Policy & Procedure

Emergency Plan for epidemic and infectious disease

Topic Emergency Plan for epidemic and infectious disease.

To improve the hotel ability to prevent and control epidemic of

infectious disease, eliminating or minimizing the damage caused by the
Intent of this
emergency, protecting the health and safety of our guests and
document employees and safeguarding the normal order and stability of the hotel.

To communicate to each part involved the related responsibilities and

Actions to be
functions.
taken
To update existing hotel SOP if required.
DEPARTMENTS INVOLVED
General Management  Reception  Banqueting 
Reservation/Revenue  Customer Experience  Restaurants 
(GEX )
Security  Butler  Bars 
Concierge  Housekeeping  Room Service 
The Level/Red Level  Laundry  Sales Marketing 
IT  Spa and Fitness  Engineering 
Human Resources  Revenue  Finance 

Version Version 000

Last modification April 10th , 2020

Owner(s) General Manager

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POLICY & PROCEDURE INDEX

1. Aim
2. Principles
3. Organization management
4. Emergency reaction to incidents
5. Aftermath reporting

1. Aim

To popularize the prevention knowledge of every epidemic and infectious disease in

order to improve the corresponding self-protection awareness in accordance to the
Guidelines issued by the Local and Central Authority.

To achieve a detection information system for the prevention of epidemic and

infectious disease, in order to achieve early discovery, early report, early isolation and
early treatment.

To set up a mechanism of rapid response and adopt measures in time to guarantee

that the spread of epidemic and infectious disease can be avoided.

2. Principles

2.1. Prevention first, remain ready.

Promote and popularize the knowledge about prevention of epidemic and infectious
disease, developing the protection awareness of all the associates and an applicable
standard of hotel public hygiene. Enhance prevention measures like routine checks. If
a case of contagion is detected, adopt effective prevention and control measures in
time to cut the ways of transmission promptly and control the spread of the epidemic
disease.

2.2. Management according to the local law, unified leadership.

Strictly enforce the laws and regulations of the state. Carry out prevention, report,
control and secure of epidemic and infectious disease according to law. Towards
unlawful acts, transgressors will be penalized according to the law. Set up of a leading
group of prevention of epidemic and infectious disease (Hotel Crisis Team) in charge
of the organization, command, coordination and execution of the prevention.

2.3. Rapid reaction, efficient operation.

Set up rapid reaction mechanism of early warning and medical rescue, reinforce the
availability of human, material and financial resources and enhance the effectiveness

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 of emergency processing. According to the "four levels of speed" requirement (early
discovery, early report, early isolation and early treatment), make sure that finding,
report and isolation and treatment can be carried out closely. If some emergency
happens, we must be able to react rapidly and organize immediately the adequate
response.

3. Organization Management

The “Hotel Crisis Team” is in charge of the organization, command, coordination and
execution of the prevention and control of epidemic and infectious disease.

Composition:

Hotel Crisis Team Chart - Graph A

The GM will set up the Hotel Crisis Team as leading group of precaution and control of
epidemic and will carry out the function of General Emergency Officer. The General
Manager will be the leader of this emergency plan and therefore, the main
responsible for implementing the precautionary emergency work in the hotel.

PS: if the General Manager is not available, the DGM, Hotel Manager or Director of
Operation, should be in charge of his duty instead.

The Chief Officer will be chosen by the General Emergency Officer among the EXECOM
team.

According to the rules of MHI, the General Emergency Officer will report regularly
about the situation to MHI’s Regional VP, Director of Operations and owner
representative.

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 The functions of the Hotel Crisis Team are:

A. To set up a responsibility system of prevention of the epidemic outbreak, ensuring

its transmission and implementation to every team member of the Hotel, and
checking the condition of the implementation of the prevention measures in every
department.

B. To carry out effective awareness and training activities to prevent epidemic and
infectious disease, popularizing the scientific prevention knowledge and improving
the prevention ability of all associates.

C. To implement routine checks during the epidemic outbreak period, in order to

assess the employees’ and guests’ health condition in time. Employees and guests
who show symptoms of disease should be requested to see a doctor, to guarantee
early discovery, early report, early isolation and early treatment.

D. To actively cooperate in the isolation and disinfection of patients and close

contacts, reporting the condition of the epidemic and infectious disease to the
local hospitals, disease prevention centers (or equivalent according to local
regulation) and to the MHI and Owning Company management.

