1. IAEA International Atomic Energy Agency EPR-Public Communications L-011 Good Practices for PIOs

2. IAEA Objective To review good practices to improve effectiveness of communications before, during and after an emergency; How to apply these practices in planning communication for a radiological or nuclear emergency.

3. IAEA Outline Review: Good communications practices; Putting practices into action.

4. IAEA Review: Good communications practices Give people things they can do; Don’t delay in communicating about risk; Provide as much relevant information, as soon as possible; it can be updated. If information needs to be changed as the emergency evolves, clearly explain why to avoid loss of credibility and trust; Initial perceptions will “frame” the risk in the public’s mind; Once the risk has been framed it will be difficult to shift this perception.

5. IAEA Review: Good communications practices Communicate clearly about who is at risk and who is not; Plan how to deal with increased anxiety; Consider the perspective of the audience in developing information and messages to be communicated; Consider pre-existing knowledge and language skills; Use plain language in explaining scientific and technical information.

6. IAEA Review: Good communications practices Prepare as much information in advance as possible; Anticipate likely questions and prepare answers in advance.

7. IAEA Review: Good communications practices Identify effective communications channels in advance; Consider the risks and benefits of both controlled and uncontrolled channels.

8. IAEA Review: Good communications practices Use the internet to its full advantage; Plan for high use demands of an emergency — bandwidth and low graphic versions; Listserv for users to sign up for updates; Enhanced media relations; Monitor the Internet for misinformation and rumours; Mobile phones have made it possible to broadcast text messages with emergency information.

9. IAEA Review: Learning from past practices IAEA Public Communications during the response to TEPCO’s Fukushima-Daiichi NPP accident Insufficient bandwidth to meet demand Caused long delays in web site response; Site required 45 times more bandwidth than normal; Limited web site access For first three weeks, web site access was often not possible, led to public criticism of IAEA; Use of Facebook To overcome initial black-out period, all emergency content was posted on Facebook, which remained visible without loss through the emergency period;

10. IAEA Putting practices into action Plan for possible types of emergencies; Identify which nuclear technology and radiation sources are in use; Are these sources fixed or mobile?

11. IAEA Putting practices into action IAEA Threat Categories I—facilities, such as nuclear power plants, which could give rise to severe deterministic health effects; II—facilities, such as research reactors, which could give rise to significant off-site doses; III—facilities, such as industrial irradiation facilities, which could give rise to significant on-site doses; IV—activities that could warrant urgent protective actions in an unforeseeable location; V—activities, not normally involving radiation, which could be contaminated as a result of events at a category I or II facility.

12. IAEA Putting practices into action What will need to be communicated and to whom: Technology; Isotopes; Possible protective actions; Duration; Affected audience; Warning Give people something they can do.

13. IAEA Putting practices into action How to plan for this communication: Duration of response; Expected public information activities; Facilities and number of staff required; Supporting services; Developing a roster and assigning staff; Training required; Shifts required.

14. IAEA Putting practices into action Working through these elements will help you create a practical response plan for public information during an emergency; This plan can be further refined by considering other scenarios, particularly those involving mobile sources of radiation, as these can occur anywhere.

15. IAEA Putting practices into action Prepare standardized templates in advance: “Holding Statements”; Press releases; Media advisories; Fact sheets on radioisotopes or facilities where a radiation emergency could occur.

16. IAEA Sample holding statement Sample Holding Statement (For use before specific information is available): Date: [date of issue] [News Release Number] Time: [time of issue] [Organization name] confirms that it has received a report of [nature of event]. According to the information received at this time, the [event] occurred at [time and location]. Reports indicate that [any confirmed information on the event] and that [any initial measures] measures are being taken to protect [the public, responders, products, trade, or specify as appropriate]. The [specify plan as appropriate] emergency plan has now been activated [and we have activated our public information centre]. [Organization name] is coordinating its activities with responders now at the scene and other involved agencies [specify as appropriate]. We will be providing further information as soon as it becomes available. [Provide details on timing of any updates or briefings]. The next [briefing/update] will take place at [location and/or time]. ——————— For further information: Name [name of contact for the media]: Title [title of media contact]: Organization: Telephone: Mobile: Email: Website:

17. IAEA Putting practices into action Train staff who could be involved in communicating during an emergency: Response structure to be used and reporting up; Plans, procedures and checklists; Approval procedures; Radiation protection and emergency measures. Practice regularly by participating in emergency simulation exercises and drills.

18. IAEA Opportunities to engage the media Find opportunities to engage the media through proactive media relations activities: Emergency simulation exercises; Training opportunities for journalists and editors; Establish regular contact with key media; Build positive relations with all media by responding in a timely fashion to their requests for information or interviews.

19. IAEA Putting practices into action Develop a communications plan for the recovery phase; Communications must take into account the scale of the impact of remediation measures on different communities; Need to communicate any decontamination measures ongoing or planned; Communicate about any risks, pathways, countermeasures, dose estimates, monitoring programs, food restrictions and effectiveness of clean up measures; When permitting people to return, any remaining contamination and risks will need to be communicated clearly; Consider involving those affected in remediation decisions.

20. IAEA A final thought Remember: you will communicate better with people if you can think as they are thinking.