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123rd IOC Session and IOC Executive Board meeting in Durban, RSA – Information for the media

21/04/2011

1) GENERAL INFORMATION

The annual general meeting of the members of the International Olympic Committee (IOC) will be held in Durban, Republic of South Africa, from 4 to 9 July 2011.

This 123rd IOC Session will take decisions on key policy issues and in areas under its authority, including the election of the host city of the 2018 Olympic Winter Games on 6 July. The three Candidate Cities are Munich (Germany), Annecy (France) and PyeongChang (South Korea) - listed in the order of drawing of lots.

The meetings will be held at the International Convention Centre Durban (ICC). A map showing the location of the venue is attached.

The meetings of Executive Board and Session, the presentations of the Candidate Cities, the vote to elect the host city, the signature of the Host City Contract, the announcement ceremony of the 2018 host, and all media conferences, including the joint IOC/host city media conference, will all take place at the ICC in Durban.

2) ACCREDITATION

Media representatives wishing to cover the IOC Executive Board meeting and Session are required to complete the accreditation application on the IOC website by Friday 1 July 2011. Any questions regarding the application procedure should be referred to the IOC Communications Department at pressoffice@olympic.org

To request your accreditation, please click here

Accreditation cards will be distributed from 9 a.m. on Saturday 2 July at the Accreditation Centre, which is located at DEC Hall 6, 11 Walnut Road, Durban, adjacent to the ICC. Cards will be distributed only upon presentation of a valid passport or a valid RSA ID.

3) VISAS, IMMIGRATION AND HEALTH
Useful information on visas:

You can find all relevant information on visa issues by clicking here, on the official website.
Please click here to see the list of countries exempt of visa to enter the Republic of South Africa. If you are from one of the countries where a valid visa is required for entry into the Republic of South Africa, the IOC will provide an invitation letter in order to assist with your application for a visa.

Passports need to be valid for at least 90 days after date of departure. Passports must contain two blank pages for visa and stamps. You should apply for a visa at the nearest embassy of the Republic of South Africa. As processing visas can take some time, we recommend you request an invitation letter from the IOC as soon as possible.

To request an invitation letter, please send your email to: pressoffice@olympic.org

Important health regulations

Please click here to see the medical guidelines including the list of countries needing yellow fever vaccination to enter RSA.

4) ACCOMMODATION

The media hotel for the IOC meetings will be the Coastlands on the Ridge Hotel.

Rooms have been secured at a preferred rate for the media for bookings made before
15 June 2011. 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.

IOC Preferred Rate

Standard Single: R1120.00
Standard Double: R1120.00
Deluxe Single: R1420.00
Deluxe Double: R1420.00
Executive Suite single or double: R3800.00

Please note that the above rates include VAT at 14% but are exclusive of the 1% tourism levy. These rates are net and non-commissionable. The above rates are inclusive of breakfast, internet and shuttle service to and from the ICC.

The media are responsible for making their own booking directly.
E-mail for reservations: rushen@sngroup.co.za; marketing@coastlandsridge.co.za

Airport transfers will be available to/from the Coastlands on the Ridge Hotel.

Location

Coastlands on the Ridge Hotel

This luxury 4-star hotel is situated on the popular Ridge Road in Musgrave  and boasts spectacular panoramic views over the Durban CBD, harbour and surrounding area. The location of the hotel offers easy access to Durban central and the International Convention Centre (ICC).  The hotel is 30 minutes from King Shaka International Airport.

Guest Information

Coastlands on the Ridge has six floors and 101 bedrooms, with twin and double rooms, including two executive suites, with adjoining twin rooms if required.  Each standard room is approximately 30m2.

Check-in time: From 2 p.m.
Check-out time: By 11 a.m.

All major credit and debit cards are accepted. Further information can be found on the website:   www.coastlands.co.za

5) TRANSPORT

Transfers will be available for the media to/from Durban Airport and the Coastlands on the Ridge Hotel.

