INSTRUCTIONS FOR THE OFFICIAL PRESS DELEGATIONS AND MEDIA COMPANIES

Transcription

1 INSTRUCTIONS FOR THE OFFICIAL PRESS DELEGATIONS AND MEDIA COMPANIES

2 TABLE OF CONTENTS 1. PRESS COORDINATION 2. ACCREDITATION 3. GRAND PRESS ROOM - CARIBBEAN NAVAL MUSEUM 4. TELECOMMUNICATION SERVICES 5. TELEVISION SERVICES 6. PHOTOGRAPHY SERVICES 7. RADIO SERVICES 8. PRESS SERVICES AT THE JULIO CESAR TURBAY AYALA CONVENTION CENTER 9. PRESS SERVICES AT THE CONVENTION CENTER IN LAS AMERICAS HOTEL 10. TRANSPORTATION AND ACCOMODATION 11. AREAS OF JOURNALISTIC COVERAGE Arrival of the Heads of State - Rafael Núñez Airport Presidents Entrance - San Francisco Esplanade Opening Ceremony Gestsemaní Auditorium Official Dinners and Cultural Event Heads of State working sessions Barahona Rooms Official Photo Flag Esplanade Private session Heads of State Retreat Closing Press Conference Getsemaní Auditorium ATTACHED MAPS

3 The VI Summit of the Americas will take place in the city of Cartagena de Indias, Department of Bolívar, Republic of Colombia, between the 9 th and 15 th of April In order to ensure greater effectiveness in the coverage of the event, the Press Coordination Office has prepared the following INSTRUCTIONS FOR THE PRESS, containing all the information that the media and official press might need to fully accomplish their mission. 1. PRESS COORDINATION All the information intended for the media during the event will be channeled through the Press Coordination Office (PCO), Among other things, the PCO will be in charge of following: The accreditation process for the media companies interested in covering the VI Summit. Providing the technological and service infrastructure for the accredited media companies. Preparing the documents about the event considered of interest for the press. Setting the rules for the coverage of each of the events of the Summit. During the months leading up to the VI Summit, the PCO will function at the Colombian Ministry of Foreign Affairs. For any information regarding press accreditation or journalistic coverage, please contact us at: Ministerio de Relaciones Exteriores Calle 10 No Palacio de San Carlos - Bogotá Phone: (57-1) Ext prensa@vicumbredelasamericas.com Web Site: Between the 8 th and the 15 th of April 2012, the Press Coordination Office of the VI Summit of the Americas will operate in Room 10 (first floor) of the Grand Press Room (GPR) located at the Caribbean Naval Museum in the city of Cartagena de Indias, following address: Museo Naval del Caribe Cartagena de Indias Calle San Juan de Dios No Requests or queries regarding any press services during the summit may be addressed there.

4 2. PRESS ACCREDITATION PROCESS Between December the 1 st 2011 and March the 1 st 2012, media companies interested in covering the development of the VI Summit of the Americas, the Social Stakeholders Forum and the Entrepreneurial Forum of the Americas must get their accreditation online, following the four steps that have been established for all the participants at the Summit website, Once the registration is completed (step 1) and the required documentation is ed (step 2), the Press Coordination Office of the VI Summit will proceed to verify the existence of the media company applying for accreditation and the veracity of the documents (step 3). Once the accreditation is accepted, the interested party must complete the additional information form (step 4) in order to finalize the accreditation process. For more information on the accreditation process, please visit Press Accreditation Committee The Committee consists of representatives from the Press Office of the Presidency, the Press and Communications Office of the Ministry of Foreign Affairs, and the Press Coordination Office of the VI Summit. Applicants will be informed whether their application for accreditation has been accepted or rejected via by the Press Coordination Office of the VI Summit. In case of acceptance, additional information for completing the registration process shall be provided. Those who have successfully completed the four steps of the accreditation process should expect an with instructions for retrieving their credentials. Should there be any questions or doubts regarding the accreditation of a media company or a journalist interested in covering the VI Summit, the Press Accreditation Committee will consult with the Head of communications or press of the requesting country. 2.2 Official Press Regarding the official press, accreditation of the communication teams accompanying the delegations of the invited countries should be requested through a diplomatic note. The Press Office of the VI Summit will act in coordination with the Protocol Office of the Ministry of Foreign Affairs and will be informed of the aforementioned accreditations in order to deliver documentation on event logistics and themes to the official press delegations. Press credentials are divided into the following categories:

