141 Appendix 14 3.1. Main headings. These should be in capital letters. 3.2. Sub-headings. In lower case and emboldened. 3.3. Names. The names of individuals who raise matters should be recorded. 3.4. Action to be taken. Where any action is required the appropriate persons initials should be recorded in the right-hand column. 4. Any other business Any item of business that the Chair or a member wishes to raise, but has not previously notified. 5. Date of next meeting The date, time and venue for the next meeting. *NB If a new committee has been set up and is meeting for the first time, all minutes should be numbered sequentially from 1; otherwise numbering is continued from the last minute. This can be very important for future reference. Refer to any specific house style in use. 319 app 14.p65 13/06/00, 13:07141 Appendix 15 142 Appendix 15 Contingency Planning for a Crisis Before the crisis 1. Identify  look at possible situations. 2. Plan  make simple contingency plans to cover different situations. They should include: l the crisis team (who are they?); l team leader and media spokespersons; l procedures for handling the media generally; l facilities available (accommodation, communications); l background information; l contact telephone numbers for key personnel. Backing l Ensure all plans are agreed, accepted and fully supported at the highest level. l Copies of plans should be held by all concerned. l Check and update plans at regular intervals. 319 app 15.p65 13/06/00, 13:08142 143 Appendix 15 Practice Remember  practice makes perfect: l Hold regular practices. l Involve the emergency services. l Hold mock press briefings and conferences to familiarize and train media spokespersons. l Ensure next-of-kin procedures are known. During the crisis When it happens: l Assemble team quickly  use the call-out system. l Set up communications  activate all communications systems. l Establish crisis centre  assemble key personnel. Organize staffing rosters. l Press and Media packs  assemble background information. l Press conference  prepare a separate room if possible. l Log/Diary  start an incident log. Record all events by date/time. l Synchronize timings  ensure all are on one master clock. l Monitor the media  remember that deadlines vary between newspapers, TV and radio stations. l Community relations  watch this aspect. It could be a vital factor in the credibility battle. l Expert advice  have expert advise available to deflect the media in the early stages. l Answers  prepare answers to (potentially damaging) questions from the media. l Blame  do not apportion blame or speculate on this. l Reporters  new go off the record to the press. l Compensation  do not reveal details of any compensation to the media. For insurance claims take advertising space in newspapers. l Crank calls and letters  ignore all crank calls. Acknowledge all letters of support through the local press by taking advertisements. l Next of kin  Always confirm that the next-of-kin have been informed before releasing any names to the media. At the finish l Stand down  Stand down the crisis team/equipment, etc gradually as the situation eases. Staffing levels can be reduced inside the centre. l Follow-up action  There will be considerable subsequent follow-up action needed, such as press conferences, news releases, articles, statements, and general correspondence. 319 app 15.p65 13/06/00, 13:08143 Appendix 15 144 l The inquiry  Make preparations for any subsequent inquiry that is to be held. Collect all logs, diaries, notes and other relevant written material that may be called as evidence. Keep all such material secure. l Wash up and analysis  These are operational management lessons to be learnt from your experiences during the crisis. The outcome of your analysis may indicate revision of your contingency plans. In a crisis always remember Commitment Management backing is vital. Filing system Have a good one for background information. The team Keep it small  key people only. Credibility Important to maintain it. Clean up Be prompt. It shows you are a responsible, caring organization. Advertising Useful and can help save time. Local press Can give you more aggravation than the nationals. The local community Dont forget them. Good relations are vital. The secretariat Sufficient staffing to handle the crisis. Information provision Everyone must have the same information at the same time  synchronize. Training Vital to ensure smooth running when it happens. 319 app 15.p65 13/06/00, 13:08144 145 Index acceptance 3 advertising agency 5, 7 agenda, format 137 agreement 26, 11723 appointment and programme 118 commencement and duration 118 photographers 26 supplementary 122 suppliers 17 termination 121 analysis 99 annual meetings 52 approvals 120 artwork 21, 33 camera-ready 36 assessment 967 authority 120 Betting, Gaming & Lotteries Act 1963 116 brief designers 323 exhibition contractor 49 printers 23 publishers 1920 suppliers 1617 broadcast media see media Bruce, Liza 12 business writing see writing camera-ready artwork 36 Ceefax 85 clients, conduct concerning 10911 clients property 121 Coca-Cola Corporation 13 Code of Conduct 11, 10512, 122 colleagues 11112 common law 113 community relations programme 97 competitions 11516 conferences 525 accommodation 53 dates and seasons 53 duration 53 fees and expenses 54 numbers 53 planning 128, 13031 planning guidelines 130 presentation equipment 55 social programmes 55 speakers 55 sponsorship 54 travel arrangements 54 confidential information 12021 consultancy 59 advantages of using 8 