A County EMA Hour-by-Hour Playbook — What to Do from T-0 to T+24

Built for real-world chaos: fast, visual, and FEMA/USACE-compliant. Use this as your operational script, checklist pack, and evidence-capture guide for the first 24 hours after an incident begins.

Scope & Assumptions

  • Audience: County/Regional Emergency Management Agency (EMA) directors, duty officers, EOC section chiefs, PIOs, public works, sheriffs/LE, fire/EMS, utilities, and key partners.
  • Incidents: All-hazards (severe weather, flood/flash flood, tornado, wildfire, winter storm, dam/levee issue, hazmat release, infrastructure failure).
  • Objective: Protect life and stabilize incident, establish common operating picture (COP), preserve reimbursement, and stand up repeatable operational periods.
  • Ceres platform modules referenced:
    • AlertHub™ (CAP normalizer + Incident Drawer)
    • Ceres Command™ (live COP: crews, zones, tickets, mission threads, chain-of-custody)
    • HydroFlood Nowcast™ (gauge anomalies + micro-catchment scoring)
  • Compliance: ICS/NIMS; FEMA PA Categories A (Debris) & B (Emergency Protective Measures); USACE debris best practices; full chain-of-custody.

Roles at a Glance (ICS Mapping)

  • Incident Commander (IC)/EOC Director — sets T-0 objectives, activation level, declarations.
  • Operations Section Chief (OSC) — life-safety ops, field branches, public works, debris, search & rescue, utilities coordination.
  • Planning Section Chief (PSC) — situation unit (SITSTAT), resource unit (RESTAT), documentation unit (DOC).
  • Logistics Section Chief (LSC) — personnel, supplies, comms, staging, shelter support.
  • Finance/Admin (FSC) — cost tracking, timekeeping, procurement, contracts, mutual aid, documentation for reimbursement.
  • Public Information Officer (PIO) — JIC/JIS, rumor control, equity-minded messaging.
  • Safety Officer (SOFR) — responder & public safety, 215A hazard controls.
  • Liaisons (LOFR) — utilities, NGO/VOAD, state, tribal, private sector, EMAC.

Quick-Start: The First 15 Minutes (at T-0)

  1. Declare a T-0 (set the clock). Name the incident.
  2. Activate EOC Level (3/2/1). Spin up Ceres Command + AlertHub.
  3. Issue the First Objectives (ICS-202 draft): Life-safety, access, comms, power, medical.
  4. Push a Single, Clear Public Message (PIO): “What happened, what we’re doing, what you should do now.”
  5. Start Evidence Capture: ICS-214 unit logs, expense codes, photo/video SOP, debris ticketing ready.

Hour-by-Hour Play (T-0 to T+24)

Each hour lists Primary Actions, Outputs/Artifacts, and Ceres Ops Tips.

T-0 to T+1

  • Primary Actions
    • IC/EOC sets Operational Period 1 = now → T+12 (adjust as needed).
    • Confirm lifelines status board: Safety & Security, Food/Water/Shelter, Health/Medical, Energy, Communications, Transportation, HazMat.
    • AlertHub pulls/normalizes CAP, NWS, USGS; create Incident Drawer with SLA timers for ACK/assign/resolve.
    • PIO releases First Message (see templates).
    • Logistics checks generator fuel, SAT phones, radio nets; publish ICS-205 draft.
  • Outputs
    • ICS-201 Incident Brief (initial map + situation + resources).
    • SITREP-0 (one-pager).
  • Ceres Tips: Turn on geometry chips: Alerts, Flood, Quakes, Heat, Wind; enable mission threads per branch.

T+1 to T+2

  • Primary Actions
    • Life-safety triage: 911 CAD sync; EMS/Fire prioritize life threats and blocked access routes.
    • Access restoration: Public Works deploys saw/plow crews to Tier-1 routes; Utilities prioritize downed lines hazards.
    • Shelter Readiness: Red Cross/partners notified; ADA/AFN checks; pet shelter plan ready.
    • Damage Assessment v0.1: Open mobile DA form (quick triage tags: Destroyed/Major/Minor/Affected/Unknown).
  • Outputs
    • ICS-204s (Division/Group assignments); Staging Plan.
  • Ceres Tips: Use Zone Cards (color-coded) with tickers for blocked/cleared; pin safety notes.

