation became out of control and evacuation required the
following ERT - 03 Members will response on time:
Cluster General Manager
Hotel Manager
Restaurant Manager
Chief Engineer/ Engineering Assistant
Front Office Manager
Executive chief
Chief Accountant
Executive Housekeeper

Code of Safety
If you discover a fire, raise the alarm before attempting to put it out.
In case of fire, DO NOT USE THE LIFTS, use the staircases.
SAVE LIFE FIRST, whether youre own or others
Associates should act in such a manner so as to minimize panic situation,
PANIC IS A KILLER.
Always stay low when the area is smoke logged. SMOKE IS A KILLER and the
cleanest air is found near to the floor.
Evacuate the area to assembly point from the nearest stairway exit

PRESS RELEASE
All statements to the press MUST BE DONE by Cluster General Manager/ Hotel Manager.
In the event of news reporters asking for information and Cluster General Manager is not
readily available, Hotel Manager will read a prepared statement.

CLUSTER GENERAL MANAGER/ HOTEL MANAGER

In response to Code 2 & 3
Proceed to Fire Command Centre (FCC) at Security Control Room, and bring the
Emergency Master Key.
Upon arrival at FCC, will receive report from Cluster Security Manager/ Supervisor of
the situation.
Remain in the Fire Command Centre to have a full control in all emergency actions
being taken in the fire scene, guest floor, and public area, front of the house and back
of the house.
Shall maintain radio/mobiles landlines contact with Fire Brigade Leader at the fire
scene and all Executive Committee to monitor the situation

Do a general assessment of the situation to the Senior Officer of Local Fire Service
departmental upon their arrival.
Shall give full appraisal of the situation to Civil Defense upon their arrival at the Hotel
In the event of serious injury and severe damage of the hotel structure or appreciate
loss potential, the Cluster General Manager/ Hotel Manager shall report to the
Corporate office of the company immediately by telephone or E-mail.
Proceed to Assembly Point area to address evacuated guests and associates.
Instruct associates to re-enter the building after the situation stepping down
coordinating with civil defense.
Organize a meeting with reporters.

CHIEF ENGINEER/ ENGINEERING ASSISTANT

In response of Actual Fire CODE 2
Once you hear the alert message
Will instruct one of his assistant or senior associate in his department to prepare the
emergency procedures in the plant room and closedown procedures in Engineering
Department areas, via offices
Will bring a walkie-talkie and master key and proceed to the fire location for further
assistance

Upon Evacuation order is announcing in public areas system (code-03):Once you hear the evacuation message
To instruct engineering team with his supervision to make sure all the exhaust is
functioning during the evacuation , AC is shut down , emergency light in active mode
, power off, mechanical ,electrical and pumps rooms , gas center are in safe
conditions, and well controlled
Pump room and firefighting sources are ready for civil defense to use with guidance
them by floor plan and fire location
When the situation stand down by authorities and civil defense
Report to assembly point to roll call your staff when the situation is clear
Report to fire command center that all engineering areas are cleared via
mobile/landline or walkie talkie
Will provide a detailed assessment of damage including the cost of repair and the
time frame to the Cluster General Manager/ Hotel Manager and copy to Financial
Controller

ENGINEERING SUPERVISOR
In response to code 02
Assign lift in fire man mode to be use by the fire fighting team ERT-02 via civil defense.
Assist all ERT team during the fire situation all times by necessary require thru the fire
man lift
accordingly
Carry the responsibilities of Chief Engineer/ Engineering Assistant upon his absence
ENGINEER TEAM LEADER
After receiving information of fire alarm Code 1, proceed to the location.
Ensure the following items are obtained before proceeding to the alarm location.
Two way radios duty mobile / walkie talkie
Fire extinguisher
Torch light
Elevator key
Master key

On arrival at the alarm location with members of the Hotel Fire Brigade, search the area
for fire.
If there is a fire, use an appropriate type of fire extinguisher or fire hose to try and put out
the fire.
Advice Duty Manager to call Fire Services Department when necessary and be ready to
activate the firemans lift if deemed necessary for the Civil Defense to use
Advice A/C technician to monitor the operation of extract fans, stair pressurization
Advice Electrician to monitor the operation of the emergency generator set and switch
off the Power supplies if appropriate. Monitor fire pump operation.

Advise boiler attendant to switch off boiler when required.

After the fire scene has been taken over by the Fire Services Department, remain behind
with the Duty Manager to assist Fire Services Department personnel
After the fire has been put out, work together with the security supervisor to investigate
the cause of the fire and submit an estimate of the damage to Cluster General Manager/
Hotel Manager, Security Department and Engineering Department
After completion of the fire investigation, coordinate with Hotel Manager and other
Departments concerned to restore affected areas. Then proceed to assembly point

ENGINEERING ASSOCIATE
The shifts Electrician, shift air-conditioning technician, Shift Plumber, and Shift
Engineer immediately proceed to the scene when CODE-02 is broadcasted.
Monitor the meeting point using Walkie-Talkie/mobile and pick up fire extinguishers
on the way.
Upon arrival at the scene, coordinate with the Engineer supervisor and Duty/ Hotel
Manager for further instructions.
Unroll fire hose for the Fireman to use.
Wait for further instructions by the Engineering Supervisor.
Other Engineering associates to proceed to the location of the fire to assist in fire
fighting team.
After all clear situation stand down by authorities proceed to assembly point.

Area of Responsibility and All Clear Check List

Locations

Area Checked

Yes

Comments

No

Engineering supervisor report to code-01

Assistant chief engineering assign fire man lift
Engineering Associate respond to code-02
The power sources switched off
The emergency light auto started
Exhaust fans auto started/functioning inside staircases
M&E rooms have been cleared
All chillers rooms were cleared
Water/gas/other tanks were secured
Pump rooms /firefighting sources were functioning effectively
Generators alternative powers were checked , roof top
Is the fire alarm sounds/alert message/evacuation message functioning effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped Guest
Any obstructions in the stairways
All reported to assembly point

Checked By:

Signature:

Checklists To be hand over to Cluster Security Manager/ Supervisor during the Evacuation Emergency Team
debriefing for purposing of lesson learnt and areas to improve in next drill exercise via to complete the drill
report accordingly.

