This plan establishes policies and procedures and
assigns responsibilities to ensure accurate and timely
information on potential and actual emergency incidents
and major emergencies / disasters to the people of
Fictitious County.
Fictitious County and several municipalities have
continuing programs, which use various channels of
communication, including the mass media, to provide
needed and desired information about local government
activities and services to the general public.
During periods of
emergency, the public needs and generally desires
detailed information regarding protective action to be
taken for minimizing loss of life and property. There
are times however, when disaster strikes without warning
and the public information system cannot react rapidly
enough to properly inform the public about the hazard.
For this reason, it is important that prior to the
occurrence of an emergency the public be made aware of
potential hazards and the protective measures that can
be employed.
In
major emergency or disaster situations, there may be
large numbers of media representatives seeking
information about the situation and about response
actions. It is the policy of Fictitious County to
cooperate fully with the media in all phases of
Emergency Management. Fictitious County officials have
developed procedures in cooperation with local media to
disseminate emergency information to the public.
However, they recognize that a really large emergency or
disaster will attract regional and national media
representatives not parties to, or knowledgeable of,
local media arrangements.
During emergency
situations and disasters, the general public will demand
information about the emergency situation and
instruction on proper response actions.
The media will
demand information about emergency situations and
disasters. The local media, particularly television and
radio, will perform an essential role in providing
emergency instructions and up-to-date information to the
public. Depending on the severity of the emergency, or
the media's perception of the severity of the emergency,
regional and national media will also cover the story
and demand information and comment from local
officials.
Depending on the
severity of the emergency or disaster, telephone
communication may be sporadic or impossible. Local and
regional radio and television stations without emergency
power may also be off the air.
Demand for
information will be overwhelming if sufficient staff is
not provided and if staff is not trained and operating
from a pre-established set of procedures.
Mitigation
The public information program relating to hazard
mitigation is critically important and challenging.
Fictitious County and other municipalities will
carry on a continuing effort in this area
coordinated by the governmental public information
officers (PIO'S) and drawing on the expertise,
creativity and other resources of all appropriate
agencies, organizations, and individuals. Hazard
mitigation public information is not regarded as
"emergency public information." It can and should be
approached as a topic of major importance to be
covered in the regular public information programs
using the best available tools and techniques of
public and media relations.
Preparedness
Public Information System preparedness includes the
development and maintenance of plans, procedures,
checklists, contact lists and public information
materials. Staff must be trained to fill positions
in the
Public Information System.
Response
The Public Information Staff will be directly
involved in warning the public. In major emergencies
or disasters, the Public Information Systems
organizations / representations will fully mobilize
and disseminate emergency instructions and
information to the public in the following order of
priority:
Lifesaving
/ health preservation instructions.
Emergency
status information.
Other
useful information, originated by the government
or in response to media inquiries.
Recovery
During this phase, attention will be focused on
restoring channels of communication with the
public. Appropriate information will continue to be
released, particularly on the restoration of
essential services, travel restrictions and
assistance programs available. When time allows,
actions taken during the emergency/disaster will be
addressed and plans and procedures will be revised
as necessary.
In both the response and recovery phases, the Public
Information System organization may employ on-scene
information officers, a media-briefing center and a
Joint Information Center (JIC) as appropriate and
possible, depending on the nature of the hazard and
the size and characteristics of the emergency or
disaster.
B.
Direction and
Control
In
Fictitious County and its municipalities, the Public
Information Officer will coordinate public information
(preparedness / awareness campaigns) during normal
(day-to-day) times. When emergency incidents arise which
call for the establishment of an Information Officer at
the scene of an emergency, the Incident Commander
on-scene is responsible for establishing this
function. Once the Information Officer function has been
established it is the responsibility of the on-scene
Information Officer to contact other PIO's when deemed
necessary and appropriate. During major emergencies and
disasters the PIO will report directly to the
EOC if activated. Other PIO's
will report to their respective manager or
municipality.
The PIO's will be
available to advise their managers, department heads and
chief elected and appointed officials on communication
with the media and the public. All information releases
should be coordinated with the EOC before dissemination.
When deemed necessary and appropriate, the Fictitious
County
Emergency Management Coordinator, after consultation
with the Fictitious County
Command
Group, will activate the JIC to coordinate
information with all county departments and private
organizations as well as the state and federal
government.
C.
Coordination of
Public Information
It is
essential that the Public Information System
organization and activity be recognized as a coherent
system. In the State of North Carolina, this
organization includes Operational Areas (County), Mutual
Aid Regions, State and Federal PIO's and many public
information officers from local government and private
agencies. For proper coordination in a major emergency
or disaster, it is essential that emergency information
be released from a single point to assure consistency
and authenticity. Just as the establishment of the
Incident Command System (ICS) avoids multiple command
posts, the establishment of a JIC will avoid multiple
releasing points. The following approach is a typical
one for emergency incidents and major emergencies /
disasters.
At emergency
incidents, on-scene Information Officers will
release information at a single location. It is
desirable that the public information
representatives from other involved agencies join
the Information Officer in releasing information
through a single coordination point on-scene. The
Information Officer will coordinate all information
releases with final approval given by the Incident
Commander.
If the emergency situation worsens,
or if in another situation the EOC is activated, the
coordination of information falls to the County PIO.
The PIO will coordinate information releases for the
emergency from the EOC and stay in touch with
on-scene PIO's and other PIO's for details about the
incident.
If the
emergency situation continues to worsen, or if in
another situation the JIC is activated, the
coordination of information falls to the designated
Lead PIO in the JIC. Appropriate local, state,
federal and private PIO's will work together at the
JIC in disseminating information. The Lead PIO in
the JIC will be designated at the time of the major
emergency or disaster. All information gathering,
verification, and dissemination will be coordinated
at the JIC by participating public information
personnel.
The
Public Information System organization in Fictitious
County and its municipalities are integral parts of the
Direction and Coordination Organizations countywide. For
most situations, the Public Information System will be
handled by a single PIO. For major emergencies or
disasters, the Public Information System staff will be
set up with an organization as shown below. (EOC
Activation)
When the
Fictitious County Emergency Management
organization is activated, the Incident
Commander will provide information concerning
operations to the Emergency Information System
organization and issue all emergency information
to the news media and the public through the
Public Information System organization to assure
proper coordination.
Develop and maintain
hazard-specific EPI materials, as requested by
the County PIO.
Develop a
capability to rapidly release emergency
instructions and information to the public
through all available means.
Receive
all calls from the media and the public
concerning an emergency situation and respond
with official information or relay calls to
other PIO's, EOC staff or the Emergency
Management PIO.
Obtain
reports or situation summaries from EOC
representatives of all emergency organization
elements to maintain current estimates of the
situation.
Prepare
news releases.
Conduct
situation briefings for visitors, media, etc.
Conduct
tours of the area affected by the disaster, as
appropriate.
Serve as
an on-scene Information Officer, as appropriate.
Establish
a field information center, if appropriate, at a
location near the command post. Be prepared to
work with the EOC and JIC if activated.
Arrange interviews with key
personnel, when requested by the media,
Emergency Management PIO, or Lead PIO.
As an integral
part of the Direction and Coordination Organization, the
County PIO is assigned space in the Fictitious County
EOC and its needs for communications, supplies, and
equipment are covered in the
EOC-SOP.
B.
If
practical in a given emergency situation, public
information personnel will continue to work in the
office space normally occupied by the Emergency
Management PIO. This space may be located adjacent to
the EOC or other area designated by the PIO, County
Manager or Emergency Management Coordinator.
C.
The EOC has a
designated area for press. This press area will be
utilized for both EOC and JIC activation.
D.
