Best Practices

Southwest Public Information Officers Webinar

May 14, 2020

SW Area Wildland Fire Response Plan

NIFC PIO Bulletin Board – COVID-19 and PIOs
Making Agency 

Communications 

Accessible to 

Everyone

Electronic 

Documents

Electronic Documents

Use a strong color contrast and avoid pattern backgrounds.

Structure content in a layout that is easily read from left to right. When possible, avoid using text 

boxes, layout tables, and data tables.

If data tables are used, ensure column and row headings are included and informative.

Choose a font that is clear and easy to read; font size should be at least 10 points for standard text.

Use built-in heading styles, such as Title, Heading 1, Heading 2, etc., to create a structured document. 

This will help readers understand document flow, and the sections relate to one another.

Organize content into bulleted and numbered lists, using built-in styles, to organize content and make 

it more reader-friendly.

When using images that convey information, provide alternative text (ALT text) descriptions that 

explain the purpose of the image. Avoid using color as the only means to convey information.

Use digital signatures instead of handwritten signatures. Scanned documents are not inherently 

accessible, and they require additional time to make accessible.

PDF documents must be tagged and structured per the above guidelines. PDFs of scanned documents 

(image only) are not accessible without additional effort.

Provide equivalent text versions of inaccessible documents via accessible HTML, an alternative file 

format, or within the body of an email.

Visit www.section508.gov/create for “how-to” guides, training videos, and a checklist on creating 

accessible electronic documents.

Keep these tips in mind when 

formatting and distributing your daily 

update.

Use the Accessibly Checker in Word.

See the Inciweb User’s Manual – 508 

Compliance: Understanding the Laws 

Governing Inciweb

USFS Section 508 MS Word & PDF 

Checklists

Make PDFs accessible (Acrobat Pro)

Section508.gov
Making Agency 

Communications 

Accessible to 

Everyone

Videos and Virtual 

Meetings

Videos and Virtual Meetings

Captions are required for information provided by speech or sound. Consider 

using FedRelay solutions, such as Relay Conference Captioning (RCC), to caption your conference call or webinar.

Include descriptions of visual content in speaker narration. Otherwise, provide audio 

descriptions for information provided through graphics and pictures.

Make sure the media player controls are keyboard accessible.

Review this Video, Audio and Social guidance for more information.

Virtual Meetings and Collaboration

Instructions and techniques on how to provide accessibility for virtual collaboration.

FedRelay - Intermediary telecommunications service for individuals within the federal government who are deaf, hard of hearing, and/or have speech disabilities

Accessible and Inclusive Telework Practices Using Microsoft Teams - Guidance from HUD

5 Tips on Holding Accessible Microsoft Team Meetings - Guidance from HUD

Accessibility overview of Microsoft Teams

Downloading and Running a Closed-captioning Pod in an Adobe Connect Meeting

How Do I Enable Closed Captions in Webex?

Getting started with closed captioning in Zoom

See the Inciweb User’s Manual – 508 

Compliance: Understanding the Laws 

Governing Inciweb

Audio description doesn't necessarily 

require a separate audio description track. 

As explained in the How to Create Audio 

Descriptions section on this article from 

DigitalGov.gov, it is possible to make audio 

description part of the presentation. "Be 

sure to have your subjects identify 

themselves and their surroundings (rather 

than only showing their name on screen). 

This way, anyone—whether or not they 

are visually impaired—will know who is 

speaking."

Section508.gov
Making Agency 

Communications 

Accessible to 

Everyone

Social Media

Social Media

Verify that your chosen platforms allow for the addition of captions on 

images or videos.

◦ For images without ALT text, caption the images in the text of the post.

◦ For inaccessible videos, include a link to an accessible version of the video on 

your agency website.

Review this Video, Audio and Social guidance for more information.

Including:

Social Media

Methods, tips, and techniques on how to author and check social media for 

accessibility.

Making Twitter Images Accessible

Social Media and Accessibility: Resources to Know

Federal Social Media Accessibility Toolkit (including Facebook & YouTube)

5 Myths About Social Media Accessibility

Making Social Media More Accessible - DigitalGov University video

Tips for Making Facebook Accessible

Add captions to photos to ensure that 

individuals will understand what is going on in the picture. (How to edit alt text)

Videos posted directly to Facebook 

should be closed captioned. This can be 

done by adding a SubRip file to the video 

after it is posted. (How to caption)

As an alternative to directly uploading 

videos to Facebook, upload videos to 

YouTube and post the link to the video in a status update. Since YouTube automatic 

captioning can be inaccurate, prepare an accurate transcript and upload it

whenever possible. This will ensure that 

visitors will be taken to an accessible 

video with captioning.