Evacuation procedures and areas of responsibilities

Kitchen
Executive Chef
Chef/Outlet chef/Cooks
In response of code 02 actual fire
Once you hear the alert message
Stand by and wait for further instruction from fire
command center or hotel operator via mobilize or walkie
talkie.

If confirmed code 03 full evacuation in public area system

Once you hear the evacuation message sounding in public area system
Closedown your office, switching off the lights, essentials machines or computers,
collecting important documents, closing the door behind you dont lock it and assign
all clear tag on the door handle confirmed that your office is clears. Instructed the
associates to collect the latest updated attendance roaster
Communicate with all chef at the kitchen area to follow the closedown procedures in
the kitchen areas and to evacuate from the nearest stairway exit to assembly point
Make sure with all kitchen areas in charge and kitchen associates before leaving
their designated areas to follow the closedown procedures,

Closing the gas valves, Switch off the powers, Kitchen heaters, Cooking stations, stoves,
grills, ovens.
And to close the kitchen doors areas assign all clear tags on the door handle,
Confirmed that kitchens areas all cleared and to proceed to assembly point from the
nearest stairway exit
Communicate with the fire command center via walkie talkie or mobilize/landline that the
kitchen areas all cleared
Proceed to assembly point together with the kitchen associates for roll call and
communicate with the managements members in assembly point for further assistance
require

Area of Responsibility and All Clear Check List

Actions & Locations

Area Checked
Yes

Comments

No

Kitchen areas cleared

Kitchen ovens off
Heaters /stoves/cooking stations safe
Gas valves closed
Switch off All machines
Stores checked
Is the fire alarm sounds/alert message/evacuation message functioning effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

BOH & STEWARDING

In response to Code 2
The managers or person in-charge will stop all the cleaning activities and brief all the associates
of the situation and instruct them to remain in current position until further notice.
When evacuation Order has been announced through the Public address system,
Make sure that all the designated areas at back of the house are cleared, safe and secure
Evacuate with associates via the nearest fire exit to the Assembly Point.
Make sure that the entire close down procedures has been followed up such as
Turn off all the electrical equipments.
Such as dishwashing machine etc
Remove all the trolleys from the escape routes.
Report to the fire command center via mobiles/landlines/walkie talkie that all stewarding areas
are cleared
Carried out roll for your associates and report to the Assembly Point in charge

Area of Responsibility and All Clear Check List

Actions & Locations

Area Checked
Yes

Comments
No

Stop cleaning activities

Closedown procedures implemented in kitchens stewarding
stations/stores
Turn off all the electrical equipment, Such as dishwashing machine
Remove all the trolleys from the escape routes
Clear all chemical liquids from the kitchen areas to storage area
Is the fire alarm sounds/alert message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped Guest
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

F&B
F&B/Restaurants/Banquet
In response of code 02 actual fire
Once you hear the alert message
Stand by and wait for further instruction from fire command center or hotel
operator via mobilize or walkie talkie

If confirmed code 03 full evacuation in public area system

Once you hear the evacuation message announced in public area sound system
Close down your office, switch off the lights, essential machine, and collect
important documents and close the door behind you dont lock it
Assign all clear sign tag on the door handle confirmed that your office is clear
Instructed to your associates to collect the latest updated attendance roaster, for the
associates and to postponed all the external appointments from suppliers or food
handlers coming to the hotel due to the emergency, and proceed to assembly point

Communicate with food and beverages supervisor or coordinator and all outlet associates
that to start close down their areas by assisting guests and associates to leave the
designated locations on time and to proceed to the assembly point from the nearest
stairway exit
Communicate with banquet coordinator to insure the close down procedures at meeting
rooms in order to assist the guests in meeting rooms to evacuate the meeting rooms from
the nearest stairway exit, and to make sure all meeting rooms/stores and back areas are
cleared in order banquets coordinator and banquets associates to evacuate the
banqueting areas from the nearest stairway exit to assembly point as well

Make sure that all outlet in charge or F&B associates evacuated their locations following
the closedown procedures in their designated areas, by closing the outlets doors,
switching off the lights , machines , cash in safe placing all clear tags on all the doors ,
assisting guests and associates to evacuating their designated areas
Report to the fire command center that F&B areas all cleared via walkie talkie or mobilize
/landline
Report to assembly point together with your associates for roll call and double check that
no associates missing with all in order
Communicate with other hotel management members and evacuate your team at assembly
point for further assistance

Area of Responsibility and All Clear Check List

Actions & Location

Area Checked
yes

Comments
No

Food and beverages offices

Restaurants
Coffee shop
Banquets areas
Meeting rooms
Back areas stores
Food & beverages stores
Is the fire alarm sounds/alert message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

ROOM SERVICE/ AMENITIES ATTENDANTS

In response to Actual Fire Code 2
The managers or person in-charge will stop all outgoing services. He will call back all his
associates and brief them of the situation and instruct them to remain in position until
further notice.
Order takers will calls up in-house guests who have made orders to apologize for the
delay. If there is a query, try to adhere to the following explanation: A problem has been
reported. We are now investigating; we apologize for the delay of the service and will
come back to you when the situation is cleared. Note room number for return call.

When an Evacuation Order has been announced in public area system (code-03),
Evacuate with associates via the nearest fire exit to Assembly Point for roll call.

Area of Responsibility and All Clear Check List

Actions & Locations

Area Checked
Yes

Comments
No

Stop all outgoing services

Closedown procedures implemented in RS areas
Is the fire alarm sounds/alert message/evacuation
message functioning effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped Guest
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

Chief Accountant
In response to Actual Fire Code 2
Instruct Accounting, Purchasing, Cost Controller and Receiving
associates to carry out their departmental emergency procedures and
to prepare for possible evacuation.
Assign cost controller or other most senior associate in his/her
division for taking responsibility to supervise the execution of
emergency procedures in his/her division.
When an evacuation order is announced in public area system (code03),
Closedown your areas and proceed to assembly point
Report to FCC via walkie-talkie or dial via mobile/landline/walkie talkie
when checking to all areas are cleared

Proceed to Assembly Point after all areas are evacuated.

