The term Shelter-in-Place means to seek immediate shelter and remain there during a chemical, biological or radiological emergency rather than evacuate the area. There are occasions when the option to evacuate is just not considered (for example, a time constraint, or when evacuation would subject you to greater risk). Unless otherwise instructed to evacuate, sheltering in a predetermined safe location in your offices is the preferred method of safely waiting out a hazardous materials release. Sheltering-in-place usually lasts not more than four to eight hours. Preparations in advance can ensure that the event is as comfortable as possible. The decision to shelter in place or evacuate is made by local authorities.

Property management staff is trained in preparing for a shelter-in-place emergency. Property management is familiar with the building’s mechanical systems and will disable and seal HVAC equipment and air intakes as appropriate.

To plan for a shelter-in-place emergency, here is a list of what to do:

• Study your surroundings for fixed and mobile sources of hazardous materials.
• Learn about warnings by local authorities.
• Select an interior room or rooms above the ground floor, with the fewest windows or vents as your “shelter in place” area or areas. These areas should have adequate space for everyone to be able to sit in. Avoid overcrowding by selecting several rooms if necessary. Large storage closets, utility rooms, pantries, copy and conference rooms without exterior windows will work well. Avoid selecting a room with mechanical equipment like ventilation blowers or pipes, because this equipment may not be able to be sealed from the outdoors.
• Prepare a shelter in place kit. The kit should contain:
  • A battery operated AM/FM radio.
  • Flashlight with fresh batteries
  • Bottled water
  • Non-perishable food
  • Light sticks
  • Matches
  • First aid kit
  • Medicines
  • Face mask(s)
  • Whistle
  • Moist towelettes
  • Plastic sheeting
  • Garbage bag and ties
  • Toilet paper

Check your kit every six months to make sure all the supplies are there and that they are fresh.

If you are asked to shelter in place, here is a basic list of what to do:

• Remain calm.
• Close the business.
• Bring everyone into your shelter-in-place areas. Close doors.
• If you have customers, clients, or visitors, provide for their safety by asking them to stay - not leave. When authorities provide directions to shelter-in-place, they want everyone to take those steps now, where they are, and not drive or walk outdoors.
• Unless there is an imminent threat, ask employees, customers, clients, and visitors to call their personal emergency contact to let them know where they are and that they are safe.
• Turn on call-forwarding or alternative telephone answering systems or services. If the business has voice mail or an automated attendant, change the recording to indicate that the business is closed, and that staff and visitors are remaining in the building until authorities advise it is safe to leave.
• If you are told there is danger of explosion, close the window shades, blinds, or curtains.
• Gather essential disaster supplies and equipment.

Shelter In Place Basic List

• It is ideal to have a hard-wired telephone in the room(s) you select. Call emergency contacts and have the phone available if you need to report a life-threatening condition. Cellular telephone equipment may be overwhelmed or damaged during an emergency.
• Write down the names of everyone in the room, and call your business’ designated emergency contact to report who is in the room with you, and their affiliation with your business (employee, visitor, client, customer.)
• Keep listening to the radio or television until you are told all is safe or you are told to evacuate. Local officials may call for evacuation in specific areas at greatest risk in your community. Primary radio stations to listen to in the Washington D.C. metropolitan area include the following:
  
  
  • WTOP 820 AM, 103.5 FM
  • WMAL 630 AM
  • WKYS 93.9 FM
  • WPGC 95.5 FM
  • WGMS 103.9 FM
    
    
• Be prepared to evacuate if ordered to do so by public safety officials. Evacuation instructions will be announced over the emergency broadcast system.

Shelter-in-Place Drills

Be prepared for a shelter-in-place emergency. Designate personnel responsible for accounting for your employees and occupants in appropriate shelter-in-place areas, gathering supplies, and protecting your information and communication systems. Communicate your plan to everyone in your office. Review your plan periodically and conduct in-house drills.