If the JIC is
activated - its physical location will be
in location provided by Fictitious County. This space
will most often be the Fictitious County Commissioners
Meeting Room.
E.
A listing of
media
resources is included in other sections of this
manual.
F.
A major activity of the
Emergency Services Organization in non-emergency times
is the development and refinement of Public Information
Materials. The County PIO and the Emergency Program
Manager will coordinate programs of this nature.
The primary
dissemination of emergency information will be through
the media, which serves the area or areas adjacent to
the emergency / disaster. The
Emergency Alert System (EAS) provides for an
effective, prompt and reliable way to disseminate
information to the public during emergencies/disasters.
It is estimated that EAS is now activated more than 100
times a month for emergencies nationwide. The National
Weather Service of the National Oceanic and Atmospheric
Administration requests over 90% of these activations.
A.
Concept of
Operations
When an
emergency incident, major emergency, disaster, or
threat of any of the previously mentioned items
occurs, the EAS system will be used by authorities
in Fictitious County to inform the public.
Upon
notification, the designated official (Emergency
Management Coordinator or designee), once informed
of the consequences of the incident, and if
requested to ask for an EAS activation, will contact
the N.C. Emergency Operations Center and make a
request for an Emergency Alert notification due to
the emergency situation. In the meantime, additional
information should be prepared for transmission via
other media avenues.
The designated
official will at that time further identify himself
and officially request the activation of the
Fictitious County EAS and broadcast the emergency
message.
The North Carolina Emergency
Management Agency and the Fictitious County
Emergency Management Coordinator have developed the
authentication procedures and have distributed them
accordingly, on a need-to-know basis, to those
authorized to request activation of the EAS in
Fictitious County.
When the above
authorization is complete, the designated official
will read the prepared announcement, at which time
it will be tape recorded by the station and
broadcast to the public.
It is
recommended that the designated official use the
following format when recording the emergency
announcement:
"This is ____________________ of the
__________________.
We have requested the activation of
the Emergency Alert System for Fictitious County to
inform the public of an emergency incident
at ______________________"
Note:
Announcements should describe conditions, the area
and people affected, and what procedures the public
should follow. The announcement should be very
specific and should be repeated at least twice.
It should conclude with rather exact information as
to when further details and announcements will be
available to the public.
Upon completion of the above transmission
procedures, the CPCS-1 Station will broadcast the
fact that they will continue to broadcast
information as it is received, and resume normal
programming. When further information is needed to
instruct the public, the designated official will
contact the CPCS-1 Station and record additional
messages as necessary. Member stations in the
Fictitious County Area will monitor CPCS-1, record
any announcements and rebroadcast them as they
become available. CPCS-1 will give advance notice
that another message is coming up and will provide a
count-down in the event other stations desire to
broadcast live.
Upon receipt
of the termination notice from the activating
official, the official should record an announcement
through CPCS-1 giving a recap of the incident and
stating that the emergency is now over and any other
information the public should be aware of. This
recording will be immediately broadcast by CPCS-1
and either broadcast live by other area stations or
recorded for immediate broadcast at their station.
B.
Organization and Assignment
of Responsibilities
The "designated
official" for EAS broadcasts in Fictitious County is the
Emergency Management Coordinator or designee. Other
officials in Fictitious County are also authorized to
broadcast EAS messages. These include the following
public officials:
Fictitious County
Manager or designee
Chairman of the Fictitious County Board of
Commissioners or designee
The checklist
items in this section have been developed to be followed
by personnel when activating EAS. Persons authorized to
activate EAS are designated in the EAS plan. These
checklist items should be reviewed periodically and
updated annually. The checklist items should be followed
during drills and exercises. The Public Information
Organization should review any problems noted during an
exercise. Changes to the checklist should be agreed upon
and then implemented.
A request for
activation may be directed to the State EOC by any of
the designated officials in the EAS plan, the National
Weather Service or State Emergency Management
officials.
If an emergency message is
deemed necessary for transmission via EAS, Public
Information Organization officials will prepare the
message for immediate broadcast.
Announcements
should be very specific (Write them that way!) and
should be repeated twice.
Check pre-scripted
messages for examples. A sample format has been included
in the EAS plan.
Announcements
should conclude with exact information on what citizens
should be doing as a result of the disaster situation.
Be specific on
what areas of the community are affected by the
situation.
Call State EOC at
919-733-2925 and follow directions as outlined on the
guide sheet dated May, 1999.
While this is
happening other Public Information Staff should be
preparing to disseminate additional public information
via all other available media avenues. Follow-up
announcements can also be prepared.
The designated
official sending the EAS announcement will then be asked
to further identify himself and officially request the
activation of the Fictitious County EAS and broadcast
the emergency message.
Authorization
procedures are kept at the EOC and the 9-1-1-dispatch
center. All designated officials have been trained in
the use of the procedures.
When the
authorization is complete the designated official will
read the prepared announcement to the radio station, at
which time the tape will be recorded by the station and
broadcast to the public.
When further
information is needed to instruct the public, the
designated official will contact the radio station and
record additional messages.
Emergency
Information Staff members should be prepared with
various announcements for the public in case the
situation worsens.
Fictitious County Emergency Service personnel utilize
the Emergency Operations Center concept for command and
control of major emergencies and disasters. Depending on
the scope of the emergency, it may become necessary to
activate the Fictitious County
Emergency Operations Center.
Emergency
Information is an essential EOC function and needs to be
staffed accordingly. The following checklist has been
developed to assist PIO's in their role of gathering,
verifying, coordinating and disseminating information
from the EOC.
This checklist
should be updated annually. An excellent time for
revising the checklist would be immediately after EOC
activation. All members of the Public Information
Organization should participate in the revision of the
checklist.
EOC Activation
Upon notification of EOC activation, report to the EOC.
Initial
notification will go out to the Public Information PIO
on duty that day. (Will usually be the Emergency
Management PIO).
Take PIO
Guidelines for Emergency Situations Manual with you!
Review this
checklist enroute to the EOC or when you arrive.
Upon arrival,
report to the EOC Director or Operations Officer for an
update on the situation.
Contact the
jurisdictional agency / community to begin coordination
of public information activities.
Contact on-scene
Information Officer directly if possible for any
additional information.
Review
list of items needed to support PIO activities
during EOC activation.
Prepare initial
information summary as soon as possible after arrival.
Make sure media
briefing room is set-up and ready for operation.
Begin release of
information to public/media. Make sure all appropriate
personnel have seen and agreed to the information that
is being released.
Post and
disseminate released information to other EOC staff
members.
Conduct tours of
the EOC if deemed necessary.
Establish specific
times for news releases, fact sheets, statements or
updates.
Have staff
prepared to "receive" media at the briefing center.
Make
sure every effort is made to keep other
Public
Information Organization staff informed!
Coordination is the key! Staff may be scattered across
the county. Some may be on-scene or with their bosses at
other locations. Communication is important!
Make sure you know
where key county/city staff is located. You may need
them to make statements to the public/media. Keep them
briefed on all-important happenings.
Consider
activation of
Joint Information Center (JIC) to further enhance
the coordination of information during the emergency
situation.
In this section of
the manual, a general checklist for PIO's during normal
(day-to-day) activities is provided. More specific
checklists pertaining to other aspects of a PIO's role
in an emergency management system are provided elsewhere
in this manual.
This checklist
should be reviewed periodically by members of the
Emergency Information Organization and updated at least
annually. This checklist would be useful for new members
of the public information staff - the new members should
review it when they join the organization.
Normal (Day-to-Day) Activities
PIO's disseminate
information by all available means to include the
television, radio, newspaper, magazines, brochures,
word-of-mouth, campaigns, presentations, special
meetings, conferences, answering inquiries, newsletters,
fliers, etc.
