In the critical moments following an emergency alarm, most building occupants follow familiar routes to safety without a second thought. But for some individuals—those with mobility impairments, sensory disabilities, temporary injuries, or other circumstances affecting their ability to evacuate independently—standard evacuation procedures simply aren’t enough.

Personal Emergency Evacuation Plans, commonly known as PEEPs, bridge this gap. These individualised plans ensure that every person in a building has a viable path to safety, regardless of their physical capabilities or other circumstances.

For Australian businesses, PEEPs represent both a legal obligation and a moral imperative. Workplaces must be safe for everyone, including employees, contractors, and visitors who may require additional assistance during emergencies. Yet despite their importance, PEEPs remain one of the most neglected aspects of emergency planning in many organisations.

This comprehensive guide explores everything Australian businesses need to know about developing, implementing, and maintaining effective Personal Emergency Evacuation Plans.

Understanding Personal Emergency Evacuation Plans

A Personal Emergency Evacuation Plan is a documented plan that addresses the specific evacuation needs of an individual who may require assistance during an emergency. Unlike general evacuation procedures that apply to all building occupants, a PEEP is tailored to the particular circumstances of one person.

PEEPs typically address several key elements. These include identifying the specific challenges the individual faces during evacuation, determining what assistance they need and who will provide it, establishing safe evacuation routes that accommodate their circumstances, designating refuge areas or safe places to wait for assistance if immediate evacuation isn’t possible, outlining communication methods during emergencies, and specifying any equipment needed to facilitate evacuation.

The goal of a PEEP is straightforward: ensuring that the individual covered by the plan can evacuate safely or reach a place of relative safety during any emergency requiring evacuation. This might mean independent evacuation via accessible routes, assisted evacuation with designated helpers, or safe refuge while awaiting emergency services assistance.

Who Needs a Personal Emergency Evacuation Plan

PEEPs may be required for various individuals depending on their circumstances and the characteristics of the building they occupy.

Permanent mobility impairments including wheelchair users, people who use walking frames or crutches, and those who cannot navigate stairs may require PEEPs. The nature and extent of assistance needed varies—some people may be able to evacuate independently via accessible routes, while others require physical assistance.

Temporary mobility limitations such as broken legs, recent surgery, or pregnancy complications may necessitate temporary PEEPs. These plans remain in place until the individual’s mobility returns to normal.

Visual impairments can significantly affect evacuation capability, particularly in unfamiliar or smoky environments. PEEPs for visually impaired individuals might address wayfinding assistance, communication of emergency information, and guidance to exits.

Hearing impairments present challenges in receiving emergency alarms and instructions. PEEPs might address alternative alerting methods, visual signals, and communication strategies during evacuation.

Cognitive or developmental disabilities may affect an individual’s ability to understand emergency procedures, make decisions during high-stress situations, or follow standard evacuation instructions. PEEPs should address how these individuals will receive information and assistance.

Respiratory conditions may be exacerbated by smoke or other emergency conditions. PEEPs might address the need for respiratory equipment, prioritised evacuation to avoid smoke exposure, or specific refuge locations.

Mental health conditions such as severe anxiety or panic disorders may affect evacuation behaviour. PEEPs can address strategies for managing these conditions during emergencies.

Temporary conditions such as injuries, illness, or late-stage pregnancy may require short-term PEEPs that are discontinued when the condition resolves.

It’s important to note that not everyone with a disability needs a PEEP. The determining factor is whether the individual can evacuate safely using standard procedures. Someone who uses a wheelchair but works on an accessible ground floor might evacuate independently, while an able-bodied person recovering from surgery might need temporary assistance.

Legal Obligations Under Australian Law

Australian workplace health and safety legislation requires duty holders to ensure, so far as reasonably practicable, the health and safety of workers and others affected by work activities. This includes ensuring safe evacuation for all building occupants.

The Disability Discrimination Act 1992 prohibits discrimination against people with disabilities in various areas, including employment and access to premises. Failing to make reasonable adjustments for emergency evacuation could constitute discrimination under this legislation.

Building codes and standards, including references to AS 3745:2010, establish expectations for emergency planning that accommodates people requiring assistance. The standard specifically addresses the need for plans to cover evacuation assistance for people with disabilities.

State and territory regulations may impose additional requirements. Work health and safety regulators expect employers to identify workers who may need evacuation assistance and develop appropriate plans.