T+2 to T+3

  • Primary Actions
    • HydroFlood Nowcast: scan gauges for rapid rise; flag micro-catchments >70 risk.
    • Critical Facilities Survey: hospitals, dialysis, nursing homes, shelters, EOCs, water/wastewater, PSAPs.
    • Debris Ops Prep: certify trucks, scale/volumetric method, DMS (debris mgmt site) selection, monitor contractor standby (no push until safety permits).
  • Outputs
    • Critical Facilities Status Board; Debris SOP v0.1 (tickets, load verifiers).
  • Ceres Tips: Activate Chain-of-Custody object types: tree, C&D, white goods, e-waste, HHW, vessels.

T+3 to T+4

  • Primary Actions
    • UAS Recon (if safe): Part 107 pilots, LAANC/TFR check, NOTAM review. Targets: ingress/egress, bridges, levees, schools, substations.
    • PIO Update #2: Travel, downed lines, shelter status, boil water advisory if applicable.
    • Resource Requests: Intracounty mutual aid first; prep EMAC/state requests.
  • Outputs
    • Air Ops Plan (targets, altitudes, deconfliction), Photo Log SOP.
  • Ceres Tips: Auto-tag imagery to Division/Segment; enable time-sync map playback.

T+4 to T+5

  • Primary Actions
    • EOC Battle Rhythm established: SITREPs at +0, +4, +8, +12, +18, +24; pressers at +6, +12, +24.
    • Comms Hardening: Fuel & backup power for towers, PSAP; cache deploys.
    • Health/Medical: Hospital load, EMS surge, oxygen & pharmacy continuity; identify cooling/warming centers.
  • Outputs
    • ICS-205 Final v1, ICS-206 Medical Plan, Resource Tracker (RESTAT).
  • Ceres Tips: SLA timers: ACK <5 min; assign <15; first action note <30.

T+5 to T+6

  • Primary Actions
    • Access + Utilities sync: Joint grid for blocked routes & critical restoration.
    • Public Works Tier-2 routes start.
    • Shelter Activation (if needed).
  • Outputs
    • Clearance Map v1; Shelter Ops Checklist; PIO targeted outreach (multilingual, ASL).
  • Ceres Tips: Enable Equity Lens layer (Census SVI, AFN flags) for door-to-door priorities.

T+6 to T+7

  • Primary Actions
    • Weather Window Check: next 6–12 hrs for secondary hazards.
    • Dam/Levee Check: field recon + engineer review if flood risk.
    • HazMat triage: leaks/spills lanes; notify state/federal partners as required.
  • Outputs
    • Safety Plan Update (ICS-215A); PIO: situational graphic.
  • Ceres Tips: Map exclusion zones; require acknowledge to enter.

T+7 to T+8

  • Primary Actions
    • Initial Damage Assessment (IDA) roll-up by jurisdictions; threshold watch for state/federal assistance.
    • Debris Recon Teams produce candidate DMS list, ingress/egress, environmental checks.
    • PODs (Points of Distribution) site survey (schools, fairgrounds).
  • Outputs
    • IDA Dashboard v1; POD Plan v0.1 (throughput, lanes).
  • Ceres Tips: Use mission templates: IDA Sweep, DMS Survey, POD Stand-Up.

T+8 to T+9

  • Primary Actions
    • IAP Cycle #1 (for next OP period): Objectives, 204s, 205, 206, 215, 215A.
    • Mutual Aid/EMAC requests finalized if thresholds exceeded.
    • Curfew/Access Control (if warranted) with LE & legal.
  • Outputs
    • ICS-202 Objectives v1, Draft IAP Packet; Legal memo for orders.
  • Ceres Tips: Lock versioned IAP; push to mobile.

T+9 to T+10

  • Primary Actions
    • Public Health: water systems, wastewater bypasses, vector risks, morgue capacity.
    • PIO Update #3: what’s open/closed, where to get help, scams/price-gouging notice.
  • Outputs
    • Public Health Advisory; Utility Restoration ETA board.
  • Ceres Tips: Publish Public Map with transparent progress layers.

