BARABATI STADIUM (CUTTACK) EVACUATION POINTS AND ESCAPE ROUTES

Control Room Camera Positions

Primary Escape Route

Secondary Escape Route

Southern Escape Route

Emergency Procedures to be carried out if there is an incident whilst you are at the Barabati Stadium
in Cuttack.

 Please make yourself aware of exit points near your workplace inside the stadium.
 Please add Rob Gray, Alice Cutler and Tanya Visser’s numbers to your mobile phone if you do not already
have them.

Rob Gray: +91 9619 868 393

Alice Cutler: +91 9619 868 554
Tanya Visser: +91 9619 868 556

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Actions On:

Barabati Stadium, Cuttack

If there is a fire or incident inside the stadium then you are to RV/meet outside the Broadcast Control Room
where a headcount will take place and if required we will move back to the HHI Hotel.

If there is a major incident or attack on the stadium then you are to immediately leave the vicinity of the stadium
via your nearest safe exit. Try and stay in pairs or small groups if you are not with the main group. Once outside
the vicinity of the stadium you are to make your way by whatever means (taxi/rickshaw/driver) to the HHI Hotel
and RV/meet everyone there. If for any reason you end up elsewhere or cannot get out of the stadium then you
are to phone Rob Gray, Alice Cutler or Tanya Visser and inform them where you are. Please bear in mind that if a
major incident has occurred then it may take some time to get through on the phone. Stay calm and keep trying
until you get through.

Alternative RV

If the HHI Hotel is inaccessible or you cannot for whatever reason get there then you are to find somewhere
(police station/hotel/restaurant) nearby that you can use as a landmark and somewhere you feel comfortable.
Again try and stay in pairs or groups, however if you are completely on your own, that’s fine.

Once you are happy that you are away from any ongoing incident use your mobile phone to get communication
with Rob Gray, Alice Cutler or Tanya Visser. Please be aware that there will be a lot of people trying to call and if
it takes a long time to get through don’t worry. As long as you are safe in your location then you can sit tight
until arrangements are made to get everyone together again.

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Nearest Police Station:
Orissa State Police Headquarters
Cuttack
Orissa

Nearest Hospital:
Ashwini Hospital
Sector -1
CDA
Cuttack 753014

Communications Plan

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HOST BROADCAST CONTACT NUMBERS LOCAL MOBILE

CENTRAL TEAM
RUTH HAYMAN Project Manager 096 198 58765
REBECCA DAVISON Central Coordinator 096 198 68566
RISHABH RITWIK Central Coordinator 098 208 22633
STEPHEN FARR Engineering Manager 096 198 58766
CREW A
EMMA HIND Production Manager 096 198 68551
RUCHIKA RANA Prod co-ordinator 098 186 81774
LAWRENCE SERRAO Floor Manager 098 198 29907
PREM KUMAR GUPTA Advance Coordinator 098 990 87761
GARY HUMPHREY Security Advisor 096 198 68391
CREW B
WRENNE HISCOTT Production Manager 096 198 68552
LINDA SMITH Prod co-ordinator 096 198 68555
PRIYARDARSHAN PARDESI Floor Manager 096 198 68570
GIRISH BALAN Advance Coordinator 098 204 53389
SCOTT BROAD Security Advisor 096 198 68567
CREW C
LESLEY McCRAE Production Manager 096 198 68553
DOMINIC FRANKS Prod co-ordinator 096 202 66350
KARABO BALIPELE Floor Manager 096 198 68389
SUDHAKAR SHASTRY Advance Coordinator 098 801 23640
ADRIAN JENNER Security Advisor 096 198 68392
CREW D
ALICE CUTLER Production Manager 096 198 68554
TANYA VISSER Prod co-ordinator 096 198 68556
JULIENNE HEATH Floor Manager 096 198 68390
AC ROY Advance Coordinator 090 079 75003
ROB GRAY Security Advisor 096 198 68393
PRODUCTION TEAM 1
DAVID TIPPETT Producer 096 198 68557
GAVIN SCOVELL Director 096 198 68560
KIRSTY DOUGLAS Commercial Co-ordinator 096 198 68565
PRODUCTION TEAM 2
PHIL WILLIAMS Producer 096 198 68558
TIM FINLAY Director 096 198 68561
MARGARITA KANNIS Commercial Co-ordinator 096 198 68564
PRODUCTION TEAM 3
SIMON WHEELER Director 096 198 68562
MICHAEL O'DWYER Producer 096 198 68559
ROSALYN BRODIE Commercial Co-ordinator 096 198 68563