Beyond legal compliance, PEEPs represent sound risk management. Failing to plan for individuals requiring assistance creates foreseeable risks that could result in injuries, fatalities, and significant legal liability.

Developing Effective Personal Emergency Evacuation Plans

Creating effective PEEPs requires a thoughtful, collaborative approach that respects individual dignity while ensuring genuine safety outcomes.

The process begins with identification of individuals who may require PEEPs. This should be handled sensitively—many people are reluctant to disclose disabilities or health conditions. Create an environment where disclosure is encouraged and respected, emphasising that the purpose is to ensure safety rather than to exclude or inconvenience.

Consider multiple identification mechanisms including new employee induction processes that invite disclosure of evacuation assistance needs, regular reminders to all staff to report changes that might affect evacuation, visitor management processes that identify guests requiring assistance, and observation by managers and wardens of potential needs.

Once individuals requiring PEEPs are identified, consultation with the individual concerned is essential. They are the expert on their own circumstances and needs. Discussions should cover the nature of their disability or condition and how it affects evacuation, their preferences for assistance and evacuation methods, any equipment they use that might affect evacuation, their assessment of their own capabilities and limitations, and their comfort with proposed arrangements.

Assessment of the building and evacuation routes identifies what options exist for each individual. This includes accessible routes and potential barriers, lift availability during emergencies (noting that lifts typically shouldn’t be used during fires unless specifically designated), refuge areas where people can safely wait for assistance, and equipment that might assist evacuation.

Plan development documents the agreed approach for each individual. A good PEEP includes personal details including contact information, nature of assistance required and any medical conditions responders should be aware of, specific evacuation routes and procedures, designated assistants who will provide help, refuge areas to be used if immediate evacuation isn’t possible, communication methods and equipment required, and review date and process.

Coordination with relevant parties ensures everyone knows their responsibilities. This includes the individual covered by the plan, designated assistants who will provide evacuation help, wardens responsible for the individual’s area, building management if evacuation involves building systems such as evacuation lifts, and emergency services who may need to be informed about individuals in refuge areas.

Practical Considerations for PEEP Implementation

Effective PEEPs address practical realities that affect whether plans will work when emergencies occur.

Designated assistants need to be identified and trained. Consider who is typically present when the individual is in the building, whether sufficient assistants are available to cover absences, what training assistants need to provide effective help, and physical requirements for assisting with evacuation.

Evacuation equipment may be needed for some situations. Options include evacuation chairs for descending stairs with wheelchair users, patient transfer devices for individuals who cannot sit in evacuation chairs, visual alerting devices for deaf or hearing-impaired individuals, and personal protective equipment for those with respiratory conditions. Equipment must be maintained, readily accessible, and familiar to those who will use it.

Refuge areas provide safe locations where individuals can wait for assistance when immediate evacuation isn’t possible. Effective refuge areas have fire-rated construction providing protection from fire and smoke, communication capability to report occupancy to wardens or emergency services, sufficient space for waiting, and clear marking so emergency services can locate them. Building fire stairs often incorporate refuge areas, but not all buildings have suitable spaces. Where adequate refuge areas don’t exist, alternative approaches must be developed.

Communication during emergencies presents challenges for some individuals. PEEPs should address how the individual will be alerted to emergencies, how they will communicate their location and status, and how they will receive ongoing information during extended incidents.

Maintaining Personal Emergency Evacuation Plans

PEEPs aren’t set-and-forget documents. They require ongoing maintenance to remain effective.

Regular reviews should occur to ensure plans remain appropriate. Review triggers include scheduled periodic reviews (at least annually), changes in the individual’s circumstances or capabilities, changes in building layout or systems, changes in personnel (particularly designated assistants), and following drills or actual emergencies.

Include PEEP holders in evacuation drills. Drills provide essential opportunities to test plans in realistic conditions and identify improvement opportunities. However, be sensitive to individual circumstances—some drills might need to be modified to avoid putting individuals at risk.

Update plans promptly when circumstances change. A plan that doesn’t reflect current reality could be worse than no plan at all, as it might create false confidence.

Maintain confidentiality appropriately. PEEP information should be available to those who need it (wardens, designated assistants, emergency services) but shouldn’t be unnecessarily disclosed. Store plans securely while ensuring accessibility during emergencies.

Challenges and Solutions in PEEP Development

Organisations commonly encounter several challenges when implementing PEEP programs.

