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Written, Photographic & Broadcast Press

Venue Facilities & ServicesOperating Plan

After-Action ReportLindsay Choules / Michele Walker

1 – 2009 Special Olympics World Winter Games5/21/2023

1.0 General Facilities and Services to be provided to the Media by the GOC…………………………………51.1. Executive Summary 1.2. Media Accommodations1.3. Media Transport1.4. Telecommunications1.5. Technology1.6. Credentialing1.7. Credentialing Center1.8. Broadcast Categories1.9. Written and Photographic Press1.10.Additional Access Controls and High Demand Events for the Media1.11.Language Services

2.0 Written and Photographic Press Code of Conduct……………………………………………………………………122.1 Executive Summary

3.0 Press Operations Function…………………………………………………………………………………………………………133.1 Executive Summary3.2 Operational Timelines

4.0 Press Operations Structure…………………………………………………………………………………………………………15

5.0 Main Press Center………………………………………………………………………………………………………………………165.1 Function5.2 Location5.3 Building Structure5.4 Possession, Move-Out and Retrofit5.5 Dimensions5.6 Reliability Tests, Opening Dates and Operating Hours5.7 Public Address System5.8 Security and Emergency Services5.9 Cleaning and Maintenance5.10 Main Lobby5.11 Main Press Workroom5.12 Press Conference Services Facilities5.13 Photo Services5.14 Catering5.15 Sponsor Protection


5.16 Signage5.17 Main Street Services5.18 General Media Policies

5.18.1 Non-Smoking Policy5.18.2 Food and Beverage Policy

5.19 Daily Operations 5.20 Staffing

6.0 Venue Media Facilities and Operations………………………………………………………………………………………246.1 Staffing6.2 Media Workrooms6.3 Mixed Zone6.4 Press Tribunes6.5 Interview Facilities and Requests– Press Conferences and Mixed Zone6.6 Media Lounge6.7 Photo Services

6.7.1 Photo Locations6.7.2 Equipment Storage6.7.3 Equipment Repairs

6.8 Venue Access6.9 Venue Operations

6.9.1 Pre Games Procedures6.9.2 Day to Day Operations6.9.3 Ongoing Daily Duties6.9.4 Post Event Procedures6.9.5 End of Day Duties6.9.6 Guidelines to Working Successfully with the Media

7.0 Non-Competition Venue Press Operations………………………………………………………………………….…….347.1 Opening and Closing Ceremonies7.2 Special Olympics Programs and Special Events

8.0 Information Services………………………………………………………………………………………………………….………368.1 Results and Distribution8.2 Historical Data and Background Information8.3 Newsdesk Services

9.0 Photo Services…………………………………………………………………………………………………………………………….379.1 Staffing and Planning


9.2 Categories of Photographers9.3 Photographer’s Undertaking9.4 Photographer’s Identification9.5 Photo Equipment Usage9.6 Dress Code9.7 Facilities and Services at Venues

10.0 Broadcast and Documentary Services……………………………………………………………………………………….4210.1 Broadcast Services10.2 Documentary Services


1.0 GENERAL FACILITIES AND SERVICES TO BE PROVIDED TO THE MEDIA BY THE GOC

1.1 Executive SummaryThe Games Organizing Committee (GOC) Press Operations team is obligated to provide the best possible infrastructure, facilities and services for members of the credentialed press. This obligation recognizes level of service limitations due to the GOC’s financial ability to prepare and deliver of all press facilities, services and information at Games-time in cooperation with the media relations activities that the GOC carries out.

1.2 Media AccommodationsWhile it is not the responsibility of the GOC to arrange or assume financial responsibility for accommodations for registered media for the 2009 World Winter Games, the accommodations department has blocked hotel rooms, and negotiated rates at hotels where the GOC has relationships, as well as assist in securing rooms. These hotels are all serviced by the Games time transportation route. This information is sent out by way of a media advisory, regionally and internationally, and is being handled by a GOC relationship with travel website company InIdaho.com. Media can make reservations through InIdaho.com.

Any media choosing to stay at hotels other than the ones identified by InIdaho.com, will be responsible for their own transportation.

InIdaho.com didn’t seem to be very affective for the media. It was intended to be used as a way to track numbers for transport and other purposes, but we ended up with a very small number of media members that used InIdaho.com to book their accommodation.

We should have given the media more information regarding official hotels. I felt that the InIdaho website was very hard to navigate. I would suggest a more user-friendly way to book media hotels. InIdaho.com was a good concept, but not very well communicated or easy-to-use.

Official Media Accommodations

Extend Stay AmericaHoliday Inn Express – VistaComfort Suites – VistaHampton Inn – AirportFairfield Inn – AirportHoliday Inn – AirportSuper 8 – BoiseMarriott - BSU


1.3 Media TransportAll credentialed media of the 2009 Special Olympics World Winter Games will be transported via Motor Coach or Shuttle Bus. This system will begin operations on 7 February 2009 and run through 13 February 2009 after the Closing Ceremony. All buses and drivers will be obtained through both a local provider and or outside provider, who will be completely familiar with the areas in which the 2009 Special Olympics World Winter Games events will occur.

Comprehensive and easy to understand signage will be deployed at all official serviced locations, identifying load zones, etc.

Taxis will be available from the Main Press Centre at the Center on the Grove. Assistance will be given to assist media in obtaining taxis at competition and non-competition venues.

Media who are working in the venue press sub-centers at competition venues must be aware that the last transportation shuttle from the venue will be one hour after the competition ends. Each venue will have a schedule posted in the press sub-center.

This plan worked about half the time. I feel the most of the media were able to find transportation when needed, however the hours of operation and/or the pick-up locations were not clearly communicated or consistent. Should have a printed and publicized list of pick-up locations and times for media transportation.

We did what we could to assist the media to insure that they got on the right bus to and from the Ceremonies. When SOI made a last minute change for a media event after Opening, we worked closely with transportation to make sure we could get the media to the new event and back to their starting point.

Summary of Service

During the 2009 Special Olympics World Winter Games all credentialed media will receive the following Transport Services:

Airport to Official Accommodations Service – Will link the Boise Air Terminal with Official Media Accommodations. Service will be based on arrival and departure times of media.

This was hard to track since most credentialed media did not list their flight times or they were not updated. Mostly our fault for not beginning the tracking process much earlier and communicating with the media questions I had. Also, the transportation department, which advised us that their would be


a specific media shuttle, did not set aside an airport shuttle for media. Not sure if the need was there, but that is something we needed to communicate better. There would have been more of a need if more media members had booked their accommodation in a games hotel.

We quickly reacted to the media shuttle oversight by offering to pick up the media ourselves with Motor Pool cars. The transportation department was very helpful in accommodating this, and made cars available to us as we needed them. We used our own staff to do airport runs. In the end there was only a few media who needed assistance, but they were well serviced.

Ceremonies Bus Service – This service will link Official Media Accommodations and the Opening and Closing Ceremonies at the Idaho Center in Nampa, Idaho. A schedule of departure times will be made available and frequencies of this service have yet to be determined. This service will be operational on the 7 February 2009 for the Opening Ceremony, and 13 February 2009 for the Closing Ceremony.

The ceremonies were about 20 minutes of highway away from the MPC; therefore we had the shuttles leave 1.5 hours before the start of the ceremony. This was a great service to offer the media, however we had a very low number of media on the shuttles. The transportation department was very helpful in accommodating the media members and giving them plenty of time before departure following the ceremonies.

We kept staff at the arrival and departure load zones to direct media coming off and getting on buses.

Downtown Bus Service – This service will link Official Media Accommodations with the Boise Center on the Grove downtown area of Boise, Idaho where the Main Press Center is located. A schedule of departure times will be made available and frequencies of this service have yet to be determined. This service will be operational 8 February 2009 through 13 February 2009.

This didn’t happen. I think due to the fact that the media accommodations were spread throughout the city and not utilized as well as hoped, the transportation department didn’t have the bandwidth to accommodate this.

Despite load zones being set at certain hotels, some buses never arrived, leaving foreign media on the curbside several days in a row, and they had to quickly call for taxis. Since Transportation could not get the bus route resolved, they gave this media crew a dedicated driver to move them around the Games environment. This was an excellent and quick solution and what could have been a horrible transport experience for this certain media crew, turned into a positive experience.


Venue to Venue Bus Service – This service will link the competition venues of Figure Skating, Floor Hockey and Speed Skating in the Boise area of the Games Theatre. This service will operate from February 8 through February 13, 2009. Frequencies times of this service have yet to be determined.

The media were able to show their credential and use the games shuttles to get from the MPC to the competition venues throughout town. Seemed to work pretty well, again not utilized as much as hoped, but it was nice to offer the service.

There were no complaints regarding this service.

Boise Area Public Transportation – All credentialed members of the 2009 Games will be able to access this entire system at no expense, but they must show and be wearing their credential. This service will be made available February 6, 2009 through February 14, 2009.

No report of how much this was used by the media members.

Sun Valley Bus Service – Public Transportation will be made available to all credentialed Media of the 2009 Special Olympics World Winter Games. They must show and be wearing their credential in order to board the bus at no cost. This system links designated pick up points and the competition venues of Cross Country Skiing at the Sun Valley Nordic Lodge and Snowboarding at Dollar Mountain in Sun Valley, Idaho.