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ANNEX A ACTION PLANS
Appendix A-1Action Plan – Severe Accident /Incident – potential of dead/injured
(Includes, but not limited to: Traffic-/flight- /travel accidents, office fires, industrial accidents, offshore incidents, natural disasters or terror incidents)
External Resources: Rescue services, authorities, MFA/relevant embassies, insurance, travel agents, transport and accommodation providers
RESP. ALERT / MOBILISE DANGER LIMITATION RESCUE EVACUATION NORMALISATION
On site  Verify situation Lead ERT Lead ERT Activate Normalisation
Associate  Mobilise ERT Team as soon as possible
 Notify MD and NOT later than 48 hrs.
Priority1:+
Priority2:+
Mobilize relevant ERT Continuously monitor Support Anubis personnel Continuously monitor People – consider:
MD situation. with all relevant resources situation.  Psychiatric debrief
or  Psychosocial support
B2B Consider Government Identify personnel Continuously monitor Identify assembly areas or measures
notification (case-dep) involved situation. (air)ports of re-entry
Check on or ensure Environment
Consider need/value of notification as appropriate Liaise with local rescue Send associate(s) to  Ensure adequate
representative to place of to: authorities. Identify assembly area or (air)ports involvement in clean-
up
incident.  Next of Kin hospitals and/or assembly of re-entry if required
 Local police areas being used. Property
No names to be released to  MFA/embassies
 Alternate office/ site
media. Serve Police and rescue  Temporary storage
Identify transport- or authorities with ID-data  Secure belongings
travel agents and travel (may require collection from theft / damage
insurance company used. from Next of kin)

Check on or ensure Report victim status

notification as appropriate

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 to: continuously to level
 Transp.-/travel agent above. Tidings of deaths to
 Insurance company Next of kin only through
company channels

Appendix B-2 Action Plan – Missing Person

External Resources: Transport- /travel agents, Next of Kin, relevant embassies, local police, hospitals
RESP. ALERT / MOBILISE DANGER LIMITATION RESCUE EVACUATION NORMALISATION
On site  Verify situation Lead ERT Lead ERT Lead evacuation and report Activate Normalisation
Associate  Mobilise ERT to management activities as soon as
 Notify MD possible and NOT later
Priority1:+ than 48 hrs.
Priority2:+
Mobilize relevant ERT Cont. monitor situation. Be Support Anubis Cont. monitor situation. Be Keep Next of kin on
MD careful with release of info. personnel with all careful with release of info the “INSIDE” and
or Establish facts of how long relevant resources media on the
B2B person(s) have been out of Initiate immediate efforts to When found/released, check “OUTSIDE”
contact. locate missing person(s): Be careful with info on or ensure person(s) are
 Transp. / travel agents release escorted if necessary Request emergency
Ensure that relevant  Accommodation/hotels psychiatric care if
embassies have been notified  Hospitals Based on available If necessary, check on or required (assessment)
 Colleagues information, decide to ensure adequate medical
Check if contact is contact the police support is available during Ensure psychosocial
established with Next of kin. Check or ensure updating of locally or not. transportation. support measures for
Next of kin(s) total family is assessed
If arrested, evaluate the Check or ensure updating of and effectuated.
situation and support Next of kin(s) as regards
with proper actions to transports/timings/arrivals

6
get the person(s)
released as soon as
possible

Check or ensure
updating of Next of
kin(s)

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Appendix B-3 Action Plan – Security Incident
External Resources: Local police, relevant embassies, insurance partners, banks and business partners
RESP. ALERT / MOBILISE
On site  Verify situation
Associate  Mobilise ERT
 Notify MD
Priority1:+
Priority2:+
Mobilize relevant ERT
MD
or Ensure commonality
B2B between on scene and own
info on:
 Physical condition
 Psychic state
 Material losses:
-Money/Credit Cards
-Valuables
-ID-cards/passport
-Travel documents
-Company belongings
Notify local police and
relevant embassies.
DANGER LIMITATION RESCUE EVACUATION NORMALISATION
Lead ERT Lead ERT Lead evacuation and
report to MD
Ensure appropriate Support Anubis personnel Evacuate un-necessary Check, assist or ensure
medical care, with all relevant personnel, students, availability of cash and
accommodation, food and resources clients etc replacement of ID/travel
support of colleagues. documents
Check or ensure use of According to general
Assist and support police pick-up if physical condition and Keep Next of kin on the
affected parties on advisable according to psychic state of affected “INSIDE” and media on
insurance issues etc. situation person(s). Assess the need the “OUTSIDE”
for:
Check or ensure updating Check or ensure  Adequate medical Request assessment of
of Next of kin, if assessment of need for support during need for emergency
involved. Anubis-escort/ colleague transportation. psychiatric care and
support on pick-up  Escort or travel Psychiatric debrief is
companion during
Assess actions to reduce done– to avoid long term
home transport.
importance/damage Check or ensure updating  Need for meeting effects.
caused by loss of of Next of kin, if victim(s) at (air)ports
company belongings. involved of re-entry
Assess risk involved in
completing mission–
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Abort/postpone/Find
replacements, if
necessary

