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It outlines pre-arrival expectation setting, early definition of roles, audiences, and channels, pre-drafting key statements with legal review, and a monitoring-and-response workflow using social listening and alert tools. 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All information is provided for you to use as a framework for your own Communications Plan.  \nAs we think about the return of live events, it’s important that we focus both on the logistics – floor plans that facilitate physical distancing, cleaning measures, hand sanitizer stations, etc.– as well as our approach to crisis communications.  \nWe have provided a few recommendations below to help guide the communications strategy foryour next live event, as well as a template for you to adopt and customize for your own events and use as a practical resource.  \nBest,  \nKimberly Hardcastle-Geddes  \nChief Marketing Strategist, mdg, A Freeman Company  \nCrisis Communications Planning Recommendations  \nLet participants and staff know what to expect before they arrive.  \nBy setting expectations in advance, you’ll avoid issues later. Clearly communicate the details of enhanced health and safety measures to your attendees, your exhibitors, temporary staff and anyone else who will be involved in the onsite experience. Including a code of conduct in your registration flow and presenting it to employees can be helpful in making sure everyone’s on the same page and could also come in handy, should you need to provide evidence that participants were made aware of your onsite safety measures.  \nDefine roles, audiences and channels early on.  \nInformation travels fast, which is why you have to be able to move faster. To react as quickly as possible in the event of a crisis, make sure your team is clear on a few points early on:  \n• Task assignments. Designate a single spokesperson who will communicate with the media and make sure everyone on your team knows who’s in charge of which tasks (who’s monitoring social media, who’s contacting key stakeholders, who’s pausing scheduled content, etc. ) .  \n• Audiences. Know who you’ll need to notify and when you’ll need to notify them.  \n• Channels. You have an arsenal of communication methods at your disposal (email, phone calls, SMS, etc) . Align them with your audiences to make sure you get the message across in the right way, at the right time.  \nPrepare (at least some of) your messaging ahead of time.  \nMake sure you have the messaging essentials at the ready: a statement or press release, talking points and a robust Q&A to help your internal team tackle the tough questions. That way, you’ll be able to tailor your drafted messaging for the specific situation and get it out the door a lot earlier than if you were starting from scratch.  \nDevelop your messaging with your legal team or advisor to ensure that you’re maintaining confidentiality, meeting your reporting obligations and being accountable and transparent without saying anything that could cause trouble later on. Also, don’t forget to put the cardinal rule of marketing—know your audience—to use. By thinking about what your different audiences need—straight facts for your spokesperson, genuine compassion for attendee and exhibitor communications, etc.—you can make sure your messages resonate. While customization is definitely the way to go, anything you or your team drafts should be concise, clear, factual, express concern for your participants’well-being and explain the steps that were taken to protect their health, where appropriate.  \nMonitor and Respond.  \nIf a situation does arise and you need to put your plan into action, it’s important to keep up on what’s happening, what people are saying and what’s working. Leverage social listening, Google alerts, searches for key terms and any other metrics or tools that will help your team monitor the current sentiment and developments, as well as determine which messages are most effective. Every situation is different, which is why staying agile and proactive is critical.  \nEvaluate.  \nAll experiences are learning experience","cbCail4EnpjXD2Fk","https://ap.wps.com/l/cbCail4EnpjXD2Fk","pdf",84660,"English","# Crisis Communications Planning Recommendations\n## Let participants and staff know what to expect before they arrive\n## Define roles, audiences and channels early on\n## Prepare (at least some of) your messaging ahead of time\n## Monitor and Respond\n## Evaluate\n\n# Crisis Communications Plan Template\n## Our Health & Safety Plan Details","[{\"question\":\"What should the plan do before participants arrive?\",\"answer\":\"It should set expectations in advance by clearly communicating enhanced health and safety measures to attendees, exhibitors, temporary staff, and others involved onsite.\"},{\"question\":\"How does the template recommend structuring roles for crisis response?\",\"answer\":\"It recommends assigning task ownership and appointing a single media spokesperson, while clarifying who monitors social media, contacts key stakeholders, pauses scheduled content, and handles other tasks.\"},{\"question\":\"What resources and processes are suggested for preparing crisis messaging?\",\"answer\":\"It recommends having essentials ready (statement or press release, talking points, and robust Q\\u0026A), tailoring messaging for specific audiences, and developing drafts with legal counsel to maintain confidentiality and appropriate reporting obligations.\"}]","Communications Plan Template - January 2021 - Crisis Communications Planning Recommendations | PDF",1790106541]