Reluctance to disclose needs stems from concerns about privacy, stigma, or employment implications. Address this by emphasising the safety purpose of PEEPs, ensuring confidentiality, and demonstrating organisational commitment to inclusion.

High-rise buildings without evacuation lifts present significant challenges for people who cannot use stairs. Solutions might include refuge areas on each floor, evacuation chairs with trained operators, procedures for priority evacuation before emergencies worsen, and coordination with fire services for assisted evacuation.

Visitor and contractor management requires processes to identify temporary building occupants who may require assistance. Reception procedures, contractor inductions, and event planning should all address evacuation needs.

Insufficient designated assistants is common, particularly when relying on volunteers. Consider whether designated assistants should be mandatory for certain roles, training all staff in basic evacuation assistance, and maintaining assistant lists that provide redundancy.

Complex needs that exceed internal capabilities may require specialist input. Consider consulting occupational therapists, disability services, or other specialists for individuals with complex requirements.

Integrating PEEPs with Broader Emergency Planning

Personal Emergency Evacuation Plans don’t exist in isolation—they must integrate with the overall emergency management framework.

Emergency Management Manuals should reference PEEP requirements and processes. Ensure manual procedures align with PEEP content.

Warden training should cover PEEP awareness and warden responsibilities related to individuals with PEEPs. Wardens need to know who in their area has a PEEP and the general nature of assistance required.

Evacuation diagrams should mark refuge areas and accessible routes where relevant. Consider whether individuals with PEEPs need customised diagrams showing their specific routes.

Drills should incorporate PEEP testing where appropriate. Post-drill reviews should assess PEEP effectiveness and identify improvements.

Communications with emergency services should include information about individuals in refuge areas or requiring assistance. Establish protocols for how this information will be conveyed.

Technology and PEEPs

Technology offers opportunities to enhance PEEP effectiveness.

Digital PEEP management systems can store plans securely while ensuring accessibility, automatically flag review dates, integrate with access control to track who is in the building, and push information to wardens’ devices during emergencies.

Personal alerting devices can ensure individuals with hearing impairments receive emergency notifications through vibration, visual signals, or text alerts.

Location tracking technology can help wardens and emergency services locate individuals requiring assistance. However, privacy implications must be carefully considered.

Communication apps can facilitate two-way communication with individuals who cannot use standard voice systems during emergencies.

When implementing technology solutions, ensure they are genuinely accessible to individuals who will use them and maintain manual backup procedures.

Creating an Inclusive Emergency Preparedness Culture

Effective PEEP programs reflect broader organisational commitment to inclusion.

Senior leadership support demonstrates that accessible emergency planning is an organisational priority, not just a compliance exercise.

Training for all staff creates awareness of evacuation assistance needs and how everyone can contribute to inclusive emergency response.

Regular communication about emergency procedures should normalise the existence of PEEPs and encourage those who might benefit to come forward.

Consultation with disability groups, either internal employee networks or external organisations, provides valuable perspective on how to improve accessibility.

Celebration of diversity includes recognising that effective emergency planning accommodates everyone, not just the majority who can evacuate independently.

Taking Action on Personal Emergency Evacuation Plans

Personal Emergency Evacuation Plans represent an essential component of workplace safety—one that too many Australian businesses neglect. For organisations that haven’t systematically addressed PEEP requirements, now is the time to act.

Begin by auditing your current state. Do you know which employees, contractors, and regular visitors might require evacuation assistance? Are current PEEPs documented, tested, and maintained? Do wardens and designated assistants know their responsibilities?

Develop a systematic approach to identifying individuals who may require PEEPs. Create processes for consultation, plan development, and ongoing maintenance.

Consider whether specialist assistance would help. Emergency planning consultants with experience in accessible evacuation can provide valuable guidance, particularly for complex buildings or situations.

Integrate PEEPs with your broader emergency management framework. Ensure wardens are trained, drills test plan effectiveness, and documentation is current. The Emergency Compliance Fundamental Guide offers a useful reference point for benchmarking your program against established expectations.

Remember that PEEPs are ultimately about people—ensuring that every individual in your building has a viable path to safety. The investment in proper planning could make the difference between life and death for someone who relies on your organisation to get this right. Speak with the First 5 Minutes team to discuss how a tailored PEEP program can help protect everyone in your workplace.