4. Emergency Reaction to Incidents.

Subjected to the applicability of this classification within the corresponding country

regulations in the matter of Public Health Emergency, incidents should be categorize
as: General, Serious and Especially serious.

An emergency reaction, in form of emergency plan, will be implemented according to

the corresponding incident level and to the characteristics of our hotel.

4.1. General: When there are cases in the country but not yet in the
city/surroundings of the property (depending on the city size).

If the epidemic situation is classified as General, an emergency response will be

implemented, consisting in the following measures:

- Formation of the Hotel Crisis Team.

- Immediate implementation of an information system, in order to keep timely

updated about the development, of a report system, in order to facilitate the
transmission of relevant information to all the employees, and of an epidemic
situation briefing.

- Enhancement of the control of personal contact or other contagion risks,

ventilation and adoption of necessary disinfecting measures of lobby and other
public areas, guest rooms, offices, staff lockers and dormitory.

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- Implementation of control management of entry and exit of the hotel premises.

4.2. Serious: When there are cases in the city or surrounding of the property, but not
yet cases among our employees and/or customers.

If the epidemic situation is classified as Serious, an emergency response will be

implemented, consisting on the measures belonging to the previous stage plus the
following ones:

- Relevant and effective health and prevention training and information campaigns
will be carried out. Related educational materials, such as brochures, posters, will
be printed and distributed, in order to improve the self-protection awareness and
prevention abilities of all the employees.

- Adoption of prevention measures on entry and exit of the Hotel premises

according to the regulations applicable to public buildings. Reinforcement of the
management of entering and exiting the property, control of external persons
coming in.

- Implementation of a daily morning check of employees’ health condition, including

measurement of body temperature, reporting in time if any abnormity is found .

- Implementation of an identification system of employees and/ or guests with risk

of contagion. Those who have been in close contact with epidemic disease carriers
should cooperate with the competent health institutions to complete isolation and
medical observation.

- Implementation of regular report to MHI and Owning Company about the

prevention condition of the epidemic.

4.3. Especially serious: When there is a case or cases within the property.

If the epidemic situation is classified as Especially serious, an emergency response will

be implemented, consisting on the measures belonging to the previous stages plus the
following ones:

- Identification and strict implementation of all the corresponding measures

according to the kind of epidemic (isolation, hospitalization…) to all the persons
susceptible of being contagious, due to close contact with the detected case or
other.

- To implement a lockdown management and control strictly everybody entering

and exiting the hotel, checking also health condition and body temperature.
Prohibition of employees to go out during the working time unless explicit
authorization by the direct supervisor and requiring going through medical
observation on return to the premises.
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 - To increase the frequency of health condition check for all the persons present in
the Hotel premises (at least twice a day).

- To register daily absentees one by one, and find out the reason timely, in order to
implement the corresponding measures if the absenteeism is related to the
epidemic.

- To avoid gatherings and crowds, suspend all the large-scale group activity and
cancel any trainings and meetings happening outside the hotel.

- Disinfection and ventilation of public areas, guest rooms, offices, employee

dormitory and washrooms every day.

- Daily report about the condition, development and prevention activities of the
epidemic situation to MHI and Owning Company.

4.4. General guidelines applicable to all kind of incidents.

In case of epidemic situation, all the related activities must be always carried out
within the strictest respect of the instructions and regulations given by the competent
local authorities (Health and/ or Hygiene Department, Local government…)

The operation must be adjusted accordingly to the specific kind of infectious disease
and activity range of patients, following the requirements of the official authorities
and consulting and keeping MHI and the Owning Company informed.

During an epidemic situation, the Management of the Hotels must guide the
employees in the most effective way, but also keeping a calm and positive attitude, to
eliminate unnecessary mental stress and safeguard the hotel stability.

5. Aftermath reporting.

After the incident has been successfully evaluated as under control and the
epidemic situation has been declared concluded by the applicable official standard,
the DM within the next 8 hours must make a report of the incident. The General
Manager will review this report, validating and sending it to MHI Regional VP and
the Owner Representative in a maximum of 24 hours after the declaration of the
end of the epidemic situation. The original report will be kept by GM office for
preserving, and copies will be sent related departments and owner representative.

Prepared by: Approved by: Acknowledged by:

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