PIO's need to be
involved in emergency management mitigation and
preparedness activities.
An important
function of the PIO during normal times is to educate
the public through awareness/preparedness campaigns.
PIO's need to work
with other PIO's in the community when developing
awareness/preparedness campaigns.
PIO's need to work
with community leaders and department heads when
developing awareness/preparedness campaigns.
PIO's should
establish a yearly awareness/preparedness campaign
program. Some topics that may be addressed will depend
on the hazards in the community.
PIO's need to
participate in the community's drill and exercise
program. Public Information plans and procedures can
best be tested during realistic drills and exercises.
Changes to the plans and procedures can be undertaken
after an exercise based on comments and suggestions from
participants.
PIO's need to
prepare to provide information to the public for all
kinds of emergencies and disasters. A thorough
understanding of the hazards facing the community is
essential.
PIO's should make
an effort to create a good image for the department or
agency they represent.
PIO's should
maintain a comprehensive list of media and other
government and industry contacts.
PIO's should
establish a good working relationship with local media.
PIO's should be able to deal
with the media - they need to know how different types
of media function, what deadlines different media have,
and which audiences each of the different types of media
target.
PIO's should be
able to write media releases and articles when
necessary.
PIO's need to have
a thorough knowledge of the department or agency they
represent.
PIO's need to have
an understanding of the audience they represent -
includes the public, media, state and local public
officials, public interest groups, service
organizations, church groups, trade organizations,
industry, business, etc. - the target audience involves
everyone who the PIO may need to contact for assistance
during emergency situations.
PIO's need to be
familiar with the technology of the business - or the
tools of the trade! Technology changes daily - a PIO
must be able to keep up with the changing times!
PIO's must be able
to provide accurate, timely, understandable and honest
information!
PIO's must be able
to budget their time - an emergency can occur at any
moment! Duties may seem to be endless - stay
organized!
Remember
to schedule time for the emergencies - you need to be
prepared!
In this section of
the manual, a general checklist for PIO's during
emergency incidents is provided. More specific
checklists pertaining to other aspects of a PIO's role
in an emergency management system are provided elsewhere
in this manual.
This checklist
should be reviewed periodically by members of the
Emergency Information Organization and updated at least
annually. This checklist would be useful for new members
of the public information staff - the new members should
review it when they join the organization.
Emergency
Incidents
Maintain updated
media
contact list. Media and other contact lists need to
be updated for use during emergency incidents.
Make sure you have
enough staff on-scene at the incident to handle media
requests. Any PIO may be called to assist with the
information function at the scene of an emergency
situation. PIO's need to be prepared to function in the
field when directed to do so!
Remember that the
Incident Commander is in charge of the emergency
incident - take your directions from the IC - establish
quickly what information you can release on your own.
Contact with the
Incident Commander must be maintained at all times -
even when members of the Information Officer's staff are
briefing the media.
Be prepared to
brief the media as soon as the Information Officer
function is established. The media will more than likely
already be on-scene when you arrive.
Allow television
and print photographers to get as close to the scene as
possible. This must be an organized effort!
Consider a pool
set-up if that is the only way access to the scene can
be arranged.
Do not use danger
as an excuse for keeping the media completely at bay -
in most cases you will be able to arrange for footage
and pictures to be taken near the actual scene of the
incident.
Know which media
you have on the scene with you - this may prove to be
beneficial later in the event!
Remember that
normal procedures change during emergency situations -
the same media that has worked with you over the past
several months in setting up a fire prevention campaign
will begin to question aspects of policy decisions made
during the incident. Mistakes are often magnified during
emergency situations. Rely on the relationship you have
built during normal (day-to-day) activities.
Preparation is the
key when dealing with the media at the scene of an
incident. Although you may be under extremely difficult
time factors - make sure the Incident Commander has
briefed you on all happenings at the incident. Take a
little extra time and make sure you have everything you
need before you release any information.
The media is going
to want to talk to the Incident Commander at some point
in the operation. Depending on the incident this may
prove to be quite difficult. If you have built a strong
relationship with the media - say as in your role of
Fire PIO - you may be able to avoid putting the IC in
front of the cameras for a while. Regardless, the media
is eventually going to want to talk to the IC - be
prepared to free up a few minutes of the IC's time for a
media briefing.
Emergency
incidents can often evolve into major emergencies or
disasters - PIO's need to be prepared to change modes of
operation when necessary.
If assigned as an
Information Officer on-scene it is important to keep
other members of the Public Information Organization
informed of what is going on.
Review the written reports
of past incidents - this will prevent the possibility of
making the same mistakes twice or over and over again.
In this section of
the manual, a general checklist for PIO's during
disasters or major emergencies is provided. Major
emergencies are those that involve one or more natural
or manmade catastrophic events that have the potential
to overwhelm local resources beyond their means to
respond. These incidents will more than likely involve
multiple agencies. More specific checklists pertaining
to other aspects of a PIO's role in an emergency
management system are provided elsewhere in this
manual.
This checklist
should be reviewed periodically by members of the
Emergency Information Organization and updated at least
annually. This checklist would be useful for new members
of the public information staff - the new members should
review it when they join the organization.
PIO's must have an
established system for the gathering, coordination,
sharing and disseminating of information during an
emergency. PIO's must have all-important information
from field sites during an emergency. PIO's need to be
updated by the EOC when situations change. PIO's must be
able to have the first hand emergency information data
received by a communications center. With information
coming into an EOC or a JIC from all different
directions - coordination of this information becomes
the key!
Disasters or Major Emergencies
A media briefing
room needs to be established during a major emergency or
disaster.
Keep in mind that
the media may be camped on the steps of the EOC or JIC
before you even arrive! Be prepared to move quickly into
action in the event of a sudden emergency or disaster!
It is extremely
important to get out at least a summary statement or
fact sheet as soon as possible after the emergency or
disaster has happened.
If you do not get
the information out quickly the media will make every
attempt to find out what is going on - this will
certainly be disruptive to any system you have
previously established.
Remember that the
media can provide PIO's with information - they have
cameras in the field and may have access to some
information before you do! Plan for this to happen and
build it into your system.
Provide timely
briefings from the EOC or JIC - schedule them in
advance. Make sure proper public officials are available
to answer technical questions.
PIO and staff
members should monitor press briefings and news
conferences. Questions may come up during the briefings
that staff members can immediately begin to verify,
confirm or research.
Know which media
are present at the briefings. This may be beneficial to
you later when you want to target a specific media or
audience.
Be prepared for
the media - coordination of information at the EOC or
JIC in essential. No one wants to be blind-sided with a
question they knew nothing about - especially when the
information was available somewhere in the system!
Make
sure all media releases are posted in the briefing area
and copies are distributed to members of the media.
Be prepared to
give tours of the EOC and JIC to the media. Have a
system worked out ahead of time.
Select
spokespersons carefully - this person should be
respected community leader with excellent communication
skills! Preplanning in this area is suggested!
Protection of the
public health and safety in the event of a major
emergency or disaster requires many local, state,
federal and private industry organizations to provide
accurate and timely information to the public.
A community's
information system must be able to provide the public
with all the information they need in order to cope with
the emergency situation. The coordination of this
information and its timely dissemination is extremely
important.
Through a Joint
Information Center, it is possible for all public
information releases to be coordinated by developing
cooperative working relationships between local, state,
and federal government agencies, business and industry
organizations and the news media.
A Joint
Information Center needs to establish written procedures
for operation during times of emergency or disaster.
