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This programmatic option describes support to (the set-up of) a Situation Room (SR) which, when used in electoral contexts, monitors real-time reports, analyzes data, and coordinates responses to risks and incidents of violence and conflict, ensuring timely decision-making and action in high-pressure environments. The programmatic option further describes the implementation of a women’s situation room as one of its sub-categories.
The situation room (SR) engages, trains and lobbies key stakeholders (Electoral Management Bodies (EMBs), media, political parties and State institutions) to commit to promoting peaceful elections. Through the monitoring and reporting of any incidents, the SR seeks to provide conflict resolution services that reduce tensions and mediate disputes before they escalate.
The SR model is often active during the pre-election period but intensifies activities around election day and the immediate post-election period.
The SR model is often structured around four action components to allow efficient mobilization, monitoring and mediation:
The establishment of a situation room secretariat will usually take place in the country capital. For enhanced coordination and timely treatment of information and response, a network of coordination hubs can be established to enhance the system’s efficiency.
The timing and total duration of the establishment of a situation room is critical. For optimal results, a situation room should be able to follow an incremental approach in terms of presence and allocated resources, adapting to the milestone moments in the electoral process. For appropriate establishment of a situation room, its functioning should cover the pre-elections (i.e. voter registration, candidate registration, etc.), elections and post-elections phase (i.e. results, electoral disputes, etc.).
Situation rooms rely on relationships between election stakeholders, including political parties, election authorities, government institutions, independent commissions, media, civil society, police and other security agencies, in order to verify information as well as to address concerns.
Situation rooms can provide a forum for a coordinated rapid civil society response to unfounded rumors and other concerns during the elections, which may act as a trigger for violence. Where civil society led, situation rooms have been typically set up by a coalition of CSOs that focus on collecting, verifying, analysing and communicating instances of electoral violence and other violations, in order to prevent further escalation of tensions. While situation rooms typically have strong ties with citizen election observer groups, who provide them with updated information, some also track incidents in the media and receive crowd-sourced reports from citizens through hotlines, which it then attempts to verify.
To ensure context specificity in an election situation room, it is essential to ground operations in a deep understanding of the local electoral environment, including past election trends, current political dynamics and regional socioeconomic factors. A well-embedded situation room requires close engagement with local stakeholders, such as electoral officials, community leaders and CSOs, to identify relevant challenges, risks and priorities.
Localized communication strategies, an initial threat assessment, and staffing further enhance context specificity. Communication protocols should include accessible, trusted local channels, such as community radio or region-specific social media, and all messaging should be available in local languages. Recruiting local experts who understand the culture, language and specific electoral challenges can greatly improve responsiveness. Additionally, focusing on likely threats in the area – whether security, misinformation or natural disasters – enables the team to prepare customized response protocols.
Youth volunteers or staff can help manage social media, monitor for misinformation and engage in outreach that resonates with younger voters. Training programmes on election protocols, data analysis and communication tools can empower them to take active roles, such as real-time reporting or incident verification. Additionally, youth associations and youth CSOs could be represented in the situation room, providing insights on the important role youth regularly hold in electoral processes, either as drivers of peace or may lead to conflict.
The women’s situation room (WSR) is a dedicated mechanism to address the issue of violence against women in the election process, as well as other violent incidents and threats to peace.
The WSR model relies on a core of eminent women with a strong network across State institutions to carry out advocacy. The WSR model also draws on high-profile female personalities from outside the country to support and promote their activities at key junctures.
The WSR can be effective in consolidating a network of women’s organizations and individuals from civil society, community-based and faith-based organizations to provide geographical representativeness and extensive outreach for the interventions. If a women’s caucus exists within the legislature or among political parties, the WSR model can be effective in engaging these representatives as partners.
A dedicated focus on gender-sensitive elements of electoral violence that actively harnesses the role of women as peacemakers in the process can complement broader peacebuilding efforts.
When communicating externally from an election situation room, it is essential to ensure that messages are clear, accurate and timely. A designated spokesperson or communications lead can help avoid confusion and ensure consistency in all updates. Regular information-sharing is important, but updates should also be issued promptly whenever significant events occur, such as security concerns and tensions, electoral technical challenges and others. Using trusted channels – such as official social media accounts, press releases and websites – allows the situation room to reach a wide audience and build public trust.
To coordinate in an election situation room, clear roles and communication are essential. It is critical to assign specific tasks to each institution and team member to ensure a coordinated and methodical approach to implementing the situation room. Regular check-ins and quick updates keep everyone informed and help address issues immediately. Using simple, secure tools like shared messaging apps and dashboards allows the team to see real-time information, make quick decisions and share important updates with each other and other election offices.
By definition, election situation rooms regularly have a limited scope of implementation and functioning. Nevertheless, to ensure sustainability of the actions, careful consideration needs to be put into ensuring agreements, funding and human resources are aligned to cover for the entire period of implementation of the Situation Room.
The cost centres to be considered in the establishment of an elections situation room are:
Implementing an elections situation room presents several challenges, primarily related to resource constraints and technological issues. Establishing and maintaining such a facility demands significant financial investment for technology, personnel, and infrastructure. Furthermore, recruiting skilled staff capable of analyzing data and managing technology is often a complex task. Reliable internet connectivity and power supply are crucial, particularly in remote areas, while protecting sensitive electoral data from cyber threats necessitates robust cybersecurity measures. Additionally, ensuring interoperability among various technologies used by different stakeholders can pose further complications.
Data management is another critical challenge in the operation of a situation room. The accuracy and timeliness of data collection are essential, as poor data can lead to flawed decision-making. Processing and analyzing this data in real-time can overwhelm systems if not properly designed, making it crucial to establish effective protocols for data handling. Moreover, coordinating efforts among diverse stakeholders, such as government agencies, NGOs, and election observers, can be complex, particularly when differing priorities exist. Ensuring a smooth information flow and clear communication channels is vital to overcome these challenges.
Finally, the political environment and public perception can significantly impact the effectiveness of an election situation room. Political interference may compromise the integrity of operations, while public skepticism regarding the process can hinder trust in the electoral system. In addition, the situation room must be prepared to handle unexpected crises, such as violence or technical failures, requiring careful planning and flexibility to ensure effective responses during the electoral process.
Nigeria Civil Society Situation Room:
Description: During the 2015 general elections, the Nigeria Civil Society Situation Room played an important role as a coordination mechanism for gathering high-level civil society leaders around one table, which could provide leverage for mediation where needed. The Situation Room liaised regularly with the Independent National Election Commission (INEC), and was able to help it to pass messages that required public trust, such as the postponement of elections due to the security situation in some parts of the country. Convened by the Policy and Legal Advocacy Centre (PLAC), the Situation Room now comprises over 70 CSOs and is active during national, state-level and by-elections, as well as on an ongoing basis to promote an active, coordinated civil society approach.
Ghana Elections Situation Room:
Description: The Election Situation Room in Ghana has been instrumental in monitoring electoral activities, particularly during the 2016 elections. It involved a coordinated effort by the West African Network for Peacebuilding (WANEP) and various civil society organizations to gather data from over 750 field observers. The ESR helped in analyzing and responding to electoral threats in real time, contributing to a more peaceful electoral environment .
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