5 General Credential. Will be given to the private media and will grant access to the Grand Press Room (GPR) services, and restricted access to the Julio César Turbay Ayala Convention Center, the Americas Hotel Convention Center for the Social Stakeholders Forum, and to the press area of the Rafael Núñez Airport. Official Press Credential. Will be given to the official delegations accompanying the Presidents. The press credentials for official photographers will include a distinctive badge (one per delegation), which will allow them to enter an Official Photographers Pool that will escort the leaders during the different Summit events. Event Entry Cards. Event entry cards will be made available for entering the areas where the heads of State will be present during the development of the VI Summit. The number of event entry cards will depend on the size of the rooms where the events are taking place. Card retrieval will be coordinated with the heads of the press delegations of each country. The events that will require entry cards will be the following: 1. Heads of State reception and greeting ceremony Place: Flag Esplanade, Julio César Turbay Convention Center. Date: Friday 13 th. Time: 17: Inaugural Ceremony Place: Getsemaní Auditorium Date: Friday 13 th. Time: 19: Official Photo Place: Flag Esplanade, Julio César Turbay Convention Center. Date: Saturday 14 th. Time 17:30 4. Private Session Heads of State Retreat Place: Barahona Room Date: Sunday 15 th Time: 09:00

6 The media companies located in Bogotá may retrieve their credentials on the 2 nd and 3 rd of April 2012 only, between 8 a.m. and 5 p.m. at the following address: Ministry of Foreign Affairs Calle 10 No Palacio de San Carlos - Bogotá Phone: (57-1) Ext The remaining credentials must be retrieved in the city of Cartagena at the Grand Press Room from the 8 th of April at the following address: Caribbean Naval Museum Calle San Juan de Dios No GRAND PRESS ROOM - CARIBBEAN NAVAL MUSEUM The Grand Press Room (GPR) will operate at the Caribbean Naval Museum, located near the Julio César Turbay Ayala Convention Center. The GPR will provide the media and official press with the following services, among others: Newsroom with 70 computers High-speed Internet connection (wired and Wi Fi) 300 work stations for journalists Closed circuit television broadcast of the different events of the VI Summit HD video and audio signal reception at the press center Press box to capture audio and video signals FM receivers for simultaneous interpretation Press Conference Room IBC with copying, recording and editing, video distribution and streaming centers Commercial national and international telephone services Booths for radio and audio duplication Photographic support Virtual library contents Lunch Box Zone for the press, transportation, and infirmary

7 Daily information on the development of the VI Summit of the Americas will be offered at the Grand Press Room. The journalist pools that will enter the different events where the Heads of State will participate, will be organized at the Grand Press Room. During the event, information on press conferences will be available at the web site following the Press Room link. Additionally, as a special service, media will be able to access the virtual library of the VI Summit, free of charge, where audio, video, text and photography files on the development of the event will be available. Streaming of the VI Summit of the Americas from the web site will be available as a special resource for journalists and media companies. A Mobile Phone application (app), free of charge for accredited media companies and press delegations at the VI Summit of the Americas, will be available for downloading. The application will provide up-to-date information on the development of the event and logistics services in Cartagena. Note. Please be advised that power in Colombia is 110 volts - 60 hz. For additional information regarding Grand Press Room services, please contact Mr. Eduardo Rodríguez Ministry of Foreign Affairs Calle 10 No Palacio de San Carlos - Bogota Phone: (57-1) Ext prensa@vicumbredelasamericas.com 5. TELECOMMUNICATION SERVICES Commercial telecommunication services, provided by UNE, will be available for the accredited media companies at the Grand Press Room. Mobile Internet and phone cards for national and international calls will be on sale. All services provided by UNE to journalists are to be paid for by the media companies. Users will be able to pay either by an advance deposit or in cash. Information on rates will be provided on a later date. Specific media requests about telecommunication services at the Grand Press Room in the Caribbean Naval Museum must be addressed to: Adriana Amaya Sastoque UNE Corporate sales Direction Phone: 57 (1) Ext Mobile phone: Address: Av. El Dorado 69B-45 piso 3

8 E- mail: 6. TELEVISION SERVICES The International television center (ITC) will be set up in the second floor, Area B of the Grand Press Room, under the management of Radio Televisión Nacional de Colombia (RTVC). RTVC will provide the services required for the installation and technical operation of broadcast-quality production and television transmission of the VI Summit of the Americas. A center for television copy, recording and replay of the events will be set up at the ITC, and commercial non-linear postproduction stations will be set up for the television media requiring it. The events that are considered of national and international interest, as well as those designated by the Summit Organization, will be broadcasted live by RTVC through the Colombian Institutional Station. RTVC will broadcast in the NTSC system. Foreign Media Companies that use other systems must bring their own conversion equipment. Media companies interested in satellite signal emission or in hiring RTVC's technical services may contact: Ingeniero Eduardo Restrepo Radio Televisión Nacional de Colombia RTVC Av. El Dorado Cr. 45 # / Phone: (+571) Ext.504 erestrepo@rtvc.gov.co 6. PHOTOGRAPHY SERVICES Support photographic services for accredited graphic reporters will be provided on the second floor of the GPR at the Caribbean Naval Museum, where photographic material will also be available to the media companies who request it. For the events covered exclusively by the Official Press, graphic material will be offered to the representatives of the media companies who request it. 7. RADIO SERVICES Audio duplication services for accredited radio stations will operate on the second floor of the GPR at the Caribbean Naval Museum. The Colombian National Radio system will produce journalistic programs on the development of the Summit, which will be aired through FM and short wave radio to various continents. Media companies interested in radio services may contact:

9 Miguel Ángel Rodríguez Radio Televisión Nacional de Colombia RTVC Av. El Dorado Cr. 45 # / Phone: (+571) Ext 400 radio@rtvc.gov.co 8. PRESS SERVICES AT THE JULIO CESAR TURBAY AYALA CONVENTION CENTER The Colombian Press Coordination Office (PCO) for the VI Summit of the Americas will operate at El Mirador Restaurant in the Julio César Turbay Ayala Convention Center, where Press Conferences taking place in the Pegasos 1 and 2 rooms will be coordinated. These rooms will have Wi-Fi Internet, closed circuit television, simultaneous interpretation, and video and audio distribution services. Press conferences taking place in the Pegasos rooms can be followed from the Grand Press Room at the Caribbean Naval Museum. Delegations from the participating countries may request the PCO access to the services of the Pegasos Rooms for press conferences given by their heads of State. Room reservations will be made according to availability on a first-come, first-served basis. Ten sets with view to the walled city will be installed on the terrace of the first floor of the Julio César Turbay Ayala Convention Center to serve television networks. The PCO will make them available on request, depending on the availability, and on a first-come, first-served basis. A VIP press room for individual interviews with the Heads of State will be set up on the third floor of the Julio César Turbay Ayala Convention Center. The use of the VIP room will require advance reservation with the PCO. For information regarding press services at the Julio César Turbay Ayala Convention Center contact: Ministry of Foreign Affairs Calle 10 No Palacio de San Carlos - Bogotá Phone: (57-1) Ext prensa@vicumbredelasamericas.com 9. PRESS SERVICES AT THE AMERICAS HOTEL CONVENTION CENTER For the Social Stakeholders Forum that will take place between the 11 th and the 13 th of April at the Americas Hotel Convention Center, arrangements have been made for a service lounge for the press, including the following services: Newsroom with 30 computers High-speed Internet connection (wired and Wi Fi) 80 work stations for journalists

10 Closed circuit television HD video and audio signal transmission to the press center Press box to capture audio and video signals Simultaneous interpretation Press Conference Room with 160 seats Commercial national and international telephone services The Press Coordination Office for the Social Stakeholders Forum (PSHF) will operate in Portal 4 of the Americas Hotel Convention Center, where press conferences taking place in rooms 7 and 8 will be coordinated. These rooms have WiFi Internet, closed circuit television, simultaneous interpretation, and audio and video distribution. Press conferences taking place there may be followed from the Grand Press Room at the Caribbean Naval Museum. Participants in the Social Stakeholders Forum may apply to the PCO for Press Conference room services, and reservations will be made depending on availability and on a first-come, first served basis. For information regarding the Social Stakeholders Forum or press coverage thereof, please contact: Claudia Vásquez Ministry of Foreign Affairs Calle 10 No Palacio de San Carlos - Bogotá Phone: (57-1) Ext prensa@vicumbredelasamericas.com 10. TRANSPORTATION AND ACCOMMODATION Transportation services will be available to the accredited members of the press between the 9 th and the 15 th of April 2012 at their arrival at Rafael Núñez Airport, and to the Grand Press Room and other places where the meetings will take place. Media representatives are free to choose the hotel of their preference. However the event organizers recommend contacting the hotel operator: Samantha Beetar Ramírez Central General Coordinator for Hotel Reservations cumbredelasamericas2012@aviaturgematours.com, summitoftheamericas2012@aviaturgematours.com Cellular Phone: Cartagena Phone numbers: (57 5) Ext , Direct number: (57 5)

