I had a meeting today with all the other theatre managers in the University of Hawaii system about emergency procedures. It was very informative in many respects.
I discovered I was in better shape than I thought because the Director of Administrative Services had requested I make up emergency procedures about 9 months ago. Other theatres didn’t have as strong a plan as I did and didn’t make fire exit announcements at the beginning of each show. (It isn’t a law in Hawaii as it is in places like NY. Some people make announcements directing people to the restrooms and were a little embarrassed to realize they didn’t think about fire exits.)
On the other hand some of the other theatres had stronger usher training programs than I currently do so there was a lot everyone could learn from the session.
While the organization that accredits community colleges doesn’t accredit entire systems, one thing they noted in their last report was that there is no top down guidance from the university on important policy areas. While they didn’t specifically mention safety, the meeting we had today was an attempt to standardize minimum general plans each theatre in the system should have. (Evacuation plan specifying who makes announcement, from where is it made, how often to test emergency lights, etc.)
It was very interesting to learn that the different campuses have vastly different emergency response personnel. The security people on the main campus have portable defibrillators in the golf carts (of course, they are a residential campus too), the guys at my campus are state employees with para-military ranks like police officers. The security folks on the other side of the island and a neighboring island are contracted from an outside security company and rotate through so often, they don’t inspire much confidence.
There was also a huge difference in the process people had to go through to get first aid kits. Some had to buy them outright from their own accounts, others got in trouble if they bought them on their own.
There was debate over whether to have emergency announcements played on a recording or done by a person on stage. The recorded announcement allows you to attend to the actual emergency. However having a person on stage 1-is a visual signal that an announcement is going to be made whereas a recorded announcement might get lost in the chatter of speculations about why the show stopped and 2- is more comforting and assuring than an announcement. (After all a certain suspicion might arise that you have already left the building after pushing play on the CD player if you aren’t on stage.)
One of the biggest lessons that came out of the session was that any emergency plan should specify exactly who is the top person in charge. While key people might supervise large segements of an emergency plan, there should be one overall person who makes final decisions. And everyone in the building should know who that person is.
An attendee at the conference told the story about a promoter who was standing backstage before the show. The police came in and asked who was in charge. He said he was. The police informed him about a possible situation and told him he had to make a decision. Instead of speaking with the event manager for the facility which he was presenting the show in, he went out on stage and made a very alarming announcement to the audience. The house crew having been well trained, immediately acted to open evacuation routes so that the audience did not injure themselves in the abrupt departure.
Had the facilities management been informed at all, they would have been able to better assess if the situation was an actual threat to the audience or if they would have been safer staying in their seats.
A couple interesting stats and facts to present in closing.
1-The chances of someone becoming injured in an emergency evacuation is actually rather high. Be sure you correctly assess a threat to the audience and have a very comforting presentation for them if you are going to ask them to stay put. This is especially true in the case of a power outage. Unless there is an electrical fire that caused it, it is better to keep the audience in place and then evacuate them in a very controlled manner if it becomes clear power will not be restored.
2- The National Fire Safety Protection Association guidelines for evacuations is 1 person per every 250 guests. So if you have a 750 seat theatre, if you need to have at least 3 ushers helping people leave. (Though check with your municipality, some places have adopted other fire codes that may be different.)