Make sure all cashiers on duty present at the Assembly Point.
Collect all remittance envelopes from them.
Chief Accountant is responsible for safe keeping for all important
documents, insurance policies, unbilled credit card slip and revenue
vouchers, etc. inside the fire proof cabinet.
General Cashier to put all money into the safe
Cost Controller is to save all store control records.
Will prepare a report assessing the total cost of fire damage, which is to
include repairs, replacement, loss revenue, etc.

TELEPHONE OPERATOR
Telephone operator MUST know the fire coding and whom to call in case of:(Fire Alarm Code-01)
(Actual Fire-Code-02)
(Uncontrollable Fire, Full Evacuation-Code-03)
Upon receiving a fire alarm (Code-01)
Reported by security control room, Telephone operator he/she will activate group call to
(Emergency Response Team-01) via mobile/walkie talkie ERT-01 members, to proceed to
the alarm location to investigate either false or real alarms
Passing on relevant emergency information to all concerned as procedures
Monitoring the situation and following up all instruction from Emergency Team Leader at
fire scene.

Handling guest queries and assuring guests that we are working on the problem
Completing the Emergency Log to facilitate follow-up inquiries
Remaining in the operator room until not safe to do so or until the emergency Team
Leader has given instruction to evacuate
If Confirmed Actual fire (Code-02)
ERT leader will communicated to security control room and telephone operator to
activate group call for (Code-02) ERT-02 the fire fighters to proceed to the fire scene
fully equipped, at the same time to activate group call to:ERT-03 (Evacuation Team) via mobile/walkie talkie to standby for further instruction if
full evacuation required acting on time by:Proceeding to the fire command center room for evacuation briefing in order to receive
the emergency equipments and to act evacuating their areas of responsibilities
assisting guests and associates and other to evacuate the building to the assembly
point

Important Note:ERT leader will ask Cluster General Manager/ Hotel Manager permission for
full evacuation and to contact Civil Defense and the police in securing the
hotel coordinating with Cluster security manager/ Supervisor.
Use the following wording when answering guest queries:
A Problem has been reported.
Our Fire fighting team is investigating and will advise you of the situation as
soon as possible
Keep a log of all guests calls and follow up the calls once the result of the
investigation is concluded.

IN THE EVENT OF A FALSE ALARM

ERT leader will communicate to hotel operator and security control room to inform all
parties by the situation of false alarm
Hotel operator will make sure that all ERT members informed of the situation of false
alarm
The telephone operator will answer guests queries and respond to previous guest calls
by saying that it was a false alarm, and extend apologies.

Area of Responsibility and All Clear Check List

Actions &Locations

Area Checked

Comments

Yes

No

If the alarm reported by ERT leader as false alarm was cleared

to all parties

Alarm report was cleared from security control room

Code-01(fire alarm) activated to ERT-01

Code-02 (Actual fire) activated to ERT-02
Code-03 (Full Evacuation)) activated to ERT-03
Call Report Prepared
Failure call response
Is the fire alarm sounds/alert message/evacuation message
functioning effectively

Any causalities reported

Associates evacuated easily
Guest evacuated easily
Any trapped Guest
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

DUTY MANAGER ERT - LEADER

Upon receiving of fire alarm Code 1, proceed to the alarm location.
Ensure the following items are obtained before proceeding to the alarm location:a. Master Key
b. Torch Light
c. Two ways of radios (duty mobile/ walkie talkie)
d. Fire Extinguisher
Locate the source of alarm and determine if fire is present or the alarm is false
Inform telephone operator whether it is actual fire Code-02 or a false alarm
If fire is present, deploy Fire Team members to fight the fire if safe to do so.
Assess situation and if fire beyond control, communicate with GM in security control room and
request Code-03 (Full Evacuation) permission in order to call civil defense
Set up a Fire Control Post nearest to the fire scene. Then pass your telephone number and location
to Telephone Operator and Security Control Room.
Coordinate with chief engineering/ Engineering assistant to assign the firemans lift for the Civil
Defense arrival.

Civil Defense will take charge on arrival. Brief them on the fire situation, casualties, and
any people trapped any special hazard. Remain behind to answer questions and coordinate
assistance from engineering or other departments as required. Other members of
associates should evacuate the area with the exception of Security Supervisor and
Engineering Supervisor to assist.
When the fire is extinguished, deploy one security officer in the fire area to keep monitoring
the situation.
The Civil Defense will inspect fire scene to compile their fire report.
After the fire, inform the Cluster General Manager/ Hotel Manager or Chief Accountant as
soon as possible, so they may report to insurance company.
Instruct security officer to take color photos of affected areas and pass them to the Chief
Accountant office for insurance purposes.
The affected area should be cleared up as soon as possible after insurance inspection and
all damaged item should be retained for inspection by the loss adjusters.

Coordinate with housekeeping and Engineering Departments to compile a list of damaged

items for review by Cluster General Manager or Hotel Manager and the loss adjusters.
At the time of the inspection by the loss adjusters you should provide a statement in the
presence of a Security Supervisor.
After the fire and relevant inspection, initiate emergency repairs as agreed with the Cluster
General Manager/ Hotel Manager or Chief Engineer/ Engineering Assistant.
Mobilized Engineering and Housekeeping associates to return affected areas into proper
order where possible, to open windows or increase ventilation to reduce odorous. Remove
soaked carpets. Drain or pump away trapped water. Remove burnt furniture, carpets, etc.
as soon as possible.
Prepare the incident report liaise with Security Department.
Report to fire command center via mobile/landline or walkie talkie all clear
and proceed to the assembly point

report

Area of Responsibility and All Clear Check List

Locations

Area Checked

Comments

Yes

No

Respond to Alarm scene/if false alarm was declared

ERT-01/02 respond fully equipped
Code-03 declared for full evacuation
Cluster General Manager/ Hotel Manager permitted to evacuate

Authorities informed

Is the fire alarm sounds/alert message/evacuation message functioning

effectively

Any causalities reported

Associates evacuated easily

Any obstructions in the stairways

All reported to assembly point

Guest evacuated easily

Any trapped Guest

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

Chief Concierge
In response to Actual Fire Code 2
Once you hear the alert message
Brief all concierge associates discreetly and instruct them to remain calm and reflect a calm attitude.
Instruct two bellmen to stand by, one in guest lift landing at lobby area near the staircase exit to guide
the guest to the assembly point
Tell all guests not to use the lifts. We are in an emergency situation; a problem has been reported. Our
teams are now investigating. Please wait until we have cleared the situation.
Assign two Bellmen to stand by at main entrance to advise returning guests of the situation and
request them to wait in the lobby until the situation is cleared.
Liaise with security on crowd control in the lobby and lobby entrances.
Ensure front driveway is clear with no traffic obstructions.
Follow instruction of front office manager if necessary, direct people to a safe area towards assembly
point.