This seemed to be used by many of the media members. They called ahead the 24 hours in advance and were able to take a “day trip” to Sun Valley or McCall. It was a great way to help the media get to all the remote venues. I heard good feedback from the credentialed media, both international and local.

McCall Bus Service – A Family/Media Bus Service will be made available to all credentialed Family and Media of the 2009 Special Olympics World Winter Games. There will be three designated pick up spots in the McCall, Idaho area that will service the competition venue of snowshoeing at Ponderosa State Park in McCall, Idaho.

Same feedback as above.

Venue Charter Service – All credentialed media will be able to access daily charter service to McCall and Sun Valley competition venues. Pick up points have yet to be determined and there will be a scheduled departure time and approximate arrival times in each area serviced. More information can be found at the Main Press Center and Venue Sub-Centers.


Venue Parking – Surveys of all official Games venues have been conducted in order to identify the most appropriate System load/unload zones as well as the optimum traffic flow in the venue area. Media will have designated parking at each venue which will be indentified in the Games Media Guide. Parking will be limited and in some cases passes will be needed at venues in the Boise Area.

The venues were able to accommodate some media parking, but only a few spaces. Would have been nice to have more to offer, but some were unable to make it work with the layout of the venue. There were very few complaints about the lack of parking spaces, seemed to work out just fine.

**Media parking for the ceremonies was filled up by non-media members, but I think it was more of an access control problem. The parking for Opening Ceremony was close to the Media Entrance. For the Closing Ceremony, the Idaho Center gave away the media parking area to their staff without telling anyone from the GOC or the press chief, creating some initial confusion as to where the media were to park. We solved this on the ground and the parking assistance and police were very accommodating in insuring that the media had a semi-close place to park their vehicles.

1.4 TelecommunicationsThe Games Organizing Committee is providing Skype service in the Main Press Center and all venue sub-centers at competition venues and non-competition venues (Opening and Closing Ceremonies). Skype is software that allows users to make telephone calls over the Internet. Calls to other users of the service and to free-of-charge numbers are free, while calls to other landlines and mobile phones can be made for a fee from Games computer, which will have Skype credit on it.

The Venue press teams at all competition and non-competition venues and the Main Press Center will assist to arrange interviews between athletes and media from around the world. All media computers will be equipped with headsets and webcams so that video images can also be captured.

We didn’t get the Skype sponsorship, but we were able to offer the service in all of our media centers. We were able to communicate with our venue press chiefs via Skype as well. This is a great service to offer and with a sponsorship, we could have publicized it more before the event. This is a great service to offer and a cheap and effective way to communicate across the board. 1.5 TechnologyThe Main Press Center and venue press sub-centers will consist or a working media center with workspaces with computers (with Internet access), and the capability to print and copy. Fax machines will be limited but accessible with the assistance of press attaches.

All the centers were laid out great seemed to have all the necessities. Thanks to Hallie Stoller and all her help and planning.


1.6 CredentialingMembers of all media outlets are notified through a media advisory, through the GOC, SOI and Special Olympics regional programs that they must register to attend the 2009 Games. The accreditation process starts six months prior to the event with registration officially closing 15 November 2008, with room for flexibility for last minute registrants. All media registered by the deadline, will receive their credential via DHL at the address of their choice, before the event starts or they can pick up their credential onsite from the Main Credentialing Center located at the World Headquarters in Boise, Idaho, USA.

Setting a deadline well in advance of the start of the Games, allows the Press Operations team to determine the size of the Press Centre and scope adequate facilities. The Press Operations department needs to pay full attention on the acceptance of accreditation requests and only grant credentialing to professional members of the media. Any media who are not familiar to the GOC, SOI or the regional programs, will be asked to submit a letter of intent, publication details to prove their legitimacy. It is the right of the GOC and/or SOI to deny a media credential to any media that are not legitimate working media.

It was great to be able to get a large amount of credentials sent out well in advance. This was an excellent opportunity for the media.

However, without the deadline being enforced, it ended up causing a few issues during games-time. SOI did not allow us to close the registration website at any point before or during the Games. This caused some back-up at the MPC for credential pick-up. We were able get a majority of the credentials out before the first day of the Games. The major back-up was media members that registered late. There was a level of difficulty because the credential had to printed at the end of the day back at Games headquarters and through the Viewpoint system and there was no one there late at night to print the credentials and when I went early in the day I was told of a three-hour delay to print four media credentials.

While we did not mind having a 24-hr delay for late registering media, Viewpoint was not as accommodating as we might have liked. They constantly questioned our need for media credentials on a daily basis. This was particularly an issue on the day that the Vice President of the United States was visiting.

Media credentials must be worn at all times, in the front of the body, with the photo side facing out.

Media will be advised to register with the GOC by completing the GOC-provided registration form on the GOC website. A downloadable form will also be made available should a member of the media


prefer to fax their registration into the GOC or use the postal service. All media who apply must be approved by SOI and GOC before their application can be approved. SOI will advise the GOC of those registrants who will have their credentialed denied.

If a media member was denied by SOI, I sent an email to that person informing them they had been denied. Any inquiries after that were directed back to SOI and their regional directors.

Several media have been identified as having dual roles as members of delegations. The GOC will either have one credential issued given the maximum access, or issue two separate credentials to the authorized individuals.

Registration Deadlines15 November 2008

Note: Late registrations will be dealt with on a case-by-case basis.

The communications department of sponsors or partners of the event, local authorities and other institutions (National programs, International Federations) must be included in this credentialing matrix. They are also responsible for communicating on the Games, and can receive media credentialing even if they do not have the priority in terms of working space and seats in press stands and tribunes.

The specific access will be jointly determined by the GOC Press Operations Department and the Credentialing Department in accordance with the guidelines established by SOI.

Categories – PressResponsible Organization Title CodeMEDIA Journalists MDAMEDIA Photographers MDAMEDIA Broadcaster MDAMEDIA Rights holder MDAMEDIA SO Global Press Relations

StaffMDA

MEDIA Other – Documentary MDA

Access


At any event, regardless of the level of importance, media credentials give access to the following areas:

Press Centers Press Tribune (dedicated press seating) Training Areas (venue by venue controlled) Catering areas (including public concessions) Mixed Zones Front of House areas Spectator seating (press will be encourage to not work from spectator areas)

Media credentials do not give access to the field of play (with exceptions), back of house (with the exception of the SOI Documentary team), warehouses, etc. However, guided tours can be arranged as giving the media the possibility of seeing operations running well, often enhances the publicity of the event.

The SOI Documentary team abused this system. More to follow.

Field of Play (FOP) access is generally not available to media, with the exception of accredited photographers and TV crews wearing special identification bibs (Documentary) or when special activities for the media are organized such as venue tours, awards ceremonies, etc.

Press Attaches representing delegations will receive two credentials – one for delegations and one for media.

Non-credentialed media are not permitted into properties/venues where credentialed media are allowed to cover events. However, they may work outside the venues perimeters and areas of access control, providing they are not causing any disturbance or delays in the Games Operations.

This seemed to be well communicated and enforced Games-wide. When it was announced that the Vice President of the United States would be attending the Figure Skating venue, we permitted non-Games credentialed media an opportunity to come in, and receive a Media Special Event Day Pass. This worked well, except when we had to explain to freelance media that they had to have an assignment (with a legitimate media outlet) to enter the venue. Some freelance media did not understand what the big deal was, as they were not involved in our event whatsoever, and had no idea what a credential was for or even needed or that there were even rules. A lot of energy and hurt feelings unfortunately and while tried to accommodate these individuals due to the unique nature of the situation.

Transferability: Press credentials are not transferable.


All journalists who receive a Special Olympics credential do so with the express knowledge and understanding that each badge is name-specific and non-transferable. Credentials in possession of someone other than the person named on the badge must be presumed stolen or loaned. Either case represents a security violation and the Main Press Center Manager or Venue Press Chief (VPC) will ask Security to confiscate the credential and the Press Chief will be notified of the action in order to determine what action might be taken. There is no appeal for use of a loaned badge – the person lending the badge will lose their credential for the Games. A badge that is reported as stolen will be replaced only after the appropriate authorities consult.

This was also well enforced. No major incidents, just one with a high school photography student trying to let his “non-credentialed” friend in with only a photo bib for the Vice Presidents visit. The bib was removed and privileges were removed.

Lost Accreditation: Lost credentials will not be replacedIn principle, a press credential badge cannot and will not be replaced, as journalists will be strongly advised to not lose their badge. Lost press badges must be reported immediately to the nearest Venue Press Chief or Main Press Center Manager or member of the Press Operations Department. A lost badge will only be replaced with the approval of the GOC Press Chief and the SOI Press Office, after a mandatory waiting period of 12 hours.

Lost credentials were replaced after a waiting period. The waiting period was mainly caused due to a lack of printing capabilities at the Main Press Center. Due to limitations and access to our registration portal we were unable to print without going through the Viewpoint personnel. This caused major problems. Without the proper access to the database we were unable to print credential on a need basis. My recommendation is to have all access to the database and have credential printing capabilities at the Main Press Center.

Revoking AccreditationIf a credentialed member of the media violates GOC or SOI policy, the VPC will immediately be notified by the staff person witnessing the violation. The VPC will notify the reporter, photographer or broadcaster, that they are violating a policy and ask that the behavior be corrected immediately. If the media member continues to violate the policy, the VPC will warn the individual again, and report the violation to the Press Chief, and SOI, so that a decision can be made. If the violation is causing a disturbance, the VPC will notify Security and ask for assistance. Security will ask the journalist for compliance with the event policy and advise them that failure to comply will result in eviction from the venue, and possible suspension of their credential.


