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26 April 2013

IOC Executive Board meeting and 125th IOC Session in Buenos Aires, Argentina – Information for the media

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IOC Executive Board meeting and 125th IOC Session in Buenos Aires, Argentina – Information for the media

For those wishing to attend the IOC Executive Board meeting and 125th IOC Session in Buenos Aires, Argentina, please note the following updates:

  • ACCOMMODATION: the Local Organising Committee’s website: www.buenosaires2013.com is now available. Media can book their own accommodation online here
  • BROADCAST COVERAGE OF THE IOC SESSION: IOC Production - the Production Schedule, which outlines the live coverage of the events, has been updated
  • BOOKING FOR BROADCAST FACILITIES: the Broadcaster Questionnaire (to be completed by broadcasters’ wishing to book various facilities and services) as well as the Broadcaster Rate Card Part B (to book technical facilities) have both been updated.

1) GENERAL INFORMATION

The IOC Executive Board (EB) meeting and annual general meeting (Session) of the members of the International Olympic Committee (IOC) will be held in Buenos Aires, Argentina, from 4 to 10 September 2013 (EB 4 and 5 September/Session 7 to 10 September).

The 125th IOC Session will take decisions on key policy issues and in areas under its authority, including the election of the host city for the 2020 Olympic Games, on 7 September; the possible inclusion of a new sport in the Olympic programme, on 8 September; and the election of the new IOC President, on 10 September.

The three Candidate Cities are Istanbul (Turkey), Tokyo (Japan) and Madrid (Spain) – listed in the order of drawing of lots.

The meetings of Executive Board and Session, the presentations of the Candidate Cities, the vote to elect the host city, the announcement ceremony of the 2020 host, the signature of the Host City Contract, the vote to possibly include a new sport in the 2020 and 2024 Olympic programme, the election of the new IOC President and all media conferences, including the joint IOC/host city media conference, will all take place at the Hilton Buenos Aires, Avenida Macacha Guemes 351, Buenos Aires, C1106BKG, Argentina. Tel: +54 11 4891 0000. Please click here for the map of the hotel and its surroundings.

2) ACCREDITATION

Media representatives wishing to cover the 125th IOC Session, including the election of the 2020 host city, the vote on a possible new sport in the 2020 and 2024 Olympic programme and the election of the new IOC President, are required to complete the accreditation application on the IOC website by 28 June 2013. Any questions regarding the application procedure should be referred to the IOC Media Relations Team at pressoffice@olympic.org.

To submit your request for accreditation, please click here.

Accreditation cards will be distributed at the Accreditation Centre, which is located at the entrance to the Main Media Centre at Parque de las Mujeres Argentinas – approximately 150m from the Hilton Hotel. Cards will be distributed only upon presentation of a valid passport or a valid Argentinean ID (DNI).

3) VISAS AND IMMIGRATION

The Immigrations National Office has approved that international media attending the IOC Session will not have to apply for a working visa to enter Argentina for reporting purposes.

However, those from the countries which normally require a visa to enter Argentina will still have to apply for a visitor’s visa.

For entry to Argentina, passports need to be valid for at least 90 days after date of departure.

Useful information on visas:

Visa-Exempt Countries

Nationals of the following countries do not require visas to visit Argentina for tourism or family visits for a period not exceeding 90 days or for transit:

United States of America (Reciprocity Fee), Andorra, Armenia, Australia (Reciprocity Fee), Austria, Barbados, Belgium, Bolivia, Brazil, Bulgaria, Canada (Reciprocity Fee), Chile, Colombia, Costa Rica, Croatia, Cyprus, Czech Republic, DenmarkEcuador, El Salvador, Estonia, Finland, France, Germany, Greece, Guatemala, Guyana, Haiti, Holy See, Honduras, Hong Kong S.A.R., Hungary, Iceland, Ireland, Israel, Italy, Japan, Korea, Latvia, Liechtenstein, Lithuania, Luxembourg, Macedonia, Malta, Mexico, Monaco, Montenegro, the Netherlands, New Zealand, Nicaragua, Norway, Panama, Paraguay, Peru, Poland, Portugal, Romania, Russian Federation, Saint Kitts and Nevis, Saint Lucia, San Marino, Saint Vincent and the Grenadines, Serbia, Singapore, Slovakia, Slovenia, South Africa, Spain, Sweden, Switzerland, Thailand, Trinidad and Tobago, Turkey, Suriname, Ukraine and United Kingdom of Great Britain and Northern Ireland and Uruguay. Venezuela (up to 60 days). Grenada, Hong Kong (With British Passport B.N.O), Jamaica and Malaysia (up to 30 days).

