External Suppliers
Media Team
Crisis Coordinator
Internal Suppliers
Call Handlers
In an ideal situation you will have a dedicated Crisis Control Room, ready to be
called into use when a crisis occurs. Second best is to have a large room that
can be closed off from the rest of the daily activities, to avoid distractions.
Listed below are the ideal resources, to enable the command centre to function
efficiently. Much of what applies to the company's Crisis Control Room will also
apply to Travelling Response Team ‘on-site’ Control Centre. For this, a hotel
conference facility or convention centre may be the best option:
Restricted entry
Whiteboard/flipchart with ink markers
Multiple telephones lines with at least 2 lines dedicated to outgoing calls only
Conference speaker phone
Adequate furniture, desks and chairs
Fax, E-mail and Internet access
TV and Radio monitoring equipment
Company headed stationery
2 wall clocks, one at local time, one at the time zone of the crisis
Photocopier
Refreshments
Nearby sleeping facilities
Separate venue to host the press
Cash
Name badges
Digital camera
Laptop
Dictaphone
4
Maintain accurate logs of all events
1
Select a place to be used as a media centre
2
Release ”holding” statement
4
Establish authenticity of media callers
5
Keep the Media informed with regular updates
6
Maintain a log of all media contact
7
Monitor the Media coverage
8
Update company Web site
Call docleaf 3
Notes:
1: Level 1 definitions: Fatalities / serious injuries, major media interest, major financial loss,
major business interruption
2: Ensure the call out cascade is pre-defined and kept on laminated credit card sized lists.
Alternatively use call notification software
3: Only available to retained docleaf clients – we can help with mentoring, media handling,
call centres and trauma counsellors
4: Ideal resources for the incident control room are listed in section 4 of your crisis
management plan
Incident Details
Company Name:
Nature of incident:
Location of incident:
Current situation:
Weather at time:
Individuals Information
Survivors:
Hospitalised:
Fatalities:
Missing:
Location
Time of incident
Shareholders
Insurers
Lawyers
Foreign and
Commonwealth Office
(if overseas incident)
Medical Assistance
Company
Associations the
Company belongs to
Internal notification to
all staff
Update company
website
24 hr
Company Function Name Office Fax E-mail Contact
number
Docleaf Crisis Duty +44 (0)1923 +44 (0)1923 info@docleaf. +44 (0) 1923
management manager 681224 671375 com 681224
Current Situation
Nature of incident:
Current situation:
Weather at time:
Centres of activity
Name Location Person in Contact number
charge
Travelling
Response Team
Police
Fire/rescue
Ambulance
Medical teams
Survivors' location
Hospital
Mortuary
Embassy
Lawyers
Insurers
Nationality: Religion:
Address:
Telephone Number:
Telephone:
Address:
Notified by:
When notified:
Present Condition
Survivor Hospitalised Believed Dead Missing
Location:
Initial Location
Hospital 1:
Ward:
Treating Doctor:
Telephone Main Switchboard:
Telephone Ward Direct:
Telephone Doctor:
Later Location
Hospital 2:
Ward:
Treating Doctor:
Telephone Main Switchboard:
Telephone Ward Direct:
Telephone Doctor:
LOG DATE/
TAKEN BY SUMMARY ACTION
NO. TIME