IOC Executive Board Meeting and 128th IOC Session in Kuala Lumpur, Malaysia – Information for the media
1) GENERAL INFORMATION
The 128th IOC Session will take decisions on key policy issues and in areas under its authority, including the elections of the host city for the 2022 Olympic Winter Games and for the 2020 Youth Olympic Winter Games, on Friday 31 July.
The meetings of the Executive Board and the Session, the presentations of the Candidate Cities, the vote to elect the host cities, the announcement ceremony of the host cities, and the signature of the Host City Contracts will all take place at the Kuala Lumpur Convention Centre.
Media representatives wishing to cover the IOC meetings are required to complete the accreditation application on the IOC website by 3 July 2015. Any questions regarding the application procedure should be referred to the IOC Media Relations team at email@example.com.
To submit your request for accreditation, please click here.
Media accreditation cards will be distributed at the Media Accreditation Desk, which will be located outside the entrance to the Main Media Centre inside the main corridor of the Kuala Lumpur Convention Centre. Cards will be distributed only upon presentation of a valid passport or ID and press cards/proof of media affiliation. The Accreditation Office will be open daily from 25 July to 3 August.
Media Accreditation Desk opening hours:
Saturday 25 July 10 a.m. – 5 p.m.
Sunday 26 July 10 a.m. – 5 p.m.
Monday 27 July 10 a.m. – 5 p.m.
Tuesday 28 July 8 a.m. – 5 p.m.
Wednesday 29 July 8 a.m. – 5 p.m.
Thursday 30 July 10 a.m. – 5 p.m.
Friday 31 July 7 a.m. – 5 p.m.
Saturday 1 August 8 a.m. – 5 p.m.
Sunday 2 August 8 a.m. – 5 p.m.
Monday 3 August 8 a.m. – 5 p.m.
3) VISAS AND IMMIGRATION
International media from the countries which normally require a visa to enter Malaysia will have to apply for a visa. The IOC will provide an invitation letter in order to assist with applications. Please click here for a list of which countries require a visa to enter Malaysia.
Media from certain countries will also have to obtain a Yellow Fever Vaccination Certificate before being allowed entry to Malaysia. The period of validity of the International Certificate of Vaccination against Yellow Fever is 10 years, starting 10 days after the date of vaccination. Media personnel must carry their International Certificate of Vaccination at Entry Point on arrival to Kuala Lumpur International Airport1 (KLIA1) and Kuala Lumpur International Airport2 (KLIA2) in Malaysia. All media personnel coming from countries with risk of Yellow Fever will be screened by the Health Department of Malaysia at KLIA1 or KLIA2. Please click here for a list of the countries that require the International Certificate of Vaccination against Yellow Fever.
To request a Visa Invitation Letter from The IOC, please send your email before 3 July 2015 to: firstname.lastname@example.org clearly stating “Visa Invitation Letter Request KL” in the title of the email.
There are a range of hotels situated in the vicinity of the Kuala Lumpur Convention Centre which may be booked by media, including the Impiana KLCC Hotel and the Royale Chulan Hotel, which are the designated media hotels. Rooms have been secured at a preferred rate for media at both hotels. Click to see the link to each of the preferred hotels and their booking pages.
Please note that media should book and pay for rooms directly via the hotel. Each room rate is displayed in Malaysian Ringgit and includes breakfast and internet access. Please note that there is strict cancellation policy for the hotels that must be adhered to. Media should inform both hotels when booking of their status as “accredited media for the 128th IOC Session 2015” in order to qualify for the special media rates.
Free airport transfers will be available for accredited media from Kuala Lumpur International Airport (KLIA) to the designated media hotels and back to the airport on their return. Only media duly accredited for the 128th IOC Session in Kuala Lumpur are entitled to use this service.
Accredited media should proceed to the 128th IOC Session Transportation Desk in the Kuala Lumpur International Airport Arrivals Hall in order to check the mode of airport transport available. Media will either be given a free one-way voucher to use on the KLIA Express Train or a bus will be available if a large group has arrived at the same time. The train goes from Kuala Lumpur International Airport to KL Central Station in the city centre. From KL Central Station there will be a shuttle bus to the two designated media hotels. There will be no complementary transportation to any other hotels. If there is a large group of media arriving at one time, then a special bus service will be operational directly from KLIA to the designated media hotels.