In all instances, the VPC will contact the Press Operations Department with the nature of the violation, the name of the person, and their affiliation (nation, outlet and badge number). The Press Chief will consult with SOI Communications Management on the appropriate action.

A decision to temporarily suspend or cancel a credential will result in the VPC advising the violator of SOI’s decision, and ask them to surrender their credential and leave the venue. Security will be asked to intervene should the violator refuse to cooperate.

If the offending journalist requires transportation to leave the venue, Security will notify Transportation to ensure the person is permitted to access media transportation without a credential.If the violator works for a news agency, their supervisor will be notified. No replacement credential will be supplied.

I am not aware of any major issues, but this policy seemed to be well communicated and enforced.

Media Arriving with No Credential and/or Not RegisteredShould a member of the media arrive at the venue without a credential, the GOC Games wide policy is that no member of the media will be granted access to any venues without a credential.

It is the preference that these difficult situations are dealt with at the venue level so as to not turn away any legitimate working media, who may have not known that credentials are necessary for these Games.

The uncredentialed media person will be instructed to either call the Venue Press Chief, or the Main Press Center Manager (numbers will be provided) who will make the decision as to grant a day pass credential to the media member who has not registered, allowing them access to the venue for the day. The media member will be instructed to fill out a registration form (onsite or at the Credentialing Center in specified locations) where, if authorized by SOI, can pick up their Games credential.

Other than the delay in printing, this system worked well.

1.7 Credentialing CenterThe Main Credentialing Center for all constituent groups for the Games, is located at the World Headquarters at 3150 Main Street, Boise, Idaho.

The Center will be open from 0900-1800 hrs daily from 6-13 February 2009 and will be operated by the Credentialing Manager.

1.8 Broadcast Categories


No special categories for broadcasters.

1.9 Written and Photographic PressAlthough it is difficult to control, it is preferred that written, photographic and broadcast press check in at the Venue Media Sub-Centers each day so that Press team knows that they are in the venue. This makes it much easier to assist them with their needs. It is the ultimate responsibility of the press operations team to know which media are in the venue.

Press working areas have been identified at all venues. Press attaches will assist the media to these areas and supervise the media while they are working, providing assistance if and when necessary.

I am not sure many media members actually checked in, but the Venue Press Chiefs did an outstanding job of seeking out the media in attendance and assisted them the best they could.

1.10 Additional Access Controls and High Demand Events for the MediaShould the media interest in a high profile event, exceed what is safely and comfortably provided to the media for working and seating space, the High Demand Ticket Allocation Policy will be put in effect. Based on registration, media outlets will get a percentage of the tickets allocated to them. This policy will be in effect for the Opening Ceremony to insure, that all outlets will get an opportunity to attend the event, not necessary all personnel. This announcement will be made in advance to all credentialed media, and a special ticket will be issued to those media in order to access the Opening Ceremony. Any tickets not picked up by a certain time will be distributed first-come first-served.

The ceremonies were not well attended by the working media.

Distributing tickets with the media credential packets in advance of the games would have increased the attendance. Picking up tickets at the MPC was not effective. However media could also pick up their ceremony tickets at the Venue Sub-Center at the Ceremony venue as well – this worked.

1.11 Language ServicesLanguage services support will be minimal but available upon request for media. Each information services desk at each venue will have a list available daily of the languages that are available at all venues through the volunteers on site. The Press Operations team may access this service to assist them with communicating with the media or to assist in facilitating an athlete interview.

Delegation Assistant Liaisons (DAL), who are embedded with each team, may be available, if appropriate to assist in translation needs. This can be arranged through the Main Press Center.


Should the required language not be available on site, there will be a toll-free phone number that can be accessed to assist.

We were able to utilize some requests by calling the DAL’s cell phone and this worked the best for translations.

2.0 WRITTEN AND PHOTOGRAPHIC PRESS CODE OF CONDUCT

Credentialed media of the 2009 Special Olympics World Winter Games will be required to comply with the Media Code of Conduct as a condition of their accreditation. Without limiting the terms and conditions of accreditation, the 2009 GOC may withdraw a media accreditation in the event that any media breaches this Media Code of Conduct.

Media Obligations

As well as the News Access Rules defined by SOI and the GOC, and the general Terms and Conditions of Accreditation applicable for the 2009 GOC by which media are bound, this Code of Conduct has been developed and is also binding on media. In the event of any breach, a credential may be suspended, withdrawn, revoked and/or cancelled forthwith.

i. All credentialed media are obligated to comply with the 2009 GOC News Access Rules. Any transgressor is liable to have their credential immediately suspended, withdrawn, revoked and/or cancelled.

ii. As part of the credential application and registration, Media are required to comply with the terms and conditions of the credential and any undertakings relating to credentialing signed by them.

iii. In order to enter a 2009 Games venue or the transportation system, Media need a valid credential pass which must be worn and visible at all times, at all competition and non competition venues.

iv. In certain circumstances the 2009 GOC may place an embargo on information. Media must adhere to any embargo set.

v. Where High Demand Ticket is in operation, a ticket must be held in conjunction with the credential pass to gain access to a venue. If entitled, the ticket must be collected by the Media representative before each competition and must be displayed prominently with the credential pass.

vi. Media are expected to conduct themselves in an acceptable manner at all times.vii. Credentialed media must comply with all requests of the Venue Press Chief and Main Press

Center Manager and any 2009 GOC/SOI official media personnel.


We should have sent the Code of Conduct to registered media in advance of their arrival to the games.

3.0 PRESS OPERATIONS FUNCTION

3.1 Executive SummaryThe level of service provided for the media at the 2009 Special Olympics World Winter Games falls under the auspices and direction of Special Olympics International (SOI) in cooperation with the Games Organizing Committee (GOC). SOI offers basic parameters to the Idaho-based Games GOC, so that its contractual agreements can be met, and exceeded, if and when possible. It is the responsibility of the GOC to provide the best possible cost-effective infrastructure, facilities and services for members of the credentialed media. This obligation recognizes the emphasis SOI places on the role that the media play in communicating about the Special Olympics movement and in helping uphold the fundamental principles of the movement.

Relevant to Press Operations are the governing documents which generally dictate levels of service that are provided to members of the press who will be credentialed for the 2009 Special Olympics World Winter Games, in Idaho, USA.

SOI’s press operations expectations were not well communicated by their media relations personnel. We set our own policies regarding access control, registration, etc. and these policies were ignored when SOI arrived at the Games. They gave us permission to set the policies during the planning stages and then showed no regard for them once the Games began. We (GOC press operations and media relations) did comply with the rules they changed and put in place upon arrival, however the SOI media relations staff did nothing to help to enforce the regulations they put in place. We were left to explain the rules, that we had nothing to do with creating. This was extremely frustrating especially during the ceremonies. For example, we planned on letting one person from each outlet floor access at the ceremonies. Two hours before the ceremony started, SOI decided no one was allowed on the floor except their personnel and our “host broadcaster.” This caused frustration for all the media who wanted to cover the event the best they could. We were dealing with frustrated media and explaining a rule that we didn’t create, meanwhile no one from SOI was there to help enforced this rule at all.

SOI also interfered with an opportunity to get VIP guests for interviews during the Ceremonies. They would not allow our press operations team to bring guests to the live KTVB host broadcast area to be interviewed once their ceremony duties were completed.

Press Operations is responsible for planning and executing a program that meets all journalists’ needs, both competition and non-competition. To execute this service plan, Press Operations is divided into the following divisions:


Main Media Center Venue Media Sub Centers and Operations – Competition Venues Venue Media Sub Centers and Operations – Non Competition Venues Documentation – Photographic, Digital, Video Press Attaches Opening and Closing Ceremonies3.2 Operational Deadlines

Period Activity10 months prior to event

Planning of all tasks Set up press credentialing booking procedures Set up accommodation booking procedures, pre-reservation of a

number of rooms Creation and/or updating of press mailing list Preliminary information to the Press General plan for press activities Staff recruitment Press facilities location and plan (press centre, tribunes, mixed zones,

etc)Ongoing 2008 Outgoing information (press releases, news)

Updating website Previews on specialized media

September 2008 Start to recruit press team volunteersOctober 2008 Confirm press credential to registered media

Outgoing information Updating website Photo and camera positions to be approved by Technical Officials

November 2008 Plan press working spaces Define FFE and IT needs Outline job plan for media guide and collect information

December 2008 Train press attaches Weekly brief to Venue Press Chiefs Schedule press attaches

January 2008 Production of information on competitors/event Definition and electronic of press kits Detailed planning for press activities during event (conferences,

tours, etc) Guidelines for staff Updating website


February 1, 2008 Setting up of press centre; staff training and testing procedures and facilities (technology and telecommunications, etc.)

During the event Managing of press service Daily update of the website with news, stories and results


4.0 PRESS OPERATIONS STRUCTURE


5.0 MAIN PRESS CENTER

5.1 FunctionThe purpose of the Main Press Centre (MPC) is to provide a bureau that allows credentialed media to work as if they were still working from home – it’s their home away from home. The Main Press Centre is located at the Boise Center in downtown Boise, Idaho.

The Main Press Center Manager is in operational command of the MPC and has full responsibility for its tenants during the Games.

