8. Review and Maintenance
5.2 Media Relations
5.2.3 Current Media List
The following list of media should receive any holding statement (and future communications) issued in response to an emergency.
Media Outlet Email Phone
Television
TV3 Newshub news@newshub.co.nz +64 9 928 9000
TV3 Project news@newshub.co.nz +64 9 928 9000
TV3 AM Show news@newshub.co.nz +64 9 928 9000
Prime News primenews@mediaworks.co.nz +64 9 414 0705
SKY News New Zealand primenews@mediaworks.co.nz +64 9 414 0705
TV ONE News news@tvnz.co.nz +64 9 916 7000
TV ONE Breakfast breakfast@tvnz.co.nz +64 9 916 7000
TV ONE Seven Sharp sevensharp@tvnz.co.nz +64 9 916 7000
Maori Television info@maoritelevision.com +64 9 539 7000
Media Outlet Email Phone
Print Dominion Post news@dompost.co.nz +64 4 474 0196
Manawatu Standard editor@msl.co.nz +64 6 350 9838
Sunday Star-Times news@star-times.co.nz +64 9 925 9937
The New Zealand Herald newsdesk@nzherald.co.nz +64 9 379 5050
Media Outlet Email Phone
Radio Newstalk ZB Network (NZME) news@newstalkzb.co.nz +64 9 366 0466
RadioLIVE (MediaWorks) news@radiolive.co.nz +64 9 360 0330
Radio New Zealand rnz@radionz.co.nz +64 4 474 1999
Media Outlet Email Phone
Online Stuff.co.nz newstips@stuff.co.nz +64 4 474 0090
NZHerald.co.nz online-editor@nzherald.co.nz +64 9 379 5050
Scoop editor@scoop.co.nz +64 4 910 1844
5.2.4 Media Release Template
FOR IMMEDIATE RELEASE – EXAMPLE ONLY
Date, — Two-three sentences describing current situation Insert quote from an official spokesperson demonstrating leadership and concern for victims.
Insert actions currently being taken.
List actions that will be taken.
List information on possible reactions of public and ways citizens can help.
Insert quote from an official spokesperson providing reassurance.
List contact information, ways to get more information, and other resources.
ENDS
Media enquiries should be directed to [insert contact details].
5.2.5 Preparation Checklist for Media Briefings
❏ Choose an appropriate venue.
Identify:
❏ A moderator and a main spokesperson, other speakers, if required.
❏ Are experts required?
❏ What preparation will speakers need?
❏ Schedule speaker preparation/training Advise media of
❏ the purpose of the conference
❏ the date, time, and location
❏ who will be available to answer questions
❏ how long the conference is likely to last.
Set up venue
❏ Seating for media and presenters
❏ Provide space at the front of the room for TV cameras and recording equipment
❏ Ensure background behind presenters is plain, not black or white, not a window, and does not produce glare.
❏ Check display equipment is available and functioning.
❏ Set up equipment to record conference.
If presentation slides or visual aids are being used, make sure they are:
❏ clear
❏ visible with people seated at the speakers’ table.
❏ Organise signage if appropriate
❏ Prepare name cards for presenters – check names are spelt correctly.
❏ Organise security, if needed.
❏ Prepare fact sheet for media, with all contact details for further information – including 0800 number, website, Facebook and Twitter.
❏ Greet media representatives on arrival
❏ Keep a record of all media present – note names and contact details (business cards).
❏ Supply media with printed copies of media release and fact sheet.
5.2.6 Resource Checklist for Media Briefing
Ideally, a media conference room will be selected with the majority of the following equipment. ITS and events support will also be required to set up the room:
❏ Chairs for up to 30 people
❏ Space in front for TV cameras and media recording equipment
❏ A table for presenters and officials
❏ Name cards for identifying presenters
❏ Power outlets
❏ Internet access
❏ Hand-held microphones
❏ A lectern
❏ A screen for displaying slides/images/footage
❏ A data projector, DVD/CD player
❏ Audio recording equipment to record media conference 6.2.7 Preparation Checklist for Media Site Visits
The University or Campus Public Information Manager will often be responsible for organising and coordinating site visits with Minister’s offices and other external organisations. This should also be done in liaison with the University Crisis Management Team or Campus Response Coordinators, politicians and senior officials. It is imperative that the person responsible for compliance with health and safety regulations is also involved to ensure the safety of emergency response staff and external visitors. This will ensure all key stakeholders are kept informed and that bringing people onto the site will neither endanger anyone nor get in the way of the emergency response.
Preparing for site visits
❏ Organise site visits for VIPs as appropriate – Minister, Prime Minister, appropriate dignitaries.
❏ Organise itinerary
❏ Give information and safety briefings to visitors
❏ Arrange media attendance
❏ Provide escorts to the field for media, VIPs.
❏ Ensure appropriate gear is available (see below).
Field escort gear (use your discretion as to what is needed)
❏ Transportation
❏ Personal protection equipment (hard hat, goggles, gloves, high-visibility gear)
❏ Appropriate clothing and footwear.
❏ Lifejacket
❏ Telecommunications (e.g. VHF/UHF radio, cell phone, internet access)
❏ Snacks and refreshments (for longer trips)
❏ First aid kit, sunscreen.
❏ Towels/wipes.
Appendix 6
Time Action / Messaging Channel Disseminated by
Appendix 7
In the case of the death of a domestic or international student, or staff member, in an emergency situation the following protocol should be followed by the ECT.
Media
Once other parties have been notified of the death, a media relase may be issued. Ensure any information released to the media is able to be publically released.
Staff and Students
A personal message via email should be issued to staff and students who had a close relationship with the deceased.
The University Public Information Manager will work relevant staff members to identify those staff and students who had a close
relationship with the deceased.
Family
Family should be the first to be informed of the death. No other information should be released until the family have been informed.
Release of information
University Public Information Manager to work with leader of Crisis Management Team or Campus Emergency Management Team to produce a timeline for the release of information relating to the
death.
Timeline may need to be produced in conjunction with official authories, such as the Police.
Holding Statement
Holding statement to be issued proactively to media confirming death of Massey student or staff memeber. No details to be publically revealed at this stage, unless official authourities (e.g.
Police) have done so.
Holding statement may be issued reactively to answer questions recieved via other channels, including social media and email.
Death discovered
Once it has been assertained the deceased is a Massey student or staff member, the Leader of the Crisis Assesment Team, Crisis Management Team, or Campus Emergency Management Team to notify Communications Team Leader and University Public
Information Manager.