Procedures need to be developed around the following
functions:
The
Joint Information System is intended to meet the needs
of public information officials in a wide variety of
situations. At the direction of the Fictitious County
Emergency Management Coordinator with concurrence from
the Fictitious County Manager and / or the municipal
Mayor(s) or Manager(s) the Joint Information Center may
be activated during major emergencies/disasters or other
situations deemed appropriate by local government
officials.
The JIC will be located in the
Fictitious County Office Building.
If this facility cannot be used as the JIC the
procedures in this section of the guidebook have been
developed for use in any location. Alternate locations
for the JIC will be determined as the need arises.
General Guidance
The overriding
concept of the JIC is that it recognizes that each
of the individuals represented at the JIC may
continue to represent his / her own agency, while at
the same time receiving the benefits of a
coordinated public information approach.
A JIC
operation can result in the pooling of assets so
that each individual agency will have far greater
resources available than if it is functioning
alone.
The results of
1 and 2 above are, that if implemented effectively,
the public will receive information faster, more
accurately, more thoroughly and with less risk of
conflicting statements.
To ensure
coordination among the parties present at the JIC,
all PIO's will assemble in one general work area,
and at briefings speak from one platform. Any
conflict of information or opinion will be
immediately identified, discussed, and hopefully
resolved prior to news media briefings. All written
releases will be coordinated through the Lead PIO's
staff prior to their release to the public. To
ensure coordination between the JIC and those
parties not present, the following principles will
be followed, to the extent possible:
Joint news
conferences and briefings are preferred,
however, in the event that this is not possible,
scheduling will be coordinated so as to avoid
conflict.
Hard-copy
releases and broadcast scripts will be exchanged
whenever possible before release time.
The JIC
will make available to the media all emergency
print and broadcast information releases
received from other organizations.
The JIC
will refer news media inquires to appropriate
official spokespersons. If requested, JIC
members will assist agencies in responding to
inquiries.
The JIC
will make summaries of news conferences and fact
sheets, etc. available to all organizations.
The JIC
will make every effort to assemble spokespersons
from all responding agencies in one location.
The
information flow to and from the JIC can come from
many directions. A system has been established for
information flow within the JIC. JIC participants
will more than likely be receiving information from
the following sources: media inquiries, updates from
state and local on-scene personnel, updates from EOC
personnel and from news broadcasts.
The information coming into the
JIC will either go to one of three areas - the
local agency PIO room, the rumor control room,
or the Emergency Operations Center.
Once the
information request is in the JIC system an
action must be taken. Several types of action
may be necessary - the person receiving the call
may be able to respond to the inquiry
immediately if the answer is known. The
information may be of the type that must be
disseminated immediately. The inquiry may need
to be routed to another agency PIO. The inquiry
may require some research or some verification.
Whatever
action is required, the information needs to be
coordinated with all agencies and the lead
Public Information Officer.
As the
information is being coordinated a decision will
need to be made on what to do about the
information. A media release may be required or
a news conference may be needed to address the
issue.
Once a
decision has been made on the information,
arrangements need to be made to disseminate the
information.
The function of
gathering and verifying information rests with the Local
Agency PIO's assigned to the JIC. The Local Agency PIO's
will have access to information from on-scene PIO's, EOC
staff members, individual department sources, and from
news broadcasts. HOWEVER, it is imperative that the
Lead PIO or his designee approves all releases of
information to the media.
The
following checklist has been established for the Local
Agency PIO's who will be functioning in the JIC:
Report to JIC when
notified.
Bring PIO Guidelines Manual
with you to the JIC.
Receive update on
situation from Lead PIO.
Report to work
space and test equipment.
Make contact with
any on-scene Information Officers in your discipline for
an update.
Make contact with
discipline personnel in EOC for an update if
applicable.
Assist in the
internal coordination within the Local Agency PIO room
and keep the Lead PIO informed of any problems.
Respond to media
inquiries and disseminate media releases and fact sheets
relative to your agency.
Assist in making
arrangements for news conferences, interviews, tours,
etc.
Provide background
information to the media on such things as handouts,
special requests, videotape, and special briefings.
Answer inquiries
from the media, either in person or by telephone.
Disseminate media
releases and fact sheets via news wires, media contacts,
mail and automatic broadcast feed.
Monitor media
reports and public perception of the event to ensure
accuracy of reporting and public understanding.
Correct erroneous
information.
Distribute
information copies of releases and materials to other
PIO's.
Assist the rumor
control room if activated.
Maintain a log of
media inquiries.
Coordinate
information with the Lead PIO Office whenever
appropriate.
NOTE: If any federal or
state agency PIO's function out of the JIC they will be
responsible for following these procedures also!
Field Operations -
(Field PIO)
On-scene
Information Officers will also be responsible for
gathering and verifying information. The following
checklist has been developed for PIO's in the field.
The on-scene
Information Officer serves as a principle link to the
emergency. The Information Officer must have access to
information at the incident site, must be knowledgeable
about the needs of the agencies located at the JIC and
must maintain communications with the JIC at all times.
Provide
information for release preparation to JIC
representatives.
The Lead PIO in
the JIC will handle information coordination. The Lead
PIO will assist / direct the Local Agency PIO's with the
coordination of information prior to its release to the
media.
Coordination will
consist of verbal briefings between all PIO's prior to
news conferences. If information is then documented in
the form of a media release or a fact sheet, the Lead
PIO ensures that all PIO's have access to current
information.
The following checklist has been established for the
Lead PIO:
Responsible for
promoting coordination among all parties at the JIC.
Any conflict of
information or opinion will immediately be identified
and brought to the attention of the Lead PIO Officer. If
the Lead PIO Officer cannot resolve the issue, then it
should be referred to the EOC Director or to the Policy
/Administrative Group.
The Lead PIO will
clear all written media releases.
The Lead PIO will
handle all coordination with agencies not present in the
JIC.
The Lead PIO will
also coordinate all media presentations with the JIC
Coordinator.
An individual with
media and administrative experience functions as a
facilitator for news interviews. The JIC Lead PIO will
designate a JIC Coordinator and staff to function in
this role in the JIC.
The following procedures have been established for the
JIC Coordinator:
The JIC
Coordinator will coordinate arrival of spokespersons for
group briefings or one-on-one interviews.
The JIC
Coordinator will set parameters for briefings such as
length, question and answer periods, requests reporters
to identify media affiliation, etc.
The JIC
Coordinator also advises the media of the next briefing,
distributes media kits or media manuals, familiarizes
the media with JIC operations and provides telephone
numbers for public and media contacts.
The JIC
Coordinator facilitates overall operation of JIC with
assistance from the Lead PIO and Rumor Control Manager.
The JIC
Coordinators ensures that the PIO's have assistance
disseminating written news releases and fact sheets.
The JIC Coordinator in
conjunction with the Lead PIO will establish conditions
that warrant media releases.
If
deemed necessary the Lead PIO will activate the rumor
control room of the JIC. The following checklist has
been established for the rumor control room of the JIC:
The
Public and Media Inquiry Group of the JIC will be
staffed with a manager.
Rumors coming into
the JIC should be given to the appropriate PIO.
The PIO will
contact on-scene Information Officers and EOC contacts
to verify rumors about their activities.
Rumor and rumor
disposition should be logged and made available to all
PIO's through status boards, log sheets, or other
mutually acceptable methods.
The Manager of
Public and Media Inquiry is responsible for delivering
rumors to the PIO's and ensuring that response is
documented and shared with other JIC members (usually by
giving the information to the Lead PIO Office).
The Manager of
Public and Media Inquiry is responsible for delivering
rumors to the PIO's and ensuring that response is
documented and will also serve as the manager of the
phone teams if activated.
