General

This is a statement outlining BEG’s general policies towards handling major incidents and emergencies on expeditions or related situations in the field.

The policy will be reviewed by the BEG Board at least annually. Detailed procedures in support of this policy will be established, reviewed and maintained systematically, including a comprehensive review annually.

Under the provisions of BS8848, BEG has to have a plan for dealing with major incidents and emergencies, and has to make a summary of this available to various people. The procedures just referred to constitute such a plan. This policy statement will be made publicly available and provided to all people connected to or with an interest in any particular expedition/activity; this fulfils the requirements to make a summary of the plan available.

 

What is a major incident/emergency?

BEG will establish, review and maintain an effective plan for dealing with major incidents and emergencies, and this will be built into its procedures and followed when circumstances warrant.

A major incident/emergency includes the following situations:

 

• where an expedition is in a place where there has been an outbreak of civil unrest, outbreak of hostilities or similar which has affected or might affect the safety or well being of expedition members collectively or individually
• where an expedition is in or near the scene of a natural disaster or emergency which might affect the safety or well being of expedition members collectively or individually
• where anyone on an expedition is missing and cannot be satisfactorily accounted for
• where an expedition member has been or it might reasonably appear to have been killed or died
• where an expedition member has suffered serious injury, is seriously ill or is experiencing some other medical problem which affects the conduct of the expedition overall
• any other situation which may or may not fit into the above categories but which in the opinion of the Leader justifies the triggering of the Incident and Emergency Procedures.

 

 

When are the major incident/emergency procedures “triggered”?

The decision as to whether or not these procedures should be triggered is entirely that of the Expedition Leader or other member of the Leadership Team. He/she may obtain appropriate advice before making this decision. However, no Leader will ever be criticised for deciding to invoke the procedures if it subsequently transpires that this action was not justified; the approach is that it is better to be safe than sorry.

In rare circumstances, the procedures may be triggered by someone other than the Leadership Team (eg if an agreed communication link has not been met).

 

Scope of the procedures

Procedures cover all the situations described above. All involved will be expected to follow these procedures unless special circumstances suggest they are inappropriate or impossible.

Procedures also include provision for dealing with minor and medium scale incidents/emergencies without recourse to the Major Incident and Emergency Procedures. These procedures include non-emergency contact with a BEG contact in the UK. They also provide for the triggering of the Major Incident and Emergency plan if circumstances change or escalate.

 

How are the procedures “triggered”?

All expeditions, whether in the UK or abroad, will have an agreed communication plan to allow the expedition leadership to maintain contact with BEG. Expeditions will be equipped with relevant communication devices and people trained to use these. Expedition planning will include investigation of potential communication problems and this will be built into the communication plan.

The Major Incident and Emergency Procedures will be initiated by a telephone contact to a single telephone number in the UK which will be staffed permanently, 24 hours a day, seven days a week, during the time any expedition is in the field. BEG will establish this arrangement, test its effectiveness, and ensure that all expedition members have this contact number available.

BEG Initial Response Team

This emergency point of contact will involve an Initial Response Team which will then manage things on behalf of BEG.

This Team will consist of named people including an Incident Coordinator, drawn from a small group of senior and experienced BEG members who have undergone relevant training. It will consist of people who once involved will be able between them to handle all the various tasks required, and to maintain a permanent, full time commitment to handling the incident/emergency for at least a week.

 

Communication with the expedition leadership

The Initial Response Team will immediately establish a clear and reliable communication channel with the leadership on the ground. All communication with the expedition leadership will be channelled through this arrangement.

 

Actions by the BEG leadership in the field

Procedures and guidance for leaders involved in dealing with major incidents/emergencies are provided and maintained. These are of necessity flexible. They place priority emphasis on safety of expedition members; involving police, rescue and other services locally; and keeping in touch with the initial response team for any support/information.

It is important to remember that the first priority is to respond to/deal with the situation safely, effectively and expeditiously; seeking explanations, investigating why something happened, worrying about reputations etc are all secondary considerations at this stage; and, although obviously important, will need to be looked at after the immediate incident/emergency crisis has been handled.

 

Fatality or suspected fatality

Where a fatality or a suspected fatality is involved, as soon as the position is reasonably confirmed, BEG will:

 

• inform and obtain details of the authorities dealing with the matter locally
• inform the local police force for the person concerned, providing as much information as possible, and ask the police force to inform the next of kin and provide any follow up support they need
• establish a specific individual member of the Initial Response Team to
• establish contact immediately with the next of kin, ideally in person, after they have been informed by the police; to offer any assistance required in addition to arrangements sanctioned by the travel insurance company
• handle communication with the next of kin; communication between the next of kin and the leadership of the expedition will normally be channelled though this BEG contact, at least initially, so as to minimise pressure on the leadership in the field

 

 

Key initial actions

BEG, via an Initial Response Team, will:

 

• immediately implement the above arrangements if a fatality or suspected fatality is involved
• make immediate contact with insurance companies and BEG’s solicitors and follow any instructions/advice they issue carefully
• establish and maintain a clear line of communication with the expedition
• inform all relevant agencies in the UK and/or abroad including the Foreign Office,  Embassy /Consulate, High Commission, Health & Safety Executive
• inform all next of kin of expedition members and establish a means of communication with them
• in conjunction with the insurance company and travel agency, make arrangements for any repatriation of expedition members if necessary, including reception of returnees and any necessary counselling
• in conjunction with the insurance company, make or assist with making arrangements for next of kin to visit the location of the incident/emergency.

 

 

Other actions

BEG will also:

 

• maintain a detailed log of the incident/emergency and its handling, both in the field and by BEG generally
• on the advice of its solicitors, make arrangements quickly for an investigation by a suitably qualified and experienced person
• on the advice of its solicitors, make arrangements quickly for media relations to be handled reactively and proactively, including the maintenance of up to date information on the BEG website
• arrange for a senior member (usually a Board member) to make a personal visit to the next of kin as soon as practicable to offer sympathy and support; however, it will not normally be possible to discuss specific details of what has happened since this may well not be properly established and/or be subject to investigations
• make arrangements for post event counselling to be provided and in appropriate circumstances will pay for this if not covered by insurance
• conduct an internal review as soon as practicable afterwards, to complement any external review commissioned under the above provisions
• ensure that all relevant staff and volunteers are properly briefed and trained in these procedures
• where there are or are likely to be any consequential legal proceedings, makle arrangements via insurance companies to ensure that BEG and its Leaders are properly represented legally
• ensure that there is adequate financial provision to cover the non-insured costs which will flow from an incident of this nature.

 

 

 

Brathay Exploration Group Trust

July 2010