Employee emergency procedures

Stephens Gaming 101

Employee Emergency Protocols

Effective Date: August 23, 2026
Applies To: Employees, contractors, volunteers, event staff, photographers, officiants, and authorized representatives
Company: Stephens Gaming 101
Wedding & Photography Division: Victory Frame Studios

1. Purpose

The safety of our employees, clients, guests, vendors, and community comes before business operations, revenue, equipment, or property.

These protocols establish the required response when an emergency occurs during:

  • Normal business operations

  • Weddings and ceremonies

  • Photography assignments

  • Officiant services

  • Gaming events and community activities

  • Meetings and consultations

  • Travel for company business

  • Promotional and networking events

  • Any company-sponsored activity

When in doubt, protect people first and business property second.

2. Emergency Priorities

Employees should follow this order of priority:

Priority 1 — Life Safety

Protect yourself and others from immediate danger.

Priority 2 — Emergency Services

Contact the appropriate emergency service when necessary.

Priority 3 — Accountability

Determine whether employees, clients, guests, and other involved individuals are safe.

Priority 4 — Management Notification

Notify company management as soon as it is reasonably safe.

Priority 5 — Business Continuity

Only after the emergency is controlled should employees address schedules, equipment, payments, appointments, or other business concerns.

3. Emergency Contact Procedure

For an immediate threat to life, serious injury, fire, active violence, or another situation requiring urgent assistance:

Call 911 immediately.

Employees should provide:

  1. Their name

  2. Stephens Gaming 101 or Victory Frame Studios

  3. Exact location

  4. Nature of the emergency

  5. Number of people affected

  6. Known injuries or hazards

  7. Any additional information requested by emergency personnel

Do not delay contacting emergency services while attempting to contact company management.

After contacting emergency services, notify management when it is safe to do so.

4. Management Notification

For emergencies that affect company operations, employees should notify the designated Stephens Gaming 101 manager or owner as soon as practical.

Management should be notified about:

  • Employee injuries

  • Client or guest injuries

  • Property damage

  • Police or fire department involvement

  • Threats or violence

  • Major event disruptions

  • Missing or separated guests

  • Significant equipment failure

  • Data or cybersecurity incidents

  • Theft

  • Serious customer complaints involving safety

  • Any incident that could result in legal, insurance, or reputational consequences

Employees must not make public statements on behalf of Stephens Gaming 101 without authorization.

5. Fire Emergency

If a fire occurs:

  1. Immediately alert people nearby.

  2. Call 911.

  3. Evacuate the building or affected area.

  4. Follow the venue's evacuation procedures.

  5. Move to the designated assembly area.

  6. Account for employees and involved clients when practical.

  7. Do not re-enter until authorized emergency personnel declare the area safe.

Employees should not attempt to fight a fire unless they are specifically trained, an appropriate extinguisher is immediately available, and doing so does not place them in danger.

For Victory Frame Studios weddings and events, venue emergency procedures and emergency personnel take priority.

6. Medical Emergency

If someone becomes seriously ill or injured:

  1. Assess the situation from a safe location.

  2. Call 911 when emergency medical assistance may be required.

  3. Follow the emergency dispatcher's instructions.

  4. Keep unnecessary people away from the injured person.

  5. Do not move an injured person unless remaining in place creates immediate danger.

  6. Provide first aid or CPR only if trained and willing to do so.

  7. Notify management when reasonably safe.

  8. Document the incident afterward.

Employees should not diagnose medical conditions or provide treatment beyond their training.

7. Severe Weather

For tornadoes, severe thunderstorms, flooding, extreme temperatures, or other dangerous weather:

  • Monitor official emergency alerts and venue instructions.

  • Stop outdoor activities when conditions become unsafe.

  • Move employees and guests to an appropriate shelter area.

  • Follow venue evacuation or shelter procedures.

  • Avoid windows and exposed areas when instructed.

  • Postpone, relocate, or cancel activities when necessary.

  • Do not resume outdoor activities until conditions are reasonably safe.

For Victory Frame Studios weddings and photography assignments, no photograph, ceremony, or event schedule is more important than someone's safety.

8. Active Threat or Violence

If an active threat or violent incident occurs, employees should prioritize immediate personal safety.

RUN

Leave the danger area when possible. Encourage others to leave when doing so does not increase your risk.

HIDE

If escape is not possible, secure yourself in a safe location, lock or barricade doors when possible, silence devices, and remain quiet.

FIGHT

As an absolute last resort, take action to protect yourself or others from an imminent threat.

Call 911 when safe.

Employees should not attempt to confront or pursue a violent individual unless necessary to protect life.

When law enforcement arrives:

  • Follow instructions immediately.

  • Keep hands visible.

  • Avoid sudden movements.

  • Do not interfere with emergency operations.

9. Suspicious Person or Threat

If an employee receives a credible threat or observes suspicious behavior:

  1. Do not unnecessarily confront the individual.

  2. Move yourself and others away from danger.

  3. Contact law enforcement if an immediate threat exists.

  4. Preserve threatening messages, emails, recordings, or other evidence when safe.

  5. Notify management.

  6. Document the incident objectively.

Threatening communications should be taken seriously.

