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1. Media Relations Policy Sara Surber Overall policy statement The purpose of the Pensacola Gulf Coast Regional Airport’s media relations policy is to outline and describe the airports stance on how to best serve and cooperate with the media. The Pensacola Gulf Coast Regional Airport’s greatest priority is serving its community while also striving to work as openly as possible with local and national news media organizations. Role of the Media Relations Director The Media Relations Director is responsible for the dissemination of information related to all media inquiries, the production and dissemination of press releases, emergency and non-emergency press briefings, and social media content. The role of the Media Relations Director and his/her team will be responsible for: Organizing press conference interviews

2. Organizing/controlling crisis situations

3. Creating/updating the media kits

4. Communication with the media

5. Advising/counseling upper management

6. Maintaining professional/business relationships with the media in the community

7. Availability for contact

8. Writing/releasing press releases and community PSAsSomeone in upper management in addition to the Media Relations Director must approve the following: Certain situations regarding specific operational media requests

9. Any commercial or radio spotsMedia Inquiries “Media inquiries should first be directed to the Airport Operations Center (AOC). The AOC is staffed 24 hours a day, seven days a week. During normal business hours, the AOC will connect you to the Media Relations Director. If, for any reason, the Media Relations Director cannot be reached, the Manager of Air Service Development and Marketing, Airport Director or Assistant Director may speak officially for the airport.” News Releases News releases will be issued for the following reasons: Announcements

10. Weather Alerts

11. Service changesReleases concerning other subjects may be issued at the discretion of the Director of Media Relations. News releases are available via the airport’s website, and an email list. If you wish to be added to this list please contact the media relations director. Spokespersons The official spokespersons for the Pensacola Gulf Coast Regional Airport are the Airport Director, Assistant Director, Media Relations Director, and the Manager of Air Service Development and Marketing. Any other spokespersons or subject matter experts will be appointed by the Airport Director, Assistant Director, or Media Relations director. Press Briefings Press briefings will be held for the following reasons: Weather alerts or other information that may affect travelers

12. An issue that will affect the airport

13. Any ongoing issueThe appropriate media outlets will be notified as far in advance – as the situation warrants – of a briefing. Press briefings may be given by the Airport Director, Assistant Director, Media Relations Director or the Manager of Air Service Development and Marketing. All press briefings will be held at the WRSE media facility at Pensacola State College unless otherwise noted. In an emergency situation the following guidelines will be used: “If the situation involves an aircraft accident, only the name of the airline, date and time of the incident, type of aircraft and flight number, number of people on board (if confirmed), runway affected, general description of the incident, and the affect of the incident on airport operations will be released.” “If the incident involves an aircraft accident all other information must be provided by a representative of the airline involved, or a representative of the National Transportation Safety Board (NTSB). If the incident only involves property damage, the Federal Aviation Administration (FAA) will head the investigation.” The Pensacola Gulf Coast Regional Airport will only release information concerning an incident that has been confirmed by the airline, or appropriate federal agency. Only members of recognized media outlets, with proper identification, will be allowed to attend briefings and on the Air Operations Area (AOA). It is at the discretion of the Airport Director or Assistant Director as to who will be escorted to the AOA or to the scene of the emergency. Pensacola Gulf Coast Regional Airport’s first responsibility is to its passengers, their families, and their right to privacy. The airport, and specifically Public Safety and Airport Operations personnel, reserves the right to restrict media access if passenger safety and/or privacy are questioned. The media must not disrupt the public’s access to the airport, or the airport’s operations with customers. Non-aircraft emergency situation: “In a non-aircraft emergency situation, the Manager of Air Service Development and Marketing will coordinate information for release with either the Assistant Airport Director, or Assistant Airport Director for Operations.” Additional information not released by the airport: “The passenger manifesto is released by the airline involved. Information regarding the communication between the pilot of the aircraft involved in an incident and air traffic control. That information is released by the FAA. The initial confirmation of deaths resulting from an airplane crash is to be released by law enforcement, the appropriate federal agency, or medical examiner.” Information not related to airplane incidents that will not be released includes: Airport employee information