Section508.gov
Media Best Practices

Virtual Interviews

• Consider having an appropriate photo 

of yourself available to send media to 

show on screen if requested during a 

phone interview

• Check with host unit for current policy 

– Currently DOI and USFS generally can’t 

initiate a Zoom meeting, but can 

participate if media initiate a call

•Even if you’re teleworking; dress the 

part –Nomex shirt, or team shirt, or solid 

color shirt with no logo, etc. as 

applicable

• Test your audio and video in advance 

• Professional background – blank wall, 

solid backdrop with team logo or official 

fire info logo, etc.

• Audio is key - consider using a 

microphone

“Encourage media inquiries and public information requests to be addressed 

virtually, using available technology. 

Maximize remote interview options.” 

- SW Area Wildland Fire Response Plan
Media Best 

Practices

On Scene

Communicate with media so they know

- If access is available to fireline or not

- If ICP is a closed camp with no media access

- Limited # personnel available for in-person 

interviews

- How to reach a PIO for updates

- Where to find safe vantage points

Considerations may included scheduling 

appointments with the media before they arrive 

at the incident

Consider alternatives to wired mic (ie. mic on a 

stand or 6-ft boom)

Fireline & COVID-19 PPE considerations 

Vehicle transport considerations

Local unit and/or jurisdiction 

policies on access to closed areas

“Limit media visits to ICP and the fire line

Visitors should be medically screened according to approved 

protocols and equipped with appropriate PPE. “ 

- SW Area Wildland Fire Response Plan
Media Best Practices

Photo / Video Content

 Share photos / videos – consider Flickr

as a way to share large files (upload 

requirements)

 Share via Inciweb / social media

 Check with OPS, SITL, and SOF to see if 

they have photos/videos from air attack or 

photos of people working

 Operational Briefings and Public 

Meetings Videos Prohibited on InciWeb

 All videos on Inciweb should be less than 

one minute in length

NIFC PIO Bulletin Board – USFS -

Photographer/Videographer BPA’s for 

Wildfire Use 

NIFC PIO Bulletin Board – USFS - Photo Captioning and Media Uses Best Practices
Pause Before 

You Post

This sample IAP message and 

sample poster are available in the S203 PIO Toolbox 

https://bit.ly/piotoolbox
Media Best Practices

On Scene

Media Briefings

 Consider social distancing between 

presenters

Consider how to incorporate an 

American Sign Language (ASL) 

Interpreter 

Consider alternatives to passing off a 

mic between speakers

 Single mic on a podium / 

stand?

 External mic on iPhone?

 Multiple mics to eliminate need 

to hand off?
Media Best 

Practices

Virtual

Media Briefings

• Considerations for 

incorporating American Sign 

Language (ASL) Interpreter & 

captioning

• Provide a link to high 

resolution version of map / 

graphic if possible
Video Best Practices

Video Operational 

Updates

1-3 minutes

Film in a quiet location

Don’t use maps that include 

internal info like sensitive natural 

or cultural resources (or QR codes 

that link to this info)

Tell the story of how firefighters 

are working to meet incident 

objectives, as if you were 

explaining it to your grandma

Operational Video Tips & Making 508-compliant videos
Video Best Practices

Community 

Meetings

PIO as meeting facilitator & 2+ helpers

• Camera operator(s)

• Someone to monitor online questions and 

ask them on behalf of the online viewers

Plan for setup time (<2 hours)

Use a microphone

Have a separate camera record a backup so 

you can post later if livestream fails 

(stop/start video for each speaker to enable 

faster upload time later)

Include a link to a high-res version of your 

presentation graphic online for your online 

viewers to be able to see in more detail

Use blue tape to ensure speakers maintain 

social distancing & don’t venture off camera

Consider low tech options – audio 

broadcast via local radio station 

and/or conference call line

Community Meeting Tips & AZ ASL Interpreter & CART Captioner Best Practices

“Conduct video/virtual community information meetings using available 

technology. Ensure a consistent feedback loop for two-way communication with 

the community.” - SW Area Wildland Fire Response Plan
Media Best 

Practices

Agency Messages

NIFC PIO Bulletin Board

• Agency-specific Information

• Season Themes/Messages

NIFC PIO Bulletin Board – Season Themes and Videos
COVID-19 and Wildland Fire Management

All wildland fire agencies remain committed to wildland fire readiness through active hiring of fire personnel, adjusting training 

practices to minimize contact and slow COVID-19 spread potential, and assessing prescribed burning operations. All wildland 

firefighting partners are working together to plan for fire activity during COVID-19.

