Before & After School and External Events Safety Plan
Aspire of WNY’s Center for Learning
Event: Holiday Spirit
Date: December 12th, 2025
Time: 4 PM – 8 PM
| Item | Criterion/Requirement | Aspire of WNY’s Center for Learning Plan Details |
| Date of Original Plan/Review | Date the plan was officially adopted or last reviewed/updated. | 12.9.2025 |
| Event Emergency Lead | Name and contact information for the district/agency official responsible for coordinating communication and plan updates. Must also be physically on site for the event. | Megan Rechin VP Communications & Growth 716.341.1754 mrechin@aspirewny.org |
| Building-Level Emergency Response Team Contact | Designated staff member responsible for leading the building-level response during the event/time period. Must also be physically on site for the event. | Christine Lalka VP Educational Services 716.399.8457 clalka@aspirewny.org |
| External Event Scope | Define the typical hours and types of “External Events” covered (e.g., after-school clubs, athletic programs, weekend events, community use of building). | Holiday vendor market with internal (employee) and external volunteers setting up and cleaning up throughout the day. The event takes place in the CFL’s cafetorium and hallways (refer to the map). The live event will run from 5- 8 PM. This is an annual event that has happened for many years. |
| Access Control (Before/After/External) | Procedures for securing the building (locking unused doors, turning off alarms) and managing access during non-standard hours. | All unused spaces will be locked. Volunteers and blockades will ensure that visitors, volunteers, staff, etc., do not enter the building beyond the event perimeters. Only the building’s main entrance will be used. There will be a check-in process at the door: vendors will verify their location, and guests will sign in upon entering. The building will be swept to ensure everyone has left after the event. Past employees, parents/guardians, or any named person who have/has been explicitly instructed to stay off the property will be asked to leave, and the authorities will be called via 911. Unwelcome community members will be indicated by the red folder system managed by agency leadership and trained volunteers. |
| Visitor Management | Protocols for greeting, identifying (IDs/tags), screening (e.g., Raptor system), and logging all visitors, including parents/guardians picking up students. It must be clearly communicated to visitors. | Guests and vendors of the event will be asked to sign in and check in at the main entrance. Guests and vendors will not be required to wear ID badges. Event volunteers will man the check-in station throughout the event and report any unwanted guests to the Building-Level Emergency Lead immediately. |
| Supervision | Ensure adequate and trained adult supervision is maintained throughout all before/after/external activities. | Senior agency administration and lead volunteers will be on site. They have been trained and will be the primary leads to assist the Building-Level Emergency Lead in the event of an emergency. |
| Hazard Identification | Identify and mitigate any unique hazards present during non-standard activities or event times (e.g., increased vehicle traffic, limited lighting, specific activity equipment). | Volunteers must monitor identified equipment in the hallway to ensure that it is not touched, moved, or taken. Guest attendance will significantly increase the number of vehicles located on the premises. Parking lots will be cleared of precipitation in coordination with Aspire of WNY’s Environment & Safety team’s standards. Signage will be added as necessary if other communication modalities are compromised (e.g., road signage covered by snow). All volunteers and employees should be directed to park on the left (facing the main entrance) side of the building, leaving spots for guests at the front of the building, closest to the main entrance. |
| Internal Communication | Procedures for staff to notify the Building-Level Emergency Response Team/Incident Commander of an emergency/threat immediately (e.g., internal phone extension, two-way radio channel). | Call By Phone
Christine Lalka Initiate implementation of the emergency protocols outlined in the Building-Level Safety Plan for CFL. |
| Lockdown/Shelter-In-Place/Lockout Procedures | Protocols for an imminent threat inside the building (Hard/Soft Lockdown) during the specified hours/events. | Lockdown is not necessary for a public event.
Lockout to be called by the Building-Level lead if necessary, and all doors to be immediately secured via the Building-Level Plan process. |
| Evacuation Procedures (Fire/Hazardous Material) | Protocols for evacuating the building and moving to a primary and secondary assembly point. | Volunteers monitoring access blockades in hallways will immediately remove the blockades and assist with evacuation procedures. All occupants should use the evacuation routes posted in each room. |
| Accountability | Procedures for quickly and accurately accounting for all students, staff, and visitors during an emergency. | Manual review with event sign-in sheets. Work with authorities to verify that no one is in the building. |
| Parent/Guardian Notification | Procedures for timely and accurate communication with parents/guardians during a violent incident, early dismissal, or emergency closure. | Some students may be on site until 5:30 PM in an after-school respite program. If an emergency occurs, the staff managing the after-school respite program will follow their emergency procedures and have been notified that this event is taking place to prepare. The Vice President or designee of the after-school respite program will proactively have plans in place to mitigate an emergency, including who is on site for the program and how stakeholders will be notified. High-level details will be shared with stakeholders to ensure transparency. |
| Law Enforcement/First Responder Coordination | Procedures for contacting appropriate law enforcement (911) and coordinating with them upon arrival. | Anyone witnessing an emergency should call 911 first. Then, contact the Building-Level Safety lead in this safety plan for next steps, only if it is safe to do so. |
| Media Relations | Protocol for designating one person to communicate with the media and minimizing student/staff contact with the media during and after an incident. | Megan Rechin VP Communications & Growth 716.341.1754 |
| Reunification Procedures | Protocols for safely reuniting students with parents/guardians in a controlled, off-site location following an emergency (Standard Reunification Method). | Some students may be on site until 5:30 PM in an after-school respite program. If an emergency occurs, the staff managing the after-school respite program will follow their emergency procedures. The Vice President or designee of the after-school respite program will proactively have plans in place to mitigate an emergency, including who is on site for the program and how stakeholders will be notified. High-level details will be shared with stakeholders to ensure transparency. |
| Post-Incident Mental Health Support | Procedures for providing immediate and ongoing psychological and emotional support to students, staff, and their families. | Based on program needs and determined by program leadership. |
| Plan Evaluation and Review | Procedures for debriefing and reviewing the emergency response after a drill or actual incident to identify strengths and areas for improvement. | Any emergency will be reviewed by the CFL’s post-incident team. |