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Communications Plan – Event Safety & Emergency ResponseProject:[Event/project name]Date:[Event/project date]Current Situation (Event)WhoWhatWhereWhenWhyNeeds AssessmentThe [Event/project name] requires:A strategy > to communicate safety protocols and messaging to external agencies, the public, staff and volunteers, leading up to the event.A process > for communicating an emergency situation during the event.Strategic ConsiderationsSWOT Analysis of Event/ProjectStrengths [internal to event]Weaknesses [internal to event]Opportunities [external to event]Threats [external to event]Event Objectives... Communications Strategy Development ProcessResearch/BenchmarkingObtain, compare and contrast protocol documents (stakeholder roles, decision-making matrix, Emergency Response Plans) from similar events/projects, networks, associations, etc.Obtain, compare and contrast large-event emergency communications plans;Review existing internal organizational safety and communications protocols and procedures.CollaborationEngage workgroup of key stakeholders/subject matter experts/decision makers to develop/review/enhance safety/emergency protocol documentsEngage stakeholders to develop/review decision-making matrix, event emergency procedures and related communications protocolsStakeholder Identification (examples)Internal (BIA, event, staff)External (Personnel, participants, visitors)Event teamService providers (rentals, security, program.)Committee and subcommitteesVolunteersBIA staff, BoardDignitaries (Cultural, Region, Province, Federal)City department staffAttendees/visitorsMayor/Councillors, and related staffParticipantsFacility staffInvited guestsCity services (Transit, Fire, etc.)Facility staffVendors/exhibitorsSponsorsMedia – Mainstream, ethnic/culturalAgencies – Police, EMS, Public Health, RegionCommunications Strategy – ObjectivesDevelop/enhance emergency communications protocols.Proactively distribute/communicate safety messaging to necessary internal and external stakeholders prior to the event.Provide timely, accurate, and honest information to internal and external stakeholders, regarding:Current situation – conditions, extent, impactsActions being taken by respondersActions required to be taken by stakeholdersWhen/where additional information will be providedCommunications Strategy – Implementation / TacticsObjective #1 – Develop/enhance emergency/safety communications protocols/messaging:Emergency management protocol documents (advanced and immediate situation)Decision-making matrixChain of CommandEmergency Response PlanRoles and responsibilitiesScenarios and responsesLost person procedureWeather response planLost person planEvacuation planContact listsMaster phone contact listMaster text messaging contact list2-way radio protocol (channels, codes)Onsite language representatives (to act as translators at events)Safety protocol documents (examples)Event safety info sheets (infographics, multiple languages)Parade entry inspection sheetsParade entry waiversService provider/vendor/exhibitor agreementsVolunteer manual(s)Venue signage plansLost/Found person reporting formTechnological resources2-way radio deploymentText messaging networkEvent app – safety/emergency informationInfrastructureDesignated Emergency Operations Centre(s), protocol, operations planCommunications preparedness processesPre-script potential scenarios, operations and communications responsesIdentify communications spokesperson (by event, location, caliber of incident)Update and maintain media contact lists, including social accounts (mainstream and ethnic)Develop key messages for print, social and spoken mediaHave messages translated into relevant languagesEngage in/review service contracts with 24/7 translation servicesPre-populate social media platforms with key messagesObjective #2 – Proactively distribute/communicate safety messaging to necessary internal and external stakeholders prior to the event.Training/EducationRun table-top exercises with staff/stakeholders to plan for potential scenariosVolunteer training session(s)Pre-event information meeting for vendors/exhibitorsSite visit(s)/venue training session(s)Operations site visit and walk-through (all staff, suppliers, agencies)Integrate site visit into volunteer training sessionPre-event “Big Room” meetingReview final operationsReview Emergency Plans and protocolsRoundtable discussion on key issues led by key stakeholders (Event staff, Police, Fire, etc.)Utilize/distribute safety protocol documents (examples)Parade information package - entry inspection sheets, waiversVendor/exhibitor information package – Tip sheet, regulations, checklistsVolunteer manual(s)Share safety messaging with the public/attendeesDownloadable event safety info sheets (infographics, multiple languages)Event app – safety/emergency informationWeb updates, social media messagingObjective #3 – Provide timely, accurate, and honest information to internal and external stakeholders.Internal communicationsOnsiteEngage 2-way radio protocolEngage text message network protocol (notify volunteers, participants, etc.)Emergency team briefing at checkpoint or Emergency Operations CentreKey messages provided to Ambassadors at event Information Booth Key messages provided to Team Leads/volunteers Team Leads/staff/committee members cover site and speak face-to-face with stakeholders (vendors, exhibitors, performers, etc.)EscalationCommunication from Event Team to (BIA) Management Team.Key messages/information to be distributed to city staffCommunications staff manage communication to VIPs, management, mediaLiaise with Incident Commander as relevant to scope of emergency (Police, Fire, EMS)External communicationsOnsiteKey messages provided to Ambassadors at event Information Booth for distribution to visitorsEngage language representatives to act as translators for public/participantsPublic announcements made from main stage(s)MediaMedia briefing/scrumKey messages provided to onsite media in writingSocial mediaReal-time updates shared by Communications staff on all platformsKey messages address:Current situation – conditions, extent, impactsActions being taken by respondersActions required to be taken by stakeholdersWhen/where additional information will be providedOff-site supportWebsite updatesPress release (in time, as appropriate)Mobilization of public hotline (as available, as appropriate)Key MessagingBest practices:Identify key messaging by target audiencePre-script key messages for communications channels (print, radio, social media, media scrum)Prepare advanced communications document templates (press release, media brief, stakeholder brief)Appoint primary and secondary communications spokesperson(s)Focus messaging on:Current situation – conditions, extent, impactsActions being taken by respondersActions required to be taken by stakeholdersWhen/where additional information will be provided ................
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