2019 ITTF World Tour Media Guidelines

Transcription

1 2019 ITTF Wrld Tur Media Guidelines The ITTF Wrld Tur is ITTF s biggest, and mst celebrated glbal tur, s it must be prmted prperly t the wrld thrugh internatinal media. These guidelines will prvide yu as the rganizer the advice and help yu need t ensure that the media peratins are implemented t the internatinal standard. Organizing Media Persnnel In rder t prvide an adequate level f service fr the accredited media and t fulfill ITTF s needs, the Organizing Cmmittee must prvide the fllwing media persnnel: Rle Skills Respnsibilities 1 x Media Officer. This persn must be apprved by the ITTF. Fluent in English and the lcal language Event Media experience Knwledge f table tennis ITTF s pint f cntact fr all media issues and will be respnsible fr all media peratins at the event. 1 x lcal language t English translatr (if the lcal language is nt English) 1 x Chinese t English translatr. *Dependent n Japanese players playing. 1 x Japanese t English translatr (can be the same persn as the Chinese r Krean translatr if they speak Japanese as well) *Dependent n Japanese players playing. 1 x Krean t English translatr (can be the same persn as the Chinese r Krean translatr if they speak Krean as well) Fluent in the lcal language and English. Fluent in Chinese and English. Fluent in Japanese and English. Fluent in Krean and English. *Dependent n Japanese players playing. 3 x Media vlunteers Enthusiastic and have an interest in media Mre details can be fund belw. Assisting ITTF s media ffer and internatinal media translate interviews and cnversatins. Assist ITTF s media fficer and lcal and internatinal media interview Chinese players in the mixed zne. Prvide translatin at press cnferences if needed. Assist ITTF s media fficer and lcal and internatinal media interview Japanese players in the mixed zne. Prvide translatin at press cnferences if needed. Assist ITTF s media fficer and lcal and internatinal media interview Krean players in the mixed zne. Prvide translatin at press cnferences if needed. Assist the OC and ITTF Media fficer cnduct the media peratins f the event. Manage the printing, cpying and distributin f printed 1

2 material t the media. Managing the media areas, making sure n unauthrized persn enters. Managing phtgraphers t ensure nt t many are n the FP at ne time. Managing the flash qutes. Assisting and managing the mixed zne ITTF Event Press Officer Rles and Respnsibilities The rle f the Event Press Officer is t ensure that the ITTF event is cvered as extensively as pssible by lcal and internatinal media t prmte the event. The press fficer shuld have a media backgrund, as well as knwledge and experience f hw t run media peratins at an internatinal event. Pre event rles: Create an adequate media team fr the event, as per the ITTF media guidelines. Create a media plan abut hw t best prmte the event with scial media, traditinal media and digital media. Create a list f lcal media cntacts. Send ut a press release launching the event t all the lcal media. This shuld have all the infrmatin abut the event. Create a media accreditatin applicatin frm and send it t yur lcal media cntacts. A cpy shuld be sent t the ITTF t send t their internatinal media cntacts. This can be dne in cnjunctin with the abve press release. Organize and hst a pre event press cnference/media day t develp the media s interest in the event. Organize a prfessinal phtgrapher fr the event. Be the key persn fr all the lcal media t answer any questins that they have abut the event. Cnstantly writing press releases in the lead up t the event prmting the event, players and accreditatin deadlines. Ensure that the media peratins and facilities are cmpliant with ITTF s media guidelines. Frward the final list f apprved media accreditatins t the ITTF. Create a media kit in English and the lcal language; it shuld include all the crucial event infrmatin. The ITTF can advise n this. Send lgistical infrmatin t all the accredited media, such as: where they can pick up their accreditatin, final entry list, media kit, infrmatin n the lcatin f the media center, media tribune, mixed zne, press cnference rm etc. During event rles: Welcme the media and give them their media accreditatin passes. Make sure the media center, media tribune and mixed zne are all wrking well. Deal with any f the media s questins r issues. Organize any requested media interviews with players r fficials. Manage the phtgrapher, and ensure phts are being sent t the ITTF as per the phtgraphy guidelines. Interviewing players and supplying flash qutes t the lcal media and the ITTF. 2

