Topic?	Title:	Communications
Target group:		Date:

 

Selecting the form of communication

☐   Press release

☐   Press conference/expert interview

☐   Hotline

☐   FAQs

☐   Website of the administrative unit

☐   Social media (e.g. Twitter, Instagram) 

Content-related preparation 

☐   What is the current situation?

☐   What has happened, when and where?

☐   What damage has been caused?

☐   How many people (number) are affected?

☐   How is a situation likely to develop? Best case vs. worst case

☐   What action has been taken so far by the authorities?

☐   What are the authorities planning to do? Activities?

☐   Who will be affected? What (behavioural) rules follow as a result of the incident?

☐   What specialist information is relevant?

☐   What information do regional/national bodies have in reserve?

☐   What easy-to-understand information is relevant? 

☐   What are the most important messages for the general public?

Press release

☐   What? When? Where? Who? 

☐   Contact person 

☐   Date, time if known

☐   Website, social media, further information and contact data if available 

☐   Press spokesperson

☐   Other competent contacts, e.g. fire service, police, (higher) public health authorities, senate department

Checklist – press conference

(based on preliminary work by Christoph Lang, former Director of the Press Office, Senate Department for Health and Equality)

Invitation

☐   Specified time, location and duration 

☐   Support for media representatives (possibly on site)

☐   Designate room for individual interviews (radio, podcasts, television)

☐   Prepare press folder

☐   Specify briefed interview partners

☐   Determine telephone availability  

Cordons/restrictions on access

 ☐   Briefing for security services

Press room

☐   Catering (e.g. beverages, snacks, for example sandwiches)

☐   Work facilities: chairs and desks

☐   Some power outlets (provide multi-sockets if needed) for charging smartphones and notebooks

☐   Ideally also WLAN (provide access codes if necessary)

☐   Prepare screens/pinboards and flipcharts

☐   Specify TV-appropriate background for interviews

Support for journalists

☐   Trained officer (press spokesperson) permanently available

☐   Alternative -– officer permanently on call?

☐   Specify telephone availability, possibly hotline

Regular press briefings

☐   Who talks? 

☐   Are the relevant persons informed? 

☐   Media training completed?

☐   Experts on site? In contact with media representatives?

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