Effective: August 2025
NEPHC Crisis Communications Plan
Owner: Flight Safety Officer (FSO)
1. Purpose
To provide a clear and practical framework for internal and external communication in the event of a safety incident, legal threat, or reputational crisis. This plan ensures alignment with:
- NEPHC Bylaws (Articles VI, VII, XI)
- USHPA SOPs, including:
- 02-07: Urgent Incident Procedures
- 03-16: Accident Review Committee
- 11-01: Member Feedback
- 11-02: Accident Reporting
- USHPA insurance and site coverage requirements
2. When to Activate
Trigger this plan for any of the following:
- Serious injury, fatality, or rescue at a NEPHC site
- Law enforcement involvement
- Site damage or landowner complaint
- Allegations of reckless, illegal, or unethical conduct
- Media attention or public scrutiny
- Lawsuit, demand letter, or legal notice
- Risk of losing site access or insurance
3. Immediate Steps (First 60 Minutes)
FSO initiates response and coordinates as follows:
| Task | Action | Owner |
| Secure site | Suspend flying temporarily if needed | FSO |
| Ensure safety | Emergency services, first aid, witness info | On-site pilot / FSO |
| Document | Take photos, collect names, exact timeline | FSO |
| Notify NEPHC President + Board | Text/email “Crisis Protocol Initiated” | FSO |
| Log into club email | NEPHCOfficial@gmail.com (PW: Numbler1) | Secretary / FSO |
| Notify USHPA | Via online Accident Report and email to safety@ushpa.org | FSO |
4. Internal Comms (First 2 Hours)
Primary rule: DO NOT SPECULATE. Facts only. Silence is better than error.
- Send internal alert to NEPHC Board (via email)
Subject: “URGENT: Crisis Communications Protocol Activated – [Site Name]”
Include: Basic facts, status of site, next steps. - Assign spokesperson: Only one Board-designated person speaks externally (see Section 6).
- Notify site monitors and landowners (if applicable)
Use calm, factual tone. Example:
“An incident occurred at [site] today. We have temporarily suspended flying and are conducting a formal review. We’ll keep you informed and appreciate your support. There will be a formal statement to follow.”
5. USHPA Coordination
- File USHPA Accident/Incident Report within 24 hours.
- Contact USHPA Insurance Administrator for site liability implications.
- If criminal or legal action is likely, inform USHPA’s legal and safety team.
6. External Communications
- Only the designated NEPHC spokesperson may speak to:
- Media
- Landowners beyond factual updates
- Non-members
- Social media inquiries
- HOLDING STATEMENT – Email to media who request comment (MAA):
“We’re aware of the incident and working closely with USHPA and local authorities. Our thoughts and prayers are for the health and safety of the pilot and their family. We thank the first responders for heroic efforts. Flying has been temporarily suspended at the site as a precaution. Safety is our top priority. We will provide an update when appropriate.” - No public blaming. No identifying names. Never post accident photos online.
7. Member Communications
- Email all active members within 24–48 hours if flying is suspended, a rule changes, or member behavior is involved.
- Include only verified facts and next steps.
- Reaffirm safety values and commitment to compliance with USHPA.
8. Investigation & Board Action
Within 7 days:
- FSO compiles report: timeline, evidence, witness summaries, impact.
- Board reviews findings and votes on:
- Pilot discipline (Article XI)
- Site status
- Public response if needed
If expulsion is considered, follow Article XI, Sections 3–4.
9. Post-Incident Recovery
- Board debrief within 14 days
- What went right/wrong
- Needed policy or training updates
- Reopen site only after safety plan reviewed and updated
- Update members with closure summary (no names unless authorized by legal counsel)
10. Recordkeeping
- Store all incident docs, emails, decisions, and reports in:
NEPHC Google Drive > Safety > Incident Reports - Only the FSO, Secretary, and President should have edit access.
Summary Responsibilities
| Role | Responsibility |
| FSO | Lead response, suspend site ops, document, notify USHPA |
| Secretary | Maintain records, send member notices |
| President | Public spokesperson, landowner liaison |
| Board | Discipline decisions, approve reopening |