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Press Guidelines

Guidelines for Press Requirements at Major International Events

Without media coverage, sport cannot survive. Good coverage in media is, therefore, a common interest for the organizer as well as for the accredited press. The basis for this is a good press service, which means good working facilities for the media to enable them to carry out their job to the best of their ability. The guidelines for major international events which follow were originally worked out by the International Alliance of Equestrian Journalists (IAEJ) and were adopted by the FEI in 1976.

The IAEJ was founded in 1966 and revised its statutes in 1974. It now has over 300 members on all continents. The IAEJ nominates an experienced journalist member and a photographer member as delegates to each major event. The names of the delegates are communicated to the organizers. They should be consulted by the organizer on the press arrangements. The organizer and the delegates should come together at least one month before the event to discuss the numbers of press seats, press working places, numbers of telephones and faxes, photographers arrangements etc.

The level of requirements will vary according to the level of event, but the basics remain the same. The time table is of importance for media coverage. The IAEJ journalist delegate should be consulted on the show’s schedule to give input on what would be best for media coverage. For an indoor event, the IAEJ photographer should be consulted on the quality of the lighting.

Requirements

  1. Press stand - A covered stand from which to watch, with a good view of the arena and sufficient seats with desks, so that there is not a constant struggle to find a place. A clear view of the timers and scoreboard is important. A good scoreboard is helpful for the public, as well as the media. Some places need electric plugs for telephones and computers. If possible, provide extra places for accompanying persons, visiting riders, photographers. The seating can be free, or allocated by the press office.
  2. Working room - The working room should be located not too far from the press stand. Chairs and tables with sufficient workspace are needed. Even if many of the journalists bring their own computer, a number of electrical typewriters and enough writing paper should be available. Electricity at the tables is needed for the computers. Lighting should be provided. The press room should be in complete operation the day before the event begins, since many reporters and photographers must file advance stories. Note that journalists and photographers may be working several hours after the competitions have ended. To be available:
    • Starting lists and course plans
    • Complete result lists immediately after the end of the competition
    • Background information on horses and riders
    • a bin system for the above information.

    There should be TV screens where the competition can be followed in the press room, and also result screens. A table or counter should be provided for other material. The entry to the press room should have a uniformed guard.

  3. Access - The media should have free access everywhere except the stables. In the three-day event, the course including the jumps must be accessible to the press in advance. A clear view of the box and the finish line is required. At WEG and Olympics there should be a sub press centre at the start/finish area of the three day with television monitors. There should be a mixed area where riders and the press can mingle freely. This is particularly important at major championships and Olympics.
  4. Press officer - There must be the omnipresence of a knowledgeable and helpful press officer, knowledgeable as part of the organization as well as in relation to equestrian sport. There should be a strict control of those allowed in the stands and the working room (no children and dogs allowed). There should be no discrimination between the local/national and the international press, nor should the specialized press suffer from the demands of the general press or TV.
  5. Communication - There should be sufficient number of telephones in a quiet room or with acoustic shelter. Also a sufficient number of telefaxes. Most of the telephones must be suitable for computer transmissions for text and also for photos. Therefore, arrangements should be made with a local telecom company for interference-free lines, that means direct lines not through the switchboard. Each line to have access to its own telephone jack plug for machines to be linked into and with a nearby electricity outlet. A reporter and a photographer familiar with computers should be consulted in this regard. Technical assistance from the telecom during the first day is recommended. During the rest of the event, a 24-hour stand- by support is needed. Phone charges must be made at the going local rate at cost price and a simple payment system devised that does not interrupt the transmissions.
  6. Lockers - Lockers should be available in sufficient numbers where accredited press can deposit cameras, bags, coats, etc. They are primarily for all accredited photographers who always have a lot of heavy equipment. The lockers should be large enough to accommodate bulky equipment (laptop, lenses). They should be placed in the Press Room. If this is not possible, a guard is needed for security.
  7. Press Conferences - Press conferences should take place in a separate press conference room. Microphones and loud speakers must be available so that everyone can hear both questions and answers. An interpreter should be available. There should be a podium for the winners. For a press conference of a team competition, there should be enough room in front of the podium. Press conferences should be held as soon as possible after the main competition. Press conferences should be announced in advance by a notice in the press room. That is especially important if there are extra press conferences on special matters.
  8. Press badges - Press badges must give access to the collecting ring and/or competitors stand. At the cross-country of the 3-day event and marathon driving, it is also important to give the press access to the finish line. It is important to give the press a place to casually meet the riders. This can be a riders/press pub, a joint restaurant, etc.
  9. Transportation and parking - When the press hotel is situated within walking distance from the showground, transportation service is not needed. If public transport is not efficient, the organizer should offer a transportation service (shuttle). Note that journalists and photographers may be working several hours after the show is over. Parking facilities close to the press room should be provided, especially for photographers due to the weight of modern professional photographic equipment. If adjacent parking cannot be provided, photographers should be permitted car access for once-only loading and unloading.
  10. Accreditation and hotel - Accreditation forms should be sent out together with other useful information such as hotel rooms, prize lists, entries etc. at least 2-4 months before the event. Assistance with obtaining hotel rooms, preferably at special show rates, with optional price ranges if possible, should be provided. Journalists from abroad without their own transport should have access to a shuttle service, if public transport is not efficient enough. Before leaving home the accredited journalist should have been notified where he can pick up the press card or the badge and other necessary papers, have the telephone number to the press centre and also the name of the hotel if the reservation was made by the show.
  11. Photographers facilities (see also Annex) - Basic requirement is a lockable room with tables which should be formica or plastic-topped. Hot and cold running water and drainage. There should be several electricity points. Laboratory processing: film development for E6 (slide films) and C41 (colour negative films) should be provided either as a sponsorship deal or at the photographers’ expense. If an on-site laboratory service provided by a major film manufacturer is not available, a local professional laboratory should be contacted to provide such a service.
  12. Food and drinks - Eating and drinking facilities in the press room or nearby are important for the press who often don’t have time to line up with the public. Coffee/tea and soft drinks should be free. Sandwiches should be free or at cost price. No dogs or children should be allowed. Television, while television often needs immediate access to the winners for interviews after the competition, the press conference and the deadlines of other media must be respected and they should be able to interview the winners no more than 30 minutes after the prize-giving ceremony.

