Crisis Communication Plan 2012 Purpose The Greater Pensacola Chamber has developed the following policies and procedures for execution in a variety of possible natural disasters. The threat of a hurricane, tornado or flood is a concern for Northwest Florida. This plan addresses both business and employee practices that help ensure the safety and sustainability of business and private property. The Chamber recommends that this plan be reviewed with employees annually in the month of May in preparation for the onset of hurricane season which begins on June 1 and concludes on November 30. Hurricanes Hurricanes are annually one of the greatest threats faced by the Greater Pensacola Chamber and the community. Fortunately, this potential disaster also provides the greatest opportunity to prepare, both before and during hurricane season. Unfortunately, the magnitude of the disaster and the damage can be much larger than any other threat. Therefore, it is critical that all staff members be fully prepared to address the challenges of hurricane landfall in the bay area. Preparation As a hurricane approaches the bay area, the Chamber President will determine when employees should make preparations to secure the building and, if necessary, to evacuate. If road conditions do not permit out-of-area evacuation, employees should consider a public shelter. Recovery After a hurricane hits the bay area, the chamber staff will: 1. Contact the Chamber chairman. 2. Notify Chamber offices to verify whereabouts, telephone number and personal damage status. 3. Prepare and disseminate a news release and e-mail notification to staff regarding impact on Chamber. 4. Attempt to locate any employee unaccounted for at their local address, once driving conditions permit. 5. Power should be turned off to any area damaged by the tornado prior to people entering the space. 6. COO contact the insurance company. 7. Evaluate the damage. Provide an initial assessment of your assigned area to the President or senior executive on scene. Was any property damaged? To what extent? How much work was lost? 8. Audit the damage. The President or senior executive will assign a staff member to audit via picture or video tape any damage. 9. VP of marketing and communications will prepare and disseminate a news release and e-mail notification to staff regarding impact on Chamber. 10. Evaluate the impact. Will the office space(s) be inhabitable? How long? If employees/meetings must be moved, what rooms are available? Is back-up equipment available? What is the impact on current projects? 11. In cases where the building(s) is (are) inhabitable, staff in the affected building(s) will be relocated. 2 ____________________________________________________________________________________________ Greater Pensacola Chamber | Updated April 2012 Chamber Hurricane Preparedness Checklist The President or senior representative (Jim or Brian) will: Timeline to Landfall 1. Notify all employees of the watch condition. 72 hours 2. Issue an order to secure the building when appropriate. 72-48 hours 3. Interface with city and county authorities on all evacuation routes. 72-24 hours 4. Brief employees on what to do in preparation before and after the disaster. 72-24 hours 5. Act as the primary contact at the EOC and for the Chamber. Before, during and after The COO: 1. 72 hours and after the event May each year 2. Evaluate all emergency supplies including batteries, first aid kit, flashlights and related items. Ensure roof down spouts and scuppers are clear and entrance is locked. 3. Support the Visitors Center efforts to storm proof the windows and doors. 72 hours 4. Provide plastic bags for staff to wrap computer monitors and CPU. 72 hours 5. Post evacuation routes on all Chamber windows. 72 hours 6. Post shelter information on all Chamber windows. 72 hours 7. 8. Post list of businesses with lumber and emergency equipment on all Chamber windows. Disconnect all main power, gas, water valves and call Hixardt to secure server. 72 hours 5 days to 72 hours 72 hours All employees will: 1. Save active work to the network. 72 hours 2. Shut down the workstation. 72 hours a. Disconnect all power and computer connections and raise all cords off of the floor. 72 hours b. Wrap the hardware in plastic bags (to minimize water damage). 72 hours c. Move the equipment onto a desk and away from windows. 72 hours d. Notify the direct supervisor when complete. 72 hours The COO will: 1. Notify users to back up their data to the network prior to shutting down their systems. 72 hours 2. Execute server backups and verify with Hixardt Technologies. 72 hours 3. Shut down systems and, in cases involving potential water damage, wrap in plastic bags. 72 hours 4. Remove and transport tapes and emergency recovery disks to an offsite location. 72 hours 5. Ensure all critical financial records and insurance policies are secured off site. 5 days to 72 hours 3 ____________________________________________________________________________________________ Greater Pensacola Chamber | Updated April 2012 Chamber Crisis Communication Protocol This crisis communication protocol is in place to ensure the safety of Chamber staff and members. It should be followed as directed by the Chamber President and Senior Staff. The Chamber’s servers will be prepared to brace for the crisis by Hixardt Technologies. This process will be handled by the Chief Operating Officer. The marketing and communications staff will brief the staff on this progress as it occurs in real time. Communications during a crisis will be handled by each department as needed and designated by each department head. The VPs should update the Chamber President regarding the progress of items completed on the checklist above in a timely manner. The Chamber President will notify the staff of Emergency Operations Center (EOC) activation and recommend evacuation or preparedness protocols as needed. The VP of marketing and communications and Senior VP of economic development will serve at the EOC during the crisis and will provide information to the media regarding the business community. Local businesses are encouraged to relay business information to the Vice President of Marketing and Communications at the EOC so that they may notify the public. The VP of marketing and communications will post information regarding reopening of operations via the Chamber website. The Chamber VPs will be in touch with their staff as phone lines become available and conditions are such that returning to the affected area is feasible. 4 ____________________________________________________________________________________________ Greater Pensacola Chamber | Updated April 2012 Media and Communications Staff Responsibilities Vice President is available on-site at EOC through duration. Posting news releases to the Chamber website immediately upon receipt from the EOC, Chamber President, business partners or any governmental agency that has pertinent information for our staff and members. The Chamber and Visit Pensacola websites will be converted to a crisis communications portal at the command of the Chamber President. When the site converts to “Crisis Mode,” a message will be posted on the homepage that indicates such has occurred and will direct the public and staff to watch for updates from us as we will be providing up-to-the-minute information from the most reliable sources in the emergency management network of Escambia County. The homepage will announce to the public that the Chamber is now providing emergency updates from local emergency officials. The site will be updated with a message from the Chamber President every 24 hours to include communications and announcements from local businesses that are providing critical supplies and services. The website will have a prominent message that explains that the Chamber website is converting to an information portal for purposes of ensuring the safety of the community at large. It will also encourage the public to “stay where they are” until we post a notification that it is safe to return to the general area. These notices will include: o Information about contact with staff after the onset of the crisis. (ie: x% of staff has been contacted and accounted for etc.) o Messages regarding the return of staff to the general area and to work. o Messages to business that encourage them to contact the senior staff at the EOC with information that should be passed on to the public. o News releases and EOC updates will be available with the click of a button through the duration of the crisis. 5 ____________________________________________________________________________________________ Greater Pensacola Chamber | Updated April 2012