Emergency Evacuation

A. Pre-Departure Preparation:

Emergency Contact List: Compile a list of emergency contacts, including local authorities, the Indian Embassy in Ankara, hospitals, and delegation leaders.
Travel Insurance: Ensure all participants have comprehensive travel insurance that includes coverage for emergency evacuation.
Emergency Briefing: Conduct a briefing session for all participants on emergency procedures and evacuation plans before departure.
Designated Safe Areas: Identify and communicate safe areas or assembly points for different locations (hotels, venues, etc.).
Mapping Routes: Map out primary and secondary evacuation routes from accommodation, venues, and transportation hubs.
Clear Signage: Ensure evacuation routes and exits are clearly marked and known to all participants.
Documentation: Keep essential documents readily available for all evacuation scenarios.

B. Emergency Response Team:

Formation: Establish an emergency response team comprising key personnel from the delegation, including volunteers, leaders, and local coordinators. Train team members on crisis management protocols.
Roles and Responsibilities: Assign specific roles such as primary decision-maker, communicator, logistics coordinator, and medical assistant.
Conduct security briefings to make participants aware of potential risks and safety measures.
Provide information on local laws, customs, and cultural sensitivities.

C. Localized Emergency (Eg. Hotel Fire, Natural Disaster, Earthquake etc):

Immediate Response: Follow the emergency instructions provided by local authorities or the hotel management. Evacuate calmly to the designated safe area or assembly point.
Communication: Use group messaging platforms or emergency contact numbers to inform all participants of the situation and gather at the assembly point.
Headcount and Missing Persons: Perform a headcount at the assembly point to ensure all participants are accounted for. Report any missing persons to local emergency services immediately.
Temporary Shelter: Coordinate with local authorities or the Indian Embassy for temporary shelter if needed.

D. City/Country Wide Emergency (Eg. Political Unrest, Terrorism or War Situation etc):

Emergency Meeting: Gather all participants for an emergency meeting to communicate the situation and evacuation plan.
Secure Transportation: Coordinate with local transportation services or embassy vehicles for evacuation. If roads are unsafe or unavailable, identify the nearest safe location to wait for rescue.
Safe Destination: Identify a safe destination, such as a predetermined hotel outside the affected area or the Indian Embassy.
Emergency Kit: Ensure everyone has their emergency kit, including essential documents, medications, and basic supplies.
Evacuation Execution: Evacuate as a group, ensuring no one is left behind. Stay in contact using mobile phones or radios.

E. Assistance from Indian Embassy, Ankara:

Encouraging nationals to register with the embassy upon arrival, which allows the embassy to account for and contact its citizens quickly in case of an emergency. Providing consular support to nationals, including assistance with travel documents (passports, emergency travel documents), visas, and legal issues that might arise during an evacuation.
The embassy assists in organizing evacuation efforts, which may include arranging transportation (flights, buses, etc.), determining evacuation routes, and identifying safe destinations or shelters.
In cases where commercial options for leaving the country are not available or feasible, the embassy may facilitate special evacuation flights or other means of transportation.
Providing consular support to nationals, including assistance with travel documents (passports, emergency travel documents), visas, and legal issues that might arise during an evacuation.

F. Emergency Rehearsal:

Emergency Drills: Emergency evacuation drills if required to familiarize participants with the procedure.
Special Needs: Special arrangements for participants with disabilities or special needs.
Backup Plans: Multiple backup plans in case the primary evacuation route or method is compromised.
Stay Informed: Awareness of the local situation through news, alerts, and embassy advisories.
Post-Evacuation: Once in a safe location, conduct another headcount. Provide support and assistance to participants, especially if there are injuries or trauma. Coordinate with family members and authorities in India for further assistance or repatriation.

G. Post-Evacuation Communication:

Inform Families: Contact the families of the participants to inform them of the situation and assure them of their safety.
Continuous Updates: Provide regular updates to participants and families about the situation and next steps.
Emergency Alerts: Mechanism for issuing emergency alerts to the delegation (e.g., via group messaging apps, loudspeakers).
Contact Information: Provide all participants with a list of emergency contacts, including local emergency services and the Indian Embassy.