5.2 LocationThe Main Press Center is conveniently located in the downtown core of Boise, Idaho, in the Boise Center. It is within walking distance of approximately 1000 hotel rooms, a fine restaurants, coffee bars, movie theatres, museums, shopping, entertainment, and exciting attractions. Boise's public plaza, The Grove Plaza, will host the Special Olympic Festival right outside the front door.

The Main Press Center location in the Center on the Grove will occupy two rooms (Snake River, Payette River) of The Waters ballroom.


5.3 Building StructureThe Boise Centre is designed with comfortable seating, artwork, plush carpeting and soothing colors in 20 meeting room combinations. The Boise Centre hosts a variety of events annually, including international, national, and regional conventions, academic conferences, corporate meetings, banquets, and consumer shows.

5.4 Possession, Move-Out and RetrofitLoad in begins early in the morning on 5 February 2009. See COG venue operations for decommissioning schedule

5.5 DimensionsThe entire Boise Center on the Grove is being taken over by the GOC. The Main Press Center (MPC) is located in two-thirds of The Waters ballrooms – the Snake and Payette Rooms. The two rooms, when joined, are 2236 square feet, with 14 foot ceilings.

5.6 Opening Dates, Operating Hours and StaffingThe Main Press Center hours of operations are:

Thursday, 5 February 2009 1300 – 1800 hours – Soft Opening Friday, 6 – 13 February 2009 0700 – 2200 hours

The hours worked out very well.

5.7 Public Address SystemThe facility public address system will be available to make important announcements to the media. Only certain personnel will have authorization to make announcements.

This was used especially to announce press conferences and special guests that were in the COG lobby, etc.

5.8 Security and Emergency ServicesPlease see the Boise Center evacuation plan. For media, they will exit immediately outside to the street.

5.9 Cleaning and MaintenanceAll cleaning and maintenance for the Main Press Center will be the responsibility of the MPC staff. They will be supplied with general cleaning supplies and will be required to keep the space tidy and pick up garbage, etc.


Providing the garbage cans are set outside the MPC door on a nightly basis, the Boise Center staff will empty them.

5.10 Main LobbyMedia must enter the MPC via the Media entrance which leads to the main lobby of the MPC. The main lobby of the Boise Center is not accessible to the media.

A separate entrance worked ideally. Access control did a great job keeping the media from passing the lobby point into areas they were not permitted. A few incidents but nothing major – mostly innocent mistakes.

5.11 Main Press WorkroomThe common work room will consist of 36 work stations and 8 computers with internet access and two large flat screen televisions – one with Games announcements, the other with cable news.


This area worked out perfectly allowing the media a very large space to work when needed. Since there was no host broadcast feed into the MPC, the media did not hang out there too long, but they did seem to show up early in the day, and at the end of file, while they filed stories or did research. The ball room was the ideal size, and while a times it seemed too large, it would not have been as comfortable had it been any smaller. Allowed enough space to meet all needs.

5.12 Press Conference Services and FacilitiesDaily news briefings are scheduled for 0900 hours for one hour in The Summit Room, which is fully equipped with the latest audio/visual equipment including front and rear screen projection in a beautiful theater/lecture hall setting. With 375 seats, it is large enough to accommodate all credentialed media.

SOI decided to have themed press conference days which the GOC supported, as we sensed that media would not attend the conferences. After a few days, the media attending started to drop as there wasn’t much content in the press conferences and were of no value to media really.

Ex. The day after the Opening Ceremony, SOI had the Executive Producer and a few artists available at the press conference. This was a perfect theme for the day after, except they also put 4 Olympic champions on the same dais, thereby diluting the Opening Ceremony crew and disrespecting the Olympic champions as well. In the end, no one got the attention they deserved and media questions were few and SOI ended up asking planted questions.

Those unable to attend in person may sign in to a Skype conference call so that they can listen and see the conference.

We never worked this out and there didn’t seem to be a demand for it either. Nice idea, more complicated than it sounds.

Non credentialed media will not be permitted access. A media advisory will be issued each evening announcing if any special topics or guests are to be included at the following days briefing.

The press conference area will be set up with a dais where guests will sit. Water and glasses, along with name tags will be provided to the main table.

Boise Center did a very professional job with their set up and IT.

All guests will be introduced by the moderator of each press briefing.


Frank Zang was a brilliant moderator. The press conferences were handled professionally.

Media will be required to raise their hands to acknowledge that they have a question, and a press attaché will take the microphone over to them so that the entire room can hear the question properly.

All news briefings will be in English.

No complaints about this, but in the end, we ended up cancelling the last 4 press conferences due to a lack of media attendance.

5.13 Photo ServicesThe GOC will provide a work space for photo journalists within the work room of the Main Press Center. Photographers will have access to storage bins to securely lock away their cameras for a period of time, if they leave the facility. Bins will be locked will operate like a coat check. Photographers will take the key to the lock with them. The GOC will take every measure to ensure the cameras are safe and protected, but photographers must sign a photo waiver saying they are leaving their equipment at their own risk.

5.14 CateringThe food and beverage department at the Games Organizing Committee will be providing a hot and cold drink service, along with small snacks. This will be replenished throughout the day. Coca Cola will provide a cooler stocked with Coke product.

All services were excellent. Bogus Basin catering never arrived, I heard after the Games and unfortunately did not get a chance to rectify.

Media will be permitted to bring in outside food to the Main Press Center, but not into the Press Conference room.

Was not an issue.

5.15 Sponsor ProtectionNone. Refer to Marketing operations plan.

5.16 SignageLook, pageantry and wayfinding signage will be provided to assist the media with maneuvering through the facility. Street signage will direct media to the media specific entrance. This is the only


entrance that the media can use as the entire facility is being shared with numerous other Games functions which will be monitored by security access control personnel.

Excellent.

5.17 Main Street FacilitiesThe Main Press Center is conveniently located in downtown Boise, and these services can be found within walking distance. Banking services Food and beverage services General store Newsstand Postal services Shipping services Travel information/agency Taxis

5.18 General Media Policies

5.18.1 Non-Smoking Policy The Main Press Centre, as well as the Boise Center, is a non-smoking venue. Smoking areas are provided outside the venue in locations convenient to the press work areas.

5.18.2 Food and Beverage PolicyMembers of the media will be allowed to bring food and beverages into the MPC. However, food and beverages will not be allowed in the media press conference rooms. Media are reminded that alcohol may not be brought into the MPC.

5.19 Daily Operations of the Main Press Center

5.19.1 Pre-Openingi. Main Press Center Manager attends Boise Center (COG) team morning briefings

ii. Main Press Center Manager is briefed by Media Relations and Press Operations departments on any potential situations, and updates on any changes in policies and procedures

iii. Press operations staff arrive 30 minutes prior to openingiv. Start up computers - ensure all technology is working, including Ethernet lines, wireless

access, paper in printers, televisionsv. Ensure the Main Press Center is clean and tidy - empty waste baskets, clean tables


vi. Put the Games home page on the computers – www.2009WorldGames.org vii. Put the hard copy of the media guides out for media to use, but not remove from the center

– if they need a copy of some information, print the pages from the online version viii. Check that the media entrance is open and signage is still intact

ix. Ensure that catering has delivered drinks and snacks for the media – a catering schedule will be provided

x. Open Main Press Center to the media at 0700 hoursxi. Hand out media gift bags, any photo bibs that have yet to be picked up

xii. One radio is dedicated to the Main Press Center Manager, who will be in contact with lead commissioners from all functional areas

xiii. The Main Press Center should be staffed at all times xiv. Keep Games news update in the venue center ensuring that important items are brought to

the media’s attention

5.19.2 Ongoing Daily Dutiesi. Prepare the press conference room for the daily briefing – find out from GOC and SOI media

relations who the press conference attendees are, prepare name tags for the dais, do a microphone check, and ensure that catering has delivered water and glasses for the dais guests

ii. Press attendance should be taken throughout the day in the Main Press Centeriii. Print results on demandiv. Show media where they can find the most recent and up-to-date results and newsv. Refer them to the online / USB media guide

vi. Know what’s going on at the venue with respect to competition and any special guests or events

vii. Continue to anticipate the needs of the media and be prepared to assist them as necessaryviii. Arrange interview requests

ix. Assist photographers with storing their equipmentx. Be knowledgeable about the Special Olympics movement, countries entered, the Media

Guide, general local knowledge.

5.19.3 End of Day Dutiesi. The Main Press Center Manager is responsible for preparing the daily report and submitting

copies to the Venue Director, and to the Main Press Center Manager (who will share the reports with GOC and SOI Media relations). The VPC will gather input for the report from each of the press attaches before the ends of their shifts. The report will be generated on a template that will be used by each VPC at each venue. Key items to include in the report will include the number of reporters and photographers, venue concerns by the functional areas, changes and improvements to the facilities, services or operations and primary issues


http://www.2009WorldGames.org/

being raised by the press. Copies of each day’s report will be maintained by the VPC and submitted with their final report from the venue.

ii. Press attaches will be responsible for making sure all daily news is printed and in the news binder, including all media advisories and results, the next days start lists, special events, etc.

iii. Turn off all IT equipment and take all laptop computers to the venue operations center where they can be picked up the next morning

iv. Tidy up the MPC in preparation for the next day

5.20. StaffingThe Manager of the Main Press Center will be Frank Zang, currently the Director of Marketing and Communications at Boise State University, and long time member of the Olympic Family. He will oversee the daily operations of the MPC, the venue schedule and deal with the Center on the Grove Venue Director Kim Thornton and interface with the various GOC functions for the delivery of logistics, technology and other FF&E items at the MPC. Duties include:

Manage volunteer staff Attend training and volunteer sessions Coordinate with logistics with the on-site delivery of all press operations needs, including

the catering of snacks and beverages Responsible for the inventory of equipment and teardown of the MPC

The Main Press Center will be staffed with press attaches who will be responsible for: Setting up the MPC Operating the MPC – info desk, help desk, photo services, IT support, results and news

distribution; answer phones and emails, etc. Preparing for the daily news briefings Ongoing assistance to the media on site and abroad who call in for information

The Main Press Center was very well utilized and laid out. There always seemed to be media members filing stories and photos, with the help of a great Venue Press Chief, they were always very well serviced.

