Board Orientation Manual 2024

4. Develop Messages Using the information gained from the briefing of the crisis teams and the response assessment, the CCT will develop official messages. These messages should be used when giving information to key audiences through press releases, answering telephone/email enquiries, and media interviews. The Crisis Communications Team will provide regular updated statements for use of those assigned to answering phone calls and emails. At no time is information released by anyone other than the President and CEO or the Crisis Communications Team. Developing Message Maps (Template in Appendix C ) Developing the messages that will be released to the public is very important. Here are seven steps to follow when developing your crisis message maps: Step 1 – Identify stakeholders: Stakeholders are interested, affected, or influential parties that would be or are currently affected by the situation. They include the participants and volunteers. Step 2 – Identify concerns: Develop a complete list of concerns that you think each important stakeholder group will have. Step 3 – Develop key messages: Messages should be in response to each stakeholder question, concern or perception. Initial messages should address concerns that are likely to be foremost, i.e. participants’ safety/wellbeing, what is being done, etc. Step 4 – Develop supporting facts and proofs for each key message: Supporting facts provide the details needed to support the key message. Key messages should have no more than three supporting facts. Step 5 – Share and test messages: Share and test your messages with partner agencies (i.e. police and other emergency services) to ensure message consistency and coordination. In a crisis, this will need to be done very quickly. Step 6 – Plan for delivery: Prepare for the message delivery by the spokesperson or through the appropriate communication channels. 5. Determine how response to be communicated How the response should be communicated depends largely upon the urgency of the situation. • The BC Games Intake Line will be the central hub for inquiries from media or direct family. • The Games Information Centre will be provided with messaging for those that call and will forward all media and direct family inquiries to the BC Games Intake Line. • Questions from media will be documented by the BC Games Intake Line and forwarded to BC Games Society Communications Manager and BC Games Society President and CEO for response. • Dissemination of information to key volunteers and other internal groups will be handled by the Crisis Management Team and this procedure is covered in Appendix A. • Whenever possible, the first groups that should be informed about a crisis are internal audiences directly affected such as volunteers, participants, and their families. • Determine which notifications systems are to be used and the appropriate messages for each. • Track and log information being distributed.

BC Games Society | Crisis Communications Plan

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