Working Conditions for Photographers

General

  1. All accredited photographers must be provided with a special identification (armlet, bib) which is clearly different from other badges.
  2. The organizers will provide a safe room or lockers where photographers can deposit their equipment.
  3. The IAEJ will nominate an experienced photographer member as its delegate to each event. The name of this delegate will be communicated to the organizers ahead of time and will be made known by the organizer to the photographers accredited at the event.
  4. If pockets are required, the choice of places for the pockets will be made by the IAEJ Photographers Delegate together with the Press Officer (and in jumping, the Technical Delegate). Pockets must be planned for at a very early stage so that tickets are not sold to seats just behind the pocket.
  5. Pockets must be clearly marked “For accredited photographers only.” The entry to the pockets must be controlled by the organizers and pockets must be easily accessible for the accredited photographers. Under no circumstances should photographers be expected to work from a public area.

Dressage

If free circulation is not permitted at least on the two long sides, there should be pockets on each of them approx. from E to S and from B to R. In addition there should be one pocket on one of the short sides. Organizers must also be aware that photographers need an unrestricted view of horses’ feet in dressage competitions and therefore, should pay particular attention to the placements of plants and advertising banners. According to FEI rules, the distance between the dressage ring and photographers should be no less than 20 m. In three-day event dressage, the minimum distance in 15m.

Jumping

At outdoor events, as many photographers as possible (minimum ten, according to the size of the arena) be allowed in the arena for free circulation, under the supervision of the IAEJ Photographers Delegate in accordance with the Technical Delegate. If there are too many accredited photographers present, a rotation system will have to be set-up by the Press Officer in collaboration with the IAEJ Photographers Delegate. If there are too many photographers present to allow a reasonable rotation or if free circulation in the arena cannot be permitted, at least two pockets should be roped off in the arena. The pockets should be placed so that riders can be photographed from the left and from the right. In addition, the photographers should have access to the arena at least at two of the four sides. The photographers need more light in an indoor arena than that which is required by TV.

3-Day Event Cross Country and Driving Marathon

Access to obstacles should be provided inside the public viewing areas, but photographers must respect the penalty zones. If, due to design or placement of an obstacle, free access cannot be provided, photographers pens should be placed in positions negotiated with the IAEJ Photographers Delegate. Photographers should be allowed to move from one obstacle to another within the ropes. All accredited photographers must be provided with appropriate and easily recognizable identification, i.e. bibs or armbands. Officials, especially obstacle judges, must be appropriately briefed in regard to photographers access to working positions. There should be viewing access to the 10 minute box, the finish line and the general training area. Prizegiving Ceremonies: at the ceremonies, photographers in the ring must be roped off. Adequate time and access must be made available to photographers to obtain the required pictures. It is recommended that the press officer should provide or appoint someone to be responsible for prizegiving protocol, i.e. ensuring that the prizegiver turns towards photographers for a few seconds, and that TV cameras should not be permitted to monopolize access to the prizegiving ceremony. The press officer should also be responsible for providing to photographers the names of those persons involved in the prizegiving ceremony so that the proper recognition is transmitted to the media receiving the photographs.