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Last updated 1 year ago

A. Pre-Departure Preparation:

Emergency Contact List: Compile a list of emergency contacts, including local authorities, the Indian Embassy in Ankara, hospitals, and delegation leaders.

Travel Insurance: Ensure all participants have comprehensive travel insurance that includes coverage for emergency evacuation.

Emergency Briefing: Conduct a briefing session for all participants on emergency procedures and evacuation plans before departure.

Designated Safe Areas: Identify and communicate safe areas or assembly points for different locations (hotels, venues, etc.).

Mapping Routes: Map out primary and secondary evacuation routes from accommodation, venues, and transportation hubs.

Clear Signage: Ensure evacuation routes and exits are clearly marked and known to all participants.

Documentation: Keep essential documents readily available for all evacuation scenarios.

B. Emergency Response Team:

Formation: Establish an emergency response team comprising key personnel from the delegation, including volunteers, leaders, and local coordinators. Train team members on crisis management protocols.

Roles and Responsibilities: Assign specific roles such as primary decision-maker, communicator, logistics coordinator, and medical assistant.

Conduct security briefings to make participants aware of potential risks and safety measures.

Provide information on local laws, customs, and cultural sensitivities.

C. Localized Emergency (Eg. Hotel Fire, Natural Disaster, Earthquake etc):

Immediate Response: Follow the emergency instructions provided by local authorities or the hotel management. Evacuate calmly to the designated safe area or assembly point.

Communication: Use group messaging platforms or emergency contact numbers to inform all participants of the situation and gather at the assembly point.

Headcount and Missing Persons: Perform a headcount at the assembly point to ensure all participants are accounted for. Report any missing persons to local emergency services immediately.

Temporary Shelter: Coordinate with local authorities or the Indian Embassy for temporary shelter if needed.

D. City/Country Wide Emergency (Eg. Political Unrest, Terrorism or War Situation etc):

Emergency Meeting: Gather all participants for an emergency meeting to communicate the situation and evacuation plan.

Secure Transportation: Coordinate with local transportation services or embassy vehicles for evacuation. If roads are unsafe or unavailable, identify the nearest safe location to wait for rescue.

Safe Destination: Identify a safe destination, such as a predetermined hotel outside the affected area or the Indian Embassy.

Emergency Kit: Ensure everyone has their emergency kit, including essential documents, medications, and basic supplies.

Evacuation Execution: Evacuate as a group, ensuring no one is left behind. Stay in contact using mobile phones or radios.

E. Assistance from Indian Embassy, Ankara:

Encouraging nationals to register with the embassy upon arrival, which allows the embassy to account for and contact its citizens quickly in case of an emergency. Providing consular support to nationals, including assistance with travel documents (passports, emergency travel documents), visas, and legal issues that might arise during an evacuation.

The embassy assists in organizing evacuation efforts, which may include arranging transportation (flights, buses, etc.), determining evacuation routes, and identifying safe destinations or shelters.

In cases where commercial options for leaving the country are not available or feasible, the embassy may facilitate special evacuation flights or other means of transportation.

Providing consular support to nationals, including assistance with travel documents (passports, emergency travel documents), visas, and legal issues that might arise during an evacuation.

F. Emergency Rehearsal:

Emergency Drills: Emergency evacuation drills if required to familiarize participants with the procedure.

Special Needs: Special arrangements for participants with disabilities or special needs.

Backup Plans: Multiple backup plans in case the primary evacuation route or method is compromised.

Stay Informed: Awareness of the local situation through news, alerts, and embassy advisories.

Post-Evacuation: Once in a safe location, conduct another headcount. Provide support and assistance to participants, especially if there are injuries or trauma. Coordinate with family members and authorities in India for further assistance or repatriation.

G. Post-Evacuation Communication:

Inform Families: Contact the families of the participants to inform them of the situation and assure them of their safety.

Continuous Updates: Provide regular updates to participants and families about the situation and next steps.

Emergency Alerts: Mechanism for issuing emergency alerts to the delegation (e.g., via group messaging apps, loudspeakers).

Contact Information: Provide all participants with a list of emergency contacts, including local emergency services and the Indian Embassy.