Phone teams can give out
information to the public and media - if the information
is taken from written media releases that have been
officially coordinated and released from the JIC.
Placement of Joint Information Center Within Incident
Command System.
(click on the above for a
larger image or to print)
Included in this section are selected citizen
suggestions for specific hazards. Public Information
Officers should review the checklist for the hazard the
community is facing and incorporate the comments into
news releases if appropriate. The checklists have been
designed to serve as reminders to PIO's during an
incident.
All hazard specific
checklists should be reviewed several times a year and
updated when necessary.
Checklists have been
developed for the following hazards:
Citizens
should be encouraged to prevent chemical accidents at
home - awareness programs can focus on the following
items:
Recognize that
flammable liquids are extremely dangerous and should
be used only in certain ways.
Store all
liquids such as gasoline, acetone, benzene and
lacquer thinner in tightly capped metal cans, away
from the house.
Store 1 gallon
or less of each.
Use storage
can with an Underwriter's Laboratories (UL) or
Factory Method (FM) approved label.
Keep hazardous
materials away from heat sources and open flames.
If materials
are used in-doors, make sure the area is well
ventilated.
Never use
gasoline or similar materials to start or freshen a
fire.
Paint thinner,
kerosene, charcoal lighter fluid, turpentine and
other combustible liquids are flammable especially
when heated, when in a spray, or when spread in a
thin layer over a large surface. Keep all such
materials away from heat or any ignition source.
Store all
toxic chemicals away from children.
Always wash
thoroughly after exposure to strong chemicals.
Change clothes and allow them to dry in a
well-ventilated, cool area.
The dangers
from chemical exposure come from inhalation, skin
exposure, swallowing, and eye exposure. Read the
instructions on the chemical label for the first aid
measure for each of these.
2.
Citizens
should be instructed to do the following in the event of
a chemical accident at home:
Get out
immediately if there is a fire or explosion. Call
the fire department. Do not fight the fire alone!
Avoid
breathing toxic fumes. Stay away from the house.
Wash any
chemicals off your skin immediately.
Discard
contaminated clothing.
3.
Citizens
should be instructed to do the following in the event of
an industrial / transportationchemical
accident:
Stay out of
the area.
If near the
area, don't panic. Follow the directions of those in
charge.
Leave
instantly to avoid breathing the toxic fumes.
Wash any
chemicals off your skin. Discard contaminated
clothing.
Don't attempt
to rescue someone who as been overcome by fumes
unless you have proper respiratory equipment.
Stay tuned to
radio and television for directions from public
officials.
If directed to
evacuate, move quickly, via designated routes, out
of the area or to specified shelters.
If directed to
shelter-in-place, stay in-doors, seal windows and
doors with tape, newspapers, plastic, or other
similar material. Shut off any appliances, air-
conditioners, etc. that take in air from the
outside. Remain calm and await further direction.
Ensure flood warning
information is disseminated to the public by radio,
television, etc. Include information on shelters opened,
evacuation routes, emergency assistance numbers,
transportation assistance provisions, etc.
2.
Based on flood hazard
information have a general knowledge of those areas in
community prone to flooding.
3.
As conditions for flooding
arise (increased rainfall, snow melt, etc.) instruct
citizens to do the following:
Stock food that
requires little cooking and no refrigeration.
Keep portable radio,
flashlights, spare batteries, etc. available.
Keep first aid and
critical medical supplies at hand.
Keep automobile
fueled.
Keep materials like
sandbags, plywood, plastic sheeting and lumber handy
for emergency waterproofing.
Store drinking water
in closed, clean containers. (water service may be
interrupted)
If time permits, and
flooding is likely, move essential items and
furniture to upper floors of home.
If forced to
evacuate, move to save area as quickly as possible,
before roads are closed.
Shut off electric
and water service to home and follow public
announcements on what to do about gas service.
4.
During flooding conditions instruct
citizens to do the following:
monitor flooding /
weather conditions on radio and television.
get to high ground
and stay there.
don't try to cross a
flowing stream or travel through flooded
intersections/roads in a vehicle. (many
flood-related deaths have occurred in vehicles)
avoid areas subject
to flooding.
if your vehicle
stalls, abandon it immediately and seek higher
ground.
during evacuation,
take warm clothing and blankets, flashlights, radio,
personal documents and identification and necessary
emergency supplies to include special food and
medicine.
during evacuation,
follow recommended routes.
5.
Immediately after a flood instruct
citizens to do the following:
Use flashlights
instead of lanterns, matches or torches in damaged
buildings.
Report broken
utility lines, etc. to proper authorities.
Clean, dry, and
check appliances and other equipment before use.
Purify all water
before drinking.
Discard all food
contaminated by floodwaters.
Stay away from flood
damaged areas. Sightseeing interferes with rescue
efforts.
Keep tuned to radio
and TV for advice and instructions. Government
should be providing information on where medical
attention can be obtained, where to go for emergency
assistance such as housing, clothing, food, etc. and
other ways in which a citizen can recover from the
flood emergency.
Ensure hurricane information
is disseminated to the public by radio, television, etc.
Include information on shelters opened, evacuation
routes, emergency assistance numbers, transportation
assistance provisions, etc.
2.
Coastal counties should review checklist
on hurricane preparedness activities - well in advance
of hurricane season - changes / revisions need to be
made every year.
3.
As hurricane approaches
coastal area instruct citizens to do the following:
Check drinking water
and emergency supplies.
Have vehicles
fueled.
Check all
battery-powered equipment.
Keep tuned to radio
or television for official instructions.
Board up windows or
protect them with storm shutters or tape.
Secure all outdoor
objects that might blow away.
Moor boat securely
or move it to a designated safe area.
Unless advised to
evacuate, stay at home if house is sturdy and on
high ground.
If home is not
sturdy, citizen lives in a flood prone area or a
mobile home, evacuate to a designated shelter and
stay there till the storm passes.
Once warning has
been issued and evacuation has been ordered -
quickly move out!
Remain indoors
during the hurricane. Travel is extremely dangerous
when winds and tides are whipping through the area.
Be careful during a
sudden calm. This may be the eye of the storm. Once
the eye has passed, the storm will start again with
winds coming from the opposite direction.
4.
Immediately after a hurricane instruct
citizens to do the following:
Remain in shelters
until those in charge say it is safe to return
home.
Keep tuned to local
radio and television for advice and instruction.
Government should be providing information on where
to go for medical assistance, where to go for
necessary emergency assistance such as housing,
clothing, food, etc., ways to help a citizen recover
from the emergency.
Use extreme caution
in entering buildings that may have been damaged or
weakened by the hurricane.
Don't take lanterns,
torches or lighted cigarettes into buildings that
have been damaged by a hurricane.
Stay away from
fallen or damaged electric wires, which may still be
dangerous.
Check for leaking
gas pipes in homes. Do this by smell - don't light
matches or candles. If there is a gas smell - open
all windows and doors, turn off main gas valve at
the meter, leave house immediately, and notify the
gas company. Do not re-enter the house until told to
do so!
If any electrical
appliances are wet, first turn off the power switch
in house, then unplug the wet appliance, dry it out,
reconnect it, and finally, turn on the main power
switch.
Check food and water
supplies before use.
Stay away from
disaster areas. Sightseers could interfere with
rescue work.
Don't drive unless
necessary. If citizens must drive - they should be
instructed to do so with caution!
Report broken sewer
and water mains to proper authorities.
Preparedness activities that should be encouraged
include instructing citizens to do the following:
Insulate homes.
Caulk and weather-strip doors and windows or cover
windows with plastic. Walls and attics should also
be insulated.
Maintain a two-week
supply of food, water, heating fuel, and clothing.