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Appendix B-4 Action Plan – Epidemic Decease
External Resources: Embassy, transport- and travel agents, insurance partners
RESP. ALERT / MOBILISE
On site  Verify situation
Associate  Mobilise ERT
 Notify MD
Priority1:+
Priority2:+
Mobilize relevant ERT
MD
or Ensure commonality
B2B between info.
Check that Anubis
employees within affected
area has been notified
Notify employees on travel
Ensure notification of
relevant embassies
Consider doctor presence
DANGER LIMITATION RESCUE EVACUATION NORMALISATION
Lead ERT Lead ERT Lead evacuation and
report to MD
Consider travel Support personnel with all Identify all employees Continuously monitor
restrictions to area. relevant resources within affected area. situation.
Ensure Anubis adherence Assist and support Identify restrictions and Ensure contact is
to local/regional availability of Anti viral quarantine regulations maintained with both UK
restrictions medication/vaccine/face already put into effect, as and host nation national
masks to all employees. regards possible home health authorities
Identify and check out transports.
personnel who have Assist and support Recommend when to
recently travelled to area. availability of medical Consider risks taken by resume normal activity.
service/doctors to all evacuation via common
All employees and employees. commercial flights. Assess need for securing
clients (VIP) shall Identify alternatives to Anubis belongings from
Contact doctors on first Prioritise medication and repatriation. theft/damage
symptoms of the disease. medical support as to
secure a functional office/ If possible, evacuate non-
Assist and support headquarters that is able essential personnel
information/hygienic to help others if lack of
guidance to employees resources and employees If possible, consider
are forced to stay behind. evacuation of all
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 personnel

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Appendix B-5 Action Plan – Kidnap or Hostage
External Resources: Next of Kin, Police, other kidnap expertise
RESP. ALERT / MOBILISE DANGER LIMITATION RESCUE EVACUATION NORMALISATION
On site  Verify situation Lead ERT Lead ERT Lead evacuation and
Associate  Mobilise ERT report through line
 Notify MD
Priority1:+
Priority2:+
Mobilize relevant ERT Continuously monitor Support personnel with Keep a low profile. Avoid
MD situation. all relevant resources media coverage. Be
or Ensure commonality careful with distribution
B2B between info. Ensure control on all Support external of information internally.
personnel and assets resources supporting
Keep a low profile on the release of personnel as far Support family/Next of
issue. Keep media on the Ensure contact team + as practicable Kin with relevant
OUTSIDE. experts is established information
Consider to use relevant
Consider to contact local embassies and/or local Request availability of
police and relevant police for support emergency psychiatric
embassies. debriefing and care after
release
Consider requesting K&R
expertise.

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Appendix B-6 Action Plan – Fire & Explosion
External Resources: Fire fighters, Police , other external resources
RESP. ALERT / MOBILISE DANGER LIMITATION RESCUE EVACUATION NORMALISATION
On site  Verify situation Lead ERT Lead ERT Lead evacuation and
Associate  Mobilise ERT report when possible to
 Notify MD MD
Priority1:+
Priority2:+
Mobilise ERT (fire fighting Continuously monitor According to situation: Support evacuation of site Ensure complete
MD team(s)) situation – evacuate all Support personnel with on request from fire extinguish of fire before
or personnel if required (also all relevant resources fighters and responsible restart of operation and
B2B Alert all other personnel and fire fighters). personnel return of personnel
surrounding locals as
appropriate Only required emergency Evacuate all un-necessary
personnel in fire battle personnel
Ensure commonality area
between line info.
Ensure control over all
Contact local Fire Brigade personnel and assets