3 Prviding the media nsite with up t date printed media tls such as schedules, results, flash qutes etc. Be managing the events scial and digital media netwrks. Answering ffline media requests. Mnitring lcal and internatinal news abut the event. At the end f each day f the event, write an t all yur media cntacts, including thse wh are nt at the event supplying them with the media tls that they need t d their jb (daily summary pictures, qutes, results, schedule etc). Organizing and running necessary press cnferences. Pst event rles: Send ITTF a summary f media articles written n the event. Send ITTF the final list f accredited media cntact details. Shrt reprt n the media peratins at the event. Media Accreditatin The OC must create a media invitatin 60 days befre the event fr lcal media that will in turn be sent ut t internatinal media thrugh the OC s and ITTF s cntacts. The OC may use ITTF s nline frm and database t cllect the details f the accredited media. Press accreditatin is fr wrking media nly. Family and friends f the media d nt qualify fr press accreditatin at any time. It is nt apprpriate t have children in a press wrking area. All accreditatin shuld be cnfirmed t the media in writing, alng with a schedule f activities that includes time f the pre-draw press cnferences, the draw, daily start f play, transprt schedule and any media functin planned. When the OC received internatinal media accreditatins, the OC must infrm the ITTF fr apprval. The final media accreditatin list, including all the cntact details must be ed t ITTF seven days prir t the event. Accmmdatin & Visas A htel (at least 3 stars) clse t the venue must be ffered t the media. If there is nt a htel in walking distance frm the htel, transprt must be prvided fr the media. It is acceptable if the OC ffers the media t stay in the fficial htel and use the fficial transprt system. If the ITTF has apprved internatinal media t attend the event, the OC must assist them t btain a visa if needed. Press Kit Fr the lcal and internatinal media that is nt accustmed t table tennis, a press kit is very helpful. The press kit shuld be created in the lcal language and English. This must be sent t the ITTF fr apprval befre printing. Recmmended cntents: Basic verview f the ITTF, table tennis and the wrld tur. (Prvided by the ITTF) 3

4 Schedule f the event Bis f the tp lcal and internatinal players Players list Results frm previus Wrld Tur events Organizatin infrmatin (list f key rganizatinal cntacts) Spnsr infrmatin abut all glbal and lcal spnsrs (sent by the ITTF) General city/regin infrmatin (mre if expecting internatinal media) General media infrmatin (media center, press cnferences, media events, Accreditatin, media znes) Accmmdatin (if expecting internatinal media) Transprtatin/parking The ITTF will prduce a media kit fr all Wrld Tur Platinum events in English t assist the lcal and internatinal media t cver the event. ITTF.cm and Scial Media Needs An ITTF Press Officer will nt be present at all Wrld Tur events, s the ITTF needs assistance frm the OC t prvide cntent fr ITTF.cm and ITTF s Scial Media mediums. Phtgrapher Depending n the quality f the phts f yur event will determine what peples thughts f the event are and hw much media attentin the event btains. Fr these reasns, the OC must appint a phtgrapher t prvide the ITTF high quality rights free phtgraphs. T ensure that the phtgrapher is f a high event standard, the OC must send the name f their prpsed phtgrapher and a prtfli f their wrk t the ITTF fr apprval. The phtgrapher will be credited fr the all the phts, hwever the ITTF will wn the rights t the phts and will distribute them t the media fr their editrial use. The ITTF may als use these phts in ur publicatins. The phtgrapher must have the fllwing equipment, which is standard frm all majr wire agencies: 2 x camera bdies - Cann 1DX 1 x camera bdy fr remte shting if needed - 5D MK 3 r 6D 1 x Telepht Lens - Cann 300mm F2.8 r 400mm F2.8 r mm F4.0 1 x Telepht zm lens - Cann 70_200mm F2.8 1 x Standard zm lens - Cann 24-70mm F2.8 1 x Wide angle zm lens - Cann 16-35mm F2.8 r Flash Qutes All the flash qutes that are being prvided t the media n site, must be als ed t the ITTF (media@ittf.cm). Mre details n what flash qutes are needed and prcedure fr getting them can be fund in the prvided dcument. Event Press Centre The OC must prvide a press center that is clse and easily assessable t the media tribunes, mixed zne and press cnference rm. The press center requirements: Media fficer frm the OC with experience in table tennis t be present at all times t assist the media and prvide them with infrmatin 4

