2. OBJECTIVE In order to facilitating a more coordinated, effective response in the Pacific, PHT members (cluster coordinators, donors, NGOs, FBOs and national counterparts) commit to the minimum preparedness measures for public information during emergencies. Considering … How to avoid common hazards in disaster response ie.Unsolicited donations, gaps/duplications, misdirected resources etc.

3. Expected outcomes -holding messages -plan to support better communication during preparedness phase (links with NDMOs and regional partners) – PHT network facilitated -identification of PIO contacts in each PHT organisation -commitments/resources/overarching principle for the EPREP 3 key steps for next year?

4. Rationale for public information  Coordinated outreach and media relations:  Clear and unified messages  Stimulate resource mobilization  Focus attention on humanitarian issues  Promote systematized coordination

5. Communication challenges in emergencies Getting correct information Unified messaging Competing priorities Reputation control Logistical Issues Political Relationships The conflict between getting complete information and making timely reports Lack of collaboration Lack of human resources Management of National/International Media Managing internal relationships

6. Target audiences

7. Communication challenges in emergencies Different facts/figs from different parts of the system Who has the most up-to-date analysis/overall picture Critical media coverage of disaster response No proactive outreach to media Media doesn’t know who to go to Interview requests ignored/late reply Phone rings non-stop with media queries More time spent on media than disaster assistance Comms officers wearing multiple hats Messages agreed but not conveyed effectively Media contacts out-of-date Cant reach media in remote areas – need sat phone or radio Agency vs cluster visibility

8. Pacific specific challenges Different locations - Geographical isolation Multiple RCs, multiple Govts, multiple partners involved Practicalities of coordination Capturing and retaining international media attention Media understanding of regional context Low media presence Regional donor expectations National/cultural sensitivities Logistical issues Capacity of media/media liaison Traditional/cultural sensitivities

9. Word to date The Plan was developed by drawing on the expertise and opinion of Public Information Officers from PHT agencies throughout the Pacific. One day workshop in Suva, led by Amanda Pitt, UNOCHA’s most senior Public Information Specialist from Bangkok – PI Plan was drafted Discussion was based on Humanitarian Reform; How the Cluster Approach could be applied to the management of media relations; and Unique challenges of working with the media during a disaster. A similar meeting was subsequently held in Samoa to include PIOs from this region in the planning process.

10. Work to date So that when disaster strikes we know: 1.What are the outcomes we want to achieve 2.What steps we need to take to achieve each outcome 3. Who is responsible for each of these steps A document for inclusion in the Pacific Humanitarian Team Contingency Plan PHT contingency planning workshop scheduled for September 2009

11. Public Information for Disasters A Plan was developed to improve the PHT’s coordination of media engagement with the aim of achieving the following : Improved ability to advocate for the needs of disaster affected populations; Improved ability to communicate with disaster affected populations; Greater success in resource mobilization from donors/public; Improved perceptions of work and worth of humanitarian community.

12. The Plan aims to meet the following broad objectives: 1. Ensure that all communication with the media draws information from the same source - consistency of messages. 2. Ensure that each person who is likely to undertake communication understands their role, responsibilities and authority - avoids duplication. 3. Ensure that each person who is likely to communicate with the media is appropriately resourced - skills and tools required to do their job. 4. Ensure that, where possible, appropriate preparedness measures are taken prior to the onset of the cyclone season. This will reduce the workload during a disaster by allowing some decision making to be made during periods of relative calm

13. Preparedness 1. Build, maintain and circulate contact details of key media targets 2. Produce and circulate “what to do” and “what not to do” media training one pager 3. Agree on a set of generic holding statements 4. Agree on key spokesperson at Cluster and IASC level – guidelines for media engagement

14. Exercise- scenario Develop key advocacy/holding messages List PIO contacts

15. Preparedness actions 1. Build, maintain and circulate contact details of key media targets 2. Produce and circulate “what to do” and “what not to do” media training one pager 3. Agree on a set of generic holding statements 4. Agree on key spokesperson at Cluster and IASC level – guidelines for media engagement

16. During response 1. All communications to draw on OCHA’s situation reps for statistics 2. Cluster PIOs work with RC to develop key advocacy messages 3. Key advocacy messages reviewed regularly and amended

17. What next Need to incorporate members of PHT – not just UN agencies. How to leverage the existing Ngo networks/media relations expertise/general public outreach

18. Products list Brochures Contact Lists ERC Key Messages Evaluation Reports Humanitarian Bulletins Humanitarian Updates Meeting Schedules Newsletters OCHA on Messages Op-eds Policy and Studies Series Press Releases Regional Funding Updates Situation Reports Speeches Survey of Surveys