Creating a Crisis Plan for Your Meeting

Creating a Crisis Management Plan for Your Meeting

Tyra W. Hilliard, PhD, JD, CMP

www.tyrahilliard.com

Tyra.hilliard@gmail.com

@DrTyra

Housekeeping

• Cell phones on silent

• All ideas are good ideas

• All questions are good questions

• This session is only as good as your best contributions

Objectives

• Identify key elements of a crisis management plan

• Construct a crisis plan outline for your organization’s meetings and events

• Devise strategies to mitigate risk

0% 10% 20% 30% 40% 50% 60% 70% 80%

No Yes

• Photo – bomb – this is what we’re planning for worst case scenario

To walk across the street is a risk. - Mikhail Baryshnikov

• Photo – fireman or emergency vehicle• This will save lives

4 Steps in Crisis Planning

1. Create Risk Team(s)

2. Hazard assessment

3. Capability assessment

4. Risk Plan

1. PLANNING TEAM

Meetings StaffManagement

Support Services Communications

FacilityEmergency Response

Planning Team

2. HAZARD ASSESSMENT

Consequences

Ignore

Mitigate / Manage

AvoidHurricane

Mass Medical emergency

Power outage

Data loss

Picketing

Corporate espionage

Sponsorloss

Political backlash

3. CAPABILITY ASSESSMENT

Capabilities (examples)

Meeting Organizer• Staff training• Insurance

Facility• Emergency equipment• Security• Nearby hospitals• Evacuation plan

Destination• Mass shelter in place

facility• Multiple means of

transportation• Strong emergency

response office

www.attainium.net

www.cardioready.com

4. RISK PLAN

Risk Plan Table of Contents

A. Executive summary• Write last

B. Intro and policy statement• CEO commitment to crisis planning

C. Meeting/event summary• Customize for each major meeting

D. Staff Responsibilities & Roles• Risk Planning Team• Risk Response Team

E. Emergency Response Procedures• See samples, pp. 7-11 (in sample Plan handout)

F. Facility Information• See sample, p. 6 (in sample Plan handout)• Customize for each major meeting

D. Communication List• Code those with special skills• Media list• Phone tree (see sample Plan handout, p. 12)

E. Forms/Appendices• This section may vary

• Sample plan provided handouts on demand

Be safe.Tyra W. Hilliard, PhD, JD, CMP

Tyra.Hilliard@gmail.com @DrTyra

www.TyraHilliard.com

Creating a Crisis Plan for Your Meeting

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