When an Evacuation order is announced in public area system (code-03)

Once you hear the evacuation message
Request all guests congregated in lobby to leave for roll call at assembly point and no
guests to use the lifts at all
Instruct all concierge associates not to answer questions or make any comments to
reporters keep away from them and execute your duties in a calm and polite manner.
Inform fire command center of their presence.
Assign concierge to assist handicap guests to evacuate their rooms coordinating with ERT
teams
Assign concierge associates at the stairway exit at the lobby area to lead the guest to the
assembly point
Proceed to assembly point together with your associates for call roll
Report to fire command center that all concierge areas cleared via mobile/landline/or walkie
talkie

Area of Responsibility and All Clear Check List

Actions & Locations

Area Checked

Yes

Comments

Assign bellman in front of guests lift/fire exits

Luggage store clearly checked
Wheel chairs prepared and send for causalities in response to cod-02

No

Closedown procedures implemented in concierge area

Assign bellman in main entrance to assisted guests either to help in clearing

traffic ways
Brief guests by situation if require

Assisted the guests at assembly point

Is the fire alarm sounds/alert message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

FRONT OFFICE MANAGER

In response to Actual Fire Code 2
Once you hear the alert message
Give discreet briefing to all FO staff at reception desk of the situation. Ask all of them to
stand by and continue to monitor further situation and to prepare for intensified situation.
He/She will responsible and supervise that Emergency Procedures in Front Office
Department are carried out properly.
Instruct FO Supervisor to prepare an EMERGENCY LOG.
Instruct FO Supervisor to keep all associates at the reception counter. Make sure they
reflect a calm attitude in handling guest needs.
Instruct FO supervisor to print out the in-house guest list report.
Carry with them the guest room emergency key.
Supervise the overall the implementation of emergency procedures in Front Desk areas
Make sure that all cash/essential documents in safe

FRONT DESK ASSOCIATE/SUPERVISOR

In response to Actual Fire Code 2
Front desk supervisor shall print out latest in-house guest status report by room number
and in alphabetical order. In addition, gather late check-in registration cards. These print
outs and registration cards to be taken to the Front Office Manager at Assembly Point.
Prepare a list of disable and handicapped guests. Hand the list to Front Office Manager
who will send it to concierge team to rescue the handicap guests via wheel chairs
coordinating with the hotel emergency team and hotel nurse or first aider in order to clear it
to the fire command center after rescuing all handicap guests to assembly point
Report to assembly point for roll call together with your area in charge

Area of Responsibility and All Clear Check List - FO

Actions & Locations

Area Checked

Yes

Comments

Duty manager report to the fire alarm

Front office associates prepare emergency log

No

Emergency situation has been communicated to all FO associates to

remain calm and act safely

Front office associates briefed arrival guests by the situation

The latest guest in house lists has been printed out

Front office stores were checked

Emergency rooms keys were ready

GR calmed down the guests

No check in done during the emergency
Front office offices were cleared
Closedown procedures in front office implemented
Emergency keys were prepared
Assisted the guests at assembly point
Is the fire alarm sounds/alert message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

ADMINISTRATIVE & SECRETARIES

In response to Actual Fire Code 2
The most senior associate or the person in-charge of representative offices will ensure
that the message has been passed on to all subordinates. Remind them to remain calm
and await further instruction.
If the fire is affecting your area (the same floor), evacuate immediately
Instruct Department Secretary to mark some essential documents, contract files and
diskettes to be packed up to prepare for possible evacuation.
When an Evacuation Order announced in public area system (code-03),
Leave the office.
Lock up documents,
Switch off all electrical equipment and proceed to the assembly point for roll call.
The most senior associate or the person in-charge of each office is responsible to make
sure no associates are left in the office.
Call fire command center via walkie talkie/mobile or landline that your office area cleared
Proceed to the assembly point

Area of Responsibility and All Clear Check List - Secretary

Actions & Locations

Closedown procedures in your office

collect essential documents
Duty roaster/insure that all associates in your
department evacuated
Emergency files to be in place all the time to be
ready to evacuate on time
Is the fire alarm sounds/alert
message/evacuation message functioning
effectively
Any causalities reported

Associates evacuated easily

Guest evacuated easily
Any trapped passengers
Any obstructions in the stairways
All reported to assembly point

Checked by:

Area Checked

Yes
No

Comments

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

HEALTH CLUB & SPA MANAGER/ SUPERVISOR

In response to Actual Fire Code 2
When you hear the alert message
The health club manager/ Supervisor instructs his subordinate to prepare to
implement closedown procedures in their areas.
Inform guest of the situation, and advise them to leave the area via emergency
exit.
Close down the saunas, steam rooms, SPA, Salon, Gym & Jacuzzi facilities.
Gather associate together in office and wait for further instructions.