T+10 to T+11

  • Primary Actions
    • Volunteer/Donations Management: VOAD/COAD intake policy (no self-deploys), donations platform selection.
    • Call Center/311 spin-up; scripts ready.
  • Outputs
    • Volunteer Policy; Donations SOP; 311 Script (see templates).
  • Ceres Tips: Ticket citizen reports with triage tags and dup-merge.

T+11 to T+12

  • Primary Actions
    • Press Briefing #1 (standing time window).
    • Finance/Admin: cost codes, procurement guardrails, timekeeping enforcement; document emergency declarations & contracts.
    • Debris Ops “Go/No-Go”: If go, ensure monitors in place + truck cert + ticketing.
  • Outputs
    • Cost Tracker v1, Debris Ticket Books (digital/printed), Contract File Index.
  • Ceres Tips: Turn on auditable trail for each expense/resource.

T+12 to T+13

  • Primary Actions
    • Shift change; implement 12-on/12-off; resilience & rest.
    • IAP Cycle #2 planning meeting for T+12 → T+24 ops.
    • PODs: finalize and announce if activated.
  • Outputs
    • Updated IAP Packet; POD Map + Hours.
  • Ceres Tips: Handover checklist prompts at shift rollover.

T+13 to T+14

  • Primary Actions
    • Targeted Door-to-Door in high-SVI tracts; wellness checks; medication continuity.
    • Generator safety messaging push (CO poisoning prevention).
  • Outputs
    • AFN Contact Log, PIO micro-bursts (SMS, radio, social).
  • Ceres Tips: Auto-translate outbound messages; add alt text.

T+14 to T+15

  • Primary Actions
    • Road/Bridge Structural Flags from UAS & crews; closures and detours updated.
    • School District Coordination for closures and feeding programs.
  • Outputs
    • Transportation Status Map v2, School Brief.
  • Ceres Tips: Snapshot before/after reels for leadership brief.

T+15 to T+16

  • Primary Actions
    • Shelter Ops Review: capacity, staffing, medical, security, pet shelter status.
    • Commodity Flow Check: water, MREs, tarps, diapers, formula; re-order points.
  • Outputs
    • Shelter Dashboard, Commodities Burn-Rate Sheet.
  • Ceres Tips: Alert when burn-rate > threshold.

T+16 to T+17

  • Primary Actions
    • IDA to PDA Transition Prep: data quality checks, geotag validation, photographic evidence completeness.
    • Private Sector coordination: grocers, pharmacies, fuel, banks.
  • Outputs
    • PDA Binder Outline (digital), Critical Retail Status.
  • Ceres Tips: Lock evidence bundles (geo + time + chain).

T+17 to T+18

  • Primary Actions
    • Press Briefing #2; emphasize progress and next 6–12 hr risks.
    • Debris Ops first load audit; DMS signage & environmental controls verified.
  • Outputs
    • Debris QA Log, Environmental Checklist (leachate, vector, stormwater).
  • Ceres Tips: Debris category filters (C&D/veg/white goods/HHW).

T+18 to T+19

  • Primary Actions
    • Healthcare Continuity: dialysis transport, pharmacy access, oxygen resupply schedules.
    • Behavioral Health outreach for responders and public.
  • Outputs
    • Healthcare Access Map, Peer Support Roster.
  • Ceres Tips: Anonymous wellness check prompts for staff.

T+19 to T+20

  • Primary Actions
    • Curfew/Access Re-eval, adjust per restoration progress.
    • Security at PODs, shelters, critical sites; LE staffing plan updates.
  • Outputs
    • LE Post Plan v2, Curfew Order Update (if applicable).
  • Ceres Tips: Tag security incidents to sites; heatmap.

T+20 to T+21

  • Primary Actions
    • Fuel Logistics: prioritize public safety, utility, debris fleets; set up mobile fueling if needed.
    • Power Restoration Sync with utility ICS liaisons.
  • Outputs
    • Fuel Matrix, Restoration ETA Board v2.
  • Ceres Tips: Alert on <24h fuel at critical facilities.

