Boy Scouts of America

Crisis Communications Plan

Created and updated by
Elijah Friedeman

Date Created: March 02, 2013

Last Date Revised: n/a

Crisis Communications Plan

____________________________________________________________________________________

Table of Contents

I.
Purpose of the Plan: ........................................................................................................................ 3
II.
Plan Objectives: .............................................................................................................................. 3
III.
Readiness Preparation: .................................................................................................................... 4
IV.
Communication with stakeholders: ............................................................................................... 6
V.
Crisis Response: ............................................................................................................................ 7
VI.
Crisis Follow Up: ........................................................................................................................ 10
Appendix A: Sample Press Releases ........................................................................................................ 11

Crisis Communications Plan

____________________________________________________________________________________

I. Purpose of the Plan:

A crisis communication plan provides policies and procedures for the co-ordination of communications
within the organization, and between the organization and any applicable outside agencies (e.g. - the
media and stakeholders (board of directors, scouting parents, and scouting leaders) and the public) in
the event of an emergency or controversial issue. Emergencies may include deaths, missing persons, or
fires. Controversial issues may include lawsuits, organizations breaking away, or other situations that
demand a public response.
This plan not only addresses media relations and communications issues, but also includes procedures
for the rapid assessment of potentially harmful situations and the methods for responding to these
situations quickly and effectively.
It is the goal of this crisis communications plan to establish guidelines for dealing with a variety of
situations, and to ensure that staff and communicators are familiar with those procedures and their roles
in the event of a crisis. The plan is designed to be used in conjunction with the normal decision-making
hierarchy of the organization and does not supplant that decision-making process.

II. Plan Objectives:

1. To factually assess the situation and determine whether a communications response is warranted.
2. To assemble a Crisis Management Team that will make recommendations on appropriate responses.
3. To implement immediate action to:

Identify those parties that should be informed about the situation.

Communicate facts about the crisis.
Minimize rumours.
Restore confidence.
Protect the BSAs image

Page 3

Crisis Communications Plan

____________________________________________________________________________________

III. Readiness Preparation:

A crisis can be defined as any sudden and unpredictable large-scale event that invites external scrutiny
and has the potential to significantly and negatively impact the national BSA, its employees, the
community, the BSAs relationship with supporting organizations, or its reputation in general.
Inventory of potential crises with line of risk assessment
10

Crisis
Probability 0%
Value (CPV)

100%

0
Crisis Impact Value (CIV)

A. Fire at BSA headquarters

B. Shooting at BSA headquarters
C. Embezzlement by a high-level employee
Crises affecting enrollment
D. Faith-based sponsoring organizations close troops
E. New sexual abuse lawsuits
F. Regional councils form new scouting organization
Crises at local and national scouting events
G. Death on a troop campout
H. Deadly accident at the National Jamboree
I. Shooting at the National Jamboree
J. Death at a BSA summer camp
K. Large number of missing scouts on campout
Media-based crises
L. U.S. president talks about BSA negatively
M. BSA board members or high-level scouting executives go public with negative view of BSA
Page 4

Crisis Communications Plan

____________________________________________________________________________________

Members of the crisis management team

Elijah Friedeman
Austen Broome
Gary P. Butler

Crisis Manager
On-scene manager
Asst. Scout Executive Council Operations
Michael V. Johnson Youth Protection Director
Peter Kerr
Consultant
Alf Tuggle
Asst. Scout Executive - CFO
Richard J. Mathews Legal
Deron Smith
PR
Marianne Elden
Internal Communications
Nolan Hodge
Secretary
Bryce Ury
Runner

(601) 954-8248
(xxx) xxx-xxx
(xxx) xxx-xxx

Elijah.friedeman@gmail.com
John.doe@BSA.org
John.doe@BSA.org

(xxx) xxx-xxx
(xxx) xxx-xxx
(xxx) xxx-xxx
(xxx) xxx-xxx
(xxx) xxx-xxx
(xxx) xxx-xxx
(xxx) xxx-xxx
(xxx) xxx-xxx

John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org

Team responsibilities
Elijah Friedeman will be in charge of leading the CMTs meetings. Gary Butler, Michael
Johnson, Alf Tuggle, Richard Mathews, Deron Smith, and Marianne Elden will all provide advice in
their areas of expertise. Peter Kerr will be brought in as a consultant to provide guidance as the BSA
seeks to address a crisis. Nolan Hodge will be responsible for recording decisions made and actions
taken by the CMT. Bryce Ury will be available to deliver documents or run errands for the CMT. In
addition, several lower-level employees from the communications department will be tasked with
monitoring the media during the crisis and providing regular reports to the CMT.
Crisis management team location
The Emergency Operations Center (EOC) will be located upstairs at the Boy Scouts national
headquarters in Irving, Texas. The designated room will be permanently outfitted with the necessary
equipment for the crisis management team. In case of external factors preventing the use of the building,
the EOC will be set up at the Hilton Garden Inn in Irving (7516 Las Colinas Boulevard, Irving, Texas).
Physical requirements for the EOC
10 laptops
Power outlets
High-speed internet capabilities (both wi-fi and wired connections)
Office supplies staples, notepads, paper,
2 printers
2 landline phones
List of contact information for all BSA board members and councils
Dependable cell phone reception
Copies of the crisis communications plan
Thumb drive with BSA logos
Television
Fax machine
Conference table and chairs
Several individual work tables
Page 5