I would suggest that SOI and GOC staff member have their own work space that is away from the working area for the registered media.

We had limited volunteers and rarely the same individuals each day, which made it hard to get any transfer of knowledge at the MPC.


6.0 VENUE PRESS FACILITIES AND OPERATIONS Each competition venue, along with the Opening and Closing Ceremonies venue will have a venue press center where credentialed media can work and will be supported by Games press attaches.

Each Venue Press Sub-Center is a smaller version of the Main Press Center with similar services. A work room, results and information area, help desk, as well as administrative work areas is available for use by all credentialed media. Facilities for the press at each competition venue include a tribune area providing a view of the field of play, a mixed zone for easy access to the athletes, an informal area to conduct interviews, an array of optimum photo positions and a well-equipped Sub-centre where journalists can prepare and file stories.

Sub-centres will be outfitted with tabled work space for journalists, 110v AC electrical power, internet access, computers and printers (with copying and scanning capabilities). Photographers will have bins for secured storage of their equipment. Sun Valley Nordic Center, the location of the media sub-center for cross-country skiing, will have lockers on a first-come first served basis.

The work room area will have a Help Desk for Games and general assistance and technology support to include photo copiers, computers, and printers. Fax machines are accessible with press attaché assistance.

The functional area of press operations works in cooperation with all venue operations to include:• Access control• Catering• Logistics• Staffing / volunteers• Sport• Technology

6.1 StaffingIn competition venues, Press Operations is directed by the Venue Press Chief (VPC), who is supported by 5+ press attaches who have rotational functional responsibility for the various press services or areas within the venue:

i. Venue Press Information Managerii. Venue Sub-Center Manager

iii. Press Tribune Manageriv. Mixed Zone Managerv. Venue Photo Services Manager


The VPC is required to work the entire competition day, while the rest of the staff will work in shifts, depending on the competition schedule.

As the lead person for Press Operations/Communications at the venue, the VPC also acts as a GOC official spokesperson from the competition/non-competition venue in cooperation with the Venue Director and or any GOC spokespeople who may be onsite or any SOI media representative.

The VPC reports to the Venue Director as part of the venue management team, but also reports in cooperation to the Press Operations and the Media Relations departments.

Sr. Director, Press Operations: Michele WalkerManager, Press Operations: Lindsay ChoulesGOC Vice President of Communications: Heather HillGOC Media Relations: Justine Sgalio

Venue Press Chiefs will be the lead media contact for each sport and/or each program.

Sports Press Chief Reports To Venue Director Sub Center LocationAlpine Skiing Gretchen Anderson Steve Trimble Simplot LodgeCross Country Skiing Kim Rogers Jason Balkenhol Nordic CenterFigure Skating Cherie Storey Jackie Woodland Press BoxFloor Hockey Lara McConnell Jesus Cabera Western TownSnowboarding Leslie Benz Ashley Crawford Media TentSnowshoeing Jennifer Wernex Erin Roper Media TentSpeedskating Kori Novak Michael Massett Front Lobby

ProgramsMain Press Center Frank Zang / Lindsay Choules Kim ThorntonOpening Ceremony Lindsay Choules Robin Meier Media TentClosing Ceremony Lindsay Choules Robin Meier Media TentSpecial Olympics Town GOC Media or Press Ops Staff Nicci Cleveland Boise Center and remotesHealthy Athletes GOC Media or Press Ops Staff Drew Choules BSU SUBReceptions GOC Media or Press Ops Staff Anita Burgess VariousAthlete Entertainment GOC Media or Press Ops Staff Nicci Cleveland VariousSun Valley Events Kim Rogers et al Hallie ShealyMcCall Events Jennifer Wernex Michele WalkerUDAC - Boise Lindsay Choules Brenda Perreaux Bronco GymUDAC – McCall tbd Michele Walker BankUDAC – Sun Valley tbd Hallie Shealy Church of the Big Wood

Venue Press Chiefs will have computer and internet access at each venue. They will be required to maintain a list of story ideas by sport at each venue. Their duties will be to assist media, pitch stories and find new stories to pitch to media. They will also receive media story ideas via the Main Press Center and the SOI media team.


The 2009 Special Olympics World Winter Games Press Operations / Communications staff includes the Venue Press Chief and a team of press attaches who have a variety of duties as previously mentioned.

Venue Press Chief (VPC)• Oversees all the media activity at the venue• Ensures that all staff are prepared for their duties Oversees staff scheduling

• Interacts specifically with the media if and when required, answering questions, assisting with results distribution and the set up of interviews

• Has the final say over a media related issue at the venue and/or must be consulted on all venue media issues if GOC / SOI media team is onsite

Will speak on behalf of the GOC should the venue director choose not to, or and unless a GOC and/or SOI spokesperson is onsite

• Will work in coordination with the venue director at all times• Ensures that the needs of the media are met• All media issues throughout the venue are to be raised immediately to the venue press chief,

who will handle the situation professionally•

All of our VPC’s were Public Relations professionals and were able to run the venues on their own. We were very fortunate to have such great personnel to help the media at every level. They were also able to train the attaches when needed.

Despite being guaranteed that all our volunteer shifts would be filled, we had a serious lack of volunteers, and that they were never the same person each day, and this left the VPCs with no transfer of knowledge and they had to retrain people each day as to their duties.

The general duties of the press attaches are to:• Assist the media with various tasks generally why they are in the venue• Assist media in obtaining interviews when the media member is near to the field of play, or in

the venue• Watch media movement throughout the venue, specifically the field of play to make sure that

media are not overstepping their access • Take direction from the Venue Press Chief• Work as a team to support each other

Press attaches roles and responsibilities are broken out into the following rotational duties to ensure that all media areas run smooth and efficiently:

i. Venue Press Information Manager


ii. Venue Sub Center Manageriii. Press Tribune Manageriv. Mixed Zone Managerv. Venue Photo Services Manager

Our attaches were required to rotate and help in all these roles. We had two training sessions for the attaches, I would recommend more, or recommend getting volunteers with media relations experience for most of these roles. We asked our volunteer services department to help recruit volunteers and they didn’t seem to be very efficient in this process as some venues had more than volunteers than were needed and some with no attaches for certain shifts.i. Venue Press Information Manager Oversees Games time information and is up-to-date on all the news from the Games Organizing

Committee Ultimate responsibility to insure that all media advisories, news, start lists and results are

prepared for the media on an ongoing basis Prepares all media center binders Familiar with all events games wide

ii. Venue Media Sub Centre Manager• Oversees the logistics and operation of the sub centre• Ensures the needs of the media are met within the sub centre• Ensures that all technology needs are functioning and operational in the workspace• Assists with the compilation of information and results dissemination• Makes sure that all radio channels are tested with media team• Monitors radio communication in the venue at all times

iii. Press Tribune Supervisor• The press tribune is an area at an event, where press can work in a location very close to the

field of play. • Ensures that all press are comfortable and assists when necessary in having results and

information made available in the tribune• After each session, tribune press attaches will be responsible for ensuring that the work area is

cleaned up and all distributed papers left behind are disposed of.

iv. Mixed Zone Supervisor


• The mixed zone supervisor is responsible for monitoring the activities in the mixed zone – near to the field of play – where athletes pass through immediately following their competition

• The athlete is not obligated to stop for an interview• The supervisor will be on the field of play side of the fence, working with sport, to identify and

bring a specifically requested athlete over to the journalist who is working from the mixed zone and wants to obtain a quick flash quote

Will insure that journalists do not overstep their access and must feel comfortable directing media of their rights and limitations

The space is shared by all credentialed media Broadcasters are permitted to use their tripods for cameras, unless space is limited and the

mixed zone becomes crowded and dangerous

v. Photo Services Manager Assists and tracks the distribution of photo bibs to credentialed photographers from the venue

sub-center• Works with the venue press chief, to assist photographers at the venue• Oversees that photographers are not overstepping their access along the field of play or into

unauthorized areas Supervises photographers insuring that photo bibs are being worn and worn properly Escorts photographers, when requested and authorized, for special access shots

6.2 Media WorkroomsVenue Press workrooms will be equipped with the facilities and services needed by journalsits and photographers to compile and transmit their coverage directly from the competition and non competition venues.

The size of the workroom is determined by the expected number of media in coordination with space restrictions at each competition venue. It is positioned to give convenient access to the press tribune and mixed zone.

Consideration should also be given to the needs of broadcasters who may also use the VPC workroom.

Each workroom will be equipped with a scaled down version of the facilities and services available at the Main Press Center. The extent of the facilities and services will be determined by the size of the venue and the number of VPC users.

