Emergency Communications Planning for Airports (2016)

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70 APPENDIX D FOG1—Lead PIO Functions and Duties The Field Operations Guides (FOGs) reproduced here are actual FOGs from a U.S. airport. At the airport’s request, they have been anonymized and several that are classified as Sensitive Security Information (SSI) have been omitted. FIELD OPERATIONS GUIDE 1 Lead PIO Functions and Duties Location: Incident Command/Unified Command, accompanied by the Airport Police PIO Functions • Supports incident responders with public dissemination of information regarding life safety proce- dures, public health advisories, passenger assistance. • Serves as primary point for gathering information on incident with emphasis on current status as it impacts stakeholders. • Activates and manages the Joint Information System. • Activates and assigns personnel to the Joint Information Center (JIC), a physical location for several PIOs to coordinate public information efforts. • Ensures compliance with City ADA guidelines regarding production and dissemination of public messages that are inclusionary, accessible, and effectively communicated to persons with disabilities and others with access or functional needs. • Contributes to rumor control. • Disseminates information to media (via passenger information/assistance staffs, public service announcements, airport website and social media sites, and media). • Plans and executes media relations, including: news conferences, media center, media tours, and media briefings. General Responsibilities • Determines from Incident Command if there are any limits on information release. • Provides situational awareness content information to other PIOs. • Develops materials for use in media briefings. • Coordinates and validates information with PIOs at airport EOC, JIC, other locations in the field, and City Emergency Operations Center (if activated) to ensure consistency of messages. • Obtains Incident Command/Unified Command approval of all public information content to be released to airport-wide stakeholders, the media, and the public. • Informs media and conducts media briefings. • Arranges tours, interviews or briefings that may be required. • Obtains media information that may be useful to incident planning. • Maintains current information summaries and/or displays on the incident and provides information on status of incident to assigned personnel. • Maintains Public Information Unit Log. • Relay info back to PIOs assigned to responding directly with stakeholders: a. Passengers—Visitor Information Professionals, Customer Service Representatives, Airport Response Team, and General Information Operator. b. General public via media and social media sites—PIOs assigned to PR Office handling incom- ing media and general public calls, to media assembly site, and to EOC. c. Elected officials and airport senior executives—Government Affairs Director, Mayor’s PIOs, City Councilmembers’ PIOs. • Coordinates with other PIOs from emergency responding agencies to ensure “one voice.” • Serves as resource to IC/UC to notify public through media and passenger information/assistance staffs of special safety and operational considerations or other instructions to public and media. • Coordinates with other agency PIOs to ensure information is approved before public release by Incident Commander, Airport senior management, Mayor’s PIO, City Emergency Operations Center (if activated). • Serves as primary point for writing (or delegating to support staff) news releases, news conference talking points and other public information materials. • Reports back on briefings provided to elected officials at Incident Command Post.

71 Checklist Beginning of Incident • Check out vehicle from vehicle pool. • Bring equipment: – Laptop and/or iPad with wireless connection – Communications equipment: cellphone, extra battery, car charging cord and portable radio – Emergency Public Information Plan Notebook and/or blank Incident Information Data forms and checklists – Bullhorn – Jacket or inclement weather outerwear – PIO vest – Extra maps and Incident Data Sheets – Water and snacks – Hat, sunblock – Report/sign-in at IC/UC Post. During Incident • Gather information on impacts on flights, facilities, vehicular traffic, ground transportation opera- tions and convey information to EOC PIO. • Direct call into Teleconference Bridge (conduct update teleconference call every 60 to 90 minutes) to update public statement on current airport conditions. Participants on the internal teleconference bridge call include all PIOs performing functions/duties in the Joint Information System. Include PIOs of elected officials’ offices and non-governmental agencies. • If City Emergency Operations Center is activated, obtain approval of all information to be disseminated to the general public and media. • If necessary, direct call into Media Teleconference Bridge to conduct periodic updates to media. • Notify airport senior executives and PR staff of any briefings planned for appointed/elected officials and other VIPs. • Update airport senior executives of content of briefings provided to elected officials who arrive at Incident Command. • Coordinate with Joint Information Center PIOs, airport senior executives, offices of Mayor and other City elected officials to determine location and time of news conference. • Ensure all airport PIOs are aware of news conference location and time. • Coordinate with Joint Information Center PIOs: a. Message development (See Message Development Sheet) and talking points b. Joint situational updates to general public via the media c. Agenda of news conference. • Maintain Public Information Unit log including time and activity. After Incident Is Secured • Sign-out from ICP • Based upon Public Information Unit Logs prepared by the various section supervisors of the Joint Information Center, prepare after-action information for debriefing during hot-wash, on PIO function. • If necessary, report areas of media operations concerns for resolution and recommendations to be integrated into PR Emergency Public Information Plan.