Contact local police Liaise with Fire crew and

update personnel on site
Consider consulting documentation
insurance partner

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Annex C Check Lists
Appendix C-1Check list – Emergency Management Leader
Responsibility:
Lead the EMT, motivate staff, communication with external parts.
# Action Executed Hrs N/A, or remarks
(Initials)
1 Find relevant Action Plan (Annex B)
2 Find relevant EM plans
3 Call affected employee. Ensure correct
contact info. Agree on reporting.
4 Assess need for mobilising special roles
5 Execute the “First meeting”
6 Notify Authorities as appropriate
7 Review and re-distribute essential tasks
from check lists of non-mobilised roles
8 Prepare Next of kin plan
9 Approve business continuity plan
10 Meeting plan - externals
11 Deadline (max 48hrs) for initiation of
normalisation team
CONTINUOUS AND REPEATING TASKS
99 WHEN ABOVE LISTED IS COMPLETED: Hand over this checklist to Log Keeper for inclusion
in ARCHIVE. For further work: Refer to your copy of the ER-plan for continuous and repeating
tasks:
 Focus according to phase
 Short status meetings
 Next of Kin
 Communication with Anubis personnel
 Communication with authorities, external parts etc.
 Normalisation

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Appendix C-2Check list – Normalisation Team
Responsibility:
Normalise state of people, environment, property and business.
# Action Executed Hrs N/A, or remarks
(Initials)
1 Leader of Normalisation Team:
2 Issues Managing Director’s desired end-state Pri. /
deadline
People affected

Org. adjustments

Environment

Property/belongings

Business issues

3 Members of Normalisation Team

4 Powers

5 Limitations

6 Special resources

7 Media spokesperson briefed

8 Deadline for draft Normalisation Plan
9 Reporting requirements
CONTINUOUS AND REPEATING TASKS
99 WHEN ABOVE LISTED IS COMPLETED: MAKE COPIES TO ALL MEMBERS OF
NORMALISATION TEAM. Hand over this checklist to Log Keeper for inclusion in ARCHIVE.

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Appendix C-3Check list – Admin
Responsibility:
Adequate manning available and admin support to the EM-team.
# Action Executed Hrs N/A, or remarks
(Initials)
1 Ensures that the Emergency Room is
ready for use and necessary equipment is
available for the duration of the
operation.
2 Availability of food and drinks for next
24 hrs
3 Ensure adequate manning of the EMT
4 If necessary: External security
arrangements and access control to
premises
5 Booking of travel arrangements and
accommodation
CONTINUOUS AND REPEATING TASKS
99 WHEN ABOVE LISTED IS COMPLETED: Hand over this checklist to Log Keeper for
inclusion in ARCHIVE. For further work: Refer to your copy of the EM-plan for continuous
and repeating tasks:
 Duty rosters for people involved over the next days.
 When not being preoccupied with administrative functions, Admin shall double and assist
the Log Keeper to provide breaks for the Log Keeper, ensure minutes from meetings with
externals and help with keeping boards updated.

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Appendix C-4Check list – ERT Contact

Responsibility:
Continuous contact with the ERT. Report development. Recommend actions.
# Action Executed Hrs N/A, or remarks
(Initials)
1 Conduct comms check before
deployment of ERT. Maintain open
comms with ERT in all phases of the
rescue operation. Agree on
timings/intervals for regular reporting.
2 SITUATION
 What:
 Where:
 When:
 How:
 Situation potential
 Weather:
 Map:
3 STATUS/STATE of personnel affected:
 Own:
 Contract personnel:
 Visitors:

4 STATUS Rescue and operations (current

and planned)
 Host Nation:
5 STATUS Environmental damage
6 STATUS Property affected
7 Identify/describe WORST CASE
scenario
8 Identify travel agent or transporter (if
travel incident) and their actions
9 Identify possibilities of evacuation
CONTINUOUS AND REPEATING TASKS
99 WHEN ABOVE LISTED IS COMPLETED: Refer to your copy of the EM-plan for continuous
and repeating tasks:
 Repeat and update serials 1 - 9
 Relay important updates to EM manager continuously between status meetings.
 Recommend necessary actions due to situation development

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Annex D Agenda First Status Meeting
Purpose:
Inform all ER-staff. Identify implied tasks. Set focus and end-state. Goal: Max 15 min.
# Issue Result: Status or follow up task
1 SITUATION
 What:
 Where:
 When:
 How:
 Situation potential:
 Weather:
 Map:
2 PERSONNEL AFFECTED
 Own:
 Contract personnel:
 Next of kin - involved:
 Next of kin – “pressure”:
3 RESCUE & OPS – CURRENT AND
PLANNED
 On scene:
 EMT:
4 ASSESSMENT/STATUS – FINANCE &
MEDIA
6 WORST CASE
7 EXTRA RESOURCES REQUIRED?
 Site contact/Admin/Next-of-Kin Leader?
 Interpreter?
 Insurance advisor? Lawyer?
 Deployment of representatives?
8 COMMUNICATIONS
 Contact info (location/phone/mail/
leader):
9 BUSINESS CONTINUITY
10 Current focus & desired end state
11 Next meeting / regularity

WHEN COMPLETED: Hand over this

99 checklist to Log Keeper for inclusion in Date/Time:________Initials: _________
ARCHIVE. Agenda for status meetings.