For the return journey, vouchers will be available at the Impiana KLCC Hotel and the Royale Chulan Hotel.
There will be volunteers present at KLIA from 24 July to 4 August to assist with any problems on arrival and departure at the airport.
There will be no media shuttle buses from the designated two media hotels to the Kuala Lumpur Convention Centre as both hotels are a short walking distance away. For media who wish to travel further, there are also taxi rank facilities adjacent to the venue.
Media who choose to stay at other hotels will be required to arrange their own transport.
6) SCHEDULE OF EVENTS
7) MEDIA FACILITIES AT THE KUALA LUMPUR CONVENTION CENTRE
Main Media Centre (MMC)
The Main Media Centre consists of the Main Press Centre (MPC) and the International Broadcast Centre (IBC) which are adjacent to each other on the ground floor of the Kuala Lumpur Convention Centre. The MPC will consist of 450 workstations fitted with power, cabled and wifi internet which will be provided free of charge. Workplaces will be allocated on a first-come-first-served basis. Only accredited media will have access to these facilities.
Media will be able to follow the 128th IOC Session live on closed circuit TV on large screens and TV sets within the MMC. Headsets will be available with translation.
Media catering will be available from a media café adjacent to the MMC, with hot meals available to purchase at the Kuala Lumpur Food Hall on the lower ground floor of the venue. Many other restaurants and cafés are within walking distance of the venue.
There will be a Media Welcome Desk within the MPC for all media enquiries. The Media Welcome Desk will include the following:
- General assistance and technical support for electricity, internet connections and telecommunications
- Rate Card Service Desk (not for Rate Card Part B)
- Advice on filming within Kuala Lumpur
The MMC will be operational during the following hours:
MMC OPERATING HOURS:
Saturday 25 July 10 a.m. – 5 p.m.
Sunday 26 July 10 a.m. – 5 p.m.
Monday 27 July 10 a.m. – 5 p.m.
Tuesday 28 July 8 a.m. – 8 p.m.
Wednesday 29 July 8 a.m. – 8 p.m.
Thursday 30 July from 10 a.m. – 24 hours
Friday 31 July Open 24 hours
Saturday 1 August Open until 9 p.m.
Sunday 2 August 8 a.m. – 9 p.m.
Monday 3 August 8 a.m. – 9 p.m.
Note: The operating hours might change depending on the needs of the media. There will be a security sweep on 27/28 July. Further information on this will be available on site.
Media Conference Room – Kuala Lumpur Convention Centre
The Media Conference Room will be the venue of the various press conferences and press briefings during the EB meeting and 128th 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. Free-of-charge wireless internet will be available in this area. Interpretation will be available via headsets.
Mixed Zones and Interview Areas – Kuala Lumpur Convention Centre
There will be various Mixed Zone opportunities available during the 128th IOC Session for short interviews. Media are advised that space may be limited and that access may be controlled by the use of supplementary access devices, which may be requested on site via IOC Media Operations in the MPC for press and photographers, and at the OBS Office in the IBC for broadcasters. Further information on Mixed Zone operations will be available in the MMC. A full detailed media briefing will also take place prior to events.
Media Access to the IOC Session Room and Announcement Ceremony / Candidate Cities’ Presentations Room
Media will be able to follow the 128th IOC Session, the presentation of the Candidate Cities and the announcement ceremony of the host cities live by closed circuit TV and on large screens within the MMC. There will be a limited number of ENG and photographer platforms available in both rooms. These positions are fixed, with no roaming permitted. Media are advised that space may be limited and that access may therefore be controlled by the use of supplementary access devices, which may be requested on site via IOC Media Operations in the MPC for press and photographers, and at the OBS Office in the IBC for broadcasters.
Media Rate Cards
The Rate Card Part A is available for all media (broadcasters, press and photographers) to book dedicated services provided by the Local Organising Committee. There is also the Rate Card Part B which is for broadcasters only to book technical facilities and the television feed from the event – more information is available in section 9.
8) BROADCAST COVERAGE OF THE IOC EXECUTIVE BOARD MEETING AND THE IOC SESSION
The IOC has appointed Olympic Broadcasting Services (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 and other bona fide media organisations 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. Please click here for the production schedule, which outlines the live coverage of the events. This schedule is tentative and subject to change.