When the Evacuation Order is announced in public area system (code-03),

When you hear the evacuation message
Switch off light, machines and necessary system
Close up the doors and proceed with associates to the assembly point
through the nearest FIRE EXIT
Report to fire command center via mobile/landline/walkie talkie that the
health club and spa areas are cleared
Proceed to assembly point for roll call and further instructions

Area of Responsibility and All Clear Check List Health

Club and Spa
Actions & Locations

Closedown procedures implemented in HC/Spa areas

Gym areas cleared from guests
Power/machines/other system switched off
Treatments/saunas/steam/Jacuzzi/changing rooms/toilets male and
female/stores/saloon
Guests were requested to leave the area with brief about the
situation
Is the fire alarm sounds/alert message/evacuation message
functioning effectively
Any causalities reported

Associates evacuated easily

Guest evacuated easily
Any trapped Guests
Any obstructions in the stairways

All reported to assembly point

Checked by:

Area Checked

Yes
No

Comments

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

HOTEL NURSE
In response of code 02 Actual Fire
Once you hear the alert message
Closedown the clinic/ Office (If)
Proceed to the fire scene locate in safe area coordinating with ERT-01 leader
for any treatment required
Ensure that you proceed with your first Aid Box and O2 (Oxygen) cylinder as
well as stretcher to the location.

If Evacuation ordered announced in public area system (code-03)

Once you hear the evacuation message sounding in public area system
Proceed to the nearest fire escape exit to assembly point assisting the
paramedic team in causalities
Stand by at the Assembly Point area to give First Aid treatment and liaise with
Hospital to get medical assistance and ambulance as well as giving all
necessary assistance to paramedic team
When the situation is clear prepare your medical incident report to the
management
Report to fire command center via mobile/landline or walkie talkie all the
incidents and all clear report

Area of Responsibility and All Clear Check List Nurse /

First Aider
Actions & Locations

Closedown your office or clinic/first aid rooms

Respond to code-02

Fully equipped

Paramedic team arrived

Ambulance in place

All reported to authorities

Is the fire alarm sounds/alert message/evacuation

message functioning effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped Guest
Any obstructions in the stairways
All reported to assembly point

Checked by:

Area Checked

Yes
No

Comments

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

EXECUTIVE HOUSEKEEPER
In response to Actual Fire Code 2
Once you hear the alert message
Before leaving the office, instruct your coordinator to remain in office to:Housekeeping Supervisor & Team Leader to prepare implementation emergency procedure in their
respective area
Alert all Housekeeping supervisor and room attendants on guest floor;
Ask them to be ready for possible intensified situation.
Keep monitoring the situation through walkie-talkie and mobile
When an Evacuation order is announced in public area system (code-03),
Once you hear the evacuation message
Organize all housekeeping supervisor to lead guests from the guest floors.
Report through walkie-talkie/landline/mobile on status of all guest floor areas to control room
After guests have been evacuated, closedown your areas and precede to assembly point together
with all evacuation team on floor. Make sure no one left.
Report to fire command center that all HK areas were cleared via mobile/landline or walkie talkie
Report to assembly point for roll call for HK staff

HOUSEKEEPING SUPERVISOR
In response to Actual Fire (Code-02)
Assume the role of Executive Housekeeper for emergency duties, if the
Executive Housekeeper is absent.
Carry out an inspection of all HK area and inform to all housekeeping team
leader to keep monitoring situation by pager.
Supervise activities and follow up action of housekeeping associates that are
monitoring the situation through.
If the fire has been put out, coordinate with Duty Manager to inspect the
damaged areas. Together with other departments, restore the damaged areas
as soon as possible.
Prepare as assessment for replacement cost of the damaged items. The
completed summary should be submitted to the Chief Accountant

HOUSEKEEPING TEAM LEADER

In response to Actual fire code-02
In response to Emergency Group call via mobile/walkie talkie for Actual fire Code-02,
immediately response with the fire fighting team to the fire scene for further assistance
Initiate group calls to all floors. When the housekeeping attendants on Duty call back, inform
them Code 2, a small fire is reported at (location) and stand by for further instruction and
start close down procedures in all HK areas
Upon Evacuation ordered announced in public areas system (code-03),
Immediately informs the Room Attendants on floors involved to execute Evacuation Plan.
If the fire has been put out, organize the associates as instructed by Executive Housekeeper
to restore affected areas as soon as possible.
In the event of a false alarm of if the fire has been put out quickly, inform relevant associate
though the same channels to stand down and resume normal working.
Executive Housekeeper/ Supervisor to compile a summary of the replacement cost of the
damaged items with supporting paperwork.
Report to assembly point

ROOM ATTENDENTS
Upon receipt of Actual Fire Code 02 signal
Proceed to the alarm location and ensure that the following items are obtained before
proceeding.
Key card.
Fire extinguisher.
Return any linen trolleys, vacuum cleaners, room service tables, appliances, etc. found in
corridors and smoke protection lobbies back to the pantry areas or unoccupied guest
rooms.
Ensure all doors are closed properly.
If the fire takes place on your floor, follow instructions of your manager/ supervisor on
conducting fire fighting activities, otherwise one person should standby in the pantry
area and others remain in the corridor to await further instruction from Executive
housekeeper.
Always keep a sharp look out in your area. Report immediately to Fire Command Center
on (1751) or to Fire Scene Control if any fire or smoke emerging from your area.

Once an Evacuation Order has been announced in public areas system (code-03),
Proceed to the corridor to assist in house guests to escape via nearest fire escape
exit.
Open all guest room and make sure all rooms are empty. Hang ALL CLEAR tags on
the doors and report to Fire Command Center after the entire floor has been
checked.
Before opening the door, touch the door use your back palm. In the case the door
handle is hot. If found to be hot, note the room number and continue to check other
rooms. Inform your manager/ FCC immediately.
If you cannot wake up guests in a room and the door is double locked, inform the
Fire Control Center immediately.
If in the process of checking evacuated rooms you find yourself exposed to fire and
smoke, STOP IMMEDIATELY AND LEAVE THE AREA. Note down rooms and floors
that have not been covered and inform Fire Command Center or Fire Control Post
as soon as possible.
Proceed to assembly point for roll call and await further instruction

Area of Responsibility and All Clear Check List

Housekeeping
Actions & Locations

HK supervisor or assistant respond to the alarm scene in code -02

Is the message communicated to all HK associates by code-03 to evacuate
the floors and guests rooms
Public areas were cleared
Guests rooms/vacant/occupied were checked
Public areas toilets were checked
Linen chutes were cleared
Room trolleys were cleared from the corridors
All clear tags placed on the guests rooms doors
All guests floors stairways cleared from any HK related
All occupied guests were evacuated
All butlers rooms were cleared
HK stores checked

