Plan Ahead

Communication plans are critical to coordinate in advance. It is important to agree on key contacts, timing of communication, and methods of communication. During an emergency it is not uncommon for cell phone networks to be over loaded. It may be needed to leave messages or directions for your loved ones to communicate updated rendezvous or evacuation plans.

Out-of-Area Contact

Your out-of-area contact is possibly your most important asset. Local communication lines will likely be jammed with traffic. The most likely consistent means to communicate among your family and friends within the emergency or disaster area will be through your out-of-area contact.

The following characteristics are recommended for use when developing your out-of-area contact.

• Located outside of emergency or disaster area; typical rule of thumb is at least 300 miles away

• Consistent access to both landline and cell phone service

• Dependable and organized personality

• Agreeable to serve as intermediary

• Provide names and contact information of friends and family to out-of-area contact

• Provide out-of-area contact information to local friends and family

Rendezvous Locations

Your primary rendezvous location is the local meeting location for your family and possibly close friends. This location is typically your primary residence. It is the place where you would be most comfortable, where most of your preparedness supplies are located, and where you are able to be safe and close to emergency services. This location is the first place where you will attempt to stay and if needed establish a secondary shelter. You need to be prepared to stay for a few days until your local family can join.

It is prudent to evaluate options for secondary rendezvous location extending out from your location as alternates. Possible rendezvous options include the following.

• Primary residence

• Trusted neighbors

• Friends or family in your same city

• Friends or family in a rural portion of the county

• Friends or family in a distant portion of your state

• Friends or family out-of-area (typically your out-of-area contact)

Written Directions

Each rendezvous location needs to be supplied with weatherproof media and pens. It may be necessary to leave messages at your rendezvous locations for your family and friends. These messages would inform your family if you left to pickup children from childcare facilities, leave to acquire supplies, or to proceed to an alternate rendezvous location.

Communication Timing

In the worst disasters or emergencies when communication networks are overloaded and burdened it is important to establish a time to communicate. This time is set in advance to allow each family member to conserve cell phone battery, and resources and maximize the best chance to communicate. To keep it simple, it may be most advantageous to set two times during that are coordinated to attempt communication. To increase your odds of connecting we recommend staggering your times such as 9:04 AM, and 7:38 PM.

Simple and short text messages have the best chance of getting through busy cell phone networks. Information to send would

1. As soon as possible, send a message indicating if your medical condition and location

2. Provide notice of your travel plans. Such as “headed to rendezvous location, ETA ##:##”

3. Notify out-of-area contact of medical condition, location, and travel plans

4. Provide updates as needed to coordinate

Abbreviated Messages

If you are particularly concerned about safety and secrecy of your communication; you could establish a code or shorthand that would be defined in your emergency plan and provided to each family member. These codes could include following:

Travel Codes

• ETA indicates estimate time of arrival to specified rendezvous location

• RL# indicates rendezvous location and associated number corresponding to emergency plan

Medical Codes

• M0 GOOD, no injuries

• M1 GOOD, minor cuts and bruises, fully mobile and able

• M2 OK, moderate cuts and bruises, mostly mobile and able

• M3 OK, minor trauma incl. sprains, strains, and blunt wounds, mobility partially impacted

• M4 INJURED, moderate trauma or first aid required by others, mobility temporarily impacted

• M5 INJURED, severe injuries trauma/first aid provided by emergency responders, mobility temporarily impacted

• M6 CRITICAL, severe injuries trauma/first aid provided by emergency responders, mobility impacted

• M7 CRITICAL, severe injuries trauma to head or body core. Servivability questioned

• M8 CRITICAL, severe injuries trauma. Survivability unlikely

• M9 DECEASED

Status Codes

• S0 Safe at rendezvous location

• S1 Sofe, headed to rendezvous location

• S2 Safe, headed to childcare pickup

• S3 Safe, headed to pickup supplies

• S4 Safe and delayed, vehicle not working moving on foot

• S5 Stuck, vehicle or pedestrian route impaired

• S6 Stuck, wounded awaiting medical care

• S7 Resting, staying at a specific location for rest/overnight

• S8 Trapped and OK, stuck at a location and physically fine

• S9 Trapped and wounded, stuck and require medical attention