Critical Event Kit for Public Safety - Wildfires

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Critical event kit for public safety: Wildfires Be wildfire ready.

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eBookCritical event kit for public safety: Wildfires

What’s inside Navigating the unpredictable terrain of wildfires ................................................. 3

What are the most common challenges posed by wildfires? ............................... 4

How can modern communication systems be leveraged for wildfires? ............................................................................................5

Unified communications ...........................................................................................6

Map-based tools .......................................................................................................7

Response coordination .............................................................................................8

From readiness to resilience: How does Everbridge help manage wildfires? .....................................................................................................9

Best practices: Improve your emergency communication during wildfires ....................................................................................................... 11

System checklist: Ensuring public safety during wildfires ..................................13

Communication templates: For wildfire messaging ............................................. 17

Conclusion ...............................................................................................................21

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eBookCritical event kit for public safety: Wildfires

Navigating the unpredictable terrain of wildfires Wildfires, characterized by their unplanned, uncontrolled, and unpredictable nature, stand as formidable challenges to communities and organizations worldwide. According to the Congressional Research Service, a staggering 85% of these events stem from human activities. This alarming statistic underscores the need for heightened awareness and preventive measures.

In addition, the National Oceanic and Atmospheric Administration (NOAA) has cited drought and persistent heat as primary contributors to the intensification of wildfires. This heightened flammability, combined with other factors, sets the stage for longer, more active fire seasons.

Understanding how all these factors play a part is crucial for anticipating and mitigating the impact of wildfires and bushfires, especially in the context of changing climate patterns.

Inside this critical event kit, we will unravel the complexities of responding to unplanned wildfires and offer tangible strategies, solutions, and steps to fortify your response against this ever-growing threat.

Common causes of wildfires

Arson

Unattended campfires

Burning debris

Discarded cigarettes

Lightning

Volcanic eruptions

Downed powerlines

https://sgp.fas.org/crs/misc/IF10244.pdf

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eBookCritical event kit for public safety: Wildfires

Rapid spread and intensity The unpredictable nature of their trajectory and the speed at which they can engulf vast areas demand agile and proactive response strategies.

Communication and information dissemination Disseminating accurate information swiftly to residents, first responders, and other stakeholders is essential for ensuring their safety and facilitating a well-coordinated response.

Evacuation coordination Identifying community members with access and functional needs for early communication, managing traffic flow, and providing clear directives to the public is necessary for effective evacuation.

Community preparedness Residents must be educated on evacuation procedures, emergency shelters need to be established, and communication plans should be easily accessible.

Interagency coordination Coordination between firefighting teams, law enforcement, local governments, and other stakeholders, both at the local and regional levels, is critical.

Environmental concerns Air quality degradation, loss of biodiversity, soil erosion, and balancing the need for fire suppression with the ecological role of wildfires in certain ecosystems should be considered.

What are the most common challenges posed by wildfires? Wildfires pose significant challenges for emergency managers due to their unpredictable nature and potential harm to communities. Addressing these challenges requires a comprehensive understanding of the intricacies involved.

Key challenges include

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eBookCritical event kit for public safety: Wildfires

How can modern communication systems be leveraged for wildfires? Everbridge is trusted by cities and states across North America to help them prepare for wildfires thanks to the comprehensive set of Everbridge tools that facilitate rapid communications, geo-location capabilities, and effective responses. In the next few pages, we’ll discuss exactly how the Everbridge critical event management platform supports these three vital components of effective wildfire preparedness.

Critical event management (CEM) platforms help emergency managers address the challenges posed by wildfires through the following means:

New notification

Contacts

Message

Groups (158)

Individuals (3)

Rules (0) Map (1,350)

Alert Extra fire safety precautions due to dry conditions and heat. Burn ban is

in effect until 6 PM.

For more info visit: city.com/info.

Visual Comand Center

Unified communication Map-based tools Response coordination

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eBookCritical event kit for public safety: Wildfires

Unified communication How Everbridge supports unified communications Everbridge enables multi-modal communication, reaching residents, first responders, and stakeholders through various channels, including SMS, IPAWS, voice calls, emails, and social media. The platform supports the dissemination of accurate information swiftly with neighboring jurisdictions and other organizations like utilities or hospitals, reducing the risk of misinformation during critical situations. CAD (Computer-Aided Dispatch) systems, ensure a flow of critical information to first responders and key stakeholders.