If your country is not listed above, a tourist visa will be required to enter Argentina. Please find the list of Argentinean Embassies here

If you are from one of the countries where a valid visa is required for entry into Argentina, the Local Organising Committee will provide an invitation letter in order to assist with your application for a visa.

To request an invitation letter, please send your email before 28 June to: media@buenosaires2013.com.

Passports must contain two blank pages for visa and stamps. You should apply for a visa at the nearest Argentinean embassy.

 Please note that visas cannot be issued upon arrival in Argentina and must be applied for in advance. There is also a reciprocity fee for American, Australian and Canadian citizens, which is required to be paid in advance of your trip to ensure a smooth arrival in Buenos Aires. The rates are as follows:

  • USA: USD160
  • Australia: USD100
  • Canada: One entry, USD75. Multiple entries in five years, USD150

Full instructions on procedure can be found here.

4) ACCOMMODATION

There are a range of media hotels situated within the vicinity of the Hilton Buenos Aires which can be booked by media.

Rooms have been secured at a preferred rate for media for bookings made before
28 June 2013. After this deadline, the room allotment will return to the hotel, which is free to resell to other parties and/or at a different rate.

Click to view the list of preferred media hotels and rates

Once accredited, media are responsible for booking their own accommodation through the Local Organising Committee website www.buenosaires2013.com prior to 28 June.

5) TRANSPORT

There will be a Media Shuttle Bus operating between the designated media hotels and the Main Media Centre. The full timetable will be available at your hotel upon check-in. This service will run from 5 to 10 September. There will also be a taxi rank adjacent to the Main Media Centre.

Media who choose to stay at other hotels will be required to arrange their own transport.

Airport transfers will be available to/from the designated media hotels from 5 September to 11 September 2013. Outside these dates, media should make their own transport arrangements between their arrival/departure airports and their designated hotels.

There will be volunteers present at the main Buenos Aires International Airport – Ministro Pistarini International Airport (EZE) – as from 5 September 2013 to assist with any problems on arrival.

6) SCHEDULE OF EVENTS

Click here for the complete schedule of events.

7) BROADCAST COVERAGE OF THE IOC SESSION

IOC Production

The IOC has named OBS as the host broadcaster for this event. OBS will produce the live radio and television coverage. The international signals produced by OBS will be made available as “pool coverage” to participating broadcasters at the IBC for live broadcast. The international signal will be in high-definition with a 16:9 picture ratio, HD-SDI 1080i 50Hz, and will be distributed to the broadcasters in the IBC in HD-SDI.  

Click here for the production schedule, which outlines the live coverage of the events.

Important:

Broadcasters may broadcast the IOC “pool coverage” (as defined above), in whole or in part, either live or for a maximum of 24 hours after the meetings/events. After that time, broadcasters may broadcast only short excerpts for news purposes in regularly scheduled news programmes. These broadcasts may not be sponsored in any way which gives the impression that third parties are linked to the Candidate Cities or to the Olympic Games, unless such third parties are Olympic sponsors in the territory in which such broadcasts take place. All broadcasters who make use of the “pool coverage” or who otherwise broadcast coverage of the 125th IOC Session shall be deemed to agree to these conditions.

8) MEDIA FACILITIES AT THE HILTON BUENOS AIRES

Various media facilities will be located within or adjacent to the Hilton Buenos Aires, and will include the Main Media Centre (MMC) incorporating both the Main Press Centre (MPC) and the International Broadcast Centre (IBC) and various general facilities and services. The Media Conference Room will be located just outside the Hilton Hotel. Only accredited media will have access to these facilities.