10. Missing or Separated Person

During weddings, photography assignments, gaming events, or other company activities, employees should immediately notify event leadership if a person is believed to be missing and there is a legitimate safety concern.

Employees should:

  • Obtain the person's name and description.

  • Determine when and where they were last seen.

  • Notify venue personnel when appropriate.

  • Contact emergency services when circumstances indicate an immediate safety risk.

  • Avoid conducting dangerous searches alone.

  • Preserve relevant information for emergency personnel.

Do not publicly release personal information about a missing individual unless authorized or required by emergency personnel.

11. Victory Frame Studios Wedding & Event Emergency Protocol

Victory Frame Studios may provide wedding officiating, photography, event services, and related support.

If an emergency occurs during a wedding or event:

  1. Pause the ceremony or activity when necessary.

  2. Follow venue emergency procedures.

  3. Protect guests, employees, vendors, and the wedding party.

  4. Contact emergency services when required.

  5. Communicate calmly with the couple and event coordinator.

  6. Follow instructions from venue management and emergency personnel.

  7. Resume the event only when conditions are reasonably safe.

Events should be paused, relocated, or canceled when necessary because of:

  • Fire

  • Severe weather

  • Medical emergency

  • Active threat

  • Evacuation order

  • Unsafe structural conditions

  • Electrical hazards

  • Gas or chemical hazards

  • Other immediate safety concerns

No wedding schedule is more important than someone's safety.

12. Photography Emergency Protocol

Victory Frame Studios photographers and contractors may work in unfamiliar locations.

Before beginning an assignment, employees should identify obvious hazards and follow venue rules.

Employees should:

  • Avoid restricted areas.

  • Never enter dangerous areas for a photograph.

  • Avoid unsafe heights, roads, bodies of water, unstable structures, and electrical hazards.

  • Stop photography when conditions become unsafe.

  • Protect clients and wedding parties from unsafe photography requests.

  • Report significant incidents to management.

Employees are never required to obtain a photograph if doing so would create an unreasonable safety risk.

13. Travel & Transportation Emergencies

When traveling for Stephens Gaming 101 or Victory Frame Studios:

  • Follow applicable traffic laws.

  • Do not operate a vehicle while impaired.

  • Do not engage in unsafe phone use while driving.

  • Pull over safely before handling non-emergency business communications.

  • Call 911 for serious crashes or immediate danger.

  • Notify management when an accident or major delay affects company operations.

If an employee becomes stranded, they should move to a safe location and request appropriate assistance.

14. Electrical & Utility Emergencies

If there is:

  • Smoke

  • Burning odor

  • Sparking

  • Exposed wiring

  • Electrical shock

  • Gas odor

  • Water near electrical equipment

  • Major electrical failure

Employees should immediately move away from the hazard and contact the appropriate emergency or utility service.

Do not attempt repairs unless specifically authorized and qualified.

15. Technology & Cybersecurity Emergency

Stephens Gaming 101 uses websites, social media, booking systems, payment services, computers, mobile devices, and other digital platforms.

Employees must immediately report:

  • Suspected account compromise

  • Stolen passwords

  • Phishing attacks

  • Unauthorized transactions

  • Lost company devices

  • Malware or ransomware

  • Unauthorized account access

  • Customer information exposure

  • Suspicious payment activity

  • Website compromise

  • Social media account takeover

Employees should not delete evidence or make public statements about a cybersecurity incident.

16. Payment & Financial Emergency

Employees must report suspected:

  • Fraud

  • Unauthorized purchases

  • Stolen payment information

  • Suspicious refunds

  • Missing company funds

  • Unauthorized financial-account access

  • Attempts to obtain company payment credentials

Employees must never provide passwords, security codes, banking credentials, or payment information to unauthorized individuals.

17. Data Privacy

Company and customer information must be handled responsibly.

If information is accidentally disclosed, lost, stolen, or sent to the wrong person:

  1. Stop further disclosure.

  2. Preserve relevant information.

  3. Notify management immediately.

  4. Do not attempt to conceal the incident.

  5. Do not publicly discuss the incident.

Examples include:

  • Customer contact information

  • Wedding details

  • Addresses

  • Phone numbers

  • Payment information

  • Login credentials

  • Private photographs

  • Contracts

  • Internal business records

18. Workplace Injury

Any employee injured while performing company duties should report the injury to management as soon as practical.

For serious injuries:

Call 911 first.

Employees should document:

  • Date and time

  • Location

  • What happened

  • Witnesses

  • Injuries observed

  • Emergency services contacted

  • Property or equipment involved

Employees should never be discouraged from reporting a workplace injury.

19. Equipment Damage, Loss, or Theft

If company equipment is damaged, lost, or stolen:

  1. Protect yourself from continuing hazards.

  2. Contact emergency services if necessary.

  3. Notify management.

  4. Document what happened.

  5. Preserve photographs or other evidence when appropriate.

  6. Do not admit liability on behalf of Stephens Gaming 101.

This includes:

  • Cameras

  • Lenses

  • Lighting equipment

  • Computers

  • Phones

  • Gaming equipment

  • Company vehicles

  • Event equipment

  • Other company property

20. Incident Reporting

After a significant emergency, the involved employee should provide management with an objective incident report as soon as reasonably possible.