T+21 to T+22

  • Primary Actions
    • Volunteer Work Orders (muck-out/tarps) routed through VOAD with safety brief & PPE.
    • Price Gouging/Scam Messaging via PIO & LE.
  • Outputs
    • Work Order Queue, Consumer Protection PSA.
  • Ceres Tips: Require safety ack before task release.

T+22 to T+23

  • Primary Actions
    • After-Action Capture (hot wash prep): log top 10 wins/gaps so far.
    • Continuity of Government (COG/COOP) check: payroll, courts, permitting.
  • Outputs
    • Running AAR/IP Notes, COOP Status.
  • Ceres Tips: Pin immediate fixes vs long-term IP items.

T+23 to T+24

  • Primary Actions
    • Press Briefing #3 / 24-Hr Update; publish Next OP Period IAP.
    • Finance/Admin Ledger v2 (costs to date, burn rate, contracts).
    • Transition Brief: T+24 → T+48 priorities; staffing rosters; rest plan.
  • Outputs
    • IAP (Period 2), 24-Hr SITREP, Cost Snapshot.
  • Ceres Tips: Export leadership packet (maps, KPIs, evidence thumbnails).

Decision Gates & Triggers

  • EOC Activation Level
    • Level 3 (Monitoring): single-branch events; virtual OK.
    • Level 2 (Partial): multi-jurisdiction/multi-branch; some ESFs activated.
    • Level 1 (Full): whole-of-government, sustained ops.
  • Evacuation/Shelter-in-Place:
    • Triggered by life safety (toxic plume, rising water, wildfire), time-distance-shielding analysis, or impaired egress.
  • Shelter Activation:
    • When displacement > local hotel capacity, prolonged outages, extreme temps, or water system failure.
  • Debris “Go”:
    • Safety stabilized, monitors present, trucks certified, DMS approved, ticketing operational, environmental controls in place.
  • EMAC/State Assistance:
    • When resource exhaustion > 12–24h and thresholds suggest state/federal aid likely.

Evidence & Reimbursement Guardrails (FEMA/USACE)

  • Document everything: ICS-214 for all units; timecards; photos with geo + timestamp; contracts/procurement decisions; resource requests (ICS-213/213RR).
  • Debris Chain-of-Custody:
    1. Hazard identification → 2) Cut/Push/Remove with photo & GPS → 3) Load Ticket (truck ID, % fill, type) → 4) Weigh/Volume verify at DMS → 5) Final disposition (landfill/wood grind/metal recycle) → 6) Daily reconciliation.
  • Emergency Protective Measures (Cat B): sandbagging, barricading, emergency access, search & rescue, temporary power, water distribution.
  • Avoid pitfalls: no self-deploys billed, no piggybacked contracts without authority, maintain procurement method notes (emergency vs competitive), keep force account labor & equipment logs.

Common Operating Picture (Ceres Command Setup)

  • Layers: Alerts, Flood/Nowcast, Road Status, Power/Comms, Shelters/PODs, Health/Medical, Debris (cut/push/pickup), HazMat, AFN/Equity.
  • Boards: Lifelines, Critical Facilities, Resource Tracker, Work Orders, Public Map (sanitized).
  • Mission Threads: Access Restoration, Medical Continuity, Shelter Ops, Debris Ops, Utilities Sync, Volunteer Tasks, PDA/IDA.
  • KPIs (live): ACK time, Assign time, First-action notes %, Routes cleared (mi/hr), Sheltered pop, Commodities throughput, Debris loads, Power restored %, 911 call wait, Social response time.

Templates & Checklists

1) First Public Message (T-0, 600–900 chars)

What happened: Plainlanguage,location,timePlain language, location, timePlainlanguage,location,time
What we’re doing: “Our crews are clearing priority routes and assisting responders.”
What you should do: Shelter/Evacuate/Stayoffroads,powersafety,checkonneighborsShelter/Evacuate/Stay off roads, power safety, check on neighborsShelter/Evacuate/Stayoffroads,powersafety,checkonneighbors
Where to get info: ShortURL/PublicMapShort URL/Public MapShortURL/PublicMap | Non-emergency line ### | Emergencies: 911
Equity: Translation line: ###; ASL/live caption at briefings.