and client relationship 117 disadvantages of using 8 independent 78 mixing and matching 9 reasons for using 67 types 78 contact sheets 28 contingency planning 1424 contracts 12, 11314 Index 319 index.p65 13/06/00, 13:09145 Index 146 for services 124, 125 of employment 124 printers 23 publishers 20 suppliers 17 copyright 1315, 120 assignment 14, 29 duration 14 ownership 14 permission to copy 15 photographs 29 qualification 13 Copyright, Design & Patents Act 1988 13, 29 corporate image 2 costings, suppliers 18 costs, videos 38 counselling service 8 credits 15 crisis management 759 aftermath 789, 1434 assessment 768 checklist 144 contingency planning 78, 1424 how to cope 76 operations centre 78 planning 75 practice 143 procedure 143 training 78 use of term 76 Cronors Guide to VAT Regulation 18 current image 2 deadlines 17 defamation 1112, 11415 design concept 35 consultancies 31 registers 31 designers 316 brief 323 commissioning 31 exhibition 46 specialisms 31 work process 336 desktop Publishing (DTP) 32 digital photography 91 digital scanning 91 disbursements 119, 121 distribution, publishers 21 documentary file material 83 electronic mail (e-mail) 88 employers conduct concerning 10911 liability 124, 125 employment law 1245 Employment Protection (Consolidation) Act 1978 125 endorsement 62 ethics 10 evaluation, methods 97100 events, planning 128 exhibitions 412 booking space 44 checklist 1267 contractors 489 contractors manual 445 designers 46 good housekeeping 478 news and events 47 newsletters 47 organizing 489 planning 434, 46 publications 467 stand 428 trade unions 45 types of work 42 expenses 119, 121 experience 978 external sources 59 fair dealing 15, 29 feature articles 7074 advantages 71 hints on writing 714 seven-point model 73 feedback 989 fees 26, 54, 11819, 121 film makers 378 foreign VIPs 59 functions 5057 group image 2 319 index.p65 13/06/00, 13:09146 147 Index half-tone 28 hostility 3 house rules 70 house styles 69 illustrations 2021, 23 images 23 income tax 124 information provision 3 information technology (IT) 8791 Institute of Public Relations (IPR) 11, 105 guidelines 104 insurance 121 Integrated Services Digital Network (ISDN) 9091 internal papers 1389 Internet 8790 controls 89 distribution 89 surfing 89 job numbers 94 knockback 28 law 11, 11316 see also specific aspects liability 122 libel 1112, 114 light-box 28 lotteries 11516 manuscript 20 Marks & Spencer 12 media 8086 audiences 81 impact 80 relations campaign 98 see also radio; television memoranda 69 minutes 6970 layout 14041 mirror image 2 moral rights 1415, 29 multiple image 2 National Insurance 124 National Lottery 667 note taking 70 objectives, defining 95, 96 observation 978 offers 116 paper specification 23 passing off 12, 115 patronage 6061 PAYE 124 payment terms 119 period of notice 121 philanthropy 612 photographers 2430 fees and agreements 26 location 267 reproduction studios 30 selection 245 studio setting 26 see also digital photography and scanning photographic libraries 256 photographs colour or black and white 26 copyright 29 special effects 289 viewing 28 picture libraries 25 planning 925 essentials 92 guidelines 129 see also assessment; evaluation press kits 467 Prestel 85 printers 223 brief 23 contract 23 professional indemnity 121 programme 925 budgets 94 control 94 design 934 need for 92 planning 51, 95 programming, see also assessment; evaluation progress chasing, suppliers 18 promotions 5057 publishers 21 319 index.p65 13/06/00, 13:09147 Index 148 proofs 20, 33 proposals 69 public interest 3 public relations definition 1, 92 image 23 perceptions of 12 roles 14 Public Relations Consultants Association (PRCA) 6 publishers 1921 brief 1920 contracts 20 promotion and distribution 21 radio 834 opportunities for coverage 84 raffles 116 rail concessionary rates 128 recruitment campaign 98 reference books 74 reports 69, 136 reproduction studios 30 research 99100 roughs 33 Royal visits 59 planning 1345 Sainsburys 13 self-employed persons 125 seminars 557 sepia finish 28 slander 1112, 114 Social Security Act 1975 124, 125 sponsorship 6066 conferences 54 evaluation 67 forms 646 profile 62 reasons for using 63 types 613 standards 122 statute law 113 subsidy 62 suppliers 1618 agreement 17 brief 1617 contract 17 costings 18 progress chasing 18 timetabling 17 sympathy 4 Teletext 85 television 813 opportunities for coverage 823 30 Minutes to Master the Internet 90 time sheets 94 timetabling Royal visits 1345 suppliers 17 videos 39 trade fairs 412 trade names 115 misuse 12 trade unions, exhibitions 45 transparencies 28 Unfair Contract Terms Act 1977 122 Unitel 856 VAT 1 8 venues 5051 videos 3740 concept 38 costs 38 editing 3940 filming schedule 39 packaging 40 post-production 3940 script 39 Viewdata 85 VIP visits 59 planning 1323 visits organizing 589 planning 589, 1323 wish image 2 workshops 557 World Wide Web (www) 8990 writing technique 6874 general rules 68 reports 136 see also specific applications 319 index.p65 13/06/00, 13:09148 . diaries, notes and other relevant written material that may be called as evidence. Keep all such material secure. l Wash up and analysis  These are operational management lessons to be learnt from. Useful and can help save time. Local press Can give you more aggravation than the nationals. The local community Dont forget them. Good relations are vital. The secretariat Sufficient staffing to. the credibility battle. l Expert advice  have expert advise available to deflect the media in the early stages. l Answers  prepare answers to (potentially damaging) questions from the media. l