Everbridge in action...

…see how Bay County tackled a wildfire with Everbridge according to Frank E. Lumm, their Emergency Management Division Chief.

During severe weather events, Bay County uses Everbridge to streamline notifications to the right groups and quickly alert residents and visitors of law enforcement activity, relief locations, and evacuation efforts.

“It’s an invaluable tool. We can specifically pick out where we want to send information and what exact information we want to send to particular groups.”

Alert Extra fire safety precautions due to dry conditions and heat. Burn ban is

in effect until 6 PM.

For more info visit: city.com/info.

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eBookCritical event kit for public safety: Wildfires

Map-based tools How Everbridge leverages map-based tools

In the case of the wildfire, Lumm said they relied heavily on Everbridge geo-location capabilities because of how much the fire was moving.

“It’s not like a barricaded shooter or active shooter situation,” Lumm said. Lumm and his team were able to draw a polygon around the area experiencing active law enforcement activity and send notifications to people instructing them to stay away from that area.

Lumm’s team additionally used Everbridge features to move the alerting area on a map, allowing them to communicate to residents when it is safe to return to their communities.

Use your preferred base map Such as Google, Bing, or ESRI. These maps can be customized to also include geographical or infrastructure information to make more informed decisions.

Define specific target areas Everbridge excels in targeting, allowing users to define areas based on contact location, address points, or landmarks, and set radius parameters around specific addresses.

Display Geographic Information System data Everbridge integrates local GIS geocoding capabilities, automatically geocoding address information.

https://www.everbridge.com/newsroom/article/everbridge-adds-mobile-gis-enhancements-unified-critical-communication-suite/ https://www.everbridge.com/newsroom/article/everbridge-adds-mobile-gis-enhancements-unified-critical-communication-suite/

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Response coordination How Everbridge enhances response coordination

Everbridge gave Lumm’s team the extra edge of providing community members with a unique administration number. The number was the go- to resource for residents to call with specific questions, while also providing information on rest locations with donations and meals for displaced residents.

In addition, hospitals, schools, police, and fire organizations all tied together and shared messaging. “We’re not cross-pollinating messaging and contradicting each other as things move across the county,” Lumm said.

New notification

Contacts

Message

Groups (158)

Individuals (3)

Rules (0) Map (1,350)

Unified dashboards Everbridge provides unified dashboards and communication channels that foster real-time information sharing and coordination.

Message automation Everbridge can shorten the time to notify teams and reduce errors with easy-to-use templates and message automation.

Coordinated response Communicate to different groups with only the info they need to know for a better coordinated response.

Two-way communications Leverage two-way communications to quickly assess who needs or has additional resources.

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eBookCritical event kit for public safety: Wildfires

From readiness to resilience

How does Everbridge help manage wildfires? By offering a unified platform for communication, coordination, and information management, Everbridge enhances the capabilities of emergency managers and agencies in addressing the dynamic challenges posed by wildfires.

Everbridge seamlessly integrates into every phase of wildfire management, from proactive planning to real-time response and recovery. Its diverse features and channels ensure comprehensive communication, effective resource coordination, and continuous improvement in emergency management strategies.

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eBookCritical event kit for public safety: Wildfires

Check out how managing a wildfire might look with Everbridge by your side

PACE Planning Everbridge plays a crucial role in PACE (Primary, Alternate, Contingency, Emergency) communications plans as a comprehensive platform capable of covering multiple communications needs.

Planning for access & functional needs Community members can register on the Everbridge platform, providing essential information about additional needs.

Community engagement Emergency managers can drive community members to opt-in for alerts using Everbridge.

Multi-channel notification Managers can send rapid alerts through IPAWS, SMS, phone, social media, email, TTY, and more.

Response Coordination Customizable messaging is available to response teams for coordinated efforts.

Situational awareness Teams can be polled for resource needs, leveraging the Everbridge Network for inter-agency communication.

Continuity of operations Managers can easily maintain internal communication and disseminate recovery information.