To further ensure the highest degree of readiness, the National Multi-Agency Coordinating Group requested three regional Area 

Command Teams to work with partners at all levels in the fire community to develop protocols for wildfire response during the

COVID-19 pandemic. These Wildland Fire Response Plans, linked below, are available to all incident management teams and fire 

units to help guide effective wildfire response.

The safety of the public and all wildland fire responders is always the number one priority for all wildland fire agencies.

For more information regarding COVID-19, please visit the following resources:

Geographic Area Plans

Alaska

California (Northern and Southern)

Eastern Area

Great Basin

Northern Rockies

Northwest

Rocky Mountain

Southern Area

Southwest

Additional Information

For more information regarding COVID-19, please visit the following resources:

coronavirus.gov

Centers for Disease Control and Prevention

COVID-19 Portal (Fire Management Board)

Wildfires and COVID-19 (Department of the Interior)

Forest Service Coronavirus (Covid-19) Update

Information for Public Affairs Officers

Media Best Practices

COVID-19 Messaging

NIFC.gov & NIFC COVID-19 page

NIFC PIO Bulletin Board NIFC COVID-19 page

“Consider national and geographic direction 

on Information releases regarding COVID-19 

specific issues at wildland fire incidents 

managed by IMTs (type 1-3).

All releases must be consistent and follow 

the IMT’s Delegation of Authority. Local 

unit(s) who delegated the incident to the 

team approve all releases of information. 

Local unit Public Affairs offices will maintain 

close contact with Regional, National and 

Department Office directives and be able to 

guide Public Information Officers (PIOs) on 

what can/cannot be released. “

- SW Area Wildland Fire Response Plan

NIFC COVID-19 page
DOI Wildfires & 

COVID-19

People working on wildfires need to be vigilant about the spread of infectious diseases like coronaviruses (shown above). The

National Wildfire Coordinating Group released new guidance so managers and firefighters can plan for, recognize, and respond to outbreaks if they arise. (CDC/Alissa Eckert, MS; Dan Higgins, MAMS)

The Department of the Interior will continue to fulfill its firefighting mission during the COVID-19 pandemic. To ensure that our ability to respond to wildfires over the coming months remains effective, we're working with our partners to:

Hire the firefighters we need.

Temporary guidance has been established so that onboarding of new and returning employees continues safely and 

efficiently. Medical standards for firefighters have been updated in light of COVID-19.

Protect our firefighters.

Firefighter safety is our top priority. Firefighters should follow the recommendations provided by coronavirus.gov to stay healthy and reduce the spread of illness. The Department of the Interior has established an intranet site to share 

information about COVID-19 with its employees. A special interagency team of medical and public health experts has been established to review and synthesize COVID-19 guidelines used in wildfire operations.

Prepare for outbreaks at incidents.

People working on incidents like wildfires need to be vigilant about the spread of infectious disease. The National Wildfire 

Coordinating Group released new Infectious Disease Guidance for wildland fires so that incident management teams and firefighters can plan for, recognize, and respond to outbreaks if they arise.

Adapt wildfire response plans.

To ensure the highest degree of readiness, the National Multi-Agency Coordinating Group assigned three Area Command Teams to work with partners at all levels in the fire community to develop regional guidance and best practices for wildfire 

response during the COVID-19 pandemic.

Continue our work reducing wildfire risk.

Reducing wildfire risk through fuels management remains an essential activity for the Department of the Interior. We're also taking actions to reduce the impact of smoke from prescribed fires on individuals and communities, recognizing its 

potential effect on those who have contracted COVID-19 or who may be at risk.

Monitor new developments.

Public health direction is continually evolving. The Department of the Interior Wildland Fire Program will continue to assess

potential risks to firefighters and communities as the response to COVID-19 continues.

