Policy 320 News Media and Community Relations

Primary Purpose and Designation

• The News Media and Community Relations policy aims to provide guidelines for communication with media and community representatives.
• The Public Information Spokesperson at an incident is designated by the Incident Commander.

Incident Management and Media Communication

• Multiple Public Information Spokespersons are necessary during multijurisdictional incidents.
• Upon arrival at an incident scene, the spokesperson must report to the Incident Commander for a briefing and be assigned a radio designator.

Information Dissemination

• The spokesperson is responsible for sharing incident response information, including hazards, life-saving acts, duration, and evacuation notices.
• Legally protected information must not be released to the media, ensuring confidentiality.

Notifications and Media Management

• Next-of-kin notifications before releasing names of injured or deceased individuals are managed by law enforcement or hospital personnel.
• Reporters should wait in a designated staging area away from the incident scene for further information.

Media Access and Safety

• Media representatives seeking to photograph or videotape at the scene may be allowed only if they do not interfere with operations or create safety hazards.
• Temporary Flight Restrictions (TFR) should be requested through Dispatch if media aircraft pose a safety threat.

News Releases and Conferences

• News releases must be approved by the Fire Chief, Incident Commander, or an authorized designee before distribution.
• Typical news releases are concise, generally two pages or less in length.

News Conference Procedure

• The Fire Chief determines the purpose and scope of a news conference, while the Public Information Spokesperson prepares the necessary statements or news releases.

Protective Measures and Attire

• Department members attending a news conference must wear dress uniforms to convey professionalism.
• The Public Information Spokesperson ensures media personnel wear proper protective clothing during tours of fire-damaged areas.

Coordination and Consultation

• The Public Information Spokesperson can request assistance from the Incident Commander for information gathering if needed.
• Before releasing any names of injured or deceased individuals, next-of-kin notifications must be confirmed.

Handling Media Inquiries

• The Public Information Spokesperson is responsible for responding to media inquiries made by incident personnel.
• If a TFR is needed, it must be requested through Dispatch to ensure air safety during incidents.

Coordination of Information Dissemination

• The Public Information Spokesperson coordinates the dissemination of information at the incident, ensuring accurate and timely communication.

This quiz covers the key guidelines and responsibilities of public information spokespersons during incident management. It emphasizes media communication protocols, information dissemination, and the protection of sensitive information. Test your understanding of effective media relations in emergency scenarios.