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Annex E Initial press statement

IMG Media is a modern, high-quality, professional company with a mix of executive directors who
possess diverse but complementary backgrounds. The main office of IMG Media is located in London,
United Kingdom.

IMG Media confirms that a severe incident has occurred in

XXXXX-WHERE-XXXXX.
XXXXX-WHAT- WHEN-HOW-if confirmed facts! -XXXXX.
XXXXX-Brief information -XXXXX.

IMG Media has mobilised its crisis organisation and emergency response is carried out by the company
on all levels. The efforts are supported by <Name Supporting asset> and supervised by the main office
in London.

New information will be released as soon as relevant information is available and confirmed.
Meanwhile, IMG Media refers to information on its web homepage: www.IMG.com

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Annex F Log Format

General remarks.

Log can be kept manually as a log book (use opposite pages of large protocol to provide space for columns), or electronically, in a Word table, Excel
spreadsheet or a database table with data entry forms. Database, with strong restrictions for the user to alter and delete entered data, is preferable. Log entries
shall not be altered after recording. Corrections shall be done using a new entry to correct the initial entry. Writing the log manually shall be done using non-
erasable ink. The table at the bottom of this page provides a possible log format.

Column descriptions.

DTG Day Time Group; for instance; 07 1830A means 1830 hrs on the 7th in the A time zone.

Subject Brief description of message/reporting received or sent, action executed, question asked, decision made etc.

Source If subject origins internally, just refer to role, i.e. “Finance”. If external: Record name and also phone and/or e-mail if not a regular contact.

Archive ref. Refer to where possible attachments/documents accompanying the subject, either hard-copy or electronic, have been filed.

Confirmed? Is the information confirmed? Leave open if uncertain and task staff member to verify.

Task Describe necessary follow-up if the subject implies that “someone” has to do “something”.

Executed Leave open until all loose ends connected to an entry has been sorted out. Check by time and initials of executor when finished.

DTG Source/ Subject Archive ref. Confirmed? How? Task –Deadline- Executed
Contact Responsible
details
Annex G Formats for Debriefing and Lessons Learned

Activities
When normalisation has been achieved and handover meeting to ordinary line management has been
executed, the following activities may be executed to defuse the EMT and learn from all ER-
participants:

ALWAYS:
 “Hot Wash-Up” (When discontinuing permanent staff work)
 “Lessons Learned Report”

IF ER-TEAM HAS BEEN MOBILISED FOR LONGER THAN ONE DAY:

 “First Impression Reports”
 “Debriefing conference”

Hot Wash-Up (Immediately)

Intention is to “defuse” participants before discontinuing the EMT. Gather all participants in a
meeting room, preferably NOT the crisis room that has been used. Praise team efforts and try to
inspire a good feeling. Have one well rested colleague observe the participants to look for and make
notes of signs of fatigue and psychological reactions. Agenda:

5-10 min ALL participants create short written, anonymous note stating:
 Main impression (ONE sentence)
 Min 1 – Max 3 (short) POSITIVE experiences from work in the EMT and ERT
 Min 1 – Max 3 (short) NEGATIVE experiences from work in the EMT and ERT
 Collect notes and pass on to Managing Director.
30 – 40 min “Round the Table” - brief statements their feelings of what they have done
5-10 min Praise team effort, summarise and give details of compiling First Impression Reports.

First Impression Report

Individual reports from ER-team to Managing Director with more detailed descriptions of experiences
and suggestions for improvement. Format:
 Own role – Objective view on own role within the EMT and ERT
 Lessons identified – Mobilisation
 Lessons identified – Plan; especially Contact Lists, Check Lists and Action Plans
 Lessons identified – Internal information
 Lessons identified – Necessary powers, communications, tools and resources
 Lessons identified – Food, drinks, welfare and work pressure.
 Suggestions of improvements

Lessons Learned Report

Summary based on notes from Hot Wash-Up and First Impression Report. Intention is to list reported
experiences, comment on and/or prioritise suggested improvements. Report is to be prepared by
Managing Director.

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