Read the latest from the Coronavirus Task Force, the Center for Disease Control's COVID-19 health information, and the U.S. 

Government response to Coronavirus.

Check with host unit Public 

Affairs Officer for current DOI 

and agency specific messages

Wildfires and COVID-19 (Department of the Interior)
Forest Service 

Coronavirus 

(Covid-19) Updates

How will the Forest Service respond to wildfires?

Our mission critical work, such as suppressing wildfires and other public service responsibilities, will continue within 

appropriate risk management strategies, current guidance of the Centers for Disease Control, and local health and safety 

guidelines.

What will happen if a COVID-19 outbreak occurs among firefighters?

The USDA Forest Service and Department of the Interior are updating plans and responses for various disease outbreak 

scenarios in the United States, including the “Pandemic Response and Preparedness Plan for the Federal Wildland Fire 

Agencies,” and the “Infectious Diseases Guidelines for Wildland Fire Incident Management Teams.” These plans institute 

appropriate mitigation activities during wildland fire response actions to ensure national wildland fire response capability.

Are you considering how the smoke from your fires will contribute to weakened respiratory health at a time in which the 

coronavirus is a serious risk by itself?

Potential smoke impacts to the public are considered in all prescribed fire and wildfire management. As always, we will 

work in coordination with local and state health organizations and make any necessary changes should the need arise. 

Has the USDA Forest Service paused its prescribed burning program in response to COVID-19 risks?

The USDA Forest Service has not issued agency -wide direction to pause all prescribed burning activity. The USDA Forest Service is taking a risk-informed approach to managing prescribed fire by evaluating the following factors: (1) the ability to maintain fire responder viability and sustainability; (2) potential smoke impacts to communities from prescribed fire and 

how that interacts with COVID-19 effects; and (3) the ability to use local resources so inter-state travel is not necessary. We will continue to adapt as the situation evolves and work in coordination with local and state health organizations.

How will the changes to USDA Forest Service prescribed fire operations affect the wildfire risk for the year?

The level of impact will depend on multiple factor, including the severity of the impact of COVID-19 across the country. Wildfire risk is greatly dependent on weather, so the actual risk from a wildfire could be higher or lower than average 

depending on the weather we experience this summer.

How is smoke being managed for prescribed fires that were lit prior to the regional pause?

Fire officials continue to monitor all ongoing prescribed fire projects. As always, we will continue to work in close coordination with local and state health organizations and make any necessary changes should the need arise.

Check with host unit Public 

Affairs Officer for current 

agency messages

Forest Service Coronavirus (Covid-19) Update
Exposure 

Response

“Direct all media questions and reactions to the potential 

exposure to the incident PIO or to the local or state public 

health official, following all agency protocols and HIPAA 

regulations to protect personal privacy.” 

- SW Area Wildland Fire Response Plan
Wildfire Smoke 

and COVID-19

“Interagency Wildland Fire Air Quality Response Program 

Ensure there will be a prepared cadre of ARAs who are well trained in smoke/COVID-19 

issues, prepared to use new analysis tools, and work closely with health agencies on 

public messaging and outreach.”

Create talking points and guidelines for ARA use when engaging with partner agencies 

and the public on smoke/COVID-19 health issues.

Develop approaches to have ARAs promote individual and community awareness of 

interaction of smoke/COVID-19 and how to be more smoke ready. 

Air Resource Advisors 

Design and implement locally appropriate outreach and messaging. 

Promote smoke ready community concepts and inform the public and health agencies 

where to get additional information. 

Establish key lines of communication with IMT, Planning Section, PIO and AA as 

appropriate based on IMT guidance. 

Use approved messaging to inform the public about smoke/COVID-19 concerns.

General 

Based on the concerns regarding wildfire smoke and COVID-19, consider having all fire 

personnel watch the NWCG Smoke: Knowing the Risks video.”

- SW Area Wildland Fire Response Plan

CDC Protect Yourself From 

Wildfire Smoke

CDC COVID-19 and Wildfire 

Smoke Cleaner Air Shelters & 

Spaces
Reaching 

Audiences 

Without Internet

Managing 

Expectations

“Many remote communities are not well-served by virtual information 

dissemination and social media in general. 

Agencies have traditionally relied on community meetings and staffed 

information boards to allow personal dialogue in impacted communities.

