Board Orientation Manual 2024

APPENDIX A: CRISIS MANAGEMENT TEAM KEY RESPONSIBILITIES Once the crisis has been reported to the BC Games Intake Line (250-387-1121) and the BC Games Society President and CEO has been contacted, they will call together the Crisis Management Team immediately for a briefing at the BC Games office. • This team will consist of the Host Society President/Vice President, the BC Games Society President and CEO, BC Games Society Communications Manager and BC Games Society Manager(s). • Host Society Directors may be included depending on the crisis situation (e.g. Director of Marketing, Director of Access Control, Director of Sport, etc.). Although the BC Games Society President and CEO is the only external spokesperson (media and general public), each member of the Crisis Management Team and larger Host Society Board have a role to play in communicating information internally and managing the crisis, as highlighted below. The following table highlights responsibilities for disseminating information, although no information is to be disseminated until determined appropriate and requested by the Crisis Management Team.

Key Positions

Whom They Contact Action

President and CEO of the BC Games Society (Spokesperson)

• Ministry responsible for sport • BC Games Society Board of Directors • BC Games Society staff in Victoria • Participant’s family • Provincial Sport Organizations

• Act as the spokesperson. • Respond to all media requests. • Draft a public statement.

• If required, attend and speak at media conference. • Visit the crisis location, when reasonably possible. • In the event the crisis takes place at a sport venue, the BC Games Society President and CEO in consultation with the Provincial Advisor, the Director of Sport, and the Sport Chair will determine if the competition will continue. • Assist the spokesperson. • Notify all Directors of the incident. • Distribute the public statement to all Directors and volunteers. • Ask all Directors to notify their Chairs, as deemed appropriate, reminding them not to speak to media. All enquiries are to be directed to the switchboard. • Visit the crisis location, when reasonably possible. • Act as Liaison between the BC Games Society President and CEO and the local RCMP or police detachment. • Provide Media Centre or Marketing Headquarters volunteers with the prepared public statement and procedures to follow should they receive any inquiries. • Ensure website, social media, and media are being monitored continuously. • Proceed to the venue, if appropriate. • Provide support to Medical Service volunteers at the venue. • Arrange for grief counselling, as necessary.

Host Society President/Vice President

• Host Society Directors

Director of Access Control

• Local RCMP or police detachment

Director of Marketing • Media Centre or Marketing Headquarters

Director of Medical Services

• Games Medical Clinic

BC Games Society | Crisis Communications Plan

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