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After the event

Sivusto: HYY moodle
Kurssi: Event Safety Manual
Kirja: After the event
Tulostanut: Vierailija
Tulostettu: Thursday 21. November 2024, 20.19

Sisällysluettelo

1. Crisis communication

If something serious has happened during the event (e.g. drugging, some other crime, fire, etc.), the press may become interested.

1. Contact someone from HYY, such as the secretary general or the specialist in organisations, as soon as possible. HYY’s specialists will help you assess the situation and the required action.
2. Report the incident to the party that rented out the venue (if not HYY), the faculty/University and your potential faculty organisation.
3. Choose one person to respond to all media inquiries (e.g. chair of the board). Anyone else should direct all inquiries to this person.
  • When a representative of the media calls you, you do not have to respond to their contact or questions immediately. You can ask them to return to the matter in a moment or request them to send the questions by email to allow you to collect your thoughts. You can also refuse to comment. However, it is often better to comment at least to say that you are looking into the situation.
  • If the incident has a victim or victims, their identity must be protected.
  • Only state confirmed facts – do not speculate, keep anything back or make unnecessary interpretations of the situation.
4. Write a press release about the incident. HYY’s specialists will help you with this. The language of the press release must be clear and simple. The press release should include at least the following information:
  • What happened, where and when. Only state confirmed facts – no speculation or keeping things back.
  • How was the situation resolved?
  • What do you plan to do in the future to avoid similar incidents?
  • Do not reveal anyone’s personal information or lay any blame to the possible victim.
  • Apologise for the incident and take responsibility to the extent possible.
  • Who can be contacted for further information?

2. Discussing what happened within the organisation

Depending on what has happened, you may feel the need to process the problem or crisis situation among the organisers. This kind of discussion does not replace the need for professional help. Instead, it is an informal event to verbalise your experience and feelings. You can seek support for organising this kind of an event from the university chaplains, for instance.

1. The discussion should have a leader to ensure that it keeps moving forward and that everyone gets the chance to speak.
2. At the beginning, everyone should introduce themselves if everyone does not already know each other. At the beginning, you should also explain how the discussion will progress and agree on any possible rules for it.
3. During the discussion, you can discuss the following themes, for instance:
  • What happened and how did the situation progress?
  • How did the participants experience the situation and what kind of feelings did it awaken?
  • What did you do correctly? What can you improve on in the future?
4. At the end, the leader sums up the discussion.