Emergency Response Guidelines

The following guidelines for Emergency Response are designed to assist you in the planning of an event, activity, or function that will take place on municipal property. It is important from the beginning of your planning process that your committee is aware of the need to manage and mitigate any risks undertaken in the conduct of your event. While you have public liability insurance, this should not in any way be viewed as a waiver of your responsibilities regarding the safety and security of your participants and suppliers.

Why Do We Have To Manage Our Risk?

On-site safety at the event is paramount. Your public expects to be able to enjoy your event in safe and secure surroundings. Your committee members need to identify potential hazards during the planning and execution of your event and they must work to implement solutions. 

Primary (authorized) Event Contact Responsibilities

It is the responsibility of the primary (authorized) event contact to have sufficient and qualified personnel at their Special Event, at all times, in order to safely implement these guidelines.

The primary (authorized) event contact is responsible to make all arrangements with the applicable/necessary Emergency Personnel in order to host a safe event.

Examples of Emergency Personnel:

Depending upon the size and nature of the special event, emergency personnel may include:

  • Certified First Aid Providers (St. John Ambulance, for example)
  • Paid duty Security Guards (Licensed by the Province of Ontario)
  • Paid duty Paramedics (Greater Sudbury Paramedic Services)
  • Paid duty Firefighters (Greater Sudbury Fire Services)
  • Paid duty Municipal By-law Officers (City of Greater Sudbury)
  • Paid duty Police Officers ( Greater Sudbury Police Services), and
  • Volunteers

Prior to the start of the event, the primary (authorized) event contactor designate, must:

  1. Know the exact address of the location of the event.
  2. Obtain an overview of the on-site fire safety plan (if applicable) and become familiar with it.
  3. Become familiar with the building/area and be aware of all exits/access/egress points.
  4. Hold an emergency response meeting with all Emergency Personnel (see examples above) whereby the primary (authorized) event contactor designate will familiarize Emergency Personnel with the following:  
  • The Emergency Response Guidelines for a Special Event
  • The location of all exits/access/egress points of the event site
  • The location of a central “command post” where emergency personnel can report if an emergency occurs (a central location on the event premises).

Emergency Personnel Responsibilities

In the event of an emergency, Emergency Personnel must:

  1. Implement the Emergency Response Guidelines for a Special Event.
  2. Provide emergency response services and care, in accordance with their qualifications.
  3. Keep participants/spectators informed (as appropriate).
  4. Request additional resources where appropriate and required.

Procedural Guidelines During Specific Emergencies

Medical Emergency:

  1. Have certified emergency personnel present that can provide emergency first aid, as required.
  2. Call 911, advise of the medical emergency and request immediate assistance.
  3. Potential questions that you may be asked:
    1. What is your exact location?
    2. What is your phone number?
    3. What is the nature of the incident?
    4. Is the person conscious? Breathing? Responsive to questions?
    5. What is the approximate age of the person?
    6. Is there a known medical condition with this individual?
  4. Meet and escort (911) emergency personnel to the medical emergency location.
  5. Follow the directions of responding emergency personnel.
  6. Provide emergency medical assistance, in accordance with valid qualifications.
  7. If a dangerous situation arises, keep people away from the danger and barricade the area.
  8. Communicate with stakeholders (as appropriate).
  9. Notify your City of Greater Sudbury liaison.

Fire Emergency:

  1. Have staff patrol the site to identify areas of fire concern.
  2. Upon noticing a fire emergency pull the nearest fire alarm pull station, if applicable.
  3. Call 911, advise of fire emergency and request immediate assistance.
  4. Potential questions that you may be asked:
    1. What is your exact location?
    2. What is the nature of the incident?
    3. Do you see smoke? Flames?
    4. Is anyone injured?
  5. Meet and either escort or direct (911) emergency personnel to the location.
  6. Follow the directions of responding emergency personnel.
  7. Facilitate the evacuation of the area.
  8. Communicate with stakeholders (as appropriate).
  9. Notify your City of Greater Sudbury liaison.