Keep battery-operated radio and flashlight on hand.
Prevent fire hazards
due to overheated coal or oil burning stoves,
fireplaces, heaters or furnaces by installing
adequate heat sources.
If citizens live in
rural areas they should be instructed to make trips
for necessary supplies before the storm develops.
Winterize vehicles.
Keep a full tank of
gas. In addition to being prepared to travel, this
will lesson the chance of tank freezing.
Carry a winter storm
kit in vehicle. At minimum it should contain:
blankets, matches or candles, first aid kit, shovel,
sack of sand, flashlight, windshield scraper,
booster cables, tow chains, road maps, extra
clothing, and empty coffee can with lid for melting
snow to drink and high-energy, nonperishable food.
Keep pipes from
freezing by wrapping them in insulation or layers of
old newspaper, lapping the ends, and tying them
around the pipes. Cover newspaper with plastic to
keep out the moisture.
When it is extremely
cold, let faucets drip a bit. This may prevent
freezing.
Know where the valve
is for shutting off the water. Shutting off the main
valve and draining all the pipes may prevent
freezing and bursting.
Have emergency
heating equipment - such as wood, kerosene, or coal
burning stove, or fireplace - in case furnace won't
operate.
Listen the weather
service bulletins for news of approaching storms.
2.
During a
winter storm, citizens should be instructed to do the
following:
Stay indoors.
If outdoor activity
is necessary - don't overwork; dress warmly in
loose-fitting, layered, lightweight clothing. Wear a
hat. Mittens will keep hands warmer than gloves.
Watch for signs of
cold weather exposure when outdoors. These include
uncontrollable shivering, vague, slow, slurred
speech, memory lapses, immobile or fumbling hands,
frequent stumbling, lurching walk, drowsiness,
exhaustion and inability to get up after a rest.
Cold weather
exposure can be treated in the following ways: get
victim into dry clothing; put victim in a warm bed
with a hot water bottle, warm towels, heating pad,
or some heat source; concentrate heat on the truck
of the body first; keep the head low and feet up;
give victim warm drinks; never give the victim
alcohol, sedatives, tranquilizers, or pain
relievers; keep the person quiet, don't massage or
rub; call for professional help if symptoms
persist.
If house is without
heat do the following:
Use
alternate heat source such as wood stove or
fireplace.
Use just
one or two rooms. Close off the rest of house.
Hang
blankets over windows. Stuff cracks around doors
with rugs or newspapers.
Have all
members of family dress warmly in layers. Eat
well-balanced meals and quick-energy food such
as raisins or other dried fruit.
Wear hats,
especially when sleeping.
Sleep with
several light blankets rather than one heavy
one.
Travel only if
essential. If travel is essential - keep a full tank
of gas, travel in pairs, convoy with other vehicles,
plan travel before starting and select alternate
routes, travel during the day, keep radio on for the
latest weather information, and seek shelter
immediately if the storm becomes worse.
If trapped in a
vehicle during storm - avoid overexertion, stay in
the vehicle, keep fresh air in the vehicle, beware
of carbon monoxide poisoning, run motor / heater
only when necessary, turn on inside light at night
so work crews can see vehicle, exercise by clapping
hands and moving arms and legs from time to time,
avoid staying in one position, keep watch - one
person should always stay awake.
Citizens
should be encouraged to practice basic fire safety
habits. Awareness programs should be centered on the
following safety considerations:
Never smoke in bed.
Store matches out of
reach of children.
Use large,
noncombustible ashtrays in each room of house.
Have members of
family sleep with doors closed - this slows
spreading of flames if fire breaks out.
Use inflammable
sleepwear for children.
Always use screens
on fireplaces.
Keep yard and home
area free of debris, particularly if trash is burned
outdoors or outdoor cooking is an activity.
Use only 15-amp
fuses for household lightning circuits.
Never overload
electrical outlets.
Use only electrical
equipment labeled by the Underwriter's Laboratories
(UL).
Store flammable
liquids in unbreakable containers and away from heat
sources.
Have heating
equipment checked regularly - don't forget
fireplace/woodstove, etc.
Allow air space
around television and stereo to prevent
overheating.
Never renew a fire
by using flammable liquid.
Avoid wearing loose
clothing while cooking.
Conduct fire drills
in home / business / etc. Know escape routes in
home/business/etc.
Protect home /
business with smoke detectors.
Know how to
extinguish small fires.
Call fire department
immediately!
2.
Citizens
should be instructed to do the following if they smell
smoke, see flames or hear the sound of fire:
Scream and shout to
alert everyone in the building or house.
Get people out! Help
those who can't help themselves!
If in a room with a
closed door do the following: test door before
opening; if smoke is pouring in around the bottom or
if it feels hot along the top, keep it closed; open
window for escape or fresh air while awaiting
rescue; if no smoke is present and the door is not
hot to touch, open it slowly; be prepared to slam it
shut if there is too much smoke or fire in the hall;
if the hall is passable, keep low to the floor, and
move fast; breath through a wet cloth held over
mouth and nose.
Never use elevators.
Use stairs or fire escapes.
Always keep low.
Smoke and gases collect near the ceiling.
Close doors behind
during escape efforts. This will slow the spread of
fire.
Second-floor
windowsills are usually not more than 13 feet from
the ground. An average person, hanging by the
fingertips, will have a drop of only six feet to the
ground.
If in a high rise
building, get out immediately if hallway is not
smoky; if hallway is smoke-filled, close doors
between you and the fire; call fire department
immediately.
3.
Immediately after a fire, citizens should be instructed
to do the following:
Check for injuries.
Provide first aid.
Watch for smoldering
remains when returning to home / business / etc. Be
sure all wiring and utilities are safe. Discard food
that has been exposed to heat, smoke or soot.
Contact insurance
agent. Do not discard damaged goods until after an
inventory has been taken. Save receipts for money
you spend relating to the fire loss.
Media releases should be
used if the information can get to the broadcast
stations on time. Broadcast stations often receive
releases long after the newspapers have run the story
and long after the event has taken place. Media releases
are fine if there's a lot of information to be relayed
and if there's plenty of time for delivery. The phone or
fax is the best way to get information to the broadcast
people quickly, so they can release the information to
the public as soon as possible.
This section of the manual
will review how media releases are written and include
specific instructions on how to complete the sample
media release form included in the materials.
PIO's should periodically
review these guidelines and instructions when tasked to
write a media release. These materials should be updated
annually.
The purpose of this form is
for gathering information needed about a given situation
in an orderly fashion to brief and update all media
groups on the current situation. The form can also be
used to write media releases. It also gives the PIO a
formal record of all information released to the media.
It is suggested that one of
these forms be prepared for every release of information
to the media. Any announcement formats used should have
copies attached to this form for the record.
Instructions For Completing
the Form
PIO: The name of the public
information officer assigned to this situation. This
may or may not be the same person preparing the
form.
LOCATION: The
physical location of the media release point.
Command post, EOC, JIC, Office, etc.
DATE: The date of
release.
TIME: Time of
release.
RELEASE: Initial /
Update / Final
INCIDENT NAME:
Every incident is given a name.
INCIDENT NUMBER:
Every incident is given a number for reference
purposes.
INCIDENT COMMANDER:
Every incident has a commander, a person in-charge
of the situation. During a major emergency or
disaster this may be the Emergency Program Manager.
JURISDICTIONS
INVOLVED: List all cities, counties, states, etc.
working at the event.
TYPE OF INCIDENT:
List general type of incident - flood, fire,
earthquake, hurricane, etc.
AREA INVOLVED IN
INCIDENT: Indicate area involved in the incident -
river flood basin, industrial park, etc.
