Relocation Planning
The following information is provided below is for educational and training purposes only; it is not intended to be a substitute for professional or specialist security advice.
Planning Considerations
Relocation plans are a type of contingency plan. Each delegation should have one developed as a stand-alone document that is an annex to the security rules and procedures for the specific operational context. Plans must be simple and realistic. It is important that the plan is clear and understood by all personnel.
Relocations often occur in an atmosphere of crisis, chaos, confusion, and uncertainty. Many people and tasks need to be dealt with at the same time. Experience has shown that it is best practice to establish a critical incident management team (CIMT) and allocate tasks and responsibilities in advance (as outlined in the relocation plan).
Critical Incident Management
The critical incident management team (CIMT) has a central coordinating function and will be convened by the senior field manager or his or her designate when the situation requires it. The team’s initial task is to decide:
Who will be in charge of what
Where staff will go
Who goes and who stays
Determining how staff will depart
Identifying items to be transported and those to remain
Deciding whether personnel will exit individually or in groups
Establishing protocols for program management for those remaining
Planning for the care of relocated personnel after leaving the country
Internal and External Relocation
Internal relocation is the movement of personnel to a secondary location within the country due to safety or security concerns. Internal relocation plans include predetermined information about where and how personnel and assets will be relocated, and under what circumstances.
External relocation refers to the relocation of personnel across international borders. External relocation plans are usually activated only in urgent cases when there is no safe accessible area within the country. External relocations tend to be complex affairs in disasters and emergencies (to due visa issues, border closures, limited air options, etc.) and require careful planning.
Assembly Points
An assembly point is a safe (or safer) area outside where personnel can congregate in an emergency such as a fire, tsunami warning, relocation event, etc.
Assembly points must be safe, nearby, known to everyone, marked with signs, well-lit (in case of emergency at night), and have enough space to accommodate all the expected personnel and evacuation vehicles.
Hibernation Points
During a security emergency, personnel may need to stay (hibernate) inside their residences for prolonged periods. In other cases, personnel may be gathered in one or more pre-designated safe buildings, for example during an outbreak of armed conflict in the immediate vicinity. Relocations plans must identify the hibernation plan/locations, including details such as the pre-positioning of necessary supplies and equipment, remote work arrangements, and a back-up communications plan.
Here are items that should typically be kept in stock to ensure preparedness for various situations. While the list can be customized according to local needs and standards, the following essentials are recommended:
Water: It is crucial to maintain ample stocks of water and food as they are the most vital resources. Water should be separated into drinking/cooking-water and water for washing purposes. Additionally, it is advisable to have water purification tablets and filters on hand to ensure safe drinking water.
Food: When stocking food, prioritize dry options that do not require an extended cooking time to conserve fire fuel. Foods like rice, pasta, and dry beans, which require a significant amount of water and cooking time, should be avoided. Similarly, overly salty foods should be avoided as they can increase thirst and deplete water reserves.
Hygiene items such as toilet paper and soap are essential for maintaining cleanliness and hygiene standards. Individuals should have their personal supplies, including toothbrushes, toothpaste, shampoo, etc. Furthermore, provisions for toilet facilities should be made, including improvised options if necessary.
Communication is crucial during emergencies, so consider having radios, mobile phones, or satellite phones available for communication purposes. A reliable power supply is essential, which may include a generator and batteries for torches and radios.
Power/Fuel: Maintain stocks of fuel for both the generator and fire (e.g., gas, firewood, etc.). In cases where wood is scarce, heat tablets can serve as an alternative fuel source. By keeping these items in stock, organizations can better prepare for and respond to various emergencies effectively.
Planning Checklist For Hibernation and Relocation.
Questions to help you with write and update your relocation plans.
Critical Incident Management Team
Are the Critical Incident Management Team (CIMT) members clearly identified?
What will be the tasks of each CIMT member during a hibernation or relocation event? Define roles and responsibilities.
Who will be in charge of those who stay behind?
Personnel
Who will go and who will stay? Who should go first?
What are the individual preparation tasks? Define individual preparation tasks and luggage restrictions.
Assets and Documents
Which assets will need to be relocated or handed over to local partners?
Which sensitive documents (or hard drives) will need to be taken or destroyed?
Triggers
What will trigger a relocation? Identify red lines or triggers to go before it’s too late.
What should personnel pack or do? Define individual preparations tasks and luggage restrictions.
Hibernations
Do all your personnel know that are personally responsible for purchasing and storing 7 days of water and food store at their residence? This is an IFRC Minimum Security Requirement.
Are all residences and offices mapped? Do you have the addresses, GPS coordinates and contact numbers of all residences and offices? These must be listed in the relocation plan.
Where will personnel hibernate? At home or is pre-designated hibernation locations? Do you have stocks at the office in case staff cannot make it to a relocation point?
What other equipment should be stored at hibernation points ahead of time?
How will you communicate with personnel if the main communicaitons systems (mobile and wifi) stop working?
Relocation
Where are the assembly points located?
How will they relocate? Which routes will be taken?
Did we consider all available options (road, air, boat, and walking)
Have we driven or tested all the routes?
How will we determine which route(s) are safe?
What’s the plan if the main route/option is blocked?
Do we have enough capacity/vehicles to transport everyone?
What will be the convoy order/procedure?
Are there checkpoints or documents/visa requirements for some routes?
Where will staff be relocated to? Do we have primary and backup destinations?