Summit Meeting of NATO Heads of State and Government

1. This Media Advisory complements the brief advisory released late July 2010 and concerns the NATO Lisbon 2010 Summit. It marks the opening of the media accreditation and contains information for media planning, video and audio transmission and recording, working facilities at the International Media Centre (IMC) in Lisbon and initial information on event coverage and pools.
   
2. For further information on the Summit and about NATO, please visit: http://www.nato.int/.

Content:

General information

3. A NATO Summit of Heads of State and Government will be held on 19-20 November 2010 in Lisbon, Portugal. The meetings will be chaired by the NATO Secretary General, Anders Fogh Rasmussen. The Prime Minister of the Portuguese Republic will host the meetings. The first official event of the Summit is expected in the afternoon of 19 November.
4. Before the Council meetings begins on Friday, NAC leaders and other principals may be involved in non–Summit events, in their own individual and/or in bilateral events at the margin of the Summit. The NATO press office and that of each official delegation is the source of information about leader’s involvement in side events. After the Council meeting on Saturday, and possibly already on Friday, it is foreseen that the Secretary General and a number of other leaders will hold press conferences. Detailed schedules are being developed and will be communicated via CCTV in the media centre.
5. The International Media Centre in Lisbon is the official media centre for Summit events. It is will be located in Pavilions 3 and 4 of the Feira Internacional de Lisboa - FIL and will be open 24 hours for Summit-credentialed media beginning 18 November until the IMC closes at 12 noon on 21 November. Media arrangements for the media centre or at any official Summit event or venue can be made through the contacts listed in this advisory and not with event venues directly. More detailed information on working facilities appears further down in this Advisory.
6. The NATO Media Accreditation Office will distribute NATO’s Summit Media credentials from 17 through 20 November. This Summit media credential is required for access to the media centre and to any Summit event. Application is possible via a website on the internet; the deadline to apply is Monday 15 November 2010 at 11:00 GMT. The NATO Media Accreditation office will be located in the North-West corner of Summit venue. Hours of operation for the Accreditation Office each day are detailed below. All times are local.

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Basic information about the International Media Centre facilities

7. The Summit’s official International Media Centre is the central distribution point for information and material including live and taped video and audio, photo and other.
8. Pools form only at the media centre and any coverage of Summit events starts there only: Media assigned into pools covering any Summit event must start their coverage at the Media Centre. Media are required to undergo a security check and then to travel to the event location only via Summit-provided official transportation.
9. Facilities planned at the International Media Centre (IMC) for credentialed media include:
   • Open and available 24 hours a day between 18 November at 8 a.m. and 21 November at 12h noon.
   • Summit Information Desk and media office support
   • NATO and host nation Press Offices
   • General press workroom with 900 seats, Wi-Fi, shared internet connections, live television and sound feeds, shared land telephone line connections, electricity connections, LAN connections to printers for the positions with personal computers
   • TV and Radio work editing booths, production space with Wi-Fi, electricity etc
   • Press Conference rooms
   • Television stand-up positions, indoor and outdoor
   • Restaurants and 24-hour cafeteria facilities
   • Closed Circuit TV
   • shop with basic amenities, coin lockers
10. There is a separate section toward the end of this advisory about television and radio (e.g., free satellite transmissions, live streams, and distribution and recording points).
11. Complimentary wireless internet access will be available throughout the working area of the media centre. For media representatives bringing their own laptop, an RJ 45 connector to connect to the LAN network will be needed. Media are also advised that they are responsible for the security of their own equipment.
12. A limited number of personal computers are made available for shared use in the working area of the media centre. These shared PCs are on a local area network (LAN) with printer capability.
13. Security checks of media belongings: Media are also informed that security personnel will have full authority to examine and test any equipment and to examine any other items brought by media to any secured site including the IMC. Media are advised to plan enough time to allow for security checks each time they enter the IMC.
14. How to bring large amounts of equipment into the IMC: Any large amounts of equipment (equipment that is larger than hand-carry) that media intend to install in the IMC should be put into place before close of business (Lisbon time) on 18 November.