The basic Venue Press Center workroom requirements include: Work places set out in a rational layout with enough space to permit media to move freely

around the workroom without disrupting colleagues


Printed start lists, results, and event fact sheets available from notice boards and information staff

Help desk and language service support via the Main Press Center Technology support Lockers and/or storage bins for media/photographers to use

6.3 Mixed ZonesThis is the designated area that allows athletes and media to ‘mix’ freely in a zone close to the field of play so that quick interviews can be conducted, but removed from spectator access. The placement of the mixed zone is crucial to its success. If possible, it should offer a view of the field of play; it should be in an area that offers dramatic visual presentation of the venue as the backdrop for TV interviews, and then flows into an area which the athlete is required to pass as they exit the field of play. Although this area allows direct contact with the media, athletes are not required to stop for an interview.

In order to maintain order in the mixed zone, the media and athletes are separated by a short, physical barrier. The ‘flow’ of this post event area is:1. Finish of competition2. TV rightsholders interviews3. Radio interview (rightsholders)4. Print and photo press5. Victory ceremony6. Press conference

The Mixed Zone will be open and accessible at all times – when not in use, before or after a competition – as an informal meeting place for media and athletes.

Each Mixed Zone will have a supervisor onsite at all times, to assist the media in obtaining their athlete interviews.

This media population doesn’t seem to use the mixed zone well. The type of media that cover the Special Olympics or are from the Idaho region, are not used to having rules in place for where they are allowed to interview athletes and coaches or allowed to take photos.

This was especially hard to explain to the SOI Documentary team. There seemed to be a lack of communication of the rules from SOI to the documentary students.

6.4 Press Tribunes


The primary need of journalists is non-tabled seating to observe the competition. This area may also be accessed by photographers. At each competition site, a sufficient number of non-tabled press tribune positions are reserved to meet the needs of written and photo press. These positions are located so that the media have a perfect view of the competition and important sources of information such as scoreboards, and where applicable, in direct view of the finish line. These areas are for media only and requires a Zone 4 for entry to these seats. Areas reserved for the media will have dedicated access points and be separated from public areas.

The tribune will be located as close as possible to the mixed zone, workroom, and other VPC facilities and consists of: A place to work – will provide wireless technology A place to sit – by credential only (non tabled seats will be available) Information services – a press attache will deliver, if necessary, quotes, news and other

pertinent information Operations services – press attaches to assist media in attendance Results distribution – directly from the venue press sub-centre, if necessary

Trained access control personnel will operate control points to restrict press tribune access to the following credentialed categories:

MDA (Media) SOI (Documentary team)

At some locations, press attaches may be responsible for ensuring that only credentialed media are accessing these areas (will be clarified once access control zones and staffing are established).

6.5 Interview Facilities and Requests – Press Conferences and Mixed ZoneVenue press chiefs and their press attaches will assist media in arranging media requests. Media who require assistance, will be required to complete the Interview Request Form and submit it to the Newsdesk at the Main Press Center or to the Venue Press Chief at each venue. The following steps will be included in the interview request process for a delegation member:

i. Media will fill out the Interview Request Form ii. The venue press team will contact the delegation (Delegation Assistant Liaison, the Head of

the Delegation or the delegations press contact) and request the interviewiii. The venue press team will either get permission from the delegation to have the media

contact them directly, or they will continue to be the liaison in arranging the time and location of the interview

iv. A press attaché will be available to facilitate the interview and escort the media member to the interview.


The following steps will be included in the interview request process for a member of Special Olympics International (SOI), the Games Organizing Committee (GOC) or a VIP:

i. Media will fill out the Interview Request Form which can be obtained online, from the Main Press Center, the Venue Media Sub Center or emailed directly to them upon demand.

ii. The request will be forward to the appropriate media contact with SOI, GOC or other media representatives

iii. Press operations staff will continue to assist to facilitate the interview if required.

6.6 Media LoungeOfficial and dedicated media lounges are not available at any of the competition venues, however media can have open access to any spectator areas or concessions.

6.7 Photo Services6.7.1 Photo Locations

Providing unobstructed views of the action for a photographer is crucial. These areas are clearly outlined to credentialed photographers at the venues and in the media guide. Photographers are required to wear a numbered bib to serve as a sub-access control device to the photo positions.

Although most photo positions are located adjacent to the field of play, photographers will be permitted to shoot from empty spectator seats if they are unoccupied.

6.7.2 Equipment StoragePhotographers will be provided with storage bins to store their equipment for a short period of time while at the venue. The GOC will not assume any responsibility for lost or damaged items, as photographers will use the bins at their own risk. The photographer will be required to sign a waiver and will be permitted to take the key to the lock with them while their equipment is in the container. Any equipment left unclaimed for 30 days past the end of Games will become property of the GOC.

6.7.3 Equipment RepairsPhotographers will have limited repair services at the competition venues in terms of camera assistance and repairs. Retail locations will be made available to assist should it be necessary.

These were great services to offer the media and well received in most locations.


6.8 Venue AccessEach competition venue will have a designated media entrance. Access to the media sub-centers will be restricted to personnel with Zone 4, with the exception of athletes and delegation members who are escorted into the center with a press attaché who is assisting a member of the media with an interview request.

6.9 Venue Sub-Center Daily Operations

6.9.1 Pre-Games Procedures

i. Venue commissioning dates and times will be communicated by the logistics department to the press operations department. Once the venue load-in process begins, the press operation staff will be on site to oversee the set up of the press areas and assist where necessary – this may include setting up tables and chairs, preparing binders, putting up bulletin/wipe boards, and functional area signage, and assisting with installation of wayfinding signage around the venue.

ii. It is the responsibility of the VPC to inventory all equipment with the Venue Logistics Manager as it arrives in the venue, and will also closely monitor proper installation of all items. The VPC will receive all FF&E layouts and equipment diagrams for all press areas with the diagrams and CADs that will be provided for the Sub-Centre, Tribune, Mixed Zones, way-finding signage, as well as the FF&E and supply lists and placements. Any discrepancies can be handled in cooperation with the venue director and the press operations venue director.

iii. Press Sub-Centres will be operational in time to allow staff to become familiar with the center and its operations. During training competition times at the venue, staff will be available to accommodate any media that chose to attend in advance of the competitions. The decision to open training sessions to the media is the decision of the venue/sport director.

iv. The VPC will work with the Venue/Sport Director to schedule a briefing to insure that Security and Venue Management are notified of any pre-event walk-throughs.

v. All press operations staff must be familiar with the Special Olympics movement, the credentialed media outlets, the sport and the venue they are working at, countries entered at the Games, and general Games wide information, including operations of many other functional areas (information to be provided on a need to know basis in some cases). This will require all press attaches being familiar with the Special Olympics


International website, the Games Organizing Committee website, the Games Media and Fact sheet, and various other communiqués sent out prior to Games time.

6.9.2 Daily Operationsi. Venue Press Chief attends venue team morning briefingii. Venue Press Chief is briefed by Media Relations and Press Operations on any potential

situations, and updates on any changes in policies and proceduresiii. Press operations staff arrive 90 minutes prior to competitioniv. Start up computers - ensure all technology is working, including Ethernet lines, wireless

access, paper in printers, v. Ensure the center is clean and tidy - empty waste baskets, clean tablesvi. Prepare all the days start listsvii. Put the Games home page on the computers – www.2009WorldGames.org viii. Put the hard copy of the venue center media guides out for media to use, but not

remove from the center – if they need a copy of some information, print the pages from the online version (not all centers will have their own dedicated photocopier, but will have shared access with other functional areas in the venue)

ix. Check that media and wayfinding signage is up and accurate – start from the parking lot, to the sub center and out to the mixed zone

x. Ensure that catering has delivered drinks and snacks for the media – a catering schedule will be provided

xi. Open sub center to the media one hour before competitionxii. Hand out any photo bibs that have yet to be picked up xiii. Make sure one radio stays in the media sub centre at all times, with the supervisorxiv. The sub center should be staffed at all times - staff can take turns going between the

media sub centre, results distribution, press tribunes and the mixed zonexv. Keep Games news update in the venue center ensuring that important items are

brought to the media’s attention

6.9.3 Ongoing Daily Dutiesi. Press attendance should be taken at each venue, once per session. This includes

counting the number of journalists/photographers/broadcasters in the Sub-Centre, Tribune, Mixed Zone and Photo Positions. These numbers will be reported to the VPC and incorporated into their daily report which will be sent to the Main Press Center at the end of each day. Depending on the sports timetable, attendance may have to be taken at more frequent times during the day. These numbers will assist in determining a potential need for any high demand ticket allocations and provide valuable information for SOI global messaging and future press operations planning

ii. Print results on demand


http://www.2009WorldGames.org/

iii. Show media where they can find the most recent and up-to-date results and newsiv. Refer them to the online / USB media guidev. Know what’s going on at the venue with respect to competition and any special guests

or eventsvi. Continue to anticipate the needs of the media and be prepared to assist them as

necessaryvii. Arrange interview requests

6.9.4 Post Event Proceduresi. Athletes coming off the field of play will proceed through the Mixed Zone (flash

interview area) where they can participate in print and broadcast interviews. The Mixed Zone attache will monitor the athlete flow through the exit route from the field of play with priority first given to any broadcasters, then print and photo press. The athlete will continue through the Mixed Zone to pick up their warm-ups and stop for interviews, if they so choose.