The Coastlands on the Ridge Hotel is also included on the IOC Session shuttle service to/from the ICC. Media who choose to stay at other hotels will be required to arrange their own transport via taxi.

Airport transfer and the IOC Session shuttle service will start on Saturday 2 July.

Transfer in Johannesburg

Customs need to be cleared at the first port of entry to South Africa.

Upon your arrival in Johannesburg, you will be requested to go through immigration and collect your luggage.

Volunteers will assist you after immigration with your transfer to the domestic terminal. It is recommended to allow enough time for immigration and terminal changes between the international and domestic flight.

6) SCHEDULE OF EVENTS


All times in South African Standard Time (SAST), same time as Central European Time (CET)

Monday 4 July 2011

Time

Meetings/Events

Place

3–9 p.m.

IOC Executive Board meeting

Hilton Hotel

9.30 p.m.

IOC President’s press conference

Media Briefing Room ICC

Tuesday 5 July 2011

Time

Meetings/Events

Place

8 a.m.-1 p.m.

ANOC Council meeting

Hilton Hotel

tbc

Presentation to the Head of State (by invitation only)

ICC

7-9 p.m.

Opening Ceremony of the 123rd IOC Session (by invitation only)

Durban Play House

Wednesday 6 July 2011

Time

Meetings/Events

Place

8.30-8.45 a.m.

President’s opening remarks and Opening of the 123rd IOC Session - followed by the presentations of the 2018 Candidate Cities

Session Hall ICC

8.45-9.55 a.m.

Presentation by Munich, Germany

Session Hall ICC

9.55-10.25 a.m.

Break

 

10.10 a.m.

Media conference by Munich, Germany

Media Briefing Room ICC

10.25–11.35 a.m.

Presentation by Annecy, France

Session Hall ICC

11.35 a.m.–12.05 p.m.

Break

 

11.50 a.m.

Media conference by Annecy, France

Media Briefing Room ICC

12.05–1.15 p.m.

Presentation by PyeongChang, South Korea

Session Hall ICC

1.15–2.45 p.m.

Lunch

 

1.30 p.m.

Media conference by PyeongChang, South Korea

Media Briefing Room ICC

2.45–3.15 p.m.

Report by the IOC Evaluation Commission

Session Hall ICC

3.20–3.35 p.m.

Test Vote

Session Hall ICC

3.35–3.50 p.m.

Vote and election of the host city for the XXIII Olympic Winter Games in 2018

Session Hall ICC

5–5.30 p.m.

Announcement ceremony of the host city for the XXIII Olympic Winter Games in 2018

Annoucement Hall, ICC

6–6.45 p.m.

Signature of the Host City Contract and joint IOC/host city media conference

ICC, Media Briefing Room

7 p.m.

Reception hosted by the IOC President on the occasion of the election of the host city for the XXIII Olympic Winter Games in 2018

ICC

Thursday 7 July 2011

Time

Meetings/Events

Place

9 a.m.–1 p.m.

123rd IOC Session

Session Hall ICC

3-6 p.m.

123rd IOC Session

Session Hall ICC

6.30 p.m.

Media briefing

Media Briefing Room ICC

Friday 8 July 2011

Time

Meetings/Events

Place

9 a.m.–1 p.m.

123rd IOC Session

Session Hall ICC

3-6 p.m.

123rd IOC Session

Session Hall ICC

6.30 p.m.

Media briefing

Media Briefing Room ICC

Saturday 9 July 2011

Time

Meetings/Events

Place

8.30 a.m.-1 p.m.

123rd IOC Session

Session Hall ICC

1 p.m.

IOC President’s media conference

Media Briefing Room ICC

7) BROADCAST COVERAGE OF THE IOC SESSION
IOC Production

The 123rd IOC Session, including the presentation of the three 2018 Candidate Cities and the announcement ceremony of the 2018 host city, will take place at the ICC, Durban.