TIME BEGAN:
Approximate time and date the incident began to
unfold. When it was first reported or declared to be
an emergency situation.
ESTIMATED DATE /
TIME SITUATION WILL BE CONTAINED: The official time
estimated that the situation would be brought under
control. (if it can be estimated)
GEOGRAPHIC AREA OF
INVOLVEMENT: The actual borders of the situation.
Use streets, roads, highways, city boundaries, etc.
PERCENT OF
CONTAINMENT: Relates to fires or floods. Give
description if applicable.
CONTROL DECLARED:
Relates primarily to wildland fires. Give date and
time the situation is under control.
CURRENT THREATS:
List things that are being watched out for and
attempts are being made to protect from damage or
injury.
CURRENT PROBLEMS /
POTENTIAL THREATS: What special problems are
currently being faced. Wind, heavy rain, access
problems, equipment shortages, etc.
ESTIMATED LOSS VALUE
/ CURRENT: Estimated value of lost or damaged
property, structures, equipment, etc.
INJURIES: List
number and type of injuries.
DEATHS: List number
and type of deaths.
COOPERATING
AGENCIES: List all cooperating agencies
participating in the response.
CURRENT WEATHER
CONDITIONS: Temperature, humidity, winds and any
important general weather information should be
listed.
PREDICTED
WEATHER-NEXT 24 HOURS: From NWS list forecast.
NUMBER OF PERSONNEL
INVOLVED: List total number of personnel involved
in the incident.
NUMBER OF PIECES OF
EQUIPMENT INVOLVED: List total number of pieces of
apparatus currently is utilized.
PREPARED NARRATIVE /
REMARKS: Type any prepared format comments you want
to release or general remarks or continued
information from any of the above boxes.
LIST OF EQUIPMENT
INVOLVED: Detailed list of equipment involved at
the incident - by agency, type, etc.
PLANS FOR NEXT 24 TO
36 HOURS: General plans that have been formulated
for dealing with the situation.
PREPARED BY: Name
of the person who collected the information recorded
on this form and the date and time they collected
it.
I/C APPROVAL:
Incident Commander approval if appropriate or other
official.
RELEASE AUTHORIZED
FOR: The Incident Commander or other appropriate
official will indicate if the information can be
released immediately or the earliest date and time
that this information is authorized for release by
the PIO.
Included in this section of
the manual is a checklist of preparation activities for
interviews. PIO's should review this checklist when they
are preparing for an interview. The useful tips provided
should be updated annually or whenever you have anything
to add to the checklist!
Interview Checklist
Be prepared - know what you
plan to talk about!
It is important that you, or
the person you plan to have speak to the news media,
know the subject matter involved thoroughly!
If you don't know the answer
to the question asked - say so! Never say "no comment".
Avoid using jargon or
acronyms.
Live interviews are becoming
more common on television - be aware that your answers
are being transmitted via TV to the audience!
First impressions are
important - a clear, concise opening statement that
covers basic facts is essential!
Stay calm - don't lose your
composure if the reporter is "rough" on you. Think
through the question being asked. You can often turn a
negative related question into a positive situation with
a careful answer.
Don't rush your answers -
"buy" some time on a question by giving some background
information on the issue before you directly answer the
question!
Remember that even if the
interview is being taped, your remarks could be edited
in such a fashion to cause problems - think through each
answer!
Policymakers should answer
questions of policy. Let the policymakers field these
comments.
The Who, What, Where, When,
Why, and How will always be a part of the interview -
know your answers!
Watch your body language -
hand movements, involuntary smiles, squinting, etc. -
they can be damaging on the air!
Be sure your dress is
appropriate, if you have time to prepare. Uniformed
personnel should be in uniform!
Be careful of any remarks
made in the vicinity of a camera or microphones.
When you are on the air,
look at the reporter not the camera. Exceptions: when
you have a strong point to make and when you are located
away from the reporter. (field site and TV studio
interview)
Included in this
section of the manual is a checklist of preparation
activities for news conferences. PIO's should review
this checklist when they are preparing for a news
conference. The useful tips provided should be updated
annually or whenever you have anything to add to the
checklist!
News Conference Checklist
Serious consideration should
be given to who needs to be present at the news
conference. Three
things that will help determine this by asking and
answering, So what?, Who cares? and What difference does
it make?”
Brief everyone even remotely
involved on the subject matter ahead of time. Subject
matter should help you decide who should participate.
A brief meeting should be
held prior to the conference with those going to be
present, to cover questions that may be asked and the
answers.
When planning a news
conference, make determinations on the following
points:
determine who
will moderate the conference.
the sequence
of speakers.
the person
designated to take notes on what is covered and the
unanswered questions.
hold a post
news conference critique when possible.
The media can be notified of
the news conference in a variety of ways - news release,
phone calls, fax messages, computer news networks, PR
wires, and AP and UPI day wires. In an emergency related
news conference. The media will probably be waiting at
your door - ready for the information!
Scheduling is an important
variable for news conferences. Know media deadlines in
your community. Keep a list of deadlines if necessary.
With the advent of new technology and the disappearance
of most afternoon newspapers news conferences can easily
be scheduled for as late as 2:00 p.m.
Most media types do not like
to attend weekend news conferences - if the news
conference relates to a preparedness or awareness
activity check for other local events scheduled that
week. You will want to get as much coverage as
possible!
Even impromptu news
conferences won't be covered unless it's sensational
news - don't plan news conference within the time of
deadline restrictions. Remember that evening events need
to happen in time for the 11:00 p.m. television and
radio news.
The location of the news
conference is critical - space consideration must be
addressed in your planning efforts.
The space provided for the
news conference should not be too large - locate the
room somewhere easily accessible to the media.
Room set-up considerations
should address the following:
Rows of
chairs, auditorium style - reporters need to be able
to hear speakers and ask questions.
Wide aisles
should be established between chairs.
Raised stage
area in the back of the room is important -
cameramen will then be able to get their shots. If
not possible, the back of the room should be wide
open for cameramen use.
Include a
lectern in set-up - most presenters feel more
comfortable standing behind a lectern. Microphones
can then be attached to the lectern.
Check room
set-up yourself before the news conference.
Whenever possible provide
the media and other guests attending the news conference
with handouts (media kit). All background information,
organizational charts, bios, paper and pencils and the
news release of the event (if applicable) should be
included in the media kit.
Whenever possible include
various visual materials as part of the presentation.
Maps and charts depicting the disaster scene or
evacuation routes are extremely useful to the presenter
and are helpful to the viewing audience. Set them high
enough so they can be seen, photographed, etc.
If you have conducted news
conferences before you should have an idea of what
equipment is needed by the media. If not or if you are
at a different location than usual ask the media what
they may need.
Check the room lighting
before the conference.
Provide water and glasses
for presenters.
If possible prepare an
agenda and have a dress rehearsal for the presenters.
If possible provide a
holding room for the presenters in the news conference -
keep them away from the media until you are ready to
start the presentation.
Hold the news conference to
30 minutes - no longer than an hour. Allow plenty of
time for media questions.
If the spokesperson for the
news conference isn't the expert - be sure the expert is
available for questions.
During emergency / disaster
related news conferences it may be necessary to set a
time limit for questions and answers. Make sure the
media knows when the next news conference is scheduled.
Any questions that cannot be answered at the news
conference should be researched with answers being
provided in a release or at the next scheduled news
conference.
Part-time or
full-time Public Information Officers either with
Emergency Management agencies or with emergency response
agencies/departments or assigned to the office of a
chief elected or appointed official will need to deal
with the media. A good working relationship with the
media will make the job of the PIO somewhat easier!
