The Kentucky FFA Annual Convention Emergency Response Plan outlines procedures for various emergency situations that may occur at the convention. The plan details evacuation plans for three convention facilities, shelter plans for severe weather/tornadoes, medical emergency procedures, and communication protocols. It establishes an Emergency Response Team to lead response efforts and notifies them of primary contact Matt Chaliff. The plan aims to protect lives and health of attendees through organized response.

1. KENTUCKY FFA ANNUAL CONVENTION
EMERGENCY RESPONSE PLAN
DEVELOPED: FEBRUARY 2014
DRAFT #1 (19 FEB 2014)

2. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 2
TABLE OF CONTENTS
SECTION: TITLE: PAGE(S):
1.0 Basic Convention / Contact Information 3
2.0 Evacuation / Fire Emergency Plan 4
3.0 Severe Weather / Tornado Sheltering Plan 5 – 6
4.0 Medical Emergency Plan 7
5.0 Fire Emergency Plan 8
6.0 Communications Plan 9 - 10
ATT1 Lexington Center Floor Plan 11 – 13
ATT2 Hyatt Regency Floor Plan 14 – 16
ATT3 Hilton Lexington Downtown Floor Plan 17 – 18
PLAN PURPOSE: To protect the lives and health of Kentucky FFA Annual
Convention attendees and staff as well as protect and minimize damage to
convention facilities in the event of an emergency.
PLAN PRIORITIES:
 Evacuate (when applicable) and account for all convention attendees and
staff
 Contact local emergency response agencies.
 Assemble and train the convention Emergency Response Team (ERT)
 Contact pertinent regulatory agencies
 Conduct post-incident critique and evaluation
 File any application reports with regulatory agencies

3. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 3
SECTION 1.0: BASIC CONVENTION / CONTACT INFORMATION
Organization Name: Kentucky Association Future Farmers of America (FFA)
Convention Date: June 2014 Convention Location: Lexington, Kentucky
Convention Facilities (All located in Lexington, KY):
 Lexington Center – 430 W Vine Street (859) 233 – 4567
 Hyatt Regency – 401 W High Street (859) 253 – 1234
 Hilton Lexington Downtown – 369 W Vine Street (859) 231 – 9000
1.1. Contacts / Convention Emergency Response Team (ERT)
Primary: Matt Chaliff (606) 308 – 3126
Primary Backup: Brandon Davis (270) 405 – 0533
Secondary Backup: Sheldon McKinney (606) 782 – 4620
1.1.1. Other FFA Contacts
Jimmy Powell – KAAE President (859) 227-4275
Alexandria Land – FFA Office Manager (606) 303 – 2245
Dr. Kristie Guffey (270) 350 – 0471
1.2. Emergency Contacts
For ALL Emergencies, DIAL 911 !
Lexington Center Security (859) 233 – 4567
Lexington Police Department (non-emergency) (859) 258 – 3600
Lexington Fire Department (non-emergency) (859) 231 – 5600
Fayette County Emergency Management (859) 425 – 2255
LexCall – Lexington Fayette County Information 311 OR (425 – 2255)

4. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 4
SECTION 2.0: EVACUATION PLAN
Evacuation may be required if there is a fire in the building or other hazard. The evacuation
team will direct the evacuation of the building and account for all attendees at a safe location.
Convention attendees will be warned to
evacuate the building using the following
system:
Building Fire Alarm System
AND/OR
Building Public Address System
Convention attendees should assemble at
the following location for accounting by
the evacuation team:
Lexington Center and Hyatt Hotel- High Street
Parking Lot
Hilton- Valet Area on Vine Street side of building
(SEE ATTACHMENTS ONE THROUGH THREE – END OF DOCUMENT – FOR
FLOOR PLANS OF THE CONVENTION FACILITIES)
CONVENTION ATTENDEES AND STAFF ARE ADVISED TO ALWAYS
FOLLOW THE INSTRUCTIONS OF ON-SCENE FIRST RESPONDERS
AND BUILDING PERSONNEL.
EVACUATION TEAM:
(Emergency Response Team is advised that functions should be performed as
long as their performance does not jeopardize their own personal safety and/or
security.)
TEAM LEADER: Matt Chaliff - (606) 308 - 3126
FLOOR WARDEN(S): FFA Advisors and Chaperones
(Ensures that all convention attendees are cleared from the meeting rooms / hallway areas)
STAIRWELL AND ELEVATOR MONITOR(S): FFA Advisors and Chaperones
(Ensures that all convention attendees are cleared from the stairwell and elevators)
ASSEMBLY AREA MONITOR(S): FFA Advisors and Chaperones
(Works with various delegations to account for evacuees at the assembly area and inform team
leader or emergency response incident commander of any missing or injured.

5. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 5
SECTION 3.0: SEVERE WEATHER / TORNADO SHELTERING PLAN
SEVERE WEATHER: If a tornado or severe weather warning is issued, a
warning should be broadcast throughout all buildings (meeting locations),
instructing convention attendees and staff to move to shelter. If this occurs, direct
all convention attendees and staff immediately outside to enter the building, then
close all exterior doors. All individuals should be directed to the location of the
shelter area. . Convention attendees and staff should remain in shelter until given
the “all-clear” by weather alerts or emergency response personnel.
SEVERE WEATHER SHELTER LOCATIONS:
Lexington Center: Located on all three levels of the facility. Signs are posted.
Hyatt Regency: Move to lower level using stairwell.
Hilton Lexington Downtown: Move to hallway outside rooms or to hotel basement
using stairwells.
SHELTER-IN-PLACE: If advised to shelter-in-place from an outside airborne
hazard or immediate threat of violence (i.e. active shooter scenario, threat of
violence), a warning should be broadcast throughout all buildings (meeting
locations), instructing convention attendees and staff to move to shelter.
ATTEMPT TO REMOVE ALL FFA CONVENTION ATTENDEES AND
STAFF AWAY FROM THE THREAT OF VIOLENCE IF POSSIBLE. If
sheltering in place does occur, direct convention attendees and staff immediately
outside to enter the building, then close and lock exterior doors. Facility
maintenance should shutdown all ventilation systems and close air intakes in the
case of an airborne hazard. Convention attendees and staff should remain “locked
down” until given the “all-clear” by emergency response personnel or the
convention ERT.

6. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 6
SHELTER-IN-PLACE TEAM:
(Emergency Response Team is advised that functions should be performed as
long as their performance does not jeopardize their own personal safety and/or
security.)
TEAM LEADER: Matt Chaliff - (606) 308 - 3126
CONVENTION WEATHER / NEWS MONITOR(S): Lexington Center Security
(Will monitor weather sources for updated emergency instructions and ensure warnings are
broadcast if issued by the weather services)
SHELTER LOCATION USHER(S): Venue Security Personnel
(Ensures that all convention attendees led the designated shelter areas)
OUTSIDE USHER(S): FFA Interns
(Ensures that all conference attendees and staff immediately outside are ushered to the
appropriate location for sheltering)

7. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 7
SECTION 4.0: MEDICAL EMERGENCY PLAN
If a medical emergency is reported, Dial 911 and request emergency medical assistance. Provide
the following information:
 Number and SPECIFIC location of victim(s)
 Nature of injury or illness
 Hazards / Threats involved
 Nearest Entrance (Emergency Access Point)
 Stay on the line to help guide EMS and update on victim(s) condition
Alert trained staff to respond to the victim’s location and bring a first aid kit and/or Automated
External Defibrillator (AED).
First Aid Kit / AED Locations at Convention:
Locations of First Aid Kits:
Lexington Center- Security Headquarters
Security Desk in Food Court
Hyatt-
Hilton- Front Desk and Security Desk
Locations of Automated External
Defibrillators (AEDs):
Lexington Center- Arena Lobby, Guard station
in the food court, Heritage Pre-Function area,
Level 2 near the Executive Offices
Hyatt-
Hilton- Security Desk
Convention Staff Trained to Administer First Aid, CPR, or use AED:
NAME: PHONE: First Aid: CPR: AED:
Brandon Davis 270-405-0533 XX XX
Procedures:

8. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 8
 Only trained responders should provide first aid assistance
 Do not move the victim unless the victim location is unsafe
 Control access to the scene, move convention attendees to another location
 Take “universal precautions” to prevent contact with bodily fluids and exposure to
bloodborne pathogens
 Meet the ambulance at the established emergency access point and direct them to the
victim(s)
SECTION 5.0: FIRE EMERGENCY PLAN
If a fire is reported, pull the fire alarm to warn occupants to evacuate. Next, dial
911 to alert the local Fire Department. Provide the following information:
 Facility Name and Street Address
 Nature of Fire (what is known at that time)
 Fire Location (Floor, Room, etc.)
 Type of Fire Alarm (Detection, Pull Station, Sprinkler Waterflow)
 Description of any known victims / stranded individuals
 Name of Person Reporting Fire
 Telephone Number for Return Call
Procedures:
 Evacuate building occupants along evacuation routes to primary assembly
areas outside (see Section 2.0 – Evacuation Plan)
 Redirect convention attendees and staff to stairs and exits away from the fire
 Prohibit use of elevators
 Evacuation team to account for all attendees and staff at the assembly area
 Meet fire department Incident Commander (IC) upon arrival and inform him
if everyone has been accounted for and if there are any stranded or other
medical emergencies. Provide an update on the nature of the emergency and
actions taken to that point. Work with facilities management to provide
building floor plans, keys and any other assistance provided.

9. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 9
 Do not re-occupy the building until given the “all-clear” by emergency
response personnel.
SECTION 6.0: COMMUNICATIONS PLAN
All communications related to an emergency or threat situation should be directed
to Matt Chaliff. Chaliff will inform other members of the leadership team as
necessary. If Chaliff is unavailable, Brandon Davis will serve as the contact.
No State Officer, Intern, or other FFA related attendee should talk to the media.
All media contacts should be directed to Matt Chaliff.
As soon as possible after an incident, Chaliff will share details of the incident with
Kentucky Department of Education leadership. If Chaliff is unavailable, Davis
will make contacts:
 Division Director: Laura Arnold – (859) 805-1399
 Associate Commissioner: Dale Winkler – (859) 608 – 5926
 Communications Director: Rebecca Blessings – (502) 564 – 2000
As soon as possible after an incident, Chaliff will notify the FFA Advisor of the
student(s) involved. FFA Advisors are responsible for their individual students
and must follow all local school policies. Interns or State Officers who come in
contact with FFA Advisors should direct them to Chaliff.
FFA Emergency Response Team Command Post:
In the event of a major emergency, the ERT staff will set up a command post as
soon as possible. The primary location for the post will be the FFA Headquarters
in the Bluegrass Pre-Function Registration Area. If this location is unavailable, the
following locations will be utilized in order of availability:

10. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 10
1) Bluegrass Pre-Function Registration Area (Level Three (3)
2) Hyatt Hotel – Level Two (2), Outside the Mary Todd Lincoln Room
3) Hilton Hotel – Ground Floor Lobby
Plan Distribution and Access:
 The plan will be distributed to all members of the emergency response team
and department heads. A master copy of the document should be maintained
by the emergency response team leader.
 An electronic copy of this plan should be stored on a secure and accessible
website that would allow team member access if organizational servers are
down.
 Electronic copies should also be stored on a secured USB flash drive for
printing on demand.
 All ERT members should have a “hard” / printed copy of this plan during
the convention.
Plan Disclaimer:
This document/plan is provided only as guidance. It contains national recognized
types of information that should be contained in an Emergency Response Plan.
The information is guidance for emergency response, recognizing that individual
circumstance or events not anticipated by the FFA convention may occur. The
experience and judgment of those utilizing the plan is also an important
consideration in how and when the plan is utilized. No warranty, guarantee, or
representation is made by the Kentucky Department of Education, Kentucky FFA
Association or its affiliates of the sufficiency of the information contained herein
and the Kentucky Department of Education, Kentucky Association FFA and its
affiliates assumes no responsibility in connection therewith. The plan is intended
to provide guidelines for safe practices; therefore, it cannot be assumed that all

11. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 11
plausible and non-plausible scenarios are contained in the document, or that other
or additional information or measures may not be required.
ATTACHMENT ONE:
LEXINGTON CENTER FLOOR PLAN
430 W Vine St, Lexington, Kentucky 40507

12. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 12

13. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 13

14. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 14

15. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 15
ATTACHMENT TWO:
HYATT REGENCY FLOOR PLAN
401 W High Street, Lexington, Kentucky 40507

16. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 16

17. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 17

18. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 18
ATTACHMENT THREE:
HILTON LEXINGTON DOWNTOWN
FLOOR PLAN
369 W Vine Street, Lexington, Kentucky 40507

19. KY FFA CONVENTION – EMERGENCY RESPONSE PLAN 2014 PAGE 19