ii. The athlete proceeds to the awards staging area and participates in the medal ceremony.

iii. The photo marshals will escort the photographers to an area near the medal stand in which they can take photos of the winners as they receive their medals

iv. Media will return to the venue sub center to work, pick up information or ask for future assistance

6.9.5 End of Day Duties

i. The VPC is responsible for preparing the daily report and submitting copies to the Venue Director, and to the Main Press Center Manager (who will share the reports with GOC and SOI Media relations). The VPC will gather input for the report from each of the press attaches before the ends of their shifts. The report will be generated on a template that will be used by each VPC at each venue. Key items to include in the report will include the number of reporters and photographers, venue concerns by the functional areas, changes and improvements to the facilities, services or operations and primary issues being raised by the press. Copies of each day’s report will be maintained by the VPC and submitted with their final report from the venue.

ii. Press attaches will be responsible for making sure all daily news is printed and in the news binder, including all media advisories and results, the next days start lists, special events, etc.

iii. Turn off all IT equipment and take all laptop computers to the venue operations center where they can be picked up the next morning

iv. Tidy up the venue sub center in preparation for the next day


6.9.6 Guidelines to Working Successfully with the Mediai. Service the media with a personal touch but do not be a fan of the media – you are there

to assist them, not harass them, or glamorize themii. Greet each member of the media and make sure they are familiar with the sport, venue

and offer assistance with interview requests and story ideasiii. Govern what is said between staff while in the venue sub-center, especially in front of

the media – do not gossip, complain, or share personal or confidential information while in the sub-center

iv. Do not tell one media outlet what another media outlet is working on – locally, the Boise media are very competitive, even between print and broadcast outlets

v. Always act professional, polite and informed while in the presence of the media

7.0 NON COMPETITION VENUE PRESS OPERATIONS

7.1 Opening and Closing CeremoniesVenue Press Operations will be provided at the Idaho Center for the Opening Ceremony and Closing Ceremony. The venue media sub-center will be located in a tent outside the venue which will be equipped with a work space, internet access and light food and beverages. The Ceremonies are live broadcasts so we ask cooperation from non-broadcast and non-rights holding media.

i. The venue sub-center will open one hour before the ceremony and stay open one hour after the ceremonies are over

ii. Press attaches will be onsite to assist in the media sub-center and in venueiii. A ceremony media guide will be provided prior to the Ceremony start times, to

assist the media with story preparation and accurate information regarding performers, acts, speeches, etc.

iv. Interview requests will be filled as quickly as possible on-site but will be coordinated in such a way that interviews inside the venue do not interfere with the Opening/Closing Ceremony production

v. Dedicated press seating will be made available nearby the stage – press attaches will be available at all times to assist with media requests

vi. Photographers will be permitted to move throughout the venue and may be required to be escorted to certain areas of the venue by press attaches

vii. Strobe/flash photography or ENG camera lights may be used during the Ceremonies

7.2 Special Olympics Programs and Special Events


Various other Special Olympics programs will be open to the media on a controlled and scheduled basis, including Special Olympics Town, Healthy Athletes, etc. Each session that is open to the media will be staffed by media press personnel to help the media on site. The dates and times that these programs will be communicated with all registered media. Non-credentialed media will not be permitted to attend.

SOI handled all the Healthy Athlete media coverage. We offered a media night at Special Olympics Town, but no media attended. This should have been better communicated to the media via advisory in addition to the media guide.


INFORMATION SERVICES

8.1 Results and DistributionInformation from the GMS system and news sheets provided by the Press Information team are crucial resources to the media. The following information will be provided: All entry lists per sport All start lists / rosters, results News sheets with competition updates, facts and figures

The Sports Information Desk is responsible for posting competition results for their venue at their desk. The media will receive sports results from the GMS by email, can access them on the website, or obtain them from the venue media sub-centers or Main Press Center.

The press operations and media can also access sports results directly.EXAMPLETo access the Sports Information:

i. Email go to http://ix.spro.net ii. Username: [email protected]

iii. Password: GoforGold1

In the Press Tribunes at the venues, results reports will be distributed to any media working in the area who requests them.

Credentialed and non-credentialed media will have access to the Games website where they can obtain and print on demand any results from the media sub-centers at each venue.

There were significant delays in results distribution to the website on some days.

As well, media can sign up to be notified by mystateusa (reverse 911 format) for results that they may be waiting for in order to complete their news item or receive important updates from the GOC.

This worked quite well, once the bugs got sorted out.

8.2 Historical Data and Background InformationFact sheets for the Special Olympics movement, and the Games Organizing Committee, for the media can be found on the website, in the online and electronic media guide and at each press center.

8.3 Newsdesk Services


The goal of the Newsdesk is to provide high quality information accurately, timely and efficiently to members of the media by various means. A constant flow of outgoing information regarding the event should be provided to the press, before, during and after the event.

Information can be distributed to the media via email alerts, paper distribution at the venues (including press tribunes) and MPC, as well as obtained on the official GOC website. Exceptions might be considered for a limited number of media representatives that would not have an email address.

During the event, information should be provided through the distribution of: press folders, press releases, press conferences and media advisories.

All information produced on-site shall also be made available to the non-attending media (fax, email, website). Non-credentialed media will be able to sign up for Games alerts.

The GOC media relations staff did a great job of sending information to the media regarding daily events and results.

The type of information that will be disseminated will include: Competition schedules Venue information Start lists Results News Press Conference schedule Awards ceremonies Transportation schedules

Each competition venue, the Main Press Centre, and Opening and Closing Ceremonies, will have information services team on site to assist the media with their information requirements.

9.0 PHOTO SERVICESPhotographers have a key role to play for the promotion of the Games, as they are just as much members of the media as the written press, therefore they must be supplied with an adequate workspace. Due to the nature of the photographer’s activity, there are specific requirements for them to work properly and produce images of the event.

General RequirementsCredentialed photographers have priority in the allocation of lockers for storage of their equipment, as well for parking spaces.


A working area for photographers is set up in the Main Press Center.

It is important that a press attache is appointed to liaise with photographers and ensure that all their needs are met.

Photo PositionsPhoto positions are provided within venues according to the sport governing body of the sport and in cooperation with competition and venue management.

Position of TV cameras needs to be taken into account while planning photographer’s positions. Television has priority. In the planning phase, changes of the position of the sun and of obstacles throughout the day must be taken into consideration, and different options must be provided for the photographers. The position of sponsor fences shall also be considered at an early stage in order to allow for good photo opportunities.

If there is a lack of space around the arena or inside, photographers should be permitted to shoot from the press stand or from spectator seating, should they be empty. Photographers must move, without incident, should spectators show up needing the seats.

CeremoniesCeremonies photographers must be controlled at all times. Adequate time and access must be made available to the photographers to obtain the required pictures. In order to ensure the best positioning of the photographers, the Press Operations team will work with ceremonies producer and the venue director.

For awards ceremonies, it is necessary that the Venue Press Chief ensures that the prize givers turn towards the photographers for a few seconds. Television cameras shall not be allowed in front of the photographers, but on the same line and level of access. It is imperative that the names and titles of those attending the ceremony (medal winners/prize presenters) be made available to the photographers so that the proper caption is transmitted with the photograph. This information will be made available on hard copy and handed out to each photographer prior to the awards ceremony.

These guidelines were important and our VPC’s went above and beyond in helping the Documentary team to get the shots they needed.

Lighting


It should be noted that photographers need more light in an indoor arena than what is required by television (1000 lux). Photographers need 1200 lux.

Sub-Access ControlMany photographers are expected to use digital cameras for their coverage and will handle their own editing and transmission from access in the Sub-Centre, a tribune seat, or their photo position. Press attaches may provide assistance in getting this material to an editor in the Sub-Centre or to the photo working area.

TransmissionDue to the advancement of technology, the majority of photographers transmit their images immediately to their clients (agencies, media) via high band width connection (ADSL is the required connection). Also, photographers need working spaces for their laptops with a high band width connection.

9.1 Staffing and PlanningEach competition and non-competition venue will have press attaches to assist photographers to get the shots that they want. Special requests to go to unauthorized areas near to the Field of Play, should be made to the Venue Press Chief who will work with the Venue and Competition Director. The Competition Director has the final say on special requests falling outside the governance of the media (see photographers undertaking below).

9.2 Categories of Photographers1. Credentialed photographers2. Games Organizing Committee Photographers3. Special Olympics International Photographers4. Special Olympics International Official Documentary Team5. Delegation Photographers6. Sponsor Photographers

9.3 Photographer’s Undertaking and Code of ConductA photographer wishing to access any of these designated positions during the World Winter Games must sign an Acknowledgement Form which outlines the terms and conditions of access. Signing this form, the photographer accepts and assumes the inherent risk of injury or death. The Photographer must also provide evidence in the form of a letter written in English, from the Photographers or Agency’s insurer or insurance broker confirming that they have, or are covered by, public liability insurance covering his or her actions of USD$10 million per claim, during the 2009 Special Olympics


World Games. The photographer will also have to produce evidence of personal accident insurance and/or workers compensation cover. Both these insurance policies should include accessing catwalks, downhill skiing, gantries or lighting towers and riding as a pillion passenger on a motorbike or the rear of a flatbed truck.

Due to a lack of resources we never got to this, and there were no issues.

