Avian Flu: Crisis and Emergency Risk Communication Plan (ComPlan)

1. Avian Flu: Crisis and Emergency Risk Communication Plan (ComPlan) Department of Tourism Philippines Avian Flu Task Force

2. Influenza Pandemics in History • In 1918, “Spanish Flu” killed 20-40 million humans (H1N1 Virus). • In 1957, “Asian Flu” killed 1-4 million humans (H2N2 Virus). • In 1968, “Hong Kong Flu” killed 1-4 million humans (H3N2 Virus). • On Feb. 3, 2007, Indonesia sets to declare a national disaster when avian flu killed 63 people. • On Feb. 3, 2007, Nigeria reports first case of avian flu in humans. • Recently, London reported a case of avian flu in a farm (H7 strain). • Traces of H5N1 virus was discovered in a Hong Kong market leading to the slaughter of 2,700 poultry 1st week of June 2008. Eighteen people were infected with bird flu in Hong Kong in 1997. Six of the victims died.

3. The Crisis • A Crisis is any situation that threatens the integrity or reputation of an institution (e.g., tourism industry). • Principal cause: adverse or negative media attention. • Examples: fire, flood, tornado, manmade disaster or in this case, an influenza pandemic. • If handled correctly the damage can be minimized (to the industry). • When crisis occurs, call your boss and PR Dept immediately to implement or not the Plan.

4. WHO Phases of Pandemic Alert

5. WHO Update • WHO believes that the world is now closer to another influenza pandemic than at any time since 1968. WHO uses a series of six phases of pandemic alert as a system for informing the world of the seriousness of the threat. • The designation of phases, including decisions on when to move from one phase to another, is made by the Director-General of WHO. • Each phase of alert coincides with a series of recommended activities to be undertaken by WHO. • The world is presently in phase 3: a new influenza virus subtype is causing disease in humans, but is not yet spreading efficiently and sustainably among humans. • In Bangladesh, the first bird flu case (16-yo child with H5N1) was detected in March 2007. Culled 1.6M fowl and destroyed 2.2M eggs. • As of June 2008, Indonesia has the highest death toll at 108 confirmed human fatalities of the 241 people killed in a dozen countries from bird flu. Unconfirmed reports indicate that the virus has claimed its 109th victim (www.ternalert.org)

6. The Crisis Communication Team • Key members: Secretaries (DOT, DA, DOH), Usecs, Directors, Regl Directors, Legal Dept, PRs, media, health dept, police, others • Plan of action and designated spokesperson • A management recall roster with contact numbers • List of team members and responsibilities

7. Public Relations Dept • Comprised of competent people who can answer phones and assist media • Prepared statement for media is recommended • Appropriate messages: “Tell it all, tell it fast and tell the truth” • Don’t let lawyers make the decisions

8. Steps to Undertake • Decide on the role of DOT in such emergencies (minimize damage to industry) • Designate a spokesperson with deputies • Designate backup spokespersons: technical experts or advisors • Establish media center and media policies and procedures (e.g., locations, interviews, oculars, controls, answering tough questions) • Do collateral materials: technical, fact sheets, how-to handouts • Select audience: tourism public

9. Authority and Reference • UNWTO call for all member organizations to respond to avian flu and be prepared for possible human pandemic on April 13, 2006; • DOT Circular No. 2006-10 dated October 17, 2006 created Avian Flu Task Force chaired by Usec. Oscar Palabyab, membered by Dir. Ma. Victoria Jasmin, Dir Rolando Canizal, and RD Ronaldo Tiotuico; • DOT Memo Circular No. 2007-02 dated February 5, 2007 informing officials and employees of the department, including pubic and private sectors, on the creation of the DOT-Avian Flu Tourism Task Force;

10. Objectives • Anticipate crises and prevent them when possible; • Respond to crises effectively (e.g., accurate verification, timely notification, rapid assembly of crisis, effective response to rumors); • Provide timely, accurate and helpful information to the tourism public, stakeholders, partners, media and other audiences before, during and after the crisis

11. Scope of the ComPlan • Direct communication from the DOT through external relations with the news media; and • Information dissemination to educate the tourism public regarding exposure risks and effective response (consideration for special needs-population like language translation when necessary)

12. Media News Policy • Open-door news media policy • Responses to news media should be prompt, accurate and credible • Task force reserves the right to suspend open-door policy in highly sensitive or controversial situations and public health emergencies; • In such situations, all news media inquiries should be directed to the Office of the Secretary, or his designee;

13. When to Activate the Plan Unexplained disease, syndrome, or deaths; Single case of disease caused by influenza-like illness Multiple unusual or unexplained disease entities coexisting in the same patient without other explanation; Disease with unusual geographic or seasonal distribution (e.g., influenza in the summer);

14. When to Activate…… Unusual “typical patient” distribution (e.g., several adults with unexplained rash) Unusual, atypical, genetically engineered, or antiquated strain of agent Endemic disease with unexplained increase in incidence Simultaneous clusters of similar illness in non-contiguous areas Death or illness among birds or animals, which may be unexplained, that precedes or accompanies illness or death in humans.

15. Concept of Operations National 1. Department of Tourism 2. Department of Health 3. Department of Agriculture 4. National Tourism Associations (PTAA, PHILTOA, NAITAS, IATA, SKAL, PATTO, ETC.) 5. National Media Associations

16. Concept of Operations Regional 1. DOT Regional Office 2. DOH Regional Office 3. DA Regional Office 4. Regional Tourism Council 5. Hotels and Restaurants Assoc. 6. Travel Agencies Assoc. 7. Airline Operators, if any 8. Other

17. Concept of Operations Local LGU Operations 1. LGU thru provincial or city tourism 2. Local health officer 3. Local agriculture officer 4. Local tourism-related assoc. 5. Other

18. News Dissemination Methods • Interviews • News releases thru e-mail, fax, Web • Updates posted on www.visitmyphilippines.com • News conferences • Media briefings • Other (video or audio news releases, or news features

19. DOT Hotline To be activated upon: • Declaration of the national government; • Order of the DOT Secretary; or • Order of the Department of Health.

20. The Technical Working Groups • Leadership (Command and Control) • Content and Clearance • Clinician Communication • Communication Monitoring and Research • Community Health Education • Government Communication • Hotline • Media • Public Health Communication/Partners • Spokesperson • Web

21. Worksheets to be Accomplished Staffing Planning Worksheet Call Tracking sheet Media Log Planning Worksheet Message Development Event Assessment Situation Verification Worksheet Notification/Coordination Worksheet Stakeholder Reaction Assessment Equipment and Supplies Worksheet Strategies and Techniques Worksheet

22. The Budget • Equipment and supplies • Salaries and wages (outsourced staffing) • Transportation and communication • Website development • Collateral materials (printing) • Representation

23. It wasn’t even raining when Noah built the Ark! Let’s be prepared.