Crisis
Communications and Media Training-
Planning Important Communications for Park District
Events
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Background
When
an emergency or other situation occurs that creates
intense media interest, it is too late to begin planning
how to respond. Time is of the essence, and a delay
in communications may result in news stories that are
inaccurate or damaging to an organization. It is imperative
for an organization to be prepared with a crisis communications
plan and to ensure that staff is trained in its implementation.
Challenges
Each
year, the Naperville Park District is responsible for
numerous activities, programs, and festivals that contain
risks that could require communications with the public
or lead to negative media coverage – outdoor festivals
where severe weather could have dangerous consequences,
pools and rivers where drownings could occur, and athletic
programs that could result in injury or heart attacks.
Because of the numerous activities and locations, a
crisis communications plan required flexibility and
broad training of staff. Ribfest, a five-day summer
festival that attracted more than 150,000 attendees,
brought special challenges.
Marketing/Public
Relations Solutions
Clare
Communications provided the following marketing/public
relations services:
-
Met with staff members to learn about activities and
potential risks
- Met
with park police and Emergency Management Agency representatives
to plan methods of communication, use of radio frequencies,
timely availability of severe weather data, and various
procedures to ensure the safety of attendees and lost
children at Ribfest
-
Created a communications plan to locate lost parents,
reach participants, and work with the media in the
event of a crisis
-
Trained staff in the use of the crisis communications
plan
-
Implemented the plan on numerous occasions
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