The MMC will be operational during the following hours:

IBC/MPC OPERATING HOURS

Sun 1 Sep.       9 a.m. – 8 p.m.
Mon 2 Sep.      9 a.m. – 8 p.m.
Tue 3 Sep.        9 a.m. – 8 p.m.
Wed 4 Sep.      9 a.m. – 8 p.m.
Thu 5 Sep.        9 a.m. – 8 p.m.
Fri 6 Sep.         9 a.m. – then 24hrs until 8 p.m. on Sun 8 Sep.
Sat 7 Sep.        24hrs
Sun 8 Sep.       until 8 p.m.
Mon 9 Sep.      9 a.m.  – then 24hrs until 6 p.m. on Wed 11 Sep.
Tue 10 Sep.      24hrs

Note: The IOC reserves the right to alter operating hours depending on the needs of the media.

There will be a security sweep of the IBC/MPC. This date is yet to be set.

Main Media Centre (MMC)

The Main Media Centre is a temporary facility located at the Parque Mujeres Argentinas, Juana Manso 800, 1107, Buenos Aires, between Manuela Sáenz and Marta Lynch, 150m from the Hilton Buenos Aires. To consult the map of the Main Media Centre, please click here.

The Main Media Centre will combine both the International Broadcast Centre (IBC) and Main Press Centre (MPC).

The MMC will consist of 640 workstations each fitted with power and wireless internet access. A number of cabled internet positions will also be available. Interpretation will be available in French, English and Spanish via headsets during the press briefings and press conference. Lockers will be available for rent through the Media Service Desk. International access telephones will be available for use.

Internet access will be provided free-of-charge to the media; however, dedicated services and higher capacity telecommunications can be ordered via the Press Rate Card. Click here to download the Press Rate Card

Media will be able to follow the 125th IOC Session, the announcement ceremony and the election of the IOC President live by closed circuit TV and on large screens within the MMC. Click here for the floor plan of the MMC.

International Broadcast Centre (IBC)

The IBC will be located within the MMC and will be made available to broadcasters who have booked facilities, such as modular or tailored space. Broadcasters can book furniture, TV monitors, communications facilities and equipment, etc. Please check the Broadcaster Rate Card Part A here 

Broadcasters who wish to book technical facilities should refer to the Broadcaster Rate Card Part B, which can be found here 

Media Service Desk - MPC

The Media Service Desk will be located inside the MMC and will include a variety of facilities to help service the media, such as the Candidate City publications desk and general and tourist Information.

The Media Service Desk will include the following:

- General assistance and technical support for electricity, computers, internet connections and telecommunications
- Rate Card Service Desk (not for Broadcaster Rate Card Part B)
- Advice on filming within Buenos Aires

The Media Service Desk will be operational from 31 August to 10 September during the same hours as the IBC/MPC.

Media Conference Room – Hilton Buenos Aires

The Media Conference Room will be the site of the various press conferences and press briefings during the 125th IOC Session. The Media Conference Room will be open to all media and will have a platform with proper audio splits for a limited number of ENG crews and photographers. The Media Conference Room is located at the back entrance of the Hilton Buenos Aires, a 150m walk from the MMC. Free-of-charge wireless internet will be available in this area. 

Mixed Zones – Hilton Buenos Aires

Mixed zone opportunities will be available during the 125th IOC Session for short interviews. Media are advised that space is limited and that access will be controlled by the use of a supplementary access device, which can be requested via IOC Media Operations in the MMC for press and photographers, and at the OBS Office in the IBC for broadcasters. Further information on mixed zone operations and timings will be available at the IOC Media Operations office in the MMC and the OBS office in the IBC during the event.

Stand-up locations

As part of the broadcast infrastructure, there will be a select number of dedicated and bookable stand-up locations outside of the IBC with a view of the Hilton Buenos Aires.  

Media Access to the Announcement Ceremonies and Candidate Cities’ Presentations

Media will be able to follow the 125th IOC Session, the presentation of the Candidate Cities and the announcement ceremony of the 2020 host city live by closed circuit TV and on large screens within the IBC and MPC.

