1. Preparation: Getting Ahead of the Game Presented by: Cindy Lawson

2. Assess Vulnerability Conduct Risk Management Assessment Develop continuity plans Issues Management

3. Crisis Communications Plan Develop a “blind” site – Ready to activate instantly – Include facts, statement, press releases, updates that are archived – hourly in some cases; daily in others – Provide links and info for contacting proper authorities or for more information – Include other information as appropriate

4. Crisis Communications Trunk Office Supplies (notepads, pens, etc.) Batteries (cell phone, flashlights, etc.) Personal items Snacks First aid Business cards Copy of crisis communications plan Emergency cell phones Etc.

5. Plan Ahead

6. For Each Type of Crisis… Identify experts and spokesperson Prepare holding statements Collect background information as appropriate Identify stakeholders Identify methods for communicating with each stakeholder

7. Different Target Audiences Require Different Messages & Different Methods

8. Communicate by stakeholder group What does each want and need to hear? How frequently do they want to hear it? In what format do they want to hear it? And at what stage in the crisis?

9. Template: Crisis Communications Plan lawsonc@uncw.edu

10. Clarify Processes & Procedures Who Does What? Who releases What information When an How Press Release Approval Process Who’s Responsible for What & When Identify Experts, Designate Spokespersons & provide training Emergency Intranet Site Develop a “”blind” site – Provide links and information

11. Call-out Procedures Emergency notification Telephone trees Working from home-by phone or online Alternate communication systems Other

12. Communication Tools Siren (blast or verbal) Emergency information hotline Reverse 911 – broadcast voicemails Short wave radio & dedicated frequencies

13. Communication Tools Marquee Blast E-mail Emergency information Website (“blind”) Satellite phones

14. Communication Tools Emergency alert text messaging Cable TV interruption message (audio and scrolling messages) Pop-up alerts on campus computers

15. Communication Tools Stadium broadcasting systems LCD’s in classrooms and hallways PA systems (“blue lights”)

16. Communication Tools Campus advisories posted in buildings Community meetings Media alerts

17. Communication Tools Residence hall assistants Chalking Posters, newsletters, etc.

18. Communication Tools Short Wave Radios and Dedicated Frequencies Sirens Satellite Phones Cable and TV Interrupt Computer Pop-ups etc., etc., etc.,…

19. Practice Makes Perfect

20. Table-top drills Mock drills Communication systems Test semi-annually

21. Modify the plan Inform team about changes to the plan