Board Orientation Manual 2024

NOTE: This plan serves as a guide to manage communications around a crisis but does not serve as an overall emergency or crisis management plan.

BC GAMES SOCIETY CRISIS COMMUNICATIONS PLAN

BACKGROUND The BC Winter and BC Summer Games began in 1978 and bring together 2000 to 3000 young athletes every two years to compete in up to 19 different sports over four days. The following plan outlines procedures for efficiently addressing issues , incidents , and crises at the Games. PURPOSE The purpose of this crisis communications plan is to help effectively manage communications through a clearly defined process in order to mitigate the crisis, ensure standards of communication, and maintain the reputation of the organizations involved. OBJECTIVES • To prepare staff and volunteers to effectively manage crisis communications. • To define responsibilities to help volunteers and staff respond in a unified manner. • To manage the distribution of critical or sensitive information to all stakeholders. KEY PROTOCOLS • Only the BC Games Society President and CEO is authorized to speak to media and the public. • In case of a serious crisis, 9-1-1 should be called before following the protocol outlined in this plan. • Any potential crisis or incident to be reported to the BC Games Intake Line (250-387-1121) , which serves as the intake line for crisis reporting and media and public inquiries. • Issues should be reported to the Games Information Centre (672-339-9654) . IDENTIFYING THE SITUATION This plan covers what to do in the event of a crisis or potential crisis. Situations are categorized into three levels depending on severity: issues , incidents , and crises . Definition Response Crisis The most serious situation. Defined as an emergency event that will lead or may lead to an unstable and dangerous situation and negatively affect the reputation of the BC Games and key stakeholders. 1. Contact 9-1-1 then the BC Games Intake Line

(250-387-1121) to report. 2. Intake Line contacts BC Games President and CEO to initiate crisis plan. 1. Contact BC Games Intake Line (250-387-1121) to report. 2. Intake Line contacts BC Games President and CEO to determine appropriate course of action. 1. Contact Director responsible or the Games Information Centre (672 339-9654).

Possible examples : Life threatening injury or death of participant or volunteer; accommodation site fire; evacuation of a venue or facility due a threat; bus crash with injuries; chemical leak at venue; mass illness. Incident The next most serious situation. Requires reporting and attention from leadership positions. The BC Games Discipline Procedure will be used for infractions that violate the BC Games Code of Conduct. Possible examples: Weather/power incidents causing delays; food poisoning of participant; minor injury of a participant, volunteer, or spectator; broken water main; athlete drinking or drug use; curfew violation; complaints from neighbours or citizens. The most common occurrence. Operational issues related to the Games where there is a gap between the action and the stakeholder expectation. Typically solved by volunteers at the event. Should be reported to the Games Information Centre or solved on site. Possible examples : Lack of food in the cafeteria or late lunch box delivery; garbage or recycling not emptied; lost luggage or equipment; late buses or inconsistent transportation schedule. Issue

BC Games Society | Crisis Communications Plan

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