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Details about Media Accreditation procedures

15. Media representatives wishing to cover Summit events and/or to enter the Media Centre must apply to receive the NATO Lisbon 2010 Summit Media Credential. For certain specific events,media must also be assigned an event-specific “pool card” but the NATO Summit Media Credential is needed in order to be eligible to receive a pool card.
16. Applications for accreditation can only be made on-line via the following link: https://my.hq.nato.int/. Requests for pools and queries about accreditation should be made using the email addresses provided at the end of this advisory.
17. The accreditation process is summarized on the NATO website at the following Internet address: http://www.nato.int/cps/en/natolive/news_47798.htm. It requires interested media representatives to create a user name and password and to provide a digital COLOUR picture (3.5 x 4.5 cm passport-type photograph in JPEG format).
18. Applications for accreditation should be made no later than 11:00 a.m. GMT on Monday, 15 November 2010. Applications received later than the deadline are likely to be delayed or entirely refused. Even if an application received after the deadline is considered for the Summit media credential, that applicant will not be considered for any pool.
19. The final screen of the on-line application process displays a summary of all the data that you submitted to confirm that you are satisfied with the data. This is the DATA CONFIRMATION SCREEN. It is strongly recommended that you PRINT this Data Confirmation screen and bring it with you when you collect your media pass in Lisbon.
20. Summit Media Credentials must be collected in Lisbon and only in person by each individual applicant. Each applicant must present himself or herself at the NATO Media Accreditation office (hours and days listed above) located near the Summit site and near public transportation. Welcome desks at the city’s airport can help you locate the venue.
21. Each applicant will be invited to show the media accreditation staff:
    • his or her own valid photo ID card OR passport AND
    • a valid national press card OR letter of accreditation from a recognized media organization.
22. Summit media passes must be worn clearly at all times. In addition, pool cards for individual events must also be worn clearly at those events. Media representatives are also informed that secondary identification may be requested by security personnel at any time within a secured zone.

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Preliminary information on the media programme

23. Media representatives will receive the definitive media programme as well as the Summit media handbook as they are handed their NATO Summit Media Credential at the NATO Accreditation Office. Most Summit events will be covered via a system of pools because of space limitations and other considerations. Details of how to acquire pool cards as well as details on the responsibilities of being in a pool is provided below.
24. Coverage of airport arrivals of leaders: NATO and host nation media teams will together organize pooled media coverage of the arrival in Lisbon of the Secretary General and of some Alliance leaders based on media interest; details will be made available from the NATO or Portuguese Pools manager closer to the date.
25. For the arrival of any other leader, arrival arrangements including coverage will be made directly between the leader’s representatives and the Host Nation. Information should be sought directly from the delegation concerned. Arrivals on Friday 19 November by NAC leaders may be transmitted LIVE by HOST TV and seen LIVE in the IMC/Media Centre (TBC). The schedule will be shared on CCTV in the Media Centre as each arrival time is confirmed by a leader’s representatives.

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Events likely to be covered by pools – This list is subject to change

26. These are main events where the NATO pool system for photographers and videographers must necessarily be used. Events, times and pool size are still being finalized, but the list is likely to include:

Event: Arrival (date and time tbd) of the NATO Secretary General at Lisbon airport

COVERAGE: POOL and LIVE on CCTV

Event: Youth Conference

COVERAGE: tbc

Friday, 19 November

Event: Arrival of Heads of State at Lisbon Airport

COVERAGE: POOLS to be arranged based on media interest

Event: NATO Secretary-General addresses Public Diplomacy Event on the margins (TBD)

COVERAGE: HOST TV & POOL

Event: NAC Leaders Working Dinner

COVERAGE: POOL & HOST TV TBD

Event: Ministers’ working event

COVERAGE: tbd. POOL & HOST TV TBD

Saturday, 20 November

Event: NAC Leaders arrivals

COVERAGE: HOST TV and POOL

Event: Honouring Ceremony and opening sessions of the North Atlantic Council

COVERAGE: HOST TV and POOL

Event: Official Photo of Leaders

COVERAGE: HOST TV and POOL

Event: Closing Press Conference by the NATO Secretary General

COVERAGE: HOST TV and ALL MEDIA

Event: Individual Press Conferences by some NAC Leaders

COVERAGE: As determined by the individual delegation

details provided by Delegations will be made available on CCTV

27. Coverage of bilateral meetings of the NATO Secretary General. NATO arranges media coverage of the bilateral events of the Secretary General by agreement with the other principals involved in the bilateral. Media interested in covering the Secretary General at these events should contact the NATO Press Office.
28. Coverage of bilateral meetings between NAC leaders. Delegations are expected to take the opportunity of the Summit to schedule bilateral meetings and in some cases they will permit some media coverage of their own meetings.
29. These bilateral meetings are not official Summit events and therefore, it is the responsibility of each individual delegation to decide whether to have coverage and to arrange their own media coverage, including identifying media that will have access and arranging with Host security to provide access for those media. Media wishing to cover any leader’s bilateral meeting scheduled should contact the press officers of that individual leader.
30. Information about leaders’ private programmes: Media seeking information about the private programme or non-Summit schedule of an individual NAC leader are reminded to make those inquiries, please, through the delegation Press Officer.

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How to acquire pools cards?