Community support & assistance programs Everbridge keywords can be used for public subscription for assistance updates.

Post-incident analysis and reporting The platform automatically captures feedback, reviews communication timelines, and generates reports.

Outcome

• Emergency managers use Everbridge as a reliable mass notification tool as well as a backup to other methods.

• Utilize Everbridge data for inclusive planning, ensuring resources align with community needs.

• Increased community participation in readiness programs, enhancing overall wildfire preparedness.

Outcome

• Swift and widespread dissemination of critical information, ensuring residents receive alerts through their preferred channels.

• Efficient deployment of resources with clear communication, minimizing response time during a wildfire.

• Real-time situational awareness, aiding in strategic decision-making and resource allocation.

Outcome

• Seamless coordination for the restoration of essential services, ensuring a swift recovery process.

• Efficient communication of support programs, including debris removal and mental health services, fostering community recovery.

• In-depth analysis supporting future planning and mitigation, improving overall emergency response strategies.

AFTERDURINGBEFORE

https://www.cisa.gov/sites/default/files/2023-05/23_0426_ncswic_PACE-Plan_508.pdf https://www.everbridge.com/platform/technology/

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Best practices

Improve your emergency communication during wildfires Effective communication is crucial in any emergency response. Organizations must decide how, what, and when to communicate before a disaster strikes, as a lack of information leads to misinformation and potential harm.

The following page provides best practices that underscore the importance of proactive communication planning, unified terminology, and inclusive strategies to ensure effective emergency communication.

Everbridge serves as a valuable tool in implementing these practices, providing the necessary infrastructure and support for seamless and comprehensive communication during critical events.

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Effective communication best practices

Key point Disasters transcend boundaries, demanding unified coordination across jurisdictions for effective response and messaging.

Recommendation Develop multijurisdictional programs, utilize networks, and leverage Everbridge for structured accounts and network support.

Key point Using complicated words might make it hard to understand, so emergency messages should be simple and clear.

Recommendation Prioritize simplicity in messaging. Aim to make messages 8th grade reading level or lower. Avoid using passive tense. Avoid ambiguous words like “voluntary” and use terms like “GET READY” for clearer evacuation directives.

Key point Understanding community languages and needs is essential for effective communication during emergencies.

Recommendation Collaborate with community representatives, ensure clear multilingual messaging, and leverage Everbridge for inclusive alerts.

Key point Residents may assume they will receive emergency alerts, but this is a risky assumption; additional outreach is essential.

Recommendation Use Everbridge Resident Connection to extend communication beyond opt-ins, ensuring widespread access to critical information.

Key point Inconsistent terminology in emergency alerts can confuse the public, hindering a prompt and unified response.

Recommendation Encourage agencies to adopt common terms, supported by mass notification systems like Everbridge with templates for consistent messaging.

Establish criteria for pre-disaster information dissemination

Key point Pre-disaster messaging criteria are vital for timely threat alerts, reducing the delay in protective actions.

Recommendation Develop clear criteria, utilize various modalities, and create content emphasizing preparation, registration, and immediate action.

Key point Lack of information prompts misinformation, emphasizing the need for robust communication plans before disasters.

Recommendation Organizations must decide on communication strategies, content, and timing preemptively.

Adopt common terminology

Use clear, plain language Plan for inclusive communications Invest in community reach beyond opt-ins

Develop collaboration between response agencies

Plan for effective communication

https://www.everbridge.com/products/resident-connection/ https://www.everbridge.com/products/mass-notification-and-incident-communications/ https://www.everbridge.com/products/mass-notification-and-incident-communications/

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Registration portal checklist

Visibility

• Registration portal prominently placed on your agency’s website (accessible from key pages)

• Feature the link on various web pages to increase citizen awareness and registration.

Non-emergency alerts

• Allow citizens to subscribe to non-emergency alerts and critical event notifications.

• Expand opt-in opportunities to cover various important but non-emergency alerts.

Comprehensive information

• Require mutiple critical contact points and location information during registration.

• Gather varied contact details for diverse communication scenarios.

Wildfire system checklist for public safety The checklist outlines crucial steps that emergency managers can take to ensure their emergency notification system is ready when needed.