The report should include:

  • Date

  • Time

  • Location

  • People involved

  • What happened

  • Actions taken

  • Emergency services contacted

  • Witnesses

  • Injuries

  • Property damage

  • Supporting documentation

  • Follow-up required

Employees should report facts rather than speculation or accusations.

21. Social Media & Public Communications

During an emergency, employees must not:

  • Post confidential information.

  • Publish photographs of injured individuals without authorization.

  • Identify victims publicly before appropriate notification.

  • Speculate about the cause of an incident.

  • Blame individuals publicly.

  • Speak to media on behalf of the company without authorization.

  • Publish internal emergency communications.

Media inquiries should be directed to authorized Stephens Gaming 101 management.

22. Client Communication

When communicating with clients during an emergency:

  • Remain calm.

  • Be honest.

  • Give only confirmed information.

  • Avoid speculation.

  • Explain immediate safety instructions clearly.

  • Do not promise outcomes that have not been confirmed.

  • Prioritize safety over schedules.

For Victory Frame Studios clients, employees should coordinate with the couple, venue, and authorized event coordinator whenever possible.

23. Emergency Evacuation

Employees should know the emergency exits and designated evacuation areas at locations where they work.

During an evacuation:

  1. Stop work.

  2. Follow instructions.

  3. Take personal safety seriously.

  4. Assist others when reasonably safe and appropriate.

  5. Do not retrieve unnecessary personal belongings.

  6. Proceed to the designated assembly area.

  7. Remain available for accountability.

  8. Do not return until authorized.

Employees must never block emergency exits.

24. Accessibility & Assistance

Emergency procedures should account for employees, clients, and guests who may require additional assistance.

Employees should:

  • Communicate emergency instructions clearly.

  • Ask individuals what assistance they need when practical.

  • Never assume what assistance someone requires.

  • Follow venue accessibility procedures.

  • Keep accessible routes clear.

  • Coordinate with emergency personnel when additional assistance is needed.

Assistance should preserve the individual's dignity and independence whenever possible.

25. Emergency Cancellation & Business Continuity

Management may postpone, relocate, or cancel company services when an emergency makes continuing unsafe or impractical.

Potential reasons include:

  • Severe weather

  • Venue closure

  • Fire

  • Utility failure

  • Security threat

  • Serious illness or injury

  • Government or emergency orders

  • Major technology outage

  • Transportation emergency

  • Other significant circumstances

When operations are disrupted, management should prioritize:

  1. Safety

  2. Client communication

  3. Employee communication

  4. Rescheduling

  5. Financial and contractual responsibilities

  6. Restoration of normal operations

26. Employee Responsibilities

Every employee is expected to:

  • Take reasonable steps to protect themselves and others.

  • Follow emergency instructions.

  • Report hazards.

  • Report incidents promptly.

  • Cooperate with emergency personnel.

  • Protect confidential information.

  • Treat clients and coworkers respectfully during stressful situations.

  • Never knowingly create unnecessary safety risks.

  • Never retaliate against someone for making a legitimate safety report.

27. Management Responsibilities

Stephens Gaming 101 management is responsible for:

  • Maintaining emergency procedures.

  • Communicating significant safety information.

  • Coordinating with venues and event partners.

  • Reviewing serious incidents.

  • Maintaining appropriate records.

  • Determining when operations should be suspended.

  • Coordinating client communications.

  • Reviewing protocols after significant incidents.

  • Updating procedures when business operations change.

28. Emergency Decision Rule

When an employee is uncertain about what to do:

Protect the people first. Address the business afterward.

Employees should never risk their personal safety to protect:

  • Company equipment

  • Money

  • Merchandise

  • Photography equipment

  • Computers

  • Phones

  • Documents

  • Decorations

  • Vehicles

  • Business schedules

People are more important than property.

29. Post-Emergency Review

After a significant emergency, management should determine:

  • What happened?

  • What worked?

  • What did not work?

  • Were emergency services contacted appropriately?

  • Were clients and employees adequately protected?

  • Was communication effective?

  • Was customer or company information compromised?

  • Does the company need to change its procedures?

The purpose of the review is to improve future safety and preparedness.

30. Employee Acknowledgment

Employees and authorized team members should receive access to these emergency protocols and acknowledge that they understand their responsibilities.

By acknowledging these protocols, employees confirm that they understand:

  • Emergency situations require immediate attention to safety.

  • Emergency services should be contacted when necessary.

  • Management should be notified of significant incidents.

  • Confidential information must be protected.

  • Employees should follow venue and emergency responder instructions.

  • No business activity takes priority over immediate life safety.

Stephens Gaming 101

Play Smart. Protect People. Keep the Mission Moving.

Victory Frame Studios operates as part of Stephens Gaming 101 and follows these emergency protocols for its wedding, photography, officiating, and event-related services.