Board Orientation Manual 2024

APPENDIX C: MEDIA RELATIONS GUIDE

Media Protocols

Writing the Press Release

 All media requests will go through the BC Games Intake Line and be directed to the BC Games Society Communications Manager.  Ask for media deadlines .  Be clear and transparent with media and manage expectations for how much/what type of information will be available to them and when.  Prepare 4-5 key messages (who is impacted? What is being done?)  Prepare a FAQ document – this will help keep everyone on message, is a handy public tool, and helps you anticipate questions from media.  Establish webpage summarizing status of the crisis, including a FAQ, so that media and the public can follow. Link should be easy to find.  Determine the impact of the incident on your partners/stakeholders and reach out to them to inform and prepare them for what’s to come.  Only call a press conference if you have something to say. Make a backgrounder available to establish key facts and context.  Understand your legal risks and requirements before commenting

SAMPLE RELEASE LEDE “A _________ at __________ involving __________________ occurred today at ___________________.” ELEMENTS OF RELEASE Headline : In a crisis, use your headline to concisely tell what your audience can expect from you during the crisis. Opening : Who, what, when, why, and how of the crisis, then offer a brief summary of the response. Consider all stakeholders when describing crisis. Body : 2-3 paragraphs discussing your plan to serve stakeholders affected by the crisis. Don’t be defensive. Express genuine concern, and offer concrete, proactive solutions. Quotes : Quotes will come from the BC Games Society President and CEO. Address commitment to safety and why we have chosen the response we have. Call to action : Inform readers how and where they can learn more and always up-to-date information as the story develops and you implement your response plan. Contact information : How to reach BC Games Society Communications Manager.

Always return media requests

Nothing is off the record

Be sincere Be factual

Be transparent and clear with media about timelines so you can manage expectations. Don’t overpromise and underdeliver .

Don’t get caught in careless conversations before or after interviews. Don’t say anything you’re not comfortable having on the front page the next day.

Don’t speculate or offer personal opinions. Speak from the heart and speak the truth. Don’t lose your temper.

BC Games Society | Crisis Communications Plan

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