14. Financial information

15. Land Acquisition information(If not previously made public by the appointed airport officials) Airport employee guidelines for speaking with the media: General knowledge information about the airport may be given by Airport Ambassadors. The Ambassadors are asked to notify the Manager of Air Service Development and Marketing in an email with a transcription of the question asked and the answer given to the media member. General knowledge information about the USO services provided at the airport may be given by USO volunteers; however, it is asked that they also notify the Manager of Air Service Development and Marketing in an email with a transcription of the question asked and the given to the media member. Additional Media Relations Tools Information/Press Kits: Hardcopy kits containing general information – media guide, airfield map, history, fact sheet, airfield map, and general aviation information – are available upon request from the AOC. Backgrounders: If a subject or issue is too complex to be fully explained in a single press briefing, typed material will be given to the media prior to a briefing or a videoconference may be scheduled. B-roll: Film of the airport and its facilities is available for use by recognized media outlets. The outlet wishing to either film for themselves, or acquire the film produced by the airport, can contact the AOC, or, during normal business hours, the Media Relations Director or Manager of Air Service Development and Marketing. Interviews: If a media outlet wishes to interview an airport employee or volunteer, the Media Relations Director must first be contacted for permission. Letters to the editor: Only to be used to correct major errors. The letter must be approved and signed by the Airport Director. Public Service Announcement (PSA): The Airport Director or Assistant Director will appear on behalf of the USO to highlight the services provided by the airport, or to highlight any upcoming services or events at the airport. Media Tour: Media tours may be given following a press briefing to showcase a new facility or during an event. Blogs: Airport employees and volunteers may blog, but it is asked that the media relations office be notified. Official website: The airport website will serve as the hub of all pertinent information concerning the airport. The website will also include access to the social media tools utilized by the airport. Social Media The Pensacola Gulf Coast Regional Airport will utilize the following social media tools: Facebook, Twitter, and YouTube. The airport will utilize the above social media tools to: Make announcements about facilities, events, and possible promotions.

16. Create relationships with potential airport customers

17. Maintain relationships with current airport customersNotifying the Media Relations Office The media relations office should be notified of all media inquiries. While certain employees are allowed to supply the media with general information, the media relations office should still be notified. Also, if a news outlet wishes to interview an employee or volunteer the media relations office must be notified to aid both the employee or volunteer and the media outlet. Employees and volunteers are encouraged to blog and use social media responsibly; however, the employee or volunteer must notify the media relations office if he/she intends to blog about the airport. Notifying Organizational Management If media relations personnel are unsure as to whether or not certain information has been discussed publicly, management should be contacted for confirmation. Also, management should be notified of any pertinent press releases and briefings; such as, releases and briefings concerning financial information, new facilities, service changes and management personnel. Contact Information For Organization Officials Blue Angels, http://www.blueangels.navy.mil/index.htm

18. Choose Pensacola, email: choosepensacola@pensacolachamber.com

19. City of Pensacola, phone: 850.435.1603

20. Escambia County Area Transit, phone: 850.595.3228

21. Escambia County Emergency Center, phone: 850.471.6400

22. Florida Department of Transportation, phone: 850.414.4100

23. Gulf Breeze Chamber, phone: 850.932.7888

24. Hurricane Resource Center, http://www.emergencyemail.org/Default.asp

25. iTen Wired, http://www.itenwired.com/contact.asp

26. Pensacola Visitor Information Center, phone: 850.434.1234

27. Pensacola Beach, phone: 800.635.4803

28. Perdido Key Area Chamber, phone: 850.492.4660

29. Pensacola Business Journal, http://www.pnj.com/section/helpdesk01?nav=8

30. Pensacola Sports Association, phone: 850.434.2800

31. Emerald Coast Convention and Visitor’s Bureau, email: media@destin-fwb.com

32. Ft. Walton Chamber of Commerce, phone: 850.244.8191

33. Northwest Florida Daily News, phone: 850.863.1111

34. Mobile Bay Convention and Visitors Bureau, phone: 251.208.2000

35. Mobile Chamber of Commerce, phone: 251.433.6951

36. Alabama Local News, email: dmathis@al.com

37. A Gulf Coast Information Source for South Alabama, http://www.baldwincountynow.com/

38. Alabama Gulf Coast Area Chamber of Commerce, email:info@alagulfcoastchamber.com

39. WEAR ABC3, phone: 850.456.3333, email: closedcaptioning@weartv.com

40. FOX10 News, phone: 850.494.1010

41. WALA15NBC, phone: 251.602.1500

42. Cat Country 987, phone: 850.494.2800

43. News Radio 1620, phone: 850.262.6000

44. WUWF Public Radio, phone: 850.474.2787, email: wuwf@wuwf.orgNecessary Equipment For The Media Relations Office Wireless Internet

45. Computers

46. Ink cartridges

47. Printers

48. Printer paper/card stock

49. Software

50. Jump/thumb drives

51. Scanners

52. Copiers

53. Tape recorder

54. Camera/video recorder

55. Batteries

56. DVDs/CDs

57. General office supplies (hole punch, pens, pencils, markers, stapler, staples, ect.)

58. Extension cords

59. Printer and computer cables

60. Projector

61. Shredder

62. TelephonesNecessary Equipment For The Media Relations Library Dictionary

63. AP style manual

64. Annual reports dating back five years

65. Professional journals

66. Fact sheets

67. Organizational statistics/financial information

68. Bacon’s media directory

69. Calendar of company events

70. Press kits

71. Newspapers (local/national)

72. Crisis plan

73. Clip files

74. Talking points/key messages

75. List of organizational speakers and subject matter experts

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Pensacola Gulf Coast Regional Airport Media Relations Policy

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Pensacola Gulf Coast Regional Airport Media Relations Policy