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 persons 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.
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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.
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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.
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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 Dont 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.
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145
Index
acceptance 3
advertising agency 5, 7
agenda, format 137
agreement 26, 11723
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 967
authority 120
Betting, Gaming & Lotteries Act 1963 116
brief
designers 323
exhibition contractor 49
printers 23
publishers 1920
suppliers 1617
broadcast media see media
Bruce, Liza 12
business writing see writing
camera-ready artwork 36
Ceefax 85
clients, conduct concerning 10911
clients property 121
Coca-Cola Corporation 13
Code of Conduct 11, 10512, 122
colleagues 11112
common law 113
community relations programme 97
competitions 11516
conferences 525
accommodation 53
dates and seasons 53
duration 53
fees and expenses 54
numbers 53
planning 128, 13031
planning guidelines 130
presentation equipment 55
social programmes 55
speakers 55
sponsorship 54
travel arrangements 54
confidential information 12021
consultancy 59
advantages of using 8
and client relationship 117
disadvantages of using 8
independent 78
mixing and matching 9
reasons for using 67
types 78
contact sheets 28
contingency planning 1424
contracts 12, 11314
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 1315, 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 759
aftermath 789, 1434
assessment 768
checklist 144
contingency planning 78, 1424
how to cope 76
operations centre 78
planning 75
practice 143
procedure 143
training 78
use of term 76
Cronors Guide to VAT Regulation 18
current image 2
deadlines 17
defamation 1112, 11415
design
concept 35
consultancies 31
registers 31
designers 316
brief 323
commissioning 31
exhibition 46
specialisms 31
work process 336
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 10911
liability 124, 125
employment law 1245
Employment Protection (Consolidation) Act
1978 125
endorsement 62
ethics 10
evaluation, methods 97100
events, planning 128
exhibitions 412
booking space 44
checklist 1267
contractors 489
contractors manual 445
designers 46
good housekeeping 478
news and events 47
newsletters 47
organizing 489
planning 434, 46
publications 467
stand 428
trade unions 45
types of work 42
expenses 119, 121
experience 978
external sources 59
fair dealing 15, 29
feature articles 7074
advantages 71
hints on writing 714
seven-point model 73
feedback 989
fees 26, 54, 11819, 121
film makers 378
foreign VIPs 59
functions 5057
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 2021, 23
images 23
income tax 124
information provision 3
information technology (IT) 8791
Institute of Public Relations (IPR) 11, 105
guidelines 104
insurance 121
Integrated Services Digital Network
(ISDN) 9091
internal papers 1389
Internet 8790
controls 89
distribution 89
surfing 89
job numbers 94
knockback 28
law 11, 11316
see also specific aspects
liability 122
libel 1112, 114
light-box 28
lotteries 11516
manuscript 20
Marks & Spencer 12
media 8086
audiences 81
impact 80
relations campaign 98
see also radio; television
memoranda 69
minutes 6970
layout 14041
mirror image 2
moral rights 1415, 29
multiple image 2
National Insurance 124
National Lottery 667
note taking 70
objectives, defining 95, 96
observation 978
offers 116
paper specification 23
passing off 12, 115
patronage 6061
PAYE 124
payment terms 119
period of notice 121
philanthropy 612
photographers 2430
fees and agreements 26
location 267
reproduction studios 30
selection 245
studio setting 26
see also digital photography and scanning
photographic libraries 256
photographs
colour or black and white 26
copyright 29
special effects 289
viewing 28
picture libraries 25
planning 925
essentials 92
guidelines 129
see also assessment; evaluation
press kits 467
Prestel 85
printers 223
brief 23
contract 23
professional indemnity 121
programme 925
budgets 94
control 94
design 934
need for 92
planning 51, 95
programming, see also assessment;
evaluation
progress chasing, suppliers 18
promotions 5057
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 23
perceptions of 12
roles 14
Public Relations Consultants Association
(PRCA) 6
publishers 1921
brief 1920
contracts 20
promotion and distribution 21
radio 834
opportunities for coverage 84
raffles 116
rail concessionary rates 128
recruitment campaign 98
reference books 74
reports 69, 136
reproduction studios 30
research 99100
roughs 33
Royal visits 59
planning 1345
Sainsburys 13
self-employed persons 125
seminars 557
sepia finish 28
slander 1112, 114
Social Security Act 1975 124, 125
sponsorship 6066
conferences 54
evaluation 67
forms 646
profile 62
reasons for using 63
types 613
standards 122
statute law 113
subsidy 62
suppliers 1618
agreement 17
brief 1617
contract 17
costings 18
progress chasing 18
timetabling 17
sympathy 4
Teletext 85
television 813
opportunities for coverage 823
30 Minutes to Master the Internet 90
time sheets 94
timetabling
Royal visits 1345
suppliers 17
videos 39
trade fairs 412
trade names 115
misuse 12
trade unions, exhibitions 45
transparencies 28
Unfair Contract Terms Act 1977 122
Unitel 856
VAT 1 8
venues 5051
videos 3740
concept 38
costs 38
editing 3940
filming schedule 39
packaging 40
post-production 3940
script 39
Viewdata 85
VIP visits 59
planning 1323
visits
organizing 589
planning 589, 1323
wish image 2
workshops 557
World Wide Web (www) 8990
writing technique 6874
general rules 68
reports 136
see also specific applications
319 index.p65 13/06/00, 13:09148