The IOC will produce the live radio and television coverage of all events taking place in the ICC for closed circuit TV viewing. Parts of this international signal 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 1080 I50, and will be distributed to the broadcasters in the IBC in HD-SDI or SDI.  

Please find the IOC production schedule below, outlining both the closed circuit and live broadcast events:

Wednesday 6 July 2011

ICC, Durban

Time

Meetings/Events

Broadcast Live

CATV

8.30-8.45 a.m.

President’s opening remarks and Opening of the 123rd IOC Session - followed by the presentations of the 2018 Candidate Cities

Not For Broadcast

X

8.45-9.55 a.m.

Presentation by Munich, Germany

X

X

10.10 a.m.

Media conference by Munich, Germany

X

X

10.25–11.35 a.m.

Presentation by Annecy, France

X

X

11.50 a.m.

Media conference by Annecy, France

X

X

12.05–1.15 p.m.

Presentation by PyeongChang, South Korea

X

X

1.30 p.m.

Media conference by PyeongChang, South Korea

X

X

2.45–3.15 p.m.

Report by the IOC Evaluation Commission

Not For Broadcast

X

3.20–3.35 p.m.

Test Vote

Not For Broadcast

TBA

3.35–3.50 p.m.

Vote and election of the host city for the XXIII Olympic Winter Games in 2018

X

X

5-5.30 p.m.

Announcement ceremony of the

host city for the XXIII Olympic Winter Games in 2018

X

X

6-6.45 p.m.

Signature of the Host City Contract and joint IOC/host city media conference

X

X

Important:

Broadcasters may broadcast the IOC “pool coverage” (as defined above), in whole or in part, either live or on a 24-hour delayed basis. Subsequent to that time, broadcasters may only broadcast 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 123rd IOC Session shall be deemed to agree with these conditions.

8) MEDIA FACILITIES AT THE ICC

Various media facilities will be located in the ICC Durban, and will include the Main Press Centre (MPC), the International Broadcast Centre (IBC), and the Media Briefing Room (MBR) with various facilities for the media. Only accredited media will have access to these facilities.

The MPC and IBC will be operational during the following hours:

IBC/MPC OPERATIONG HOURS

Time

Meetings/Events

Sat. 2 July
Sun. 3 July
9 a.m.-8 p.m.
9 a.m.-8 p.m.

Mon. 4 July
Tues. 5 July
Wed. 6 July
Thurs. 7 July

Remains open 24 hours a day from Monday 4 July at 7 a.m. to Thursday 7 July at 10 p.m.

Fri. 8 July
Sat. 9 July

7 a.m.-10 p.m.
7 a.m.-5 p.m.

The security sweep is planned for the evening of Sunday 3 July.

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

Main Press Centre (MPC) – ICC, Hall 3

The MPC will consist of 400 workstations each fitted with power, wireless internet access and interpretation via headsets. A number of cabled internet positions will also be available. 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 Session and the announcement ceremony live by closed circuit TV and on large screens within the IBC and MPC.

International Broadcast Centre (IBC) – ICC, Hall 3

The IBC will be adjacent to the MPC and will be made available to broadcasters who have booked facilities, such as modular or tailored space, furniture, TV monitors, communications facilities and technical equipment, etc. Dedicated facilities can be ordered via the Broadcaster Rate Card.
Click here to download the Broadcaster Rate Card

Media Briefing Room (MBR) – ICC, Hall 3

The Media Briefing Room will be the site of the various press conferences and media briefings during the 123rd IOC Session. The MBR will be open to all media and will have a platform with proper audio splits for a limited number of ENG crews and photographers.

Media Service Desk

The Media Service Desk will be located inside the Main Press Centre and will include a variety of facilities to help service the media, such as International Olympic Committee services, 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
  • Cellular phone rental / SIM card provision
  • Equipment adaptors
  • Back-up equipment

The Media Service Desk will be operational during the opening times of the IBC/MPC.