This plan foresees that in almost every case, these tools are no longer 

available to PIOs in areas impacted by COVID-19. 

These communities should be identified and be briefed in advance of fire 

season to manage expectations and explore alternatives.”

- SW Area Wildland Fire Response Plan
Reaching Audiences 

Without Internet

Phones

- Ability to forward landlines or Google 

Voice numbers to PIOs working virtually

- Coordinate with Joint Information 

System (JIS) / Joint Information Center 

(JIC) & existing call centers to maximize 

efficiencies

- Recommend regularly updating 

voicemail with a brief fire update with 

current acreage and key info like 

closures and explain additional info 

available on Inciweb

“...consider staffing call centers to serve 

more rural populations, especially if 

connectivity is limited

- SW Area Wildland Fire Response 

Plan
Reaching Audiences 

Without Internet

Trapline

“The PIO BMP in Appendix B provides new and existing 

information dissemination methods to maximize social 

distancing.”

“Host units should evaluate and update contact lists and etraplines in advance, providing them to PIOs within in-briefing 

packages.”

Appendix B: “Utilize “portable” info boards, in the form of an 

electronic community newsletter for dissemination of 

information to affected entities; enlist the cooperation of 

businesses or other establishments to “adopt” an information 

bulletin board to post maps and information (distributed by 

PIO via electronic means).”

- SW Area Wildland Fire Response Plan

• Consider limiting to where there’s a true need

- Consider placing painter’s tape x’s 6 feet 

apart as a social distancing reminder

- Consider staffing boards may attract crowds 

and be hard to maintain social distancing 

- Consider having trapline staff spike out if 

incident staffing is required

Consider a phone call trapline as an option

Consider looped programming (ie. Slideshow) on 

monitors placed in public locations or where 

people congregate as electronic info hubs

Leverage resources that can help print and post in 

their location and/or distribute via their networks

- District frontliners

- Elected officials

- Chamber of commerce

- Community groups
Reaching 

Audiences 

Without Internet

AZ Radio Stat 

System

The call letters are now 

WQUM344 1650 AM or 1690 AM

Currently deployed at Sunset Point 

and Mescal FD for prevention 

messaging (BLM recorded)

Can be moved for a large event

Contact the local county/tribal 

emergency manager or DEMA PIO 

Duty Officer to inquire about its use

WQUM344 1650 AM or 1690 AM
Reaching Audiences 

Without Internet E-Highway Signs

Some host units or partner agencies 

have their own portable e-signs for local 

roads

Contact DOT to ask about messages for 

Highway Signs

Message must relate to traffic safety. 

Signs generally accommodate three 

lines and 18 characters, including 

spaces, per line.

#Hashtags, phone numbers and 

website addresses are not allowed. 

No emoji ☹

Credit: Prescott eNews
Reaching Audiences 

Without Internet

Local Media “Utilize non-traditional media (newspapers, radio)... to serve 

more rural populations, especially if connectivity is limited.”

- SW Area Wildland Fire Response Plan

Consider scheduling regular updates 

ie. you call the local radio station daily 

at 7 am and 4 pm, etc.

Consider local radio and public access 

channels on local TV for PSAs on 

where to find fire information, etc.

Make sure videos include audio 

description for folks who only hear 

the audio (ie. on radio) and can’t see 

the map

Media can pull info from Inciweb, 

News Releases, Video Updates, etc. to 

share with their local broadcast / 

print audiences

USA Targeted External Communications Query (TECQ) – New Media Tool
Reaching Audiences 

Without Internet

Leverage Partner 

Resources

AZ County Emergency Notification Systems

Apache | Cochise) | Coconino | Gila | Graham | Greenlee| La 

Paz | Maricopa | Mohave | Navajo| Pima| Pinal| Santa 

Cruz | Yavapai| Yuma

NM Emergency Alert Systems

Bernalillo County | Lincoln County | Rio Arriba County| Ruidoso

Consider local facilities equipped with 

virtual meeting capability (ie. county 

commission, school board, church, etc.)

Emergency Alert Systems 

• Reverse 911 / Code Red / Nixle / Etc.

NextDoor

211

• “Leverage resources with cooperators 

and partners when looking outside the 

agencies for PIO skills to support 

efforts (coordinate with AZ Department 

of Emergency and Military Affairs)."

• - SW Area Wildland Fire Response Plan