Event external spokesperson authority
A journalist phones the secretariat during the event, and the person who picks up has to decide whether to say anything.
The short answer
Name one authorised spokesperson and a deputy, state who approves what they say, and tell everyone else to pass enquiries to them. The spokesperson speaks only to facts the venue, emergency services or other authorities have confirmed, and says plainly what is not yet known.
The organiser does not speak for the venue, emergency services or the police. Each of them speaks for itself.
Why one voice matters
Volunteers, speakers and committee members will be asked, and each answer becomes part of the public record. Two different answers create a story that is hard to correct.
A named spokesperson also protects staff. Anyone approached by media or members has a clear instruction: take a name and number and pass it on.
Authority record: who may say what
| Audience | Who may speak | Approved by | What may be said |
|---|---|---|---|
| Media and the public | Authorised spokesperson. | Event owner or committee chair. | Confirmed facts, what is being done and when the next update is due. |
| Registered attendees | Authorised spokesperson or named communications lead. | Event owner. | Practical information, sent after facts are confirmed. |
| Members and the board | Chair or secretariat head. | Chair. | Facts as known and the next update time. |
| Sponsors and exhibitors | Event owner or named contact. | Event owner. | Practical information, kept consistent with the public message. |
| Venue, authorities and emergency services | Their own representatives. | Themselves. | The organiser does not speak on their behalf. |
| Social media accounts | Named person with approval. | Spokesperson. | Pause scheduled posts until approved. |
Steps to set up before the event
- Name the spokesperson, a deputy and an approver, and write them on the contact sheet.
- Prepare a holding statement template, with blanks for facts the venue or authorities confirm.
- Tell volunteers, speakers, exhibitors and committee members to take a name and number and pass all enquiries to the spokesperson.
- Agree a pause on scheduled social posts if an incident occurs, and who lifts it.
- Agree how statements are logged: time, wording, approver, who received it.
- Ask a legal adviser or the insurer whether any wording or notification is required, and record the answer.
What a holding statement does and does not include
- Includes: that an incident occurred, that the venue and authorities are responding, what attendees should do as told by the venue, and when the next update will be given.
- Does not include: the cause, who was involved, who is at fault or what the outcome will be.
- Does not include: medical details, names or numbers that have not been confirmed by a competent party.
- Does not include: promises about the event resuming. That decision follows the resumption approval process.
Worked example · Fictional example
A call from a journalist during a conference
Fictional organisation and figures, for illustration only.
A fictional bankers' institute is holding a conference when a journalist calls the secretariat landline. The volunteer on the phone follows the sheet: takes the journalist's name, outlet and number, says the spokesperson will respond, and passes it on.
The spokesperson checks with the venue duty manager what has been confirmed, and issues a three-line holding statement approved by the chair. The statement says what is confirmed, that the venue and authorities are responding and when the next update is expected. The log records time, wording and approver.
Use this yourself
Spokesperson authority record
Complete before the event and share with everyone who might take a call.
- Authorised spokesperson, deputy and approver:
- Volunteer instruction: take name, outlet and number, say the spokesperson will respond:
- Who may speak to each audience (media, attendees, members, sponsors):
- Facts that may be stated only after the venue or authorities confirm them:
- Holding statement template with blanks for confirmed facts:
- Pause on scheduled social posts, and who lifts it:
- Statement log: time, wording, approver, recipients:
- Adviser or insurer answer on notification or wording requirements:
Handle it in-house, or bring in help?
Your team can usually handle this when
- A small event where the secretariat head is the obvious single voice and the chair approves.
- The organisation already has a communications policy and trained spokesperson.
Outside planning help earns its fee when
- Several organisations co-host and each assumes it can speak.
- The event is high profile and a media enquiry is realistic.
- No one has drafted a holding statement or an approval route before the event.
Need the spokesperson route agreed?
A conference project lead can agree the authority record with your committee and co-hosts, draft the holding statement template with your communications lead and brief volunteers on passing enquiries on. What your organisation chooses to say, and any legal or regulatory notification, stays with your authorised owners and advisers. Send your current communications policy, if you have one.
Questions organisers ask
Who should be the spokesperson?
Someone senior enough to speak for the organisation, who is available during the event and has been briefed. Name a deputy and an approver.
Can we say nothing?
Taking a name and number and saying a spokesperson will respond is acceptable. A short holding statement, based only on confirmed facts, is better than silence.
What do we say about the cause?
Nothing, until a competent party has confirmed it. Say what is known, what is being done and when the next update will come.
Do speakers need a briefing?
Yes. A two-line instruction on the speaker pack is enough: do not comment, pass enquiries to the spokesperson.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.