Is the fire alarm sounds/alert message/evacuation message functioning

effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Area Checked

Yes
No

Comments

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

LAUNDRY SUPERVISOR (If)

In response to Actual Fire Code 2
Carry out an inspection of Laundry area and await instructions.
Make sure all associates remains calm.
Instruct Laundry attendants to stop delivery of guests laundry.
Assign associate to switch off machines and prepare for possible evacuation.
Arrange to secure or store away flammable material.
When an Evacuation Order is announced in public area system (code-03),
He will arrange for associate to evacuate through the nearest fire exits.
Shut off all power, steam or gas supplies
Executive Housekeeper or supervisor will be the person in-charge in the absence of the laundry
supervisor.
Report to assembly point

LAUNDRY ATTENDANTS
In response to Actual Fire Code 2
Remain in the laundry and wait for further instruction.
Follow your superiors instructions to close down your area
When an Evacuation Order is announced in public area system (code-03),
Evacuate through the nearest FIRE EXITS to assembly point

If fire originates from the Laundry Department:

Activate the alarm by breaking the fire glass which is near the fire hydrant.
Dial and report the situation.
Switch off all power and gas supplies except the lighting.
Fight the fire with a suitable type of fire extinguisher when controllable.
Remove all flammable items from the affected area if possible.
If the fire spreads and is beyond control, or if there is the likelihood that an
explosion may occur, organize associate in the vicinity to evacuate
immediately.
Assume command of the location until arrival of the emergency team and brief
them on the situation and action taken.
Remain with the emergency team to coordinate necessary actions.

Area of Responsibility and All Clear Check List Laundry

Actions & Locations

Inspect laundry areas

Switch off all laundry equipments

Store away all the flammable material
Stop delivery from guests to laundry
Linen chutes were cleared
Room trolleys were cleared from the corridors
Switch of gas / steam sources
Laundry stores

Is the fire alarm sounds/alert message/evacuation message functioning

effectively
Any causalities reported
Associate evacuated easily
Guest evacuated easily
Any trapped Guest
Any obstructions in the stairways
All reported to assembly point

Checked by:

Area Checked

Yes
No

Comments

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

DIRECTOR OF HR
In response to Code 2
Before leaving your department, instruct Human Resource and Training Manager or
person in-charge to
Evacuate trainees if fire location is close to the office.
Prepare an up to date associates list.
Organize associates evacuation when announced.
Take in charge of the associates assembly point
When an evacuation order is announced in public area system (code-03),
Will organize HRD associates evacuation; make sure that associates canteen, Male
and Female associates locker rooms are evacuated.
Report to FCC via walkie-talkie/mobile /landline or dial when it has been done.
Arrange separate Assembly point for evacuated guests and associates. Instruct
Human Resource together with Training manager to organize associates roll call for
each department.

HR SUPPERVISOR
In response to Code 2
Brief all HR associates on the situation. Advise them to remain calm and await further instructions.
Instruct Personnel Officer to print out the latest associates list.
Take out and make safe all expatriates document.
Save all essential documents.
Proceed to assembly point
TRAINING MANAGER
In response to Code 2
Stop all training and recruiting functions
Clear all trainees and other personnel from the class rooms. Await further development.
If the fire is close, evacuate the trainees to the Assembly Point via the nearest FIRE EXITS.

When an Evacuation Order is announced in public area system (code-03)

Director of Human Resource/ Supervisor/Training Manager or person in-charge will
instruct all HRD associates and all trainees to evacuate to the Assembly Point via the
nearest fire Exits.
DOHR/ Supervisor will assign a Personnel Officer to check all offices and stores and
associates Canteen to make sure all associates have left.
DOHR/ Supervisor and Training Manager will switch off all electrical equipment before
they close the office and proceed to the Assembly Point at loading Bay together with the
up to date staffing list.
Upon arrival at the Assembly Point
Training Manager & Supervisor will start organizing associates roll call with the
assistance of Department Heads.
Evacuation associates will be checked by their respective department attendance
records, and crossed check by the up to date associates list.
Await further instructions from senior management and authorities to ensure no-one will
re-enter the building unless instructed by management or authorities.

Area of Responsibility and All Clear Check List Human Resources

Actions & Locations

Area Checked

Yes
No

Comments

Prayer room

Associates canteen /male & female associates lockers

Organize roll call for all hotel departments at assembly point

Do not allow to the associates to renter the building unless

instructed by CGM/ HM or authorities to do so

Is the fire alarm sounds/alert message/evacuation message

functioning effectively

Any causalities reported

Associates evacuated easily

Any obstructions in the stairways

All reported to assembly point

Closedown procedures implemented in HR areas/safe essential

documents
Clear training room from trainees/stop all training functions and
recruitment process
Prepare associates emergency list
Organize associates/guests evacuations points at assembly points

Guest evacuated easily

Any trapped Guest

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

IT Coordinator
In response to code -02
Close down your office, switching off power, collects essential documents,
hotel back up and emergency files from the system
Instruct associate to check all servers rooms, IDF rooms, telephone rooms
Upon evacuation order announce on public area system (code-03)
Proceed to assembly point from the nearest stairway exit with your associate
for roll call
Report to fire command center via mobile/landline/walkie talkie that IT areas
cleared

Area of Responsibility and All Clear Check List IT

Actions & Locations

Closedown IT office

Hotel file backup collection

IDF rooms/servers rooms/telephone rooms
Is the fire alarm sounds/alert
message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped Guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Area Checked

Yes
No

Comments

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

Reservation Manager/ Supervisor

In response to code-02
Once you hear the alert message
Closedown your office
Stop any outdoor reservation for any guests in brief about the situation
Lock up all important documents,
Switch off all electrical equipment
If evacuation order announced in public area system (code-03)
Once you hear the evacuation message
Evacuate the office together with your associates
Proceed to Assembly Point area for roll call.
Report to fire command center that reservation office all clear

Area of Responsibility and All Clear Check List Reservations

Actions & Locations

Closedown procedures implemented in

Reservation office areas
Latest reservation reports
Stop any reservation in brief
Is the fire alarm sounds/alert
message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped Guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Area Checked

