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Creating a Crisis Management Plan for Your Meeting
Tyra W. Hilliard, PhD, JD, CMP
www.tyrahilliard.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
Corp
Assn
Ind
0% 10% 20% 30% 40% 50% 60% 70% 80%
No Yes
48%
52%
68%
32%
63%
37%
• 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
28
Consequences
Pro
bab
ility
low
low
high
high
Ignore
Mitigate / Manage
AvoidHurricane
Fire
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
Risk Plan Table of Contents
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
Risk Plan Table of Contents
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