2) 311 / Call Center Script (Open-Ended)

  • “Are you safe right now?” (if not → transfer to 911)
  • Location, callback, issue category (medical, trapped, power, water, debris, welfare check).
  • For debris: address,photosallowed,blockingaccess?,powerlinespresent?address, photos allowed, blocking access?, power lines present?address,photosallowed,blockingaccess?,powerlinespresent?
  • Provide ticket number, expected callback window, scam warning.

3) Press Briefing Skeleton (6/12/24 hours)

  • Topline: Incident name, 3 key facts, 3 actions underway, 3 asks of public.
  • Lifelines rundown (Green/Yellow/Red).
  • Next 6–12 hr risks + protective actions.
  • Equity note: AFN services, translation availability.
  • Q&A; rumor control (top 3).

4) IAP Pack (Period 1 & 2)

  • ICS-202: Objectives (life safety, access, comms, medical, utilities, debris).
  • ICS-203: Org list; ICS-207: org chart.
  • ICS-204s: Div/Group assignments with maps.
  • ICS-205/205A: Comms plan/frequencies.
  • ICS-206: Medical plan (transport, hospitals).
  • ICS-215/215A: Op planning worksheet / Safety analysis.

5) Shelter Ops Checklist (ADA/AFN)

  • Ramps/ingress, quiet rooms, refrigeration for meds, pet area, privacy screens, gender-safe spaces, interpreters, paratransit routes, charging stations, lactation area, service animal policy.

6) POD Setup Checklist

  • Site ingress/egress, traffic cones, pallet jacks/forklifts, safety vests, shade, restrooms, security, signage (multi-language), throughput counters, ADA lane, pet-friendly policy post.

7) Debris Ticket (Digital or Paper)

  • Ticket ID, date/time, GPS, truck ID & certified capacity, load type (veg/C&D/white/HHW), % fill at load & at DMS, monitor signature, photo links, destination.

8) Rapid IDA Form (Mobile)

  • Address/Geo, structure type, occupancy, impact (Destroyed/Major/Minor/Affected/Unknown), waterline height, photo set (min 4 angles), notes, contact consent.

9) Finance/Admin Kickstart

  • Cost codes by branch, timekeeping rollup cadence (q4h), procurement log, emergency declaration file, contract index, mutual aid agreements, donations/volunteer policy.

Hazard-Specific Inserts (Use as overlays)

  • Flood/Flash Flood: Prioritize rising water + levee watch; close low-water crossings; pre-stage high-water rescue; HydroFlood micro-catchment >70 triggers door-to-door.
  • Tornado: Grid search for survivability; mark & clear ingress to neighborhoods; utilities cutoffs; debris push (curb-to-curb) after hazards controlled.
  • Wildfire: Evac routes, ember cast forecast; structure triage (defensible space); Air Quality & mask distribution; ICS-209 if fire-centric.
  • Winter Storm/Ice: Arterial plow priorities, stranded motorists aid, warming centers, fuel/pipe freeze advisory, critical workforce transport.
  • HazMat/Plume: Shelter-in-place vs evac; zone perimeters; vet any volunteer deployment; public messaging on HVAC shutoff and decon basics.

Communications Architecture (Ops-Tech)

  • Redundant Paths: Land mobile radio (primary), cellular push-to-talk, SAT phones, Wi-Fi mesh.
  • Talkgroups by Branch: Fire/EMS, LE, Public Works, Utilities, Debris, Shelters, PODs, Air Ops.
  • Data Standards: Timestamp in UTC-5 local; file-naming convention; EXIF preserved; SHA-256 hash (optional) for evidentiary chain.

Staff Care & Sustainability

  • Shifts: 12/12 with overlap; enforce rest; food/hydration stations in EOC & field; behavioral health brief daily.
  • Safety: Daily 10-minute safety stand-up; near-miss capture; heat/cold stress protocols.
  • Ethics & Equity: Priority service to the most impacted/most vulnerable first, with transparent rationale.

The Next 24 (T+24 → T+48) — Transition Targets

  • Mature to steady-state IAP cycles (12–24h); hand sustained debris ops to contractor/USACE monitors; refine POD logistics; finish PDA evidence bundles; begin unmet needs coordination with VOAD/COAD; schedule first hot wash (T+48) and set Improvement Plan placeholders.