Yes
No

Comments

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

DIRECTOR OF REVENUE (If)

In response of code 02 actual fire
Once you hear the alert message,Stand by and wait for further instruction from fire command center or
hotel operator via mobilize or walkie talkie.
Once Evacuation announced in public system area (code-03)
Once you hear the evacuation message sounding in public area system
Will make sure all managers has been proceeding to the fire scene
Before leaving your office, follow the closedown procedures; switch off lights, computers/ laptops,
collecting important documents ,close the door behind you , assign all clear tag on the door handle to
confirm that your office is clear
Instruct briefly Front Office Manager to supervise preparation to implementation of close down
procedure in Concierge, GRO, Lobby area, Health club and Business center
Asst. Front office Manager to supervise preparation to implementation of emergency procedure in front
desk
Make sure Front desk supervisor to provide the latest print out of in-house guest list both in alphabetical
and room number order.
Keeping guests calm and orderly cannot be overemphasized, it may be necessary in general for the
Director of Revenue to take the lead in evacuating guests and calming them.

Organize with Executive housekeeper in order all housekeeping

supervisors and room attendant check to all guest rooms and lead
guest to nearest fire exit which is accessible.

Instruct his subordinate to do close down procedure and collect

report of All clear status in their respective area and report the all
clear status to fire command center via mobilize , landline or
walkie talkie

Instruct front office supervisor to print the latest attendance

roaster for the associates and to close down the area and to
proceed to assembly point from nearest stairway exit

Report to the fire command center via mobilize/landline or walkie

talkie that all rooms division areas are clear

Proceed to the Assembly Point Together with front office

associates for roll call.

Organize with Director of Sales and Marketing to arrange

temporary accommodation for guests at the nearest hotels
together with transportation to these locations.

Organize with Front office manager or assistant to arrange bus

Area of Responsibility and All Clear Check List Director of Revenue

Actions & Location

Area Checked
yes

Reservation offices

Guest rooms cleared by HK

Guest assembly point clear for guests and associates
Concierge, GRO, Lobby area, Health club and Business centre
And spa cleared
Guest transferred to nearest or sister hotel with arrangement of
transportation
Stores area cleared
Is the fire alarm sounds/alert message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped Guests
Any obstructions in the stairways
All reported to assembly point

Checked by:

Comments
No

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

Cluster Security Manager

In Response to Actual Fire Code 2
Set up Security Control Room and to function as the hotels Fire Command Center and
take in charge of this area.
Coordinate with the local police/civil defense and request assistance in securing the
hotel. Upon Cluster General Manager/ Hotel Manager permission to evacuate the
building.
Ensure all security associates on duty are positioned correctly to prevent unauthorized
people from entering the hotel. Be prepared for intensified situation.
Work together with security control room operator to Action any information and
instruction from Emergency Team leader at Fire Scene Control Post.

Give advice through Walkie-Talkie if needed by Emergency Team Leader.

Send immediately for any assistance requested by Emergency Team Leader.
Brief Management Members on the current situation
Instruct Security Officer in-charge in Control Room to prepare Emergency
Logbook
When situation stand down proceed to assembly point, coordinating with
Cluster General Manager/ Hotel Manager that all clear action demonstrated
with all in order
As well as no one will re-enter the building unless instructed by Cluster
General Manager/ Hotel Manager.

SECURITY SUPERVISOR
In the absence of Cluster Security Manager and in response to Actual Fire
Code-02, assume the role and emergency duties of in Fire Command Center.
When Cluster Security Manager is present, you will be the second person in
the Fire Emergency Team after the Cluster General Manager/ Hotel Manager.
You will assume the duties and the responsibilities of Fire Brigade Leader in
the absence of the Cluster General Manager/ Hotel Manager/ Cluster Security
Manager.

In response to Fire Alarm Code 1

Immediately proceed to the location of activation.
Ensure the following items are obtained before proceeding to the alarm location.
Two way of radios (duty mobile/walkie talkie)
Master Key
Elevator key
Torch light
Fire extinguisher
Carry out Emergency duties as instructed by Emergency Team leader, Give advice and
assistance where appropriate. Such as coordinating with chief engineer/ Engineering
Assistant to activate the firemans lift for the Civil Defense arrival
Be responsible for communications between Fire Control Post, Fire Command Center.
Stay at the fire scene area of Fire Control Post unless instructed by Emergency Team
Leader to leave.
Assume the responsibility of the Emergency Team Leader in the absence of the Duty
Manager.

CONTROL ROOM
In response to an alarm signal fire alarm Code-01, obtain the actual location of
the alarm from the fire panel and fire computer monitor.
Report Code-01 and location to telephone operator to activate group call for
ERT-01 via mobile/walkie talkie
Check that all monitoring, control and equipments are ready for use.
If situation is declared Actual Fire Code-02 by ERT-01, leader
Inform telephone operator to activate group call for ERT-02 via mobile/walkie
talkie to response to the fire location and to activate group call to ERT-03 via
mobile/walkie talkie to stand by for further instruction in case of evacuation
required to act on time
Open the Emergency Log book and begin to log down all the incidents
Continue to monitor the situation and any information or instruction received
from Fire Scene Control Post. Report to Cluster Security Manager on time

In the event of casualties being reported, call and send a nurse with first aid
kit, stretcher to the Fire Scene Control Post.
Once an Evacuation order has been announced in public area system (Code03)
Pass the message to all security officers at the hotel main entrance,
associates entrance, car park entrance and receiving entrance or other
position for precautions on access control and crowd control to clear the way
for the arrival of the Civil Defense or other authorities vehicles
Prevent entry of vehicles to the parking during emergency period.
Continue to keep in contact with Emergency Team Leader after the Civil
Defense takes over the fire scene until situation will stand down.