Key asset

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eBookCritical event kit for public safety: Wildfires

Subscriptions

Optimizing notifications

• Offer the public the ability to subscribe to automated Red Flag warnings during fire season and set their preferred communication method and alerting time.

• Provide a quick “text in” registration option during active wildfire events for rapid opt-in by texting a keyword to a designated number.

Multi-lingual registration and notifications

Language accessibility

• Confirm that the registration portal supports multiple languages for diverse community needs.

• Facilitate quick registration for alerts for those whose primary language is not English.

Language preference declaration

• Allow citizens to declare their preferred language for receiving notifications.

• Increase the likelihood of message comprehension and adherence by empowering citizens to choose their communication language.

Pre-scripted templates

Template preparation

• Pre-script and translate announcements, updates, and closure messages.

• Accelerate the process with pre-approved templates.

• Restrict editing rights to portions of the template.

• Set dynamic rules and conditions.

Token-variable inclusion

• Allow for token-variable inclusion at the time of notification.

• Customize messages by inserting real-time information.

Proactive incident response

• Leverage pre-scripted templates.

• Provide timely notifications, allowing residents to respond to potential dangers.

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Settings

Caller ID and message delivery

• Ensure caller ID is recognizable by citizens.

• Specify the delivery method for text messages.

Message confirmation and volume regulation

• Provide citizens with a confirmation option for message receipt.

• Implement a reliable method to regulate phone call volume.

Social media integration and system testing

• Integrate social media publishing options.

• Conduct monthly testing of the IPAWS system.

Notifications on public websites

• Use web widgets to simply set up a stream of your notification messages.

Contact data

Citizen contact data management

• Verify and update citizen contact data in the system, including landline, VoIP, and wireless numbers.

• Establish automated data transmissions to ensure internal staff contacts are current and accurate.

Data validation and cleansing

• Conduct regular tests to validate data, ensuring the accuracy of phone numbers and email addresses.

• Remove duplicate information from the database to optimize system efficiency.

• Conduct annual testing to ensure residents are familiar with what to expect in the event of an emergency.

GIS capabilities

Geo-targeted notifications

• Utilize GIS capabilities to create and deploy polygons for targeted notifications in wildfire-prone areas.

• Establish notification zones around critical infrastructure sites for immediate alerts in case of compromise.

Cell tower mapping

• Incorporate data from cell phone towers or critical infrastructure locations into the GIS system to understand their proximity to wildfire areas.

• Identify cell towers that may become inoperable during wildfires, enhancing situational awareness and response planning.

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Key asset

Wildfire communications templates for your use To streamline communications, especially when a wildfire is imminent, it’s best practice to have message templates ready to go. The next few pages provide message templates that can be adapted and modified by agencies and other authorities as needed.

Elements of effective emergency notifications

The following elements of effective emergency notifications have been put together by Dr. Dennis Mileti of FEMA in his “Modernizing Public Warning Messaging”.

https://www.youtube.com/watch?v=oYya009bc2M https://www.youtube.com/watch?v=oYya009bc2M

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eBookCritical event kit for public safety: Wildfires

Tips and best practices When planning communications, important things to consider are:

Understanding your audience

Language and culture relevance

Accessibility of communications

Information and dissemination channels

Emotional impact of alert to audience

Example

Local PD:

Check the news and radio now for updates.

Explosion at Superior Dam. Potential damage and flooding

Message expires at 8:00 AM PDT.

in Sherman Heights.

For more info visit: localpd.com

Source

Hazard

Location

Say who the message is from.

Use area descriptions such as street or landmark names

Describe the event and its impact.

Guidance

Expiration time

Other

Mention alert or warning expiration timeframe.

Mention proactive action and timing to help reduce impact

Optional resource such as map or link information.

eBookCritical event kit for public safety: Wildfires

“High fire danger” template

Text message

[Alerting authority]: Extra fire safety precautions for [location] due to dry conditions and heat. Burn ban is in effect until [date/time]. For more info visit [link].

Web message

Extra fire safety precautions are advised for [location] due to the dry conditions and heat watch.