Crisis Communications Plan

____________________________________________________________________________________
Adjoining bathroom
Refreshments (Coffee, water, food, etc.)
Media area
The Media Information Center (MIC) will be set up at the Boy Scouts national headquarters in
Irving, Texas. The MIC will be separated from the EOC to eliminate distractions for CMT members.
The media will not have access to the entire floor on which the EOC is located. In addition, the media
and the CMT will use different entrances to the building.
Physical requirements for the MIC:
Power outlets
High-speed internet capabilities
Credentialing station for the press
Podium, background, and chairs for press conferences
Platform with unobstructed view of podium for television cameras
Sound system
Adequate lighting for television cameras
Comfortable seating and adequate work areas for the press
Accessible bathrooms
Dependable cell phone reception
Refreshments (coffee, water, etc.)
Crisis plan implementation and release of information policy:
The director of PR will be an integral part of the crisis management team supervising and
updating this Crisis Communication Plan and shall work with key staff to practice this plan periodically
and implement it as necessary. The director of PR will be the single point of contact for release of
information to the public (often via the media) with coordinated and consistent responses.

IV. Communication with key Stakeholders:

Group
Executive board
National employees
Local councils
National media outlets
Local media outlets (when applicable)

Phone Number
(xxx)xxx-xxxx
(xxx)xxx-xxxx
(xxx)xxx-xxxx
(xxx)xxx-xxxx
(xxx)xxx-xxxx

Email Address
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org
John.doe@BSA.org

Page 6

Crisis Communications Plan

____________________________________________________________________________________

V. Crisis Response:
Crisis D Faith-based sponsoring organizations close troops
Assessment Procedures to verify incident
1. If a specific denomination removes its support from the BSA, scouting representatives will
contact the leadership of the denomination to verify the groups stance.
2. If the denominations move is only reported in the media, scouting representatives will take
pre-emptive action in an attempt to head off an official announcement from the denomination.
Designation of a primary and secondary spokesperson
Deron Smith, director of public relations, will handle all direct contact with the media. If Smith
is unable to fulfil this responsibility, Gary Butler, assistant chief scouting executive in charge of council
relations, will be the spokesperson.
Information approval process
Both the crisis manager and the director of public relations must approve any information
released to the press or to other interested parties outside of the BSA. The office of public relations will
disseminate all information released to external parties. The internal communications department will
handle all information for internal audiences.
Internal Notifications checklist
No information will be widely released to BSA employees, until the faith-based sponsoring
organization has officially stated their position of withdrawing sponsorship of troops.
Once the information is confirmed, make sure all senior level employees are apprised of the
situation.
Then release to both local councils and national BSA employees.
Give departments significantly impacted by this situation, such as council relations, access to a
designated scouting executive who can answer any specific questions.
External Notifications checklist
Coordinate with the religious group to send out press releases at the same time about the decision.
Send out a press release explaining the issue.
Prepare to handle questions from the media before and after the press conference.
Hold a press conference to answer questions and explain the issue more in depth.
Rumor Control Procedures
1. In all initial internal communication, clearly explain both the religious groups position and the
BSAs position, including the BSAs response to the issue.
2. Open up a hotline for the public to ask questions about the change.
3. Set up a pre-made page on the BSAs website that contains basic questions and answers about
the situation that the public might ask.
4. Hold a teleconference with regional and local scout leaders answering questions and clarifying
the issue.

Page 7

Crisis Communications Plan

____________________________________________________________________________________
Response Activity Checklists
Communicate with religious organization once a potential issue is raised
Meet with crisis management team
Once the religious group makes a decision, inform internal publics of the situation
Send out a press release about the issue with key messages
Set up MIC
Set up rumor control procedures
Hold press conference
Work to reassure local scouting officials and rebuild confidence with the general public
Potential messages
1. The Boy Scouts of America is saddened that ____________ has decided not to continue their
relationship with us.
2. The Boy Scouts of America will continue to provide the same quality, values-based youth
leadership training just as it has for more than 100 years.
3. The mission of the BSA remains unchanged: to instill in young people the values of scouting.
Crisis E New sexual abuse lawsuits
Assessment Procedures to verify incident
1. Check with BSA legal counsel to confirm legitimacy of lawsuit(s)
2. Determine whether national BSA is named as defendant
3. Find out whether appropriate action was taken to deal with a potentially dangerous scout leader
Designation of a primary and secondary spokesperson
Michael Johnson, youth protection director, will be the primary spokesperson in case of this
crisis. If Johnson is unable to fulfil this responsibility, Deron Smith, director of public relations, will act
as spokesman.
Information approval process
Due to the nature of the crisis, any information released to the press or to other interested parties
outside of the BSA must be approved by legal counsel in addition to both the crisis manager and the
director of public relations. The office of public relations will disseminate all information released to
external parties. The internal communications department will handle all information for internal
audiences.
Internal Notifications checklist
Once a lawsuit has been filed against the BSA, apprise all senior level employees of the situation.
Release information to both local councils and national BSA employees.
Give departments significantly impacted by this situation, such as the youth protection division,
access to a designated scouting executive who can answer any specific questions.
Continue to update internal audiences with developments
External Notifications checklist
Send out a press release acknowledging the lawsuit and describing how safe scouting is.
Prepare to handle questions from the media before and after the press conference.
Hold a press conference to answer questions and explain the issue more in depth.
Page 8