5 Enugh tables and chairs fr the expected media Electricity prts at each table Stable high-speed internet with enugh cabled Ethernet prts at each table fr the expected media and passwrd Wi-Fi Black and white laser printer High speed phtcpier with sufficient paper supplies Ntice bard fr results, annuncements and news Pigen hles fr press releases, draws, results and daily qutes Statinery such as pens and pencils All printed media infrmatin Fd and refreshments fr each day f the cmpetitin Lcked strage fr phtgrapher and the media s persnal items Optinal Plasma screens shwing the matches live Plasma screen shwing live results Press Tribune The OC must prvide a dedicated sectin f the tribune fr the media t be able t watch the table tennis and wrk at the same time. The media tribune requirements: Clse and easily assessable t the press center and mixed zne Must be cut ff frm the general public and nly these that have a valid media accreditatin is allwed t access Enugh table and chairs fr the expected media t cmfrtably sit n Seats must be cnfrtable enugh fr the media t sit n all day Stable high-speed Internet with enugh cabled Ethernet prts at each table fr the expected media and passwrd Wi-Fi Media vlunteers regularly bringing up printed results and updates 5

6 Mixed Zne The mixed zne is a vital area t have wrking ptimally t ensure the media success ff the event. Mixed Zne requirements: Fr the mixed zne t be a success, 100% f the players need t be frced t walk thrugh it. This needs t be dne by there nly being ne exit frm the field f play and placing the mixed zne between the exit and the change rms r transprt where the players will want t g after the match All players must g thrugh the mixed zne, even if they have mre matches n the same day The mixed zne must be clse and easily assessable frm the press center and media tribunes There must be a 2.5 meter high ITTF apprved backdrp erected alng the length f the mixed zne The lighting must be n less that 1500 lux A fence, r rpe 1.5 meters frm the backdrp must run the length f the mixed zne. This will ensure that the media is separated frm the players. The first spt in the mixed zne as the players walk in must be set aside fr the TV hst bradcaster The secnd spt in the mixed zne as the players walk in must be set aside fr ittv The rest f the psitins are fr TV rights hlders and nn rights hlders After the big matches, the OC media fficer and media vlunteers must be n hand after each match t ensure the players g straight t the mixed zne, walk thrugh it and spend equal time with all the media agencies interested in speaking t them Lcal language, Chinese, Japanese and Krean translatrs must be n hand t assist the media and ITTF staff interviewing the relevant players Media Znes Tgether with the ITTF Media Officer and ITTF Cmpetitin Manager the rganizing cmmittee must set up the media zne n the field f play where phtgraphers that have an fficial vest can enter. A prpsal must be sent t ITTF 30 days befre the event begins. 6