Criminal Activity/Hostile Intruder:

  1. Have security patrol and monitor the site for early detection.
  2. Call 911, advise of the criminal activity/hostile intruder and request immediate assistance.
  3. Potential questions that you may be asked:
    1. What is your exact location?
    2. When did this happen? Is it in progress?
    3. Are there weapons involved? What type?
    4. Is there a vehicle involved? Description? Direction of travel?
    5. Is there a suspect involved? Description?
  4. Meet and either escort or direct (911) emergency personnel to the location.
  5. Follow the directions of responding emergency personnel.
  6. Communicate with stakeholders (as appropriate).
  7. Notify your City of Greater Sudbury liaison.

Bomb Threat or Suspicious Package:

  1. Call 911 upon the receipt of a threat or the detection of a suspicious package and request immediate assistance.
  2. Potential questions that you may be asked:
    1. What is your exact location?
    2. When will the bomb explode?
    3. Where is the bomb? Which building?
    4. What does the bomb look like?
    5. What type of explosive?
    6. What kind of bomb is it?
    7. Why did the person do this?
    8. Does the caller appear familiar with the building?
    9. Did you recognize the caller’s voice?
    10. Can you describe the caller’s voice? Accent?
  3. Meet (911) emergency personnel in a safe location.
  4. Follow directions of responding emergency personnel.
  5. Communicate with stakeholders (as appropriate).
  6. Notify your City of Greater Sudbury liaison.

Lost Child/Person:

  1. Call 911, advise of the lost child/person and request immediate assistance.
  2. Potential questions that you may be asked:
    1. The name, address and phone number of person reporting the lost child/person.
    2. If different, the name, address and phone number of the parent or guardian of the lost child/person.
    3. Description of the lost child/person including: name, age, gender, hair colour, approximate height, approximate weight, clothing information (including colours), hats (style and colour), eyeglasses.
    4. When was the lost child/person last seen?
    5. Where was the lost child/person last seen?
    6. Has the area been searched? If so, by whom?
    7. Does the lost child/person have any health issues that are relevant to their disappearance?
    8. Does the lost child/person have any emotional issues that are relevant to their disappearance?
      1. Is there any concern that the lost child/ person has been taken by another person?
  3. Meet and escort (911) emergency personnel to the predetermined command post.
  4. Follow directions of responding emergency personnel.
  5. Assign Event Emergency Personnel/ staff members/volunteers to all exits and provide a description of the lost person/child.
  6. Assign Event Emergency Personnel/staff members/volunteers to perform a quick search of buildings and grounds.
  7. If the lost child/person is found with a person other than a parent or guardian, try to obtain the name, address and phone number of the person with the lost child/person.
  8. If the lost child/person is found, take them to the predetermined command post.
  9. Communicate with stakeholders (as appropriate).
  10. Notify your City of Greater Sudbury liaison.

Severe Weather:

  1. Monitor radio and internet for weather alerts.
  2. Provide an early warning to the public about severe weather alerts (via public address system, word of mouth, social media, etc.)
  3. Have first aid providers on-site to monitor signs/symptoms of heat or cold related illnesses.
  4. Have warming/cooling sites available (have water available whenever heat concerns develop).
  5. Be able to evacuate site, if severe weather requires.
  6. Notify your City of Greater Sudbury liaison.

Incident Reporting:

In the event of an accident or incident causing harm, injury, death or damage to property it is advised that the event organizer document the matter (following the steps listed below) after the person(s) injured have been attended to or any property damage is secure when or if it is safe to do so.

  1. Assign a person to document:
  2. The parties involved.
  3. The location.
  4. The event/incident causing injury or damage.
  5. The response.
  6. The result (describe what was the extent of the injury or the extent of the damage).
  7. Take as many photos as possible, not only of the scene, but also of the area leading up to the scene. If the circumstance happens indoors, a photo taken outside demonstrating weather conditions can also be useful. Cell phone photos are acceptable.
  8. Send report and photos to Risk@greatersudbury.ca