General Introduction
Sport and Media have one very important feature in common: they both foster greater communication between people of the world and contribute to breaking down barriers. It is in the interest of both European Athletics and the LOC to break down barriers and to offer the best conditions to all Media representatives.
With the increasing diversification of global information, the changing media landscape has gained increasing importance. New technology offers new channels of communication to a wider audience. Information can be obtained 24hrs a day 7 days a week and this new landscape offers many opportunities but also challenges, not least in the responsibility of the LOC and European Athletics to serve its own audience.
Maximising the media coverage of European Athletics events is crucial and the LOC needs to thoroughly prepare to satisfy all the requirements of the various media representatives. The three main categories are as follows:
These groups have common but also separate needs that need to be met by the LOCs at all European Athletics events. The LOC must ensure that the facilities and services provided at the event allow them to create the maximum coverage not only of the event itself but also in the build-up.
An effective Media Services and TV plan requires the involvement of experts if it is to fulfil all its expectations.
The objective must be to create working conditions that allow the media to focus on the athletes and competition, without worrying about administration. This will involve close co-operation with the European Athletics Communications Department, the Host Broadcaster and all other media organisations by the LOC and its Venue Management, Technology and Logistics departments.
This important responsibility must be assigned to a person who has an understanding of all aspects of the media (including its ever-changing technology) and experience of working in media operations at major events. Please, find more details on the Media area structure in the Media Section of the Media Guidelines.
Written Press & Photographers
Written Press
Written press journalists mostly work under extreme pressure and individually. They can, therefore, have complicated requirements that are sometimes particularly demanding. The facilities and services that the LOC can provide to make their work smoother and more efficient are greatly appreciated and will affect how the event is presented to their readers. The aim of this Media area is to understand and meet the needs of the written press. Please refer to the Media Guidelines for further information.
Photographers
Photographers also work under great pressure and have their own technical and operational needs. These are often misunderstood and can be sources of friction between the photographers and the organisers. The aim of the Media department is to make it possible for photographers to do their work with minimum distractions and capture the brief and unrepeatable moments that will define the event.
All agency and newspaper photographers’ work with digital cameras and, to maximise the benefits of this technology, they need to be able to transmit their pictures as quickly as possible. For this reason, the LOC should plan their working spaces as near as possible to the competition area.
The latest technology allows a wireless network connection between the photographers and the Media Tribune, so that pictures can be sent “on air” from the camera to a Photo Editor’s Desk or directly to external points.
Only a few photographers, mainly those working for magazines and books and therefore not on tight deadlines, have more time available.
The positions from which they will be able to take their pictures are of the greatest importance to photographers, who are always trying to get a special photograph or an unusual angle. The LOC needs to make available as many locations as possible while at the same time controlling access so that the photographers are not impeded by others and do not interfere with the operation of the competition, the work of the other media or the views of the spectators. More details can be found in the Media Guidelines.
Television & Radio
Possibly the most comprehensive preparation, in terms of its operation, is needed for the broadcasters. The LOC needs to ensure that their requirements are met, without causing problems to spectators, athletes or officials, and that the event is presented to the best effect, especially to the live audience.
In order to achieve this high standard, European Athletics and its partner EBU work in a close cooperation with the media through the LOC, and especially with the Host Broadcaster (HB), to develop and implement an attractive broadcasting plan.
Among the main aims of the LOC are:
- To work together with European Athletics to design a competition programme/timetable which meets the needs of both the Host Broadcaster and international rights holders (see also the Competition Timetable Section).
- To ensure that a minimum standard of production and contractual conditions are met by the Host Broadcaster (see Television Technical Guidelines).
- To prepare all necessary requirements to ensure the best possible broadcast of the event to all countries around the world.
The needs of broadcasters, particularly television, can have a significant effect on the set-up of the venue and the operation of the competition and the LOC needs to ensure that all the contract responsibilities in this area are fulfilled.
The Host Broadcaster is responsible for producing and distributing the international radio and television signals at the major European Athletics Events (ECH, EICH, ETCH-SL, EXCH) and for providing the technical, broadcasting and other facilities to the unilateral broadcasters and other right holders authorized by European Athletics and EBU. To do this the LOC, in close collaboration with European Athletics and EBU, is responsible for providing all necessary facilities at the European Athletics events to enable the HB to fulfil its responsibilities.
The execution of these obligations will be facilitated if an experienced representative of the Host Broadcaster, or a person with wide experience in this area, is a member of the LOC and that there is a close co-operation with the European Athletics Communications department and the LOC Venue Management and Competition area.