7 During the event, the OC Media Officer must wrk clsely with the ITTF Media Officer and ITTF Cmpetitin Manager t cntrl the amunt f phtgraphers n the field f play. This is cntrlled by nly phtgraphers with vests are allwed t enter the field f play. In additin t phtgraphers with vests, nly the HB and TV rights hlders are allwed t enter the FP. Jurnalists must nly be allwed t enter the press center, press tribune and mixed zne. They must never be allwed t entre the field f play. Only TV rights hlders are allwed t enter and film the training venue. Phtgraphers A picture says a thusand wrds, s the ITTF encurages as many phtgraphers t attend the event as pssible. Hwever, t cntrl the amunt f phtgraphers present n the field f play, nly phtgraphers with vests allcated frm the OC may enter. The OC is respnsible t prvide these vests, manage the distributin t the phtgraphers and ensure that n phtgrapher withut a vest f n the field f play. All phtgraphers must be advised that they must nt use a flash and they must nt be in a psitin that blcks the view f a TV camera, fficial r spectatr. Media Services T ensure that the event is cvered by the media as widely as pssible, the OC must prvide the media with all the tls needed t cmplete their wrk. Required media services: Press Kit as explained earlier in the dcument. Flash qutes written in the frmat identified the attached dcument. These need t be printed ut and put in the pigenhles and given t all the media n site. These als need t be ed t all the accredited media and given t the ITTF t uplad t ITTF.cm and t the internatinal media. Results printed and distributed as they happen. Draw and rder f play distributed at the start f the day. Statistics at the start f each day, such as: head t head results (can be fund n ITTF.cm) fr the key matches. Current Wrld Rankings f all the players playing printed and distributed Players bis in a frmat apprved by the ITTF printed and distributed Translatrs n site t assist the media interviewing players Press Cnference Pre event press cnference The ITTF recmmends the OC arrange the pre event press cnference in cnjunctin with the draw the day befre the cmmencement f the event. The lcatin shuld be smewhere assessable t bth the media and the athletes, such as the hst htel r a central city landmark. If it is nt at the hst htel, transprt must be prvided fr athletes and the ITTF media fficer. Press Cnference Requirements: The best athletes available must be invited t attend. Suitable players wrld be: Number ne seeds, defending champins, hst cuntries best players The ITTF President, r the highest ranking fficer and a representative frm either the hst Natinal Assciatin r Organizing cmmittee needs t be invited and sit n the frnt table t speak t the media Free Wi-Fi internet MC that is a gd public speaker and is knwledgeable abut table tennis 7

8 Prjectr and screen t shw prfiles f each player, draw and schedule f the event. This must use the template supplied by the ITTF A frnt table with enugh seats fr the invited dignitaries and players Frnt table must include micrphnes, water and ITTF apprved nametags Adequate seats fr the expected media Adequate audi visual equipment ITTF apprved backdrp OC must prvide fd and beverage fr attendees Press cnference must be held in the lcal language and English. There als may be a request t have it in Chinese if there is enugh Chinese media present. Press Cnference Rm The OC must prvide a press cnference rm that is available thrughut the event fr any schedules r ad hc press cnferences that the OC, ITTF r Natinal Assciatin wuld like t hld. Requirements: Clse t the press center, press tribune and media zne Big enugh t hld the expected amunt f media t the event Adequate seats fr the expected media Frnt table big enugh t fit 6 peple that includes micrphnes, water and ITTF apprved name tags ITTF apprved backdrp Free Wi-Fi Adequate translatrs available Lighting must be n less than 1500 LUX Pst event press cnference A press cnference needs t be held in the press cnference rm after each gld medal match, except the U/21 matches (unless there is a huge interest). The OC media ffer must arrange fr the gld and silver medalist t cme immediately after the cnclusin f their match t the press cnference rm. The players must g straight t the press cnference rm and nt stp in the mixed zne. 8

9 An annuncement must be made n the venues lud speaker in the lcal language and English infrming the media that the press cnference will be taking place in the press cnference rm. There als must be signs in the press center infrming the media abut the press cnference schedule. Players name tags and water must be put n the main table. The press cnference much be held in the lcal language and English. If the players invlved in the press cnference d nt speak these languages, the relevant translatr must be present. Run Order: The OC media fficer runs the press cnference in the fllwing rder: 1. Asks the media t take a seat as the press cnference is abut t begin 2. Intrduce the players n the panel and cngratulate them fr winning the gld and silver medals 3. Ask the runner up t say a few wrds abut hw their turnament went 4. Ask the winner t say a few wrds abut their feelings t win the event 5. Open the flr up fr questins t the media. When asking questins the media must state their name and media agency. Only allw fr 5-6 questins t ensure the press cnference des nt take t lng. If there are n questins frm the media, the OC media fficer shuld ask their wn questins t the players abut the final 6. Clse the press cnference by thanking the players and media fr attending NOTE: if there is ging t be less than 5 media attending the press cnference, it shuld be cancelled and media shuld access the players in the mixed zne. If this is the case, the OC needs t cnvey this t the media ASAP. ITTF Cntact Fr all questins relating t media/prmtin, please cntact ITTF s Prmtin & Media Manager Matt Pund n mpund@ittf.cm 9