Fire prevention reminders:

• [Include tips or links to resources to refer to]

• What to do now:

• Monitor phone, TV, and radio for updates.

• Make a plan in case of evacuation.

• If you or a person you know needs shelter, transportation, or other assistance during an evacuation, register at [link]

Information resources:

• [Include tips or links to resources to help prepare such as numbers to call, education on evacuation levels, links to current conditions/message portal]

These examples can be copy and pasted for use. Input the information needed in the brackets.

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“Prepare to evacuate” template: These examples can be copy and pasted for use. Input the information needed in the brackets.

Text message

[Alerting authority]: BE READY to evacuate. Active wildfires in [location]. Monitor tv, radio, and phone for updates. For more info visit [link].

Web message

This is a wildfire emergency alert from [alerting authority]. There is an active fire at [location].

Be aware of the possible danger in your area. Make plans and prepare to evacuate. Gather necessary supplies for health, safety, and identification. Check phone, TV, and radio for updates.

If you choose to evacuate early [instructions on where to go or areas to avoid].

• Act early if you are older, have children, disabilities, or limited access to transportation. Consider moving pets and livestock early.

• If you can do so safely, check with your neighbors, and share information. Ask for help if you need it. Offer help if you can give it.

• Don’t wait to evacuate if you feel unsafe. If conditions change, you may receive a “GO NOW” evacuation notice. You do not need to wait for another evacuation notice. Make the best decision for your safety.

[Links, attachments, or view of affected area]

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“Must evacuate” template: These examples can be copy and pasted for use. Input the information needed in the brackets.

WEA (Wireless Emergency Alert) example: 90 characters

[Alerting Authority]: Fire in [location] GO NOW Evacuate!

River City: Fire in Pine Pass GO NOW Evacuate!

360 characters

[Alerting Authority]: Fire in [location]. GO NOW! [GUIDANCE]. Start [TIME]

until next update. More info at: [link].

River City Fire Dept: Fire in Pine Pass between Gulch Rd and Hwy 90. GO

NOW! Evacuate traveling north or west for least 10 miles from the area.

Roads in area going east and south are closed. Start 8 AM until next

update. More info at: bit.ly/2KEOXNx

Text message

[Alerting authority]: GO NOW. Evacuate [location] immediately due to extreme fire danger. Monitor tv, radio, and phone for updates. For more info visit [link].

Web message

This is a wildfire emergency alert from [alerting authority]. Evacuate immediately from the following areas: [location]. There is extreme fire danger in your area. You and your family should evacuate now. If you choose to evacuate early [instructions on where to go or areas to avoid].

• If you are unable to evacuate yourself or family members, [instructions on what to do like dial 911 to request assistance]

• Do not stop to gather your belongings or protect your home. Follow your emergency plan.

• Call 511 for road closure information.

After you evacuate

• Do not return to the area until public safety officials announce the area is safe.

• Continue to check for updates through TV, radio, or [insert website or social media from where city or county updates will be shared]

• Once you are safe, check with friends and family.

[Links, attachments, or view of affected area]

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Conclusion

Navigate wildfire preparedness with Everbridge The goal of this Wildfire Critical Event Kit is to serve as a valuable resource that empowers you to fortify your wildfire preparedness and response strategies. With the robust solutions Everbridge offers, you can confidently address the full scope of challenges associated with wildfires.

If you are interested in learning more about how Everbridge can help you protect lives, streamline communications, and build more resilient communities, schedule a demo with us today.

With the right tools and strategies, we believe emergency managers can successfully navigate the evolving landscape of wildfires and enhance public safety.

https://www.everbridge.com/solutions/public-safety/ https://www.everbridge.com/demo/

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About Everbridge Everbridge, Inc. (NASDAQ: EVBG) empowers enterprises and government organizations to anticipate, mitigate, respond to, and recover stronger from critical events. In today’s unpredictable world, resilient organizations minimize impact to people and operations, absorb stress, and return to productivity faster when deploying critical event management (CEM) technology. Everbridge digitizes organizational resilience by combining intelligent automation with the industry’s most comprehensive risk data to Keep People Safe and Organizations Running™.

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Critical Event Kit for Public Safety - Wildfires

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