11 11. AREAS OF JOURNALISTIC COVERAGE Arrival of Heads of State at the Rafael Núñez Airport Heads of State participating in the VI Summit of the Americas will be arriving on the course of Friday the 13 th of April at the Rafael Núñez Airport in Cartagena de Indias. Once they disembark, the Heads of State may want to address the representatives of the media who will be located on a press platform close to the point of arrival of the aircrafts. Temporary air-conditioned facilities with Wi-Fi Internet connection will be erected for the use of the media. The arrival of the Heads of State will be broadcast by satellite to the Grand Press Room at the Caribbean Naval Museum where it will be distributed to the accredited media in broadcast quality. Greeting of the Heads of State at the San Francisco Esplanade From 5:30 p.m. (local time) on Friday the 13 th, the Heads of State will make their individual entrance to the Julio César Turbay Ayala Convention Center through the Flag Esplanade, where they will be greeted by Mr. Juan Manuel Santos, President of Colombia. Platforms will be placed on both sides of the esplanade for photographers and cameramen. The venue will have wireless Internet connection. Each Head of State may be accompanied by an official photographer up to the point where the Colombian President will greet them. The ceremony will be broadcast through closed circuit television to the GPR at the Caribbean Naval Museum, and live through the RTVC institutional channel. To enter this event, journalists will need Entry card No. 1 Presidential Greeting at the Flag Esplanade aside from their press credential. Entry will start at 4:30 p.m., local time, through the left side access of the San Francisco Esplanade. Opening Ceremony Getsemaní Auditorium The inaugural ceremony of the VI Summit of the Americas will take place on Friday, April the 13 th at 7 p.m. (local time) in the Getsemaní Auditorium of the Julio César Turbay Ayala Convention Center.

12 An area within the auditorium has been arranged for accredited photographers and cameramen carrying Event Entry Card No. 2 Opening Ceremony at Getsemaní Auditorium. Entry will start at 6:00 p.m. (local time) through the parking lot access of the Julio César Turbay Ayala Convention Center. Photographers must bring appropriate zoom lenses with them since the press area is located at the back of the room. The auditorium will have special lighting for the television transmission, which is why the use of the flash is not permitted. The event will be broadcast through closed circuit television to the GPR at the Caribbean Naval Museum and live through the RTVC institutional channel, as well as through multi- cast signal. Official Dinners and Cultural Event One photographer per delegation will be allowed into the official dinners taking place on Friday the 13 th and Saturday the 14 th in honor of the Heads of State, First Ladies and Foreign Affairs Ministers. The television crew of the VI Summit of the Americas will record the events and provide images later. Heads of State working sessions in the Barahona rooms The plenary sessions of the Heads of State will take place on the morning and afternoon of the 14 th of April in the Barahona rooms 3 and 4 of the Julio César Turbay Ayala Convention Center. Photographers carrying event entry cards Nos. 3 and 4 Heads of State working session will be allowed to enter during the first 15 minutes of each session. The Technical Secretariat of the VI Summit of the Americas will determine the private or public character working sessions. Public sessions will be transmitted on Closed Circuit Television to the GPR at the Caribbean Naval Museum. Official Photo Flag Esplanade The Official Photo of all the participating Heads of State will be taken on April the 14 th at 5:30 p.m. at the San Francisco esplanade of the Julio César Turbay Ayala Convention Center. Photographers carrying event card No. 5 Official Photo will be allowed on the press platform at 4:30 p.m. The event will be transmitted on Closed Circuit Television to the GPR at the Caribbean Naval Museum.

13 Private Session Heads of State Retreat The Private Session of the Heads of State will take place on the 15 th of April at 8:00 a.m. in Barahona rooms 3 and 4 of the Julio César Turbay Ayala Convention Center. Photographers carrying event entry card No. 6 Heads of State working session shall be able to attend during the first 5 minutes of the session. Closing Press Conference Getsemaní Auditorium The VI Summit of the Americas Closing Press Conference will take place on the 15 th of April at 12:30 p.m. (local time) in the Getsemaní Auditorium of the Julio César Turbay Ayala Convention Center. All accredited journalists and media companies may attend this event. Entry is scheduled for 11:30 a.m. (local time) through the parking lot access of the Julio César Turbay Ayala Convention Center. The press conference will be transmitted on Closed Circuit Television to the Grand Press Room at the Caribbean Naval Museum. ATTACHED MAPS Pegasos Press Conference Room at the JCTA Convention Center Colombian Coordination Area 2 Press Conference Rooms WiFi Channel Simultaneous Interpretation Booths CCTV transmission Audiovisual Aids Press Box

14 Radio and television interview sets at the JCTA Convention Center 10 television sets Air conditioning Power connection 5 radio interview sets Getsemaní Auditorium Opening Ceremony and Closisng Press Conference H zone for the press Photographer and cameramen access WiFi area Press box To be used for the final press conference

15 Hotel Las Américas Convention Center Press Room Press Conference Room with 160 seats Newsroom with 30 computers 80 work stations Structural wiring (power and data) Wi Fi Internet connection Telecomunications Kiosk CCTV transmission Entrepeneur Press Conference Press Area at the Rafael Núñez Airport News Room in a 6 x 8 air conditioned temporary facility work stations for 20 journalists Structural wiring (electrical and data) Wi Fi internet connection refreshment area 2 platforms for photographers and cameramen TV satellite transmission to OBC Sound and amplification for presidential greetings

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