This guidance is designed to assist the
Public Information Officer in developing the timely release
of accurate information to Gaston County residents and
media in the event of an emergency or disaster.
Gaston County has 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 Gaston County to
cooperate fully with the media in all phases of
Emergency Management. Gaston 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.
The media serving Gaston County will
cooperate with local officials in the dissemination of
information to the public.
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.
Media personnel may attempt
to obtain information from other than “official
sources.”
An effective public
information program will reduce casualties and damages.
During emergency situations
and disasters, the general public will demand
information about the emergency situation and
instruction on proper response actions.
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.
Unless the EOC IC directs
the Public Information Officer (PIO) to directly support
the On-Scene IC, the PIO will be located in the
County EOC, which will serve as the single official
point of contact for the media during an emergency.
Dissemination of public
information will use all available media: television,
radio, and newspaper. Activation of the
Emergency Alert
System (EAS) will be in accordance with the State
EAS Operational Plan.
A rumor control section will
answer inquiries from the public and will monitor media
broadcasts to ensure the public is receiving accurate
information. Rumor control will be managed by the PIO.
Coordination will be
maintained with State, Federal, and / or private
agencies so that essential information can be obtained
for release to the public. If necessary, a Joint
Information Center (JIC) will be established to ensure
proper coordination can be achieved.
Release of official public
information will be approved by the Chairperson of the
Board of County Commissioners, the County Manager, or
the EOC IC. Only that information released by the
designated PIO and approved by the Chairperson of the
Board of County Commissioners, the County Manager, or
the EOC IC will be considered official.
The PIO will establish
procedures to inform families about the status of
relatives that are injured or missing, emergency
services that are available, and areas that are damaged
or restricted.
The PIO will coordinate with
the EOC IC to prepare instructions for people who must
evacuate from hazardous areas as a result of flooding,
dam failure, hazardous materials incident, etc. These
materials will include the following for each threat:
Definition of the
population at risk
Evacuation routes
The type of quantities
of clothing, food, medical items, etc., evacuees
should take with them
Safe travel routes for return to residences
Locations of shelters, feeding facilities, and
medical centers
Centrally located
staging areas and pick-up points for evacuees
without a means of transportation
B.
Actions to be Taken by
Operating Time Frames
Pre-Emergency
Develop Emergency Public Information (EPI) materials
describing the health and property risks associated
with a particular hazard and the appropriate
mitigation actions
that should be taken
Develop EPI materials
for the visually-impaired residents
Develop and conduct
public information programs stressing hazard
awareness and personal and property protection
measures
Develop procedures for:
Rumor control
News releases (Print and Broadcasting)
Coordination with departmental and other local
jurisdictional PIOs
Record keeping
Coordinate with agencies
who have access to technical information for release
to the media and the public
Establish contact with
local EBS stations and develop procedures for
emergency release of information
Prepare EPI packages for
release during emergencies and distribute them to
local media
Participate in tests and
exercises
Increased Readiness
Analyze the potential
disaster to ensure pertinent information is prepared
for release
Issue information
through the media and EBS stations to allow the
public to take protective actions
Begin rumor control
operations
Emergency Response
Release emergency
information as necessary, as well as reception and
care locations for evacuees
Schedule and conduct
briefings for the media
Monitor news media
reports for accuracy and conduct other rumor control
activities
Maintain a chronological record of news releases
(see Media Releases
below)
Recovery
Continue to distribute
public information as needed
Continue rumor control
and news briefings
Supply information
concerning the status of emergency or
disaster-affected individuals
Maintain operational
level until the situation returns to normal
In
Gaston 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 Gaston County EOC IC, after
consultation with the Gaston County
Executive Group, will
activate the JIC to coordinate information with all
county departments and private organizations as well as
the State and Federal government.
It is
essential that the Emergency
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
Emergency Information System organization in Gaston
County and its municipalities are integral parts of the
Direction and Coordination Organizations countywide. For
most situations, the Emergency Information System will
be handled by a single PIO. For major emergencies or
disasters, the Emergency Information System staff will
be set up with an organization as shown below. (EOC
Activation)
No single individual has been appointed
the Gaston County Emergency Public Information Officer
(PIO). Once appointed, this individual will be assisted
as necessary by the County Commissioners, County
Manager, Emergency Management Administrator and department PIOs.
When the
Gaston County Emergency Management Organization is
activated, the EOC IC 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 Emergency Information System organization to
assure proper coordination.
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
and / or the EOC staff.
Obtain reports
or situation summaries from Planning / Intelligence
Section Chief 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.
Develop Emergency Public Information (EPI) materials
describing the health and property risks associated
with a particular hazard and the appropriate
mitigation actions that should be taken.
Develop EPI materials for the visually-impaired
residents.
