Assembly Area Checklist
Assembly Area Checklist
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Assembly Area Site Leader
Role: Overall site supervisor; directs activities, interfaces with CRESA EOC, ensures safety and accountability. Must make decisions while empowering teams to act independently.
Plan
☐ Confirm assembly area location with CRESA EOC.
☐ Review site map (or create one quickly if missing).
☐ Identify resource needs: portable toilets, water, lighting, shelter, cones, signage, first aid.
☐ Organize staffing (4–6 hr shifts).
☐ Coordinate with CRESA EOC and on-site law enforcement, if needed
Set Up
☐ Meet with Team Leads (Registration, Greeter, Traffic, Parking).
☐ Approve their plans (registration, site layout, traffic flow).
☐ Assign team members as needed for setup.
☐ Ensure signage, cones, and designated zones are ready.
Operations
☐ Maintain visible presence for evacuees and staff.
☐ Keep log of major actions and agency interactions.
☐ Provide regular updates to Registration Lead.
☐ Ensure safety/security with any on-site security/law enforcement
☐ Monitor staffing levels and arrange breaks.
☐ Support team leads in resolving issues.
Wrap-up
☐ Receive “all clear” or relocation instructions from CRESA.
☐ Communicate instructions clearly to evacuees.
☐ Ensure final headcount before dismissal.
☐ Debrief team leads on lessons learned.
Assistant Site Leader, if available
☐ Assist with site setup (cones, signage, tables, shelters).
☐ Act as runners if communication fails.
☐ Help manage crowd flow and answer questions.
☐ Monitor perimeter safety.
☐ Support other teams as directed.
Registration Team Lead
Role: Manages evacuee intake, paperwork, and information flow. Must be detail-oriented and comfortable engaging with evacuees under stress.
Plan
☐ Review registration process with Assembly Area Site Leader.
☐ Prepare paperwork: household forms, windshield notices.
☐ Assign team members to check-in tables.
☐ Identify needs: signage, clipboards, pens, radios.
Set Up
☐ Establish check-in station with signage.
☐ Post signs directing evacuees from parking → registration.
☐ Brief team on intake: one form per household, windshield notice, information sources.
Operations
☐ Greet evacuees and record household details.
☐ Categorize arrivals: curious, self-supporting, semi-supporting, full-support, drop-offs.
☐ Escalate missing persons or medical needs.
☐ Provide evacuees with updates from Site Leader.
☐ Maintain calm, supportive presence.
Wrap-up
☐ Ensure all forms are complete.
☐ Secure records for transfer.
☐ Provide final headcount to Site Leader.
☐ Debrief team on issues and improvements.
Team Members
☐ Staff check-in points.
☐ Record evacuee names and needs.
☐ Direct evacuees to proper zones.
☐ Answer questions calmly.
☐ Report distress or medical issues to Registration Team Lead.
☐ Assist with family reunification, if needed.
Greeter Team Lead
Role: First point of contact with impacted citizens, ensures smooth flow to registration/loading.
Plan
Coordinate with Traffic Control Team Lead on messaging and key talking points.
Prepare scripts for Greeter Team Members to direct people to registration.
Identify needs for signage and handouts.
Set Up
Place greeters at entry point with signage.
Ensure greeters have scripts.
Conduct briefing on expected behaviors and FAQs.
Operations
Greet and welcome arriving individuals/families.
Provide basic information on where to register and park.
Identify individuals needing extra assistance (ADA, language, etc.) and alert AA Site Leader
Maintain calm and friendly demeanor under stress.
Wrap-up
Collect unused materials.
Debrief team on issues encountered.
Provide input for after-action review.
Team Members
Smile, greet, and explain process clearly.
Use provided script consistently.
Direct clients to next step (traffic or registration).
Report any issues or special needs immediately.
Traffic Control Team Lead
Role: Develops and manages the traffic and parking flow plan. Coordinates with Parking Control and Site Leader.
Plan
Meet with Parking Control and Greeter Team Leads to determine parking layout, ingress/egress,
and traffic flow:
☐ Review site map, or quickly create one if missing.
☐ Determine parking area layout (passenger vehicles, RVs/trailers, ADA/unique).
☐ Determine ingress and egress points (same if possible).
☐ Plan traffic flow, considering RVs/trailers turning ability and choke points.
☐ Determine where signage and staff are needed.
Set Up
☐ Review plan with Assembly Area Site Leader.
☐ Inventory supplies (cones, flags, paddles, signboards, etc.).
☐ Meet with team members, share site map and traffic plan.
☐ Direct placement of signage and cones.
Operations
☐ Meet with team members; ensure PPE is worn.
☐ Assign positions (ingress, egress, flow points).
☐ Conduct just-in-time training on signaling, safety.
☐ Monitor flow, adjust as needed.
☐ Report operational readiness to Assembly Area Site Leader.
Wrap-up
☐ Recover cones, signage, and supplies.
☐ Provide feedback on traffic plan effectiveness.
☐ Debrief team and report improvements.
Team Members
☐ Assist with setup of cones and signage.
☐ Direct vehicles at assigned points.
☐ Use hand signals/flags safely.
☐ Maintain situational awareness of hazards.
☐ Report issues to Traffic Control Team Lead.
☐ Rotate positions to reduce fatigue.
Parking Control Team Lead
Role: Manages parking zones once vehicles have entered. Coordinates with Traffic Control Team Lead to ensure safe and organized placement.
Plan
☐ Coordinate with Traffic Control Team Lead on overall parking plan.
☐ Identify zones: passenger cars, RVs/trailers, ADA/unique.
☐ Determine staffing needs per zone.
☐ Identify supplies: flashlights, radios, signage.
Set Up
☐ Walk site to confirm zones are marked.
☐ Brief team members on parking assignments.
☐ Establish overflow area if needed.
Operations
☐ Direct vehicles to designated parking areas.
☐ Assist drivers with difficult maneuvers (esp. RVs, trailers).
☐ Keep aisles clear for emergency access.
☐ Monitor for safety issues and report to Assembly Area Site Leader.
☐ Adjust zones as needed for capacity.
Wrap-up
☐ Release zones systematically during demobilization.
☐ Recover signs and equipment.
☐ Debrief team members on issues and improvements.
Team Members
☐ Guide vehicles into assigned spots.
☐ Communicate clearly with hand signals.
☐ Assist evacuees with questions as able.
☐ Maintain calm demeanor when drivers are stressed.
☐ Report unsafe behavior or hazards.
☐ Rotate positions to manage fatigue.
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