During the Candidate Cities’ presentations, a limited number of ENG and photographer platforms will be available in the Session Hall within the Hilton Buenos Aires. These positions are fixed, with no roaming permitted within the Session Hall. For the announcement of the host city of the 2020 Games and the announcement of the new IOC President, there will be a limited number of photographer, commentary and ENG camera positions within the Announcement Hall in the Hilton Buenos Aires.

Access will be controlled by the use of a supplementary access device, which can be requested via IOC Media Operations in the MPC for press and photographers, and at the OBS Office in the IBC for broadcasters.

9) BOOKING FOR BROADCAST FACILITIES

OBS is using Eurovision as Technical Service Provider for the broadcast facilities.

Broadcasters should begin the ordering process for services and facilities for the event by first completing the Broadcaster Questionnaire. The Questionnaire asks for general information about the broadcasters´ specific broadcasting plan for the Session and is required for broadcasters that require the booking of various facilities and services, as well as accreditation for the event.

As mentioned previously, a Broadcaster Rate Card for standard facilities and services is available for broadcasters, click here for the Broadcaster Rate Card Part A and for the Broadcaster Rate Card Part B to download. The items and rates listed in the Broadcaster Rate Cards are subject to change and will depend on availability and demand. Requests for items not included in the Broadcaster Rate Card Part A can also be made.

Bookings and requests for broadcast facilities should be directed to the contacts whose details can be found below for both Part A and Part B of the Broadcaster Rate Card.

Bookings for items of Part A of the Broadcaster Rate Card:

Email the completed order as part of the Broadcaster Questionnaire to:  

Local Organising Committee, Buenos Aires
Alejandra Oreskovic
Email:  
ratecards@buenosaires2013.com
Tel:       +54 11 4514 1400

Bookings for items of Part B of the Broadcaster Rate Card:

Email the completed order as part of the Broadcaster Questionnaire to:

Eurovision –Euroradio (Technical Services Provider)
Nathalie Minard (TV Contact)
Email:  
bookings@eurovision.net
Tel:       +41 22 717 28 40
Fax:     +41 22 747 48 42

Christophe Pasquier (Radio contact)
Email:
bookings@eurovision.net
Tel:  +41 22 717 26 22
Fax: +41 22 747 46 22

General Broadcast Enquiries:

All bookings and requests for broadcast facilities for both Part A and Part B of the Broadcaster Rate Card should also copy OBS at the email address below.

Olympic Broadcasting Services

Matt Mason
Email:  
iocsession@obs.es  
Tel:       +34 91 502 9700
Fax:     +34 91 502 9710

The deadline for bookings is 28 June 2013 and priority for facilities and services will be given to broadcasters from the countries of Candidate Cities.

Once the bookings have been confirmed, these two organisations will process their respective invoicing.

10) COPYRIGHT

All broadcasters should note that their broadcasts may not be sponsored in any way which would give the impression that third parties are linked to the Candidate Cities or to the Olympic Games, unless such third parties are Olympic sponsors in the territory in which such broadcasts take place.

11) OTHER KEY CONTACTS

IOC Media Relations: 
Contacts: Andrew Mitchell, Sandrine Tonge, Nimtaz-Tanya Noordin
Phone:  +41 21 621 6000
Email:  
pressoffice@olympic.org

IOC Media Operations:
Contact:  Anthony Edgar
Phone:  +41 79 6151327
Email:  
anthony.edgar@olympic.org

OBS:
Contacts:  Matt Mason
Tel:  +34 91 502 9700
Fax:  +34 91 502 9710
Email:  
mmason@obs.es  

Local Organising Committee, Buenos Aires:
Contact:  Maria Martha Ambrosoni
Phone:  + 54 11 4010 0300
Email: 
media@buenosaires2013.com

Important documents to download:

Broadcaster Questionnaire

Broadcaster Questionnaire – Connectivity Block Diagram

Broadcaster Rate Card Part A

Broadcaster Rate Card Part B

Press Rate Card

Maps of Buenos Aires

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