SECURITY PATROLLER
In response to Actual Fire Code 2
You will proceeds to the fire scene fully equipped for further assistance
Once Evacuation ordered is announce in public area system (code -03)
Other security patrollers upon hearing evacuation message will take in charge
of:Closedown the car park levels, receiving areas and garbage areas then will
Proceed to assembly point

Area of Responsibility and All Clear Check List Security

Actions & Locations

Area Checked

Yes

Comments

The alarm reported to hotel operator as code-01/02/03

No

ERT clear it, if it is false alarm

The alarm scene monitored by CCTV
CGM/ HM response to fire command centre if code-02/03 activated

Security control room was fully equipped and organized

Car park levels/garbage/receiving areas were cleared

CSM/CGM/HM carried the emergencies responsibilities

Is actual fire code-02 confirmed by ERT leader

ERT leader asked CGM/ HM for Evacuation permit

Authorities called / Civil Defense arrived

Is the fire alarm sounds/alert message/evacuation message functioning
effectively
Any causalities reported
Associates evacuated easily
Guest evacuated easily
Any trapped guest
Any obstructions in the stairways
All reported to assembly point

Checked by:

Signature:

To be hand over to Cluster security manager/ Supervisor during the evacuation

emergency team debriefing for purposing of lesson learnt and areas to improve in next
drill exercise via to complete the drill report accordingly.

EVENING & NIGHT SHIFT

In the absence of Head of Departments and in response to Code- 02/03
The in charge of the shift has to assume the role and emergency duties of his
department.

Ensure that all close down procedures are put in place.

All the guests and associates evacuated safety.

Carry out roll call for associates and guests

If evacuation required closedown your area and evacuate the building from
nearest fire exit to the assembly.

GENERAL CLOSE DOWN & EVACUATION PROCEDURES

The following basic principles should be observed when shut down any
departments:
Remain Calm, Dont Panic
Switch of any unnecessary equipment/ machinery.
Switch off or unplug any electrical equipment, photocopies, and computers.
Turn off all the gas valves.
Clear all loose papers off desks and place in drawers.
Close all filing cabinets and cupboards.

Collect and take out essentials files and documents (if there is enough time) or
otherwise put in safe custody.
Ensures that all members of associates have left the department or office.
Communicate with your associates upon evacuation to, Assist the guests to
evacuate the designated areas from the nearest fire stairway exit to assembly point
Communicate with your associates upon evacuation to assist visitors/contractors or
others in your designated area to evacuate from the nearest fire stairway exit to
assembly point
Close the doors and proceed to the assembly point after hanging ALL CLEAR tag on
your areas doors to confirm that the certain area has been cleared and evacuated
reporting to the fire command center that your designated area completely cleared
and evacuated recording all comments in your area of responsibilities check list.

IMPORTANT
It is a must that after working hours all the offices should be well closed and all the
computers, photocopiers machines and lights are switched off for fire prevention
purpose.

Hotel Emergency Response Team- ERT & Crisis Management

Teams
Objective
This to insure that our hotel will have emergency response teams to response to all
kinds of emergencies and crisis for our hotel, guests, associates and others safety
and security.

Policies and Procedures:

First Emergency Response Team
ERT-01
ERT members as first response must be reported to emergency scene immediately
for investigation purpose
Members must carry their
Walkie talkie
Master card
Master key
Marker pen
Fire extinguishers
First response members will be as following
Duty Manager ERT Leader
Security supervisor
Engineering supervisor
Purpose from responding from ERT -01 team is investigation purpose
If confirmed real situation for example actual fire
Message will be communicated to the second ERT members ERT-02

ERT -02 will proceed fully equipped as mentioned above to the locations for back up
and rescue
Second emergency response team
ERT-02
Chief Engineer
Cluster Security Manager
Assistant Chief Engineering
Security Supervisor
Housekeeping Supervisor
Concierge Associates
Hotel nurse
Engineering technicians
Security patrolling
Stewarding supervisor

If the situation become worst and out of control ERT-03 will be contacted at the
same time If the situation required evacuation GM/ Hotel Manager approval will be
requested by ERT leader to evacuate the building and authorities will be called as
well to secure the hotel
All evacuation team members have tasks to do where they will assist guests and
associates to leave the building immediately and to proceed to the assembly point
as cleared in the evacuations procedures plans
Evacuation team and crisis team
ERT -03
GM/ Hotel Manager
Restaurant Manager
Front Office Manager
Executive Housekeeper
HR Supervisor
Executive Chef
Chief Accountant

In emergency situations when none of the leaders or second in charge is available,

The most senior manager available shall assume this responsibility as an interim
measure.
All the emergencies will be manage immediately by the above mentioned gathering
in the crisis and emergency management room assigned by the hotel management
All above crisis members will be called individually to respond the emergencies
either crisis situations by the hotel operator where all the contact details for the
above members are available, with short briefing about the incidents to attend the
scene in the crisis or emergency management room and to conduct quick briefing
by the general manager or Hotel Manager about the situation and the action will be
taken accordingly
All necessaries incident will be recorded as references with all in order
After the situation will stand down no one will re-enter the building unless instructed
by authorities via management to do so.

SAFETY COMMITTEE

Objective
It is the policy of the Hotel that a Loss Committee must in effect to discuss and
resolve any issues relating to Security Issues, Fire Life Safety Issues and Guest and
or associates injuries in the hotel.
The Loss Control Committee is to establish a sense of urgency and concern with all
employees of the hotel with regards to security, associates and guest incidents
which can be prevented.
All information must then be communicated to all associates in the different
departments.

Policy and procedures

This meeting will be conducted by the Cluster Security Manager/ Security
Supervisor.
Scheduling of Meetings:
The Loss Control Committee meeting will be held monthly, the 5th day of each
month.
If that day is a Friday or a public holiday, it will be postponed to the next working
day.

Composition of Committee Members:

One representative of each of the following departments:

Department
Security
Food & Beverage
Service
Food & Beverage
Production
Front Office
Housekeeping
Engineering
Sales & Marketing
Finance
Hotel medical in
charge
Management

Position
Cluster Security Manager/Assistant
Restaurant Manager
Executive Chef
Front Office Manager/Duty Manager
EXEC.HK/Housekeeping Supervisor
Chief Engineer/Engineering Supervisor
Sales & Marketing Representative
Chief Accountant
Hotel Nurse
GM/Hotel Manager

Attendance
Should a committee member is unable to attend the meeting, he shall then send a
representative that will be able to cascade the information to the department