The ‘Letter of Guarantee’ signed by the Host Broadcaster and submitted with the Bid for the event confirms that the standards for broadcast production that have been agreed between European Athletics and the European Broadcasting Union (EBU) will be met (see Television Technical Guidelines).
Careful study of this document is essential for planning these tasks. Once they are fully understood, the LOC and the Host Broadcaster must discuss the implications (responsibilities, construction, costs, etc.) for the particular event and agree on an action plan.
The LOC must take into account three important sets of technical requirements. These apply to both outdoor and indoor stadia:
- Ensure that there is sufficient artificial lighting to ensure the quality of the television picture (minimum requirements to be agreed with Host Broadcaster). Testing of the light levels must take place in the presence of EBU engineers and on the basis of athletics events (not, e.g., football where the lighting focuses to the centre of the field) (see Television Technical Guidelines).
- Ensure that the commentary positions for television broadcasters are of the right size and in the right positions (see Television Technical Guidelines).
- Ensure that the placements of camera positions for the HB and other TV broadcasters fulfil the production requirements of the EBU standards (see Television Technical Guidelines). For indoor and outdoor stadium events, camera positions will sometimes “kill” seats by taking their spaces or blocking their views. The LOC must be aware of all seat “kills” before offering tickets for sale (see Ticketing Section). An early planning is indispensable to all parties.
The Media Services plan needs to be prepared well in advance by the LOC with the support of European Athletics and EBU. All the tasks will require expertise and time and involve significant financial obligations that need to be analysed and fulfilled by all parties involved (see Television Technical Guidelines).
Media Facilities
The media will need to work in a number of areas in and around the venues and most Media facilities are shared by all three main media groups; they need to be planned accordingly by the LOC and the media partners jointly. It is important that the LOC Media department, which is responsible of all three media groups, provides for all their needs and endeavours to create a good spirit of co-operation. The required facilities include the media tribune, mixed zone, circulation ways, lighting, camera and photographers’ platforms and head-on positions, etc.
Some stadiums have permanent media facilities but, usually, temporary facilities will need to be constructed (see Facilities & Venue Management Section). The extent of the facilities and infrastructures that will need to be prepared for the media will, of course, depend on the size of the European Athletics event. Within the Venue Management team of the LOC it is of great importance to have an experienced coordinator to collaborate closely with the Media team in order to ensure the efficient implementation of this important part of the organisation.
More information can be found in the Media Guidelines and the Television Technical Guidelines.
Media & TV Logistics
Because of the importance of the media (all three groups) and their special needs, it is important that logistical matters are given particular attention. And, although these plans and arrangements should be made by the Logistics department, it is essential that all matters pertaining to the media are co-ordinated through the Media department of the LOC.
Accommodation & Accreditation
Accommodation
Media accommodation requests need to be aligned with the media accreditation requests. European Athletics Event Management System will facilitate this work, both in its preparation and execution. It will also assist the LOCs in calculating the numbers of rooms to be pre-booked. Hotel reservations need to be made well in advance by the LOC and to be retained for as long as possible. Booking and cancellation policies must be clearly explained in the accommodation part of the accreditation system (see Services Section).
The LOC must provide information about the different hotels available (a variety of standards and prices should be offered) and the deadlines for bookings. In order to simplify transportation to and from the venues it is preferable that the official media Hotels are as near as possible to each other and to the venue. Normally, media representatives work long hours at the competition venue and a short drive, or even a walk, to and from their hotels facilitates their duties.
Some media representatives will request accommodation in the official hotels while others will make their arrangements independently. Once accreditation is approved, the actual hotel bookings can be co-ordinated with the Logistics department.
Accreditation
Accreditation of all media must follow the European Athletics/LOC accreditation plan. Media accreditation requests are also handled through the European Athletics Event Management System and European Athletics will inform all Member Federations of the time of the opening of the accreditation process in plenty of time before the event. The LOC can then inform the national and local journalists. Once the accreditation process is completed the LOC will review with European Athletics the applications received from national and local journalists before approving individual journalists.
Only broadcast rights holders (national television and radio broadcasters who are EBU Members) have the right to be accredited to and broadcast from European Athletics events. Normally the Host Broadcaster will approve all broadcast accreditation requests before forwarding hotel requests to the LOC. It is important to agree this procedure in advance.
At the European Athletics Championships and other major events there will need to be a differentiation between the different categories of broadcast staff (network executives, commentators, technicians, etc.) and the accesses they are allowed.
Non-rights holding broadcasters can be accredited as observers in the written press area. To avoid mistakes, the organisers must co-ordinate accreditation requests and approvals with the European Athletics Media area and the Host Broadcaster.