The “Pool Coverage” of the IOC 128th Session to be hosted in Kuala Lumpur, Malaysia (the “Session”), is available for its broadcast and making available to participating broadcasters and other bona fide media organisations, in accordance with the production schedule (the “IOC Pool Coverage”) and the following conditions.
Broadcasters may broadcast the IOC “Pool Coverage” (as defined previously), 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 128th IOC Session shall be deemed to agree to these conditions.
Broadcasters and bona fide media organisations may broadcast/make available the “Pool Coverage”, in whole or in part, either live or on demand, without time or territorial restriction.
A broadcast feed/stream of the Pool Coverage will also be available on the IOC’s Olympic YouTube Channel, with the possibility to be embedded on websites and platforms controlled by third parties.
The coverage of the Session shall be used for editorial purposes only and shall not be commercialised in any way.
No Commercial /Promotional Association
- No commercial/promotional association is permitted with the coverage of the Session. In particular, no sponsorship or commercial/ad superimposition on the video footage is permitted, unless with the IOC’s prior written consent.
- No association with the Games of the XXXII Olympiad and/or the Candidate Cities is permitted, unless based on the rights granted by the IOC pursuant to a standing agreement between the IOC and a Rights-Holding Broadcaster or a TOP Sponsor.
The use of the “Pool Coverage” by any broadcast or bona fide media organisation is subject to the conditions hereby established and, by using the “Pool Coverage”, such broadcast or bona fide media organisation shall be deemed to agree with these conditions.
9) BROADCAST-SPECIFIC FACILITIES & SERVICES
International Broadcast Centre (IBC)
The IBC will be located within the MMC and will be made available to broadcasters of booked facilities, such as modular or tailored space. Broadcasters may also book furniture, TV monitors, communications facilities and equipment, etc.
As part of the broadcast infrastructure, there will be a select number of dedicated and bookable stand-up locations with and without camera operators inside the venue with a view of Kuala Lumpur and the iconic Petronas Towers.
Dedicated TV studios may be booked with a view of Kuala Lumpur and the iconic Petronas Towers.
A limited number of commentary positions for the Candidate City presentations and Announcement Ceremony only are available. ISDN lines are not included and must be booked from Rate Card Part A.
Broadcasters may book connectivity from Kuala Lumpur to their various home countries for all or select portions of the IOC Session.
10) BOOKING FOR BROADCAST FACILITIES
OBS is using Eurovision as the 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 Broadcaster Questionnaire asks for general information about the broadcasters´ specific broadcasting plan for the IOC 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, Rate Card Part A is for standard facilities and services and Rate Card Part B is available for broadcast technical services. The items and rates listed in the Rate Cards are subject to change and will depend on availability and demand. Requests for items not included in the Rate Cards may also be made but cannot be guaranteed.
Bookings and requests for broadcast facilities should be directed to the contacts whose details can be found below for both Rate Card Part A and Rate Card Part B.
Bookings for items from Rate Card Part A:
Email the completed order as part of Media Rate Card Part A to:
Local Organising Committee, Kuala Lumpur
Contact: LOC Rate Card Team (Dhinnesh, Abdul or Zai)
Tel: +603 5631 4651
Fax: +603 5635 4650
Bookings for items from Rate Card Part B:
Email the completed order as part of the Broadcaster Questionnaire to:
Eurovision – Euroradio (Technical Services Provider)
Contact: Nathalie Minard (based in Geneva)
Tel: +41 22 717 28 44
Contact: Marc Granena (based in Singapore)
Tel: +65 6521 3522
General Broadcast Enquiries:
All bookings and requests for broadcast facilities for both Part A and Part B of the Rate Cards should also be copied to OBS at the email address below.
Olympic Broadcasting Services
Contact: Matt Mason / Nuno Barradas
Tel: +34 91 502 9700
Fax: +34 91 502 9710
The deadline for broadcast bookings is Friday 29 May 2015 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.
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.
12) IOC KEY CONTACTS
IOC Media Relations:
Contacts: Emmanuelle Moreau, Rachel Rominger, Sandrine Tonge
Phone: +41 21 621 6000
Local Organising Committee, Kuala Lumpur:
Contact: Dhinnesh Kumaran (LOC Media Manager)
Phone: +60 19 382 7962
Important documents to download:
- Map of Kuala Lumpur
- Media Hotel rates
- Detailed Schedule of Events
- Rate Card Part A
- Rate Card Part B
- Broadcast Production Schedule
- Broadcaster Questionnaire
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