31. When there is ample space, events are “OPEN” to media. Some Summit events or parts of events are declared OPEN on the media schedule which means that space permits that all media credentialed for the Summit are eligible to cover that event.
32. When circumstances do not allow “open” coverage, especially as space for media is unavoidably limited, events are covered by smaller groups of media designated as pools. POOLED events often include NAC working sessions and dinners. POOLED events can be covered only by photographers and videographers.
33. Pool cards are given to national delegations. The limited numbers of pool cards are apportioned to the delegations. The pool cards then are delivered to the media by the press officers of Summit Delegations. To request a position in a pool, media need to contact the press officers of the country to which the Media belongs. Contact details for Delegation Press officers who will be in Lisbon will be made available in the Media Handbook delivered upon accreditation. The NATO or Portuguese Pool Managers should also be able to help with this information. Finally, media representatives from countries with no official delegation participating in the Summit can apply for a pool pass through the NATO Media Coordinator’s office: pools-Lisbon2010@hq.nato.int.
34. Pools and Pool cards for this summit. Pool cards for the NATO Summit will be distributed by NATO to delegation press officers only in Lisbon and no earlier than 18 November 2010. Official photographers and official videographers selected by their delegation to be in a pool also must have the pool card for admission to the pooled event.
35. Pools will originate at the Media Centre for their security check and official transportation to the event. The time that you must report to the IMC for your pool will be furnished to the delegation press officers with the pool cards and will be displayed on the TV information screens on Closed Circuit TV. It is also contained in the Official Media Programme.
36. Obligation to share your material from your pool with others: When a media representative accepts a NATO pool position it is with the strict understanding, in accordance with international practice, that the act of accepting the credential to be in a NATO pool signals explicit and unconditional agreement by that media representative that he/she will share all information collected, and/or all material produced, while in that pool.
37. Accepting the pool card also automatically signals explicit agreement that the media representative will share that information and material with no impediment from their own news organization, at no charge to other journalists and with no restriction on the use of the material for legitimate news purposes. Media representatives can only accept the pool credential if they have the explicit backing of their employer to all of the conditions on providing and sharing pool material as the basis of accepting the pool position.
38. Photographers seeking pool photo materials should first contact the Wire service photo agency of which they are a member or client. Media representatives and the news organizations that employ them who accept any material from a pool accept it do so with the understanding that it must be identified as pool material and that the material can be used only for legitimate news purposes ; the receiving party has no right to sell pool material or otherwise profit from it.
39. Those who are not themselves in pools can also obtain photographic and video material from any pooled event from NATO Press & Media Service.

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How press conference are scheduled in the International Media Centre?

40. The Host Nation makes a number of briefings rooms and interview corners available in the media centre. Access to press conferences at the centre is normally open to all accredited media without needing pool passes but delegations reserve the right to restrict access to their national media only.
41. All of the briefing rooms will be equipped with TV lighting and sound systems including connection points for sound recording. All of these rooms have Wi-Fi coverage. Certain briefing rooms will have simultaneous interpretation equipment. Only national delegations may reserve these rooms. Press conference schedules will be displayed on CCTV. Press conferences in the Main Press Theatre will be live on CCTV. Press conferences in other briefing rooms may be shown on CCTV as the schedule of events permits.

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Request for interviews

42. Requests for interviews with the Secretary General should be addressed well in advance to the NATO Spokesman’s Office using the email provided at the end of this advisory.
43. Requests to interview other NAC leaders and representatives from Delegations should be directed to the leader’s and delegation’s press officers. Prior to the summit, the point of contact is the individual leader’s official press officers. When delegations arrive in Lisbon, the contact details for delegation press officers in Lisbon will be available in the Media Handbook delivered upon accreditation.
44. Closed-door interview corners are available nearby the Radio studio and the larger briefing rooms. Access to interview corners, designed to facilitate one-on-one interviews, is arranged with the NATO Briefings manager. Interview corners will be provided with no equipment inside except furniture and basic lighting / electricity plugs. They are intended for quiet interview or background-type discussions.

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Information about live TV, live stream, free satellite, video and audio distribution, host TV and TV & radio working facilities