Photographers Code of Conduct Policy DescriptionCredentialed 2009 Special Olympics World Winter Games Photographers are required to comply with the Photographers Code of Conduct as a condition of their credential. Without limiting the terms and conditions of accreditation, the 2009 Games Organizing Committee (GOC) may withdraw a Photographers accreditation in the event that any Photographer breaches this Photographers Code of Conduct.Photographers Obligationsi. Photographers will operate near to the field of play during competition and in other areas

designated by the 2009 GOC which makes their work, behavior and dress subject to public scrutiny. Therefore, as well as the News Access Rules and the general Terms and Conditions of Accreditation applicable for the 2009 GOC by which Photographers are bound, this Code of Conduct has been developed and is also binding on Photographers. In the event of any breach, a credential may be suspended, withdrawn, revoked and/or cancelled forthwith.

ii. Credentialed photographers will operate in photo positions within the field of play, and will be distinguishable by the text and numbering on their bibs:

o Photoo Documentary

iii. In order to enter a 2009 Games venue, Photographers need a valid credential pass. In addition to the credential, a bib is required to be worn when working in the competition venues, including the seating area and the field of play photo positions. The bibs must be worn on the outside of clothing and must be clearly visible at all times. The bibs are 2009 Games specific and identified by the number, the wearer and his/her organization.

iv. Where the High Demand Ticket Policy is in operation, a ticket must be held in conjunction with the credential pass and bib for a Photographer to gain access to a venue. If entitled, the ticket must be collected by the photographer before each high demand ticket competition and must be displayed prominently with the credential pass.

v. The Venue Photo Manager/Supervisor managers the access of Photographers to the photo positions. Some photo positions are of an inherently dangerous nature therefore all


Photographers wishing to access these positions must comply with the 2009 Games legal requirements.

vi. Photographers are restricted to the designated photo positions on the field of play and movement to and from these areas. Any transgressor is liable to have their credential immediately suspended, withdrawn, revoked and/or cancelled. However, photographers may access empty spectator seating, providing they do not obstruct the views of the spectators.

vii. Photographers must remain behind TV cameras at all times. Obstruction of TV cameras may result in the suspension, withdrawal, revocation and/or cancellation of their credential.

viii. All Photographers must operate behind the advertising boards at all venues. Obstructing advertising boards is strictly prohibited and may result in the suspension, withdrawal, revocation and/or cancellation of their credential.

ix. Photographers must remain in the designated area during award ceremonies and not obstruct the TV cameras. Obstruction of TV cameras may result in the suspension, withdrawal, revocation and/or cancellation of their credential.

x. Credentialed Photographers must comply with all requests of the Venue Photo Manager / Supervisor, the Venue Press Chief and any 2009 Games Organizing Committee personnel.

9.4 Photographer’s Identification

IdentificationAll credentialed photographers will be provided with a special identification photo bib bearing the word “Photo”. This identification is clearly different from other badges and must be clearly communicated to security personnel and technical officials.

Bibs are to be numbered and recipients registered. Photographers are to identify, ahead of time, where they intend to pick up their bib – either Boise, McCall or Sun Valley. They will keep the bib for the entirety of the Games.

Due to the large number of late registrants we ran out of bibs. We were able to accommodate most photographers in the end, but when the bibs were ordered we had half the number of photographers registered at the November 15 deadline. This was another reason so have an incentive system in place for meeting the registration deadline.


SOI also took liberties with handing out photo bibs to the documentary team – these were not their bibs to hand out, as they took them from a Venue Press Chief who didn’t know better at the time. I asked for the photo bibs back and they never responded or acted in any way that they were willing to resolve the problem. It was imperative that the documentary team wear the proper bibs so that they would be given priority access. In the end, Peter Wheeler had about 20 documentary bibs in his car that got handed back to us after the Games.

Only properly credentialed photographers with bibs will be allowed in the photo positions.

Photographers, depending on the number, will be limited in prime locations near to the field of play. If necessary, a pool of photographers will be created, and their photos will be made available to everyone for editorial use. This is left to the daily discretion of the Venue Press Chief, in order to keep order, be fair and may change on a daily basis.

9.5 Photo Equipment UsageNo flash equipment or strobes may be used during competition. In addition, no tripods can be used to designate or hold positions for photographers. The use of monopods on or near the field of play will be encouraged instead. No steps or step ladders will be allowed. Photographers cannot stand on benches designated as seated positions. The use of remote cameras on or near the field of play will need the approval of the Venue Photo Manager, in consultation with the Manager of Photographic Services and the appropriate international federation. Small tripods or clip attachments may be used for remote cameras.

9.6 Dress CodePhotographers shall not carry or wear any commercial, political, promotional, advertorial slogans, trademarks, banners and logos on their equipment within the field of play photo positions at competition venues, or other areas designated by the 2009 GOC. The only branded piece of clothing allowed on the field of play will be the GOC photo bib.

9.7 Facilities and Services at VenuesCredentialed Photographers are permitted to work out of the Main Press Center or at any of the Venue Media Sub-Centers.

10.0 BROADCAST AND DOCUMENTARY SERVICES

Documentation (Photographic, Digital and Video) Services A Documentation Team of professional photographers, volunteers and interested Special Olympics athletes will document the activities and competitions of the 2009 Games. This team will be


indentified onsite with specifically numbered photo bibs with “SOI Documentary Team” for ease of identification.

The SOI Documentary team, made up of University of North Carolina students, and led by Peter Wheeler, will work daily to collect video and B-Roll for media use and for documentation purposes. This video will be available to media in hard copy, and will be uplinked nationally and internationally for use by global media.


Summary:

Overall, press operation ran smooth, just a few issues along the way.The media were treated well, and supported professionally to make sure their needs were met.

Media Registration: The media registration portal was set up nicely by Viewpoint, however there was a 2 month

delay while we were locked out of Viewpoint as they were working on another project and could not offer support

The registration process went well for the first few months. I wish we had access to the portal in order to change the “outlet name” drop down list at an earlier date. The system allowed media members to enter the outlet name and this caused problems with misspellings or many different versions of the same outlet.

Viewpoint maliciously took down the media registration portal the Monday before the Games started because they were annoyed with us.

Viewpoint printed the media credentials without permission and sign off resulting in a costly reprint.

I started having trouble with Viewpoint about two months out. If I requested changes to the portal, I always had to explain why and justify the changes I wanted made.

During games-time there was basically no one there to help. When I needed a credential printed I was not treated like a client, but instead I was told that I was going have to wait for hours because they were helping volunteers. This was extremely frustrating because I was trying to serve the media the best I could.

I would recommend the ability to make changes to the registration portal and the ability to print credentials right from the Main Press Center, this would have reduced all the problems with registration and credentialing for the media.

Several family members of SOI staff tried to register as media. See Appendix A for breakdown of registered media.

Press Attaches: In regards to press attaches, I wish I would have been able to train them more and also recruit

media savvy volunteers that we expected. There were so many changes the volunteer services department that we did not get the opportunity to focus on recruiting media experienced volunteers. This is crucial for the success of the attaches and the media.

With Hallie Stoller’s help I was very pleased with the layout of the MPC and all the media sub-centers. She was key in making sure the centers were laid out in the most efficient way and the media had all the resources they needed.

Media Guide:


The media guide was distributed on USBs and that seemed to work great. We printed limited copies to fall in line with our “Greening of The Games.” Media are generally the greatest offenders to wasting paper. The new global trend for press operations at events, is to limit printing if and when possible. There were a few copies available in all the media centers.

I should have added route maps from venue to venue and Idaho as a whole. Also, I listed the wrong landline numbers in the media guide, luckily the cell phone numbers were also listed so media members were able to get in contact with the VPC. I should have read the spreadsheet of phone numbers from the IT department more carefully.

SOI Documentary Team The SOI documentary team caused problems for the VPCs this was extremely frustrating. Our

VPCs were instructed to serve them the best they could, the documentary team was not informed of the regulations. They were told they would have better access than the media, but they abused this on most occasions.

In the end, we communicated this back to SOI, and our VPCs were able to handle most issues on a venue level.

A few members of this team did not receive adequate training in how to move around an access-controlled venue, nor did they have any respect for the process or needs and requests of the Venue Press Chiefs. Some felt it was not important to wear their credentials or photo bibs. Some were rude and disrespectful.

The SOI documentary team did not have criminal background checks and to that end, it was mandatory, at the recommendation of the Idaho State Police, that they be kept out of the locker rooms. At one point, we had to get the police involved to enforce the policy.


Appendix A: Media Registration by Type of MediaType of Media Total Registered Country Breakdown

Broadcast 172 ALG – 1

AUT – 3CAN – 4CRO - 4GRE - 6

HON – 1HUN – 6MAR – 1NED – 3NGR – 1NZL – 3SIN – 2

UAE – 2

UGA – 1USA - 136

Photographers 86 AUT – 2GBR – 1GER – 1HUN – 2JPN – 2KAZ – 1NOR – 1POL – 1SUI – 1UAE – 1USA - 71

GOC Photographers 19 19Print 106 BAN – 4

CAN – 2CHN – 1GBR – 2HUN – 5INA – 1IRL – 2JAM – 1MAS – 1NED – 1PAK – 1NED – 1SLO – 1UAE – 4USA - 80

Radio 2 USA - 2Delegation Media (SO Media) 32 AUT – 1

BRA – 1CYP – 1GER – 1HKG – 1IRL – 1JPN – 3KAZ – 1LIE – 1NED – 4USA – 11VEN - 1

Videographers 24 24


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