Mixed Zone – ICC

Mixed zone opportunities will be available during the 123rd 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 MPC for press and photographers, and at the OBS Office in the IBC for broadcasters.

Stand-up locations

As part of the broadcast infrastructure, there will be stand-up locations in the ICC. More information is available in the Broadcaster Rate Card – Part B.

Media access to the announcement ceremony and Candidate Cities’ presentations

Media will be able to follow the Session and the announcement ceremony 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. These positions are fixed, with no roaming permitted within the hall.

For the announcement of the host city of the 2018 Games, there will be a limited number of photographer, commentary and ENG camera positions within the ICC auditorium.

All photographer and ENG positions will be controlled by the use of a supplementary access device, which can be requested via the IOC Media Operations office (photographers) and the OBS Office in the IBC (broadcasters).

9) BOOKING FOR BROADCAST FACILITIES

As mentioned above, a Broadcaster Rate Card for standard facilities and services is available for broadcasters. The Broadcaster Rate Card is split into two sections – Part A (click here to download) containing facilities and services provided by the Local Organising Committee, and Part B (click here to download) containing technical facilities and services provided by the Broadcast Services Provider. The items and rates listed in the rate card are subject to change and will depend on availability. Requests for items not included in the Broadcaster Rate Card can also be made.

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

Bookings and requests linked to Part A of the Broadcaster Rate Card:

Email, fax or post the completed order to:

South African Organising Committee, att. Clifford Corber
South African Sports Confederation and Olympic Committee
P.O. Box 1355, Houghton, 2041
Tel: +27 11 483 3788
Fax: +27 11 483 2726
E-mail: ratecard@sascoc.co.za

Bookings and requests linked to Part B of the Broadcaster Rate Card:

Email to Eurovision (Broadcast Only)
Contact:          Nathalie Minard or Marc Stanislas
Email:               bookings@eurovision.net
Phone:              +41 22 717 28 40
Fax:                  +41 22 747 48 42

Email to Eurovision (Radio Only)
Contact:            Christophe Pasquier
Email:               pasquier@ebu.ch
Phone:              +41 22 717 26 22
Fax:                  +41 22 747 46 22

Broadcasters should also complete the attached Broadcaster Questionnaire (click here to download) and send all of the relevant contact details contained within the document. All bookings and requests for broadcast facilities for both Part A and Part B of the Broadcaster Rate Card, in addition to the completed Broadcaster Questionnaire, should also be copied to Olympic Broadcasting Services at the e-mail address below.

Olympic Broadcasting Services

Contacts - Matt Mason and Colin Banks
E-mail: durbanbookings@obs.es 
Tel: +34 91 502 9700
Fax: +34 91 502 9710

The deadline for bookings is 30 May, and priority for facilities and services will be given to broadcasters from the countries of Candidate Cities.

The IOC will examine and allocate the bookings and will inform the South African Organising Committee and the Broadcast Services Provider regarding the facilities allocated. 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

OBS:
Contacts: Matt Mason or Colin Banks
Tel: +34 91 502 9700
Fax: +34 91 502 9710
E-mail:  durbanbookings@obs.es

IOC Media Relations: 
Contact : Emmanuelle Moreau, Sandrine Tonge, Nimtaz-Tanya Noordin
Phone:  +41 21 621 6000
E-mail:  pressoffice@olympic.org

IOC Media Operations:
Contact: Anthony Edgar
Phone:  +41 21 621 6111
E-mail:  anthony.edgar@olympic.org

South African Organising Committee
Contact: Gary Lemke
Phone:  +27 21 416 0141
E-mail:  garyl@hsm.co.za

Important documents to download:

Broadcaster Rate Card Part A 
Broadcaster_Rate_Card Part_B
Broadcaster Questionnaire
Press Rate Card
Maps of the Session layout and of the city 
Medical advice 
List of countries exempt of VISA to enter RSA 

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