Board Orientation Manual 2025

APPENDIX B : CRISIS COMMUNICATIONS TEAM PROCEDURE 1. Identify Stakeholders In the event of a crisis the Crisis Communications Team will need to determine which of these groups are primary or secondary stakeholders: • Host Society Board of Directors • Participants (athletes, coaches, officials) • Volunteers • Families of participants/volunteers • Ministry responsible for sport • Host community government(s) – municipalities and/or regional district(s) • School districts • Provincial Sport Organizations • Other Provincial Ministries related to crisis • Public Health (if related) • Hospitals (if related) • Neighbouring municipalities • Multi-sport organizations 2. Identify Notification Systems There are many distribution channels available to ensure the identified audiences receive the communications about the crisis. • BC Games Intake Line – receive and monitor public/media enquiries • Games Information Centre – forward media/family inquiries to Intake Line + use supplied script • Games office – monitor and respond to emails using supplied script • Media Centre/Marketing Headquarters – forward media/public inquiries to Intake Line • Website and Social Media – post and share messages • Email distribution lists – participants, volunteers, media, stakeholders • Media Contact List • Security Operations Centre • BC Games Society office The Crisis Management Team Response Procedure in Appendix A outlines the chain of communication for Directors to inform Chairs and volunteers. • Who else needs to be involved or contacted? • What immediate steps need to be taken? • What is known and who already knows it? • Is there potential public interest? Is the issue attracting/likely to attract media attention? • What other stakeholder organizations have communications staff to assist? • Who will be affected? • What are people feeling? What emotions need to be considered? • What information is needed and who needs to get it? • What CAN and CAN’T be said? What are the privacy policies? • Is legal or external public relations counsel needed? • Who will communicate the response and serve as the spokesperson? • How will the response be communicated? • Are there other organizations that should be resourced for additional spokespeople? 3. Assess the level of response needed • What has happened and what is likely to happen next? • Are emergency services involved?

BC Games Society | Crisis Communications Plan

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