45. There will be live free television of public Summit events on 19-20 November 2010, as well as live telecasts of some events that occur on the Summit margins, produced by Portugal through the HOST TV broadcaster. A more complete schedule will be available closer to the Summit. This is arranged by NATO and the Summit Host Country as a courtesy to the general public with the understanding that the video and audio may be used only for appropriate news and public affairs uses.
46. The Host TV will be transmitted into the media centre and distributed through the central production point. Host TV will be shown LIVE on Closed Circuit TV screens throughout the IMC (headsets available for audio language selection) and via NATO Websites http://www.nato.int/ and http://www.natochannel.tv/.
47. NATO will provide Free Live Satellite transmissions of video and audio (4 channels) from HOST TV of major Summit events. NATO will provide these transmissions live via satellite with no encryption and no downlink charges. The schedule and satellite coordinates will be released in a separate NATO advisory just prior to the summit.
48. There will be free video and audio recording points (four channels of audio) in the Press Room of the IMC for media to record video and audio from Host TV. This is available LIVE ONLY. Media are responsible to bring all of their own recording equipment including cables, connectors and tape stock. This access to feed points is meant to be short-term and ‘on the go’, and it will not be possible to cable from there to any editing booths. After live events, these feed points will be vacated by media until the next live event.
49. EUROVISION will provide for its television clients comprehensive broadcast facilities, including live stand-up positions for live programme inserts, tape play out in multiple formats, editing and distribution of Host TV Video and audio signals in unequipped work spaces and TV editing booths. Booking requests for Eurovision assistance, for stand-ups, tape play out, editing, studio time and/or use of a dedicated TV editing booth should be addressed prior to the Summit event to:

50. Dedicated workspace in the Media Centre is designed for TV and radio use. It is comprised of a large number of small editing booths with table, chairs, electricity and Wifi. EBU/Eurovision is handling the booking of TV and radio workspace.
    
    Booking an editing booth must be done by individual TV or Radio organisations and for themselves, in full transparency. When booking a workspace, Media should specify whether they do so with or without Eurovision/EBU services. When booking an editing booth without Eurovision/EBU services, Media are advised that they are responsible to fully support themselves, to provide all of their own equipment, connectors and especially cable and should plan to bring and run all their own cable for their own connections (video and audio) to master control. Master control will provide Host TV signal in live only (the number of connections is limited), and all installation work not going through Eurovision/EBU, and notably all cabling work, must be completed by 19h00 on 18 November 2010.
51. Summit organizers have built a large number of Stand-up Positions for TV at the IMC, indoor and outdoor. These positions can be reserved EITHER by contacting the host nation on a first come, first served basis, and TV media who opt for this option need to be completely self-supporting (contact information is below for the TV coordinator of the Portuguese Summit Task Force); OR positions can also be reserved via Eurovision which is managing use of some stand-up space for its clients. Please contact them directly (contact information is above) to make your arrangements.
52. AUDIO: The official languages of NATO are English and French and official events are conducted in English and French. Media however will have FOUR channels of audio available to them from official events where speaking is scheduled. The four channels will include ORIGINAL language, ENGLISH translation, FRENCH translation and PORTUGUESE translation.
53. Four channels of audio will be on NATO’s free live satellite transmissions and all four channels will be at the recording points in the IMC. Media working through Eurovision and EBU can make their own arrangements directly with them for language selection. Media working independently in TV/radio workspace must select and cable their own audio. Audio on the live streams on NATO websites will be original sound only.
54. ISDN lines for radio transmissions will be available. They will be in “Euro ISDN” standard. Please check if you need to bring your own adapter to use Euro ISDN lines. For additional technical information and technical support, please contact the Portuguese Summit Task Force Radio Coordinator.
55. Radio studios, editing booths, selected audio feeds and sound distribution points will be made available to radio media representatives. The Radio studio can be reserved via the Portuguese Radio Coordinator whose contact details appear below. Radio editing booths and other services can be arranged via the EBU radio coordinator whose contacts appear below.

Julia LONICER
EBU Radio Coordinator
Mobile: +41.79.230.1508
E-mail: lonicer@ebu.ch

56. Uplink trucks (live transmission trucks) will be given access to the open-sky car park at the Media Centre but all trucks must pre-register by Monday 15 November and provide details (e.g., registration number, make and dimensions) of the uplink trucks that will be brought to the IMC Parking area. Drivers and technicians operating these vehicles must have the NATO Summit Media Credential. The Portuguese point of contact for these requirements for truck access is the Portuguese TV Coordinator.

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Accomodation for media representatives

57. The first media advisory released on 30 July 2010 (http://www.nato.int/cps/en/natolive/news_65098.htm?mode=pressrelease) provided information about media accommodation. The Host Nation has a centralized hotel room booking system for media representatives in order to provide assistance with available rooms.

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Contact information

NATO Media Coordinator
Mr. Damien ARNAUD
Secretariat: +32.2.707.1431

Portuguese Media Coordinator
Mrs. Ines DANTAS
Secretariat: +351.21.392.8515

National Contacts for NATO Allies

58. Contact details for press officers with delegations at the Summit will be made available in Lisbon at NATO Media Accreditation. Prior to that time, media should contact the NATO Delegation press officer in Brussels for information as appropriate.

Telephone: +32 (0)2 707 50 41. Fax: +32 (0)2 707 50 57.
press@hq.nato.int – http//www.nato.int