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EPPR Communication Plan

EPPR Communication Plan (printable PDF)

June 2013

1. Background:

The Communication Strategy for the Arctic Council, approved by the Arctic Council Deputy Ministers at their meeting in Stockholm, Sweden in May 2012, requires that Arctic Council Working Groups create specific Communications Plans for their particular areas of concentration. Additionally, the Communications Strategy provides the framework for the structure of these plans.

2. Scope:

This document details the communications objectives, messages and methods by which the Emergency Prevention, Preparedness and Response Working Group (EPPR) of the Arctic Council will inform external audiences of its completed work and intended future activities. In addition this Plan describes communication within the Working Group and with Arctic Council bodies.

3. Objective:

EPPR will be recognized as the premier international forum addressing the mitigation of risks to the Arctic environment from catastrophic occurrences, whether man-made or natural. Specifically, the messages promulgated by EPPR will show how the Working Group is active in its actions and projects, that these projects and their results are relevant to preserving the Arctic environment, and that the project results are credible.

4. Messages:

The following points constitute the messaging pillars upon which the EPPR communications objective will be achieved:

  • EPPR projects are focused on mitigating risks to the Arctic environment from catastrophic occurrences
  • EPPR is a forum for indigenous peoples to actively participate in discussions and –decision-making regarding protecting  the Arctic environment from environmental disasters
  • EPPR participants are subject matter experts engaged in solving the problems connected to potential emergencies  in the Arctic
  • EPPR projects and their results contribute to knowledge, projects and actions.

5. Target Audiences:

  • Policy- and –decision-makers
  • Non-Governmental Organizations, the scientific and research community active on Arctic issues
  • Industry
  • Indigenous communities
  • Other groups within the Arctic Council
  • General public

6. Communications Channels:

  • EPPR website: this is the main conduit for conveying EPPR’s messages to target audiences and the public.
  • All EPPR meeting and project reports and other relevant documents should be available on this website.
  • Arctic Council website: Selected highlights of EPPR’s work can be presented on the main Arctic Council website, which is likely to reach a broader audience than the EPPR website.
  • Media: working with the Arctic Council Secretariat’s Information Officer, EPPR can work with representatives of the media to promote EPPR’s work. The two-page summary of EPPR meetings (required by the Arctic Council’s Communications Strategy) can be provided to media outlets as background material
  • Presentations: information about EPPR and its projects can be presented in international conferences, workshops and other relevant fora.

7. Internal Communication within Arctic Council/EPPR:

  • Communication to the Arctic Council Chairmanship and Arctic Council Secretariat
    • Report to Ministers every second year; to Senior Arctic Officials twice a year; and to the Arctic Council after each EPPR meeting.
    • Contribute to the Arctic Council newsletter and press releases
  • Communication to other Arctic Council Working groups
    • EPPR participates in meetings of other Arctic Council Working Groups with which EPPR shares cross-cutting issues and projects
  • Communication to  Arctic Council member states in EPPR
    • The EPPR Chair/Secretariat regularly communicates with the Head of Delegation for each member state
  • Communication to EPPR experts, observers and stakeholders
    • EPPR “member-list” will frequently receive emails with information about EPPR projects, other relevant conferences, and activities within EPPR’s area of interest.’

8. Responsibilities:

  • The EPPR Chair has the overall responsibility for communications within the working group and official communications (including the EPPR website) of EPPR work to outside parties.
  • The EPPR Secretariat is responsible for the content and presentation of material on the EPPR website and serves as the EPPR contact person on the Arctic Council’s Permanent contact group for communication.
  • The EPPR Chair shall co-ordinate work between EPPR members.
  • EPPR Chair and Secretary shall disseminate knowledge from EPPR projects.

EPPR project leads are responsible for ensuring that the objectives, progress and results of their projects are communicated to the entire EPPR.