Ministerio de Relaciones Exteriores INSTRUCTIONS FOR THE

Transcription

Ministerio de Relaciones Exteriores
República de Colombia
INSTRUCTIONS FOR THE OFFICIAL PRESS DELEGATIONS
AND MEDIA COMPANIES
Calle 10 No 5 – 51 Palacio de San Carlos
Dirección correspondencia Carrera 5 No 9 – 03 Edificio Marco Fidel Suárez
PBX 3814000 – Fax 3814747 www.cancilleria.gov.co
Bogotá D.C., Colombia sur América
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
The VI Summit of the Americas will take place in the city of Cartagena de Indias,
Department of Bolívar, Republic of Colombia, between the 9th and 15th of April 2012.
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:
Calle 10 No.5-51 - Palacio de San Carlos - Bogotá
Phone: (57-1) 3814000 – Ext. 1068
E-mail: [email protected]
Web Site: www.vicumbredelasamericas.com
Between the 8th and the 15th 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. 3 - 62
Requests or queries regarding any press services during the summit may be addressed
there.
2. PRESS ACCREDITATION PROCESS
Between December the 1st 2011 and March the 1st 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, www.vicumbredelasamericas.com
Once the registration is completed (step 1) and the required documentation is e-mailed
(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
http://www.vicumbredelasamericas.com/acreditacion1.html
2.1 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 e-mail 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 e-mail 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:
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 13th.
Time: 17:30.
2. Inaugural Ceremony
Place: Getsemaní Auditorium
Date: Friday 13th. Time: 19:00.
3. Official Photo
Place: Flag Esplanade, Julio César Turbay Convention Center.
Date: Saturday 14th. Time 17:30
4. Private Session – Heads of State Retreat
Place: Barahona Room
Date: Sunday 15th
Time: 09:00
The media companies located in Bogotá may retrieve their credentials on the 2nd and
3rd of April 2012 only, between 8 a.m. and 5 p.m. at the following address:
Ministry of Foreign Affairs
Phone: (57-1) 3814000 – Ext. 1777
The remaining credentials must be retrieved in the city of Cartagena at the Grand Press
Room from the 8th of April at the following address:
Caribbean Naval Museum
Calle San Juan de Dios No. 3 - 62
3. 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
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
www.vicumbredelasamericas.com, 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
Calle 10 No.5-51 - Palacio de San Carlos - Bogota
Phone: (57-1) 3814000 – Ext. 1068
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) 6065555 Ext. 10643
Mobile phone: 300 6772840
Address: Av. El Dorado 69B-45 piso 3
E- mail: [email protected]
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 # 26-33 / Phone: (+571)2200700 Ext.504
[email protected]
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:
Miguel Ángel Rodríguez
Radio Televisión Nacional de Colombia – RTVC
Av. El Dorado Cr. 45 # 26-33 / Phone: (+571)2200700 Ext 400
[email protected]
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:
Phone: (57-1) 3814000 – Ext. 1068
9. PRESS SERVICES AT THE AMERICAS HOTEL CONVENTION CENTER
For the Social Stakeholders Forum that will take place between the 11th and the 13th of
April at the Americas Hotel Convention Center, arrangements have been made for a
service lounge for the press, including the following services:
High-speed Internet connection (wired and Wi Fi)
80 work stations for journalists
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
Phone: (57-1) 3814000 – Ext. 1777
10. TRANSPORTATION AND ACCOMMODATION
Transportation services will be available to the accredited members of the press
between the 9th and the 15th 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
[email protected],
[email protected]
Cellular Phone: 315 895 4180
Cartagena Phone numbers: (57 5) 655-4800 Ext. 66763, 50255
Direct number: (57 5) 665-5322
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 13th 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 13th, 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 13th at 7 p.m. (local time) in the Getsemaní Auditorium of the Julio César
Turbay Ayala Convention Center.
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 13th and Saturday the 14th 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 14th 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 14th
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.
Private Session – Heads of State Retreat
The Private Session of the Heads of State will take place on the 15th 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 15th 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
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
Hotel Las Américas Convention Center Press Room
Press Conference Room with 160 seats
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

Ministerio de Relaciones Exteriores INSTRUCTIONS FOR THE

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