For most events, the LOC and European Athletics will set the total number of accreditations available to written press and photographers. For the European Athletics Championships, the LOC, European Athletics and the International Sports Press Association (AIPS) will agree on them. Again, it is important to agree the procedure for booking the hotels in advance. More details can be found in the Services Section, Media Guidelines and Television Technical Guidelines.
Transportation
The LOC must provide transportation between all official media hotels and the competition venue(s) (incl. Road Races in the case of the ECH) and other official venues. There must also be a service from the airport and other major arrival points to the accreditation centre for those not staying in official hotels and to/from the official hotels for those staying there. Transportation for the media needs to be included in the general transportation plan of the LOC and during the event it should be managed separately by an LOC member responsible for media transport.
The LOC will not be responsible for the transport of media representatives who book their own accommodation but these representatives should be authorised to use the transportation system from the official hotels. If the media hotels are located near to each other, even if they are of different standards, the operation of the media transportation system will be simplified. For more details the following documents are available: Services Section, Media Guidelines and Television Technical Guidelines.
Catering
Refreshments must be made available for all media representatives. For smaller events, complimentary coffee and cold drinks should always be available and snacks (sandwiches, cookies, etc.) are welcomed.
At European Athletics major events, particularly those in hot weather, cold refreshments must be provided in the Media Tribune, Media Centre, Mixed Zone and for the photographers, to ensure that those working do not have queue in the public areas to buy what they need (see Media Guidelines & Television Technical Guidelines).
If an event schedule has a break between two sessions, a place where the media can have a meal in or near to the venue must be organised. Normally, this is a buffet style service. This happens mainly at ECH and EICH where hot meals must be available at reasonable prices. At other events, where a specific media restaurant may not be justified, the LOC must ensure that journalists have access to catering facilities in or near the competition venue at reasonable prices.
At the major European Athletics Events, the LOC is also responsible for providing a catering service to the Host Broadcaster and Unilateral Broadcasters; as a part of the LOC-HB contract. This catering service is at the expense of the broadcasters themselves and the Host Broadcaster must approve the plans in advance (see Television Technical Guidelines).
Other Media Services
As part of the LOC’s Media department’s responsibilities it must issue regular promotional and other information during the build-up towards the event. The specific information needs to be planned in advance with the European Athletics Communications department.
Website
The LOC is required to establish and maintain an exclusive event website as an information and promotion tool. The information on the website must be interesting and informative to the media and the public and it is essential that it is always up-to–date before the event, during it and also for a reasonable period after the event.
European Athletics may decide for certain events to integrate the LOC online presence within the European Athletics website.
The LOC needs to appoint a team member to be responsible for the official website of the European Athletics event as well as for all social media outlets. (Please refer to the Media Guidelines for more details.)
Statistics
If required by European Athletics, the LOC must publish a statistical handbook for their event, to include results of previous editions of the event and other statistical information useful to the media. The same information must be made available electronically through the event website. European Athletics can provide the contents and copies of previous statistical handbooks for guidance.
Immediately prior to and during the event, the following areas need to be checked:
- The statistical data provided by Member Federations regarding athletes. Immediately after the final entry deadline, this data needs to be checked and amended as necessary; and to be completed before the Technical Meeting.
- Updating (e.g. personal bests set in qualification rounds) of statistical data related to the event, ranking lists, national records, etc. for the CIS and on request.
European Athletics will appoint one or more statisticians, depending on the event, for this work. More details can be found in the Media Guidelines and in the Official Printed Material Section.
Media Guide & Host Broadcaster Handbook
Media Guide
The Media Guide is produced and distributed by the LOC to all journalists and photographers attending the event. It is recommended that the guide is sent electronically in advance together with the accreditation confirmation. Updates, or information which was not available at that time, can be included in the hard copy that is issued upon arrival. The latest version of the Media Guide should also be available on the LOC website as a download (see also Media Guidelines).
In addition to general information about the event, the guide must contain the specific logistical details, services, technical facilities and other information that apply to these media groups.
European Athletics will provide the organisers with a list of contents, appropriate for the event.
More details about the recommended graphical layout can be found in the Official Printed Material Section).
Host Broadcaster Handbook
For the ECH the Host Broadcaster is responsible for providing this Handbook; with the support of the LOC and overview by European Athletics. Within this manual the Host Broadcaster describes the production plan presented during the World Broadcasters Meeting, including the production of the international signal, with the production feeds, camera plan, running orders, TV graphics, the services for the broadcasters, media services and facilities and all logistical matters. The Handbook is normally handed out to all right holders upon arrival, though it would be useful to make it available on the LOC website in advance.
This document needs to be approved by European Athletics before its production. Please refer to the Official Printed Material Section for more details.