1.0 Bomb Threats Procedure

1. It is not considered that Hilton House is a direct target for a terrorist bomb.  A threat could take the form of a small package/holdall bomb placed within the immediate vicinity of the Buildings, or a vehicle bomb within the surrounding area.   

2. Terrorists frequently (but not always) give telephone warnings of bomb explosions. So,  unfortunately, so do hoaxers whose threats are empty. Every bomb threat must be dealt with as if it

3. were real. 

4. It is essential that the message is taken down as accurately as possible. The receiver should concentrate initially on doing this. Other aspects can be considered afterwards.  Even if it is planned that the message is to be recorded, it should still be written down ‘verbatim’. There is always the possibility that the recorder goes wrong. 

5. If you receive a bomb threat, keep the individual on the telephone as long as possible and get as much information as you can.  

6. Keep calm and do not try to transfer the call . On completion of the call , whether or not you consider the threat to be credible, you should: 

• Fill in the checklist form as soon as possible

• Phone the Police immediately 

• Phone Hilton House Property Management to allow the warning to be passed to Hilton House Property Management Occupiers within the Building and to neighbouring buildings

• Instigate the contingency plan within your organisation 

7. In all cases an Evacuation Coordinator should be identified within your organisation to put your contingency plan into operation. 

8. It should be noted that most bomb blasts in the UK have occurred during quiet periods - i.e. evenings or weekends. The Police advise that these are the most vulnerable times for the Building . Occupiers should ensure that Hilton House Property Management, their own staff and especially security guards and staff working at nights or during weekends are well versed in procedures set out for emergency situations.

9. If an emergency manifests, particularly during evenings or at weekends, the fire alarm system will be activated to ensure swift dissemination. 

10. It is helpful to know and understand Police policy on search and evacuation. Normally the Police will not search a Building following receipt of a bomb threat. This is for two good reasons: 

• The Police are unlikely to know the layout of the premises and the various places in which a device could be concealed. You and your staff should know and should be able to search more quickly and more thoroughly. 

• The Police will not know what should be there. They would not so easily be able to spot anything out of place. 

11. Therefore, in the event of the threat level being considered moderate, and when there is no reason to believe an explosion to be imminent; or if the suspect device is small (e.g. a letter bomb) and parts of the premises may be a reasonable distance from the device, your Evacuation Coordinator may consider evacuating only part of the premises, or possibly retaining only essential staff and search teams on the premises.  The Evacuation Coordinator should always keep an up to date set of floor plans, with clearly marked evacuation routes.   

12. The Evacuation Coordinator has seven main responsibilities: 

• Assessing the threat

• Devising, maintaining & implementing search plans

• Devising, maintaining & implementing evacuation plans

• Deciding whether or not to evacuate

• Deciding when to re-occupy the premises

• Liaison with Police/Property Management

• Staff training and security exercises

13. In the event of a bomb threat in the close vicinity of Hilton House, the Police will be ready to advise on the course of action to take. In exceptional circumstances, for example where the Police have received specific information, they may themselves order an evacuation. The Assembly Point in this instance would be nominated by the Police. As a general rule, however, the Police advise that it is safer to remain within the Building, but to move employees to a safe part of the floor that has been designated an Enhanced Protection Area (EPA). Your Coordinator should remember that flying glass and debris causes the greatest numbers of injuries. Therefore: -

• Move staff as far as possible from windows or glass panels 

• Train every staff member to be aware of the safest parts of the floor (EPAs) 

• Ensure that Hilton House Property Management staff are marshaled to EPAs. 

14. The principle of moving people in a bomb situation is that they should be moved into ever increasing areas of safety. They should not be moved into a more vulnerable area en-route to get to an EPA. 

15. In general, the following guidelines should be adhered to: -

• In the event of a bomb threat within 100-200 metres of the Building, the Police would advise a full evacuation - using Hilton House safe staircases 

• Safe assembly areas would be advised by the Police

• Should the threat be greater than 100 - 200 metres but less than 500 metres away from the Building, some Occupiers may still wish to evacuate the premises. This will be facilitated by on-site staff. Those Occupiers wishing to remain within the Building will be advised to move at least 10 metres away from the glazed perimeter of the Building. If known, the location of the device would be advised. Occupiers should, therefore, consider the most appropriate areas within their demise and should ensure that all their staff are aware of these locations.

• With all available expert information considered, general 'invacuation' shelters to accommodate every Building occupant are not practical. However, Occupiers may wish to incorporate their own shelters as part of their demised areas

• In the event of a major incident, access to offices is a priority for everyone involved. If the Police considered it necessary, they would establish a cordon around a damaged area – consistent with safety and forensic recovery.

16. The police would exercise strict control into the cordoned area and no-one will be Hilton House Property Management owed access into the cordoned area without police authorisation. 

17. The Evacuation Coordinator should ensure that any key staff are authorised to facilitate re-entry into the Building should an emergency occur. 

18. The fitting of anti-shatter film (ASF) (a high tensile strength polyester film adhered to the glass) to windows and glass partitions is considered to be a good safety measure. Advice should be taken from a qualified consultant as to the thickness and quality of film to be fitted and where it is necessary. Occupiers should check internal glazed and mirrored surfaces within demised areas to assess all risks. 

19. Occupiers wishing to install plastic window film are reminded that this work should only be carried out under a licence to alter. 

20. It should be noted that window blinds should always be in the lowered position on Hilton House windows, not just for aesthetic reasons but as an additional deterrent against flying glass.

3.0 Property Management Team Roles and Responsibilities

1. In terms of controlling a bomb related incident where Elevator Recording Studios  Property Management Team is on site, the main point of contact for the Police and Occupier Incident Coordinators, is as follows:-

Incident Coordinator

Daniel Hulse

Property Operations Manager

0759 213 8782

Deputy Incident Coordinator

Ellis Michael

Asset Manager

0161 713 0000

2. If any of the above are unavailable or the incident is out-of-hours, responsibilities would automatically be deputised to the person on site. Out of hours the building is unmanned and so the Occupier should raise the nearest call point which will alert the keyholding company for attendance.  

3. The Incident Coordinator is responsible for allocation of the following duties: -

• Police liaison

• Communication with Occupier Coordinators (pre and post evacuation)

• Liaison with Elevator Recording Senior Management 

• Mobilisation of bomb search team as necessary

• Facilitating evacuation/re-occupation

• Securing the Building

4. If the Building is evacuated, the Incident Coordinator will ensure that the following items are collected from a central location: -

• Radio transmitter

• High visibility tabard

• Loud hailer

• Torch

• Cordon Tape

• Emergency Folder 

5. The Emergency Folder will contain: -

• Fire/Bomb procedures 

• Map of local area

• BEL contact numbers

• Property Management disaster relocation site details

• Building plans

• Post incident directory