Crisis Communications Plan

____________________________________________________________________________________
Rumor Control Procedures
1. Open up a hotline for the public to ask questions about the lawsuits and the safety measures the
BSA has implemented.
2. Set up a pre-made page on the BSAs website that contains basic questions and answers about
the situation that the public might ask.
Response Activity Checklists
Verify legitimacy of lawsuit(s)
Meet with crisis management team
Inform internal publics of the developments
Send out a press release about the issue with key messages
Set up MIC
Set up rumor control procedures
Hold press conference
Work to rebuild confidence with the general public, especially scouting parents
Potential messages for crisis
1. The Boy Scouts of America provides a safe environment for all participants.
2. The precautions the BSA takes in protecting the young men involved in our programs makes
scouting one of the safest youth activities in the nation.
3. All allegations of sexual impropriety reported to the BSA are referred to the appropriate law
enforcement agencies and investigated.

Crisis F Regional councils form new scouting organization

Assessment Procedures to verify incident
1. If a council breaks off from the BSA, scouting representatives will directly communicate with
the councils leadership to verify the councils stance and to clarify and related issues.
2. If the councils move is only reported in the media, scouting representatives will take
pre-emptive action in an attempt to head off an official announcement from the council.
Designation of a primary and secondary spokesperson
Gary Butler, assistant chief scouting executive in charge of council relations, will be the primary
spokesperson in case of this crisis. If Butler is unable to fulfil this responsibility, Deron Smith, director
of public relations, will act as spokesman.
Information approval process
Due to the nature of the crisis, any information released to the press or to other interested parties
outside of the BSA must be approved by the assistant chief scout executive in charge of council relations
in addition to both the crisis manager and the director of public relations. The office of public relations
will disseminate all information released to external parties. The internal communications department
will handle all information for internal audiences.
Internal Notifications checklist
Once the crisis is confirmed, apprise all senior level employees of the situation.
Release information to both local councils and national BSA employees.
Give departments significantly impacted by this situation, such as council relations, access to a
designated scouting executive who can answer any specific questions.
Page 9

Crisis Communications Plan

____________________________________________________________________________________
Open up a special hotline for council representatives to contact the BSA headquarters with
questions
External Notifications checklist
Send out a press release describing and framing the issue
Prepare to handle questions from the media before and after the press conference.
Hold a press conference to answer questions and explain the issue more in depth.
Rumor Control Procedures
1. In all internal and external communication, be clear, if possible, about why the council decided
to break off from the BSA.
2. Be open and honest with council representatives who call the information hotline.
Response Activity Checklists
Receive confirmation from regional council about split
Meet with crisis management team
Inform internal publics of the developments
Set up MIC
Send out a press release about the issue with key messages
Set up rumor control procedures
Hold press conference
Work to rebuild confidence with the general public and other councils
Potential messages for this crisis
1. While some may want disunity in scouting, the BSA will continue to be a strong, unified
organization helping young men become tomorrows leaders.
2. The BSA is proud that its (number of current participants) youth members and adult leaders
have chosen to participate in the oldest, most respected scouting program in the nation.
3. The BSA will hold true to the principles on which it was founded.

VI. Crisis Follow Up:

Tools to analyze impact on reputation
Survey of scouting parents and leaders about perceptions of BSA
Media monitoring
Reminders
Keep rumor control measures in place until the crisis has completely been resolved
After the primary crisis has passed, meet with the CMT
One month after the crisis has passed, meet again with the CMT to discuss on-going actions for
the BSA.

Page 10

Crisis Communications Plan

____________________________________________________________________________________

Appendix A: Sample Press Releases

Crisis D pre-formatted press release
Today, the (insert religious group) churches, which sponsor Boy Scouts troops, ended their relationship
with the Boy Scouts of America. While we are saddened to see the relationship end, the Boy Scouts of
America will continue to provide the same quality, values-based youth leadership training just as it has
for more than 100 years. More information is coming.
Crisis E pre-formatted press release
A lawsuit was filed today alleging that inappropriate contact occurred between a Boy Scout leader and a
minor. The Boy Scouts of America takes all allegations of sexual impropriety seriously. The incident is
under investigation, and appropriate action is being taken. More information is coming.
Crisis F pre-formatted press release
Today, some of the troops in the _____________ council decided to end their relationship with the Boy
Scouts of America. While some may want disunity in scouting, the BSA will continue to be a strong,
unified organization helping young men become tomorrows leaders. More information is coming.

Page 11