These general
guidelines should be reviewed periodically by PIO's and
should be used as reminders whenever problems with the
media arise or when you may need the media to assist
you. The checklist should be revised annually. Any
specific techniques you have utilized over the past year
should be included in the revision of this checklist.
General Guidelines
The media should be your
ally in keeping the people informed about what is
happening in the community.
The media should be part of
your emergency planning process - they should be
utilized in awareness campaigns and plan and procedure
development especially in the areas of alert,
notification and warning.
The media can help you in
many ways - reduce panic, prepare for action and alert
and warn the public.
The media can be used as a
source of information during times of emergency -
television can provide you with information about your
own disaster!
Get to know your media -
personal contacts with your local media are extremely
important in developing stories or getting your
information told to the media.
When meeting with the media
before an emergency explain to them your various
departmental policies, procedures, and tactics.
Meet with top editors in
addition to reporters. Meet with television station
managers as well as other broadcast personnel. Know
radio station managers and other key radio personnel.
It is important that you
know the different types of media in your community.
Remember it is a reporter's
business to ask questions - even those that you may not
like to answer. Be prepared for the questions -
preparation can be the key in any interview or news
conference situation.
Bad news travels fast - news
coming out of city hall of a negative nature will reach
the media. Expect to be contacted and once again - be
prepared!
Utilize various ways to
reach the media to include: telephone or personal
contact, news releases, briefings, backgrounders, media
advisories, radio public service announcements, audio
clips, spot announcements, television releases and/or
interviews.
Remember any public
information programs, preparedness or awareness
campaigns will need the cooperation and support of the
media.
During emergency situations
the importance of the media is increased - because
information is often needed quickly by the public the
media can provide the means for transmitting this
information.
Treat all branches of the
media equally! Try to stay away from special
relationships and trusts.
Included
in this section is a checklist of media considerations.
The checklist should be reviewed periodically and used
as reminders when media concerns arise.
This
section should be updated annually or whenever you come
across media tips or concerns that can be included here!
Keep media informed of all
awareness / preparedness campaigns.
Keep daily contact with
various media - build personal working relationships -
this will help during an emergency situation.
Know your local media -
there may be specialized newspapers in your community
that reach certain audiences. These audiences may need
to be targeted during awareness/preparedness campaigns.
Radio stations also reach certain audiences. Know the
formats of the various radio stations in your community.
A rock and roll station that generally has an audience
with ages ranging from 13-25 may be used for a public
service spot on fire prevention and home fire drills. Be
creative!
Make sure the media knows
what your role is in the community joint information
system.
Explain to the media the
various departmental responsibilities, policies,
procedures and tactics.
Involve the media in all
preparedness drills and exercises - have them play their
real roles during the exercise in addition to covering
the event.
Make an attempt to treat the
various branches of the media equally - this will
benefit you during emergency situations.
Explain to the media public
information policies and procedures during emergency
incidents (at a command post), during EOC activation,
and during JIC activation. An understanding of how
official information will be disseminated during these
conditions will help you in your role as a PIO when
something actually does occur.
During preparedness training
sessions invite local media to participate in the
program - have them explain their roles in disseminating
information.
Positive relationships built
during normal (day-to-day) activities will be valuable
during emergency situations. People who have worked
together on a regular basis everyday - will work better
together when the community is facing a crisis!
Every community
needs to have established guidance for the
management of resources in an
emergency situation. Procedures must be established for
requesting assistance and resources during an emergency.
A resource inventory is essential for any integrated
emergency management system.
The Fictitious
County area has developed a comprehensive
resource manual
for use during normal (day-to-day) activities and during
emergencies. The resource manual contains listings for
the following agencies and organizations to include
private resources:
Key Facilities
and Critical Workers
Information
Listing
Emergency
Management
Communications
Fire Service
Law
Enforcement
Emergency
Medical
Public Works /
Utilities
Health
Medical
Facilities
Private
Resources Available
Shelter
Information
Transportation
Educational
Facilities
Social
Services
Special
Facilities
Emergency
Water Facilities
National Guard
Facilities
Disaster Assistance Center Locations
Disposal Areas
Media
Resources
Because of the
role of the Public Information Officer in gathering,
verifying, coordinating and disseminating information
during times of emergency it is important that they have
a handle on the emergency resources that can be utilized
during an event.
When updating the
media or providing assistance to citizens a complete
knowledge and understanding of the community's resource
inventory is beneficial to a PIO.
This document
provides a sample log sheet for PIO operations. You are
encouraged to keep a daily log sheet of incoming calls,
messages, or assignments. The log sheets may be
organized under the following categories:
A.
Normal (Day-to-Day) Activities
As a
full-time or part-time PIO you will have many
assignments on a day-to-day basis. If you are a PIO for
a major emergency response department (fire, police,
etc.) you probably receive numerous phone calls every
day that need to be answered. You may be working on
several preparedness or awareness campaigns that need
your complete attention. Log sheets may keep you
organized!
B.
Emergency Incidents
Depending on your
position there may be several emergency related
incidents that you need to attend to daily / weekly.
They could involve simple news releases on traffic
accidents; fires, road closures or they may involve
supplying public information at the scene of an
emergency. Log sheets should assist you in keeping track
of the information.
C.
Disaster or Major Emergencies
Several times a year in your role as public information
officer a disaster or major emergency may occur in your
community/state. Your Emergency Operations Center may be
activated and it may become necessary to establish a
Joint Information Center to disseminate public
information. The log sheets shown below should assist
you in that effort.
Included in this
section are lists of items (in checklist fashion) that
are needed to support PIO operations. They include
supplies, materials, equipment, and planning documents.
Four checklists are provided to include:
Obviously, there
will be some overlap in the checklists as transitions
are made from normal activities to disasters! These
checklists should be updated periodically as materials
and equipment are purchased or new technology comes on
the market.
(The following items would
be useful to an Information Officer at the scene of an
emergency incident. PIO's should be prepared to take
along these items to the scene when the Information
Officer function is activated under the Incident Command
System.)
Work space adjacent to EOC
operations or adequate communication with EOC.
Briefing area to hold news
conferences and update the media.
Dedicated phones lines
established for participating PIO's in the JIC.
Sufficient fax machines
available for use to the PIO's.
Copy machine available for
use.
VCR's / DVD's available for
use by participating PIO's.
Sufficient televisions
strategically placed for PIO viewing during the duration
of the incident.
Computers available for
use.
Printers available for use.
Typewriters available for
use.
General office supplies
available for use.
Community maps, which can be
marked and used as visuals for presentations.
Access to EOC members,
department heads and chief elected and appointed
officials to collect and verify information.
Access to EOC members,
department heads, and chief elected and appointed
officials for briefings, news conferences and permission
to release information (if needed).
Access to information from
EOC, dispatch and field.
Bulletin board to post media
releases.
Bulletin board to post JIC
procedures and administrative items.
Administrative staff to
assist in record keeping and filing of information.
Pre-printed
letterhead, fax headers, media release headers, etc.
Briefing area to hold news
conferences and update the media.
Dedicated phone line
established for use.
Radio communications with
on-scene personnel.
Fax machine available for
use.
Copy machine available for
use.
VCR / DVD available for
use.
Television available for
use.
Computer available for use.
Printer available for use.
Typewriter available for
use.
General office supplies
available for use.
Community maps, which can be
marked and used as visuals for presentations.
Access to other EOC members
to collect and verify information.
Access to information from
dispatch.
Access to community
department heads and chief elected and appointed
officials for briefings, news conferences and permission
to release information (if needed).
Bulletin board to post media
releases.
Pre-printed letterhead, fax
headers, media release headers, etc.