Develop and conduct public
information programs stressing hazard awareness and
personal and property protection measures.
Additional
assignments are included in other sections of this
annex.
As an integral part of
the Command Staff, the County PIO is assigned space in the
Gaston County EOC and its needs for communications,
supplies, and equipment are covered in the
EOC
annex.
B.
The Public Information Officer will coordinate locations and
time for press briefings and releases. A briefing area will
be set up for this purpose. Normally, the media briefing
area will be the conference room, upstairs in the EOC
building at 615 N.
Highland Street, Gastonia.
Alternately, or if the conference room is not available, the
media briefing location will be determined at the time of
the event.
C.
A listing of
media resources is included in the Public Information
annex.
D.
A major activity of Emergency
Management in non-emergency times is the development and
refinement of Emergency Public Information (EPI). The County
PIO and the Emergency Management Administrator 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 Gaston County to inform
the public.
Upon notification,
the designated official (Emergency Management
Administrator,
EOC IC 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 /
herself and officially request the activation of the
Gaston County EAS and broadcast the emergency
message.
The
North Carolina Emergency Management Agency and the
Gaston County Emergency Management Administrator 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
Gaston County.
When the above
authorization is complete the designated official will
read the prepared announcement to the Primary Radio Station
(LP-1) at which time it will be tape recorded by the
station and broadcast to the public.
It is recommended
that the designated official use this format when
recording the emergency announcement:
"This is
__________________ of the ____________________.
We have requested the activation of the
Emergency Alert System for Gaston County to inform the
public of an emergency incident at the
______________________________________.”
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
LP-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 LP-1 Station and record additional
messages as necessary. Member stations in the Gaston
County Area will monitor LP-1, record any announcements
and rebroadcast them as they become available. LP-1 will
give advance notice that another message is coming up
and will provide a count-down in event other stations
desire to broadcast live.
Upon receipt of
the termination notice from the activating official, the
official should record an announcement through LP-1
giving a re-cap 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 LP-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 Gaston County is the
Emergency Management Administrator, EOC IC or designee. Other
officials in Gaston County are also authorized to
broadcast EAS messages. These include the following public
officials:
County Manager
Chairman of the Gaston 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
Emergency 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, Emergency
Information Organization officials will prepare the message
for immediate broadcast.
Announcements should
be very specific and should be repeated twice. Write
them that way!
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.
While this is
happening other Emergency 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 Gaston 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.
Gaston County Emergency Service personnel
use 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 Gaston 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 Emergency Information
Organization should participate in the revision of the
checklist.
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 Command and General 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 Emergency 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
annex, 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
annex.
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 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.
Emergency 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
annex, 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 annex.
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.
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 Emergency 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
annex, 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
guide.
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!
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 Gaston County Emergency Management
Administrator or EOC IC with concurrence from the Gaston 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 Gaston County Courthouse. 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 this annex 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 principal 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 IC.
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.
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 safe 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 media quickly, so they can
release the information to the public as soon as possible.
This section of the annex 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
annex 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 annex 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 MC
/ 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 Gaston 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
several log sheets for PIO operations. You are encouraged to
keep a daily log sheet of incoming calls, messages, or
assignments. The log sheets are 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. The log sheets
should assist you in keeping track of the information.
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 should assist you in that effort.
DISASTER OR MAJOR
EMERGENCY LOG SHEET
(EOC OPERATION AND JIC ACTIVATION)
ADDITIONAL
INFORMATION SHEET
JOINT INFORMATION
SYSTEM FUNCTION:
CONTACT NUMBER:
CONTACT NAME:
CALL BACK #:
INFORMATION SUPPLIED /
REQUESTED / ETC:
FOLLOW-UP:
PUBLIC AND MEDIA INQUIRY INFORMATION SHEET
PERSON RECEIVING CALL:
CALLER:
CALL BACK NUMBER:
INFORMATION:
ACTION TAKEN:
1. SUPPLIED THE
FOLLOWING ANSWER:
2. ROUTE TO FOLLOWING FOR VERIFICATION / CONFIRMATION ETC.
_____
FIRE _____ LAW
ENFORCEMENT
_____
PUBLIC WORKS _____ EMERGENCY
MANAGEMENT
_____ RED
CROSS _____ UTILITIES
_____
EMS _____ HEALTH
_____
OTHER: _________________________________.
RESOLUTION: _____ CALL
BACK _____ NEWS RELEASE _____ STATEMENT
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 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.
Copy of community resource
manual.
Copy of community basic
emergency plan and annexes.
Copy of appropriate departmental
procedures pertaining to the emergency situation.
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 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.
Copy of community resource
manual.
Copy of community basic
emergency plan and annexes.
Copy of any appropriate
departmental procedures pertaining to the emergency
situation.
