Crisis Communication Rapid Response Planning for an Event

When media representatives unexpectedly show up 

Here's a list of suggested steps if a negative story breaks at the same time your organization is holding a public event.  

1. Assure media representatives that a spokesperson has been contacted and will soon be available.

2. Contact your organization's PR or Community Relations Department and brief them on the situation to the best of your knowledge.

3. If you're asked to be interviewed, emphasize that you intend to cooperate with the media to the best of your ability, but company rules require that all comments or statements to the media be handled by an official spokesperson.

4. Offer to make media representatives as comfortable as possible while waiting for a spokesperson to arrive.

5. Avoid saying things like "No comment" or threatening to call security to have media representatives removed from the premises.

6. Do not put a hand in front of a camera because it will undoubtedly be broadcast and will place your organization in a negative light as a result.

7. If you have to "pinch hit" because the spokesperson is unavailable (due to a traffic jam, etc), find a quiet, secure place where you can have a phone conversation with them. Talk over 2-3 talking points to key messages, rehearse answers suggested by the spokesperson, and go out to meet the media.

8. Be aware of confidentiality issues.