IOC Session in Lima, Peru – Information for the media
1) GENERAL INFORMATION
The IOC Session will be held from 13 to 16 September in Lima, Peru. It will be preceded by a meeting of the IOC Executive Board (EB) on 11 and 12 September.
The IOC Session will take decisions on key policy issues and in areas under its authority, including the election of the host city for the 2024 Olympic Games on Wednesday 13 September.
The two Candidate Cities bidding for the 2024 Olympic Games are Los Angeles (United States of America) and Paris (France).
The IOC Session, the presentations of the Candidate Cities, the vote to elect the host city, the host city announcement ceremony, and the signature of the Host City Contract will all take place at the Lima Convention Centre (LCC).
The meetings of the Executive Board will take place at the Westin Hotel.
Media representatives wishing to cover the IOC meetings are required to complete the accreditation application on the IOC website by 25 August 2017. 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 Media Entrance to the LCC. 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 9 to 16 September.
Media Accreditation Desk Opening Hours:
Saturday 9 September / 10 a.m. – 5 p.m.
Sunday 10 September / 10 a.m. – 5 p.m.
Monday 11 September / 8 a.m. – 7 p.m.
Tuesday 12 September / 8 a.m. – 8 p.m.
Wednesday 13 September / 6 a.m. – 6 p.m.
Thursday 14 September / 8 a.m. – 5 p.m.
Friday 15 September / 8 a.m. – 5 p.m.
Saturday 16 September / 8 a.m. – 1 p.m.
3) VISAS AND IMMIGRATION
Please find below information provided by the Ministry of Foreign Affairs of Peru.
Countries that require a visa to enter Peru
Citizens of the countries listed below do NOT have to apply for a visa at an embassy or consulate before entering Peru. A passport valid for at least six months with at least two free pages in the visa section is enough to get a tourist visa directly at the border or the airport. The tourist visa takes the form of an entry stamp when entering Peru.
North America: Citizens of the United States, Canada and Mexico
Central America: Citizens of most Central American countries (exceptions: Costa Rica, Cuba, El Salvador, Guatemala, Haiti, Honduras, Nicaragua and Dominican Republic)
South America: Citizens of all South American countries
Europe: Citizens of all countries within the European Union and Switzerland
Africa: Citizens of South Africa
Asia: Citizens of Brunei, Indonesia, Israel, Japan, Laos, Malaysia, Philippines, Singapore and Thailand
Oceania: Citizens of Australia and New Zealand
Media representatives from countries not on the list above should apply for a visa to enter Peru. To request a Visa Invitation Letter from the IOC, please send your email before 31 July 2017 to: firstname.lastname@example.org, clearly stating “Visa Invitation Letter Request Lima” in the title of the email.
More information on which countries require a visa to enter Peru can be found at the following link. Please click here.
It is normally a requirement for all media representatives wishing to enter and work in Peru to apply for a “Journalist Visa” from the Government of Peru.
The Government of Peru has issued a waiver for this visa for media representatives from countries whose citizens do not require an entry visa to enter Peru. No additional visa is required. For more information, please click here.
For media representatives from other countries, where an entry visa to Peru is mandatory, it is necessary to also apply for the special “Journalist Visa” at any Peruvian Consulate. Please note that media representatives must first be accredited by the IOC for the IOC Session in order to be eligible to request the Journalist Visa to enter and work in Peru. Please refer to the following link for more information:
Please refer to the this link for more information.
Requirements for applying for a Journalist Visa:
Valid passport (machine readable/with barcode) with at least six (6) months of validity
Visa application form fully completed and signed
Media Identification (original and copy)
1 colour photograph (passport size, white background)
A cover letter from the media institution the media representative represents, explaining the purpose of the trip
If media representatives are bringing professional equipment into Peru, please download the Temporary Entrance of Professional Equipment Form from this link: http://www.rree.gob.pe/SitePages/prensa.aspx#servicios
Medical information for entering Peru
Yellow fever and malaria certificates to enter Peru are not mandatory, but the World Health Organisation (WHO) recommends getting them if people are travelling to certain remote areas of the country. Information from the WHO can be found at:
Media representatives should please click here for further information on any medical needs for entering Peru.
There are eight official designated media hotels, which are located in central Lima in two clusters: San Borja and Miraflores. A shuttle bus will link both clusters with the LCC. Rooms have been secured at a preferential rate for media representatives at these eight hotels for all bookings made before 30 July 2017. After this date, accommodation availability will be on a request basis. Please click here to see the link to each of the preferred hotels.
Each room rate is displayed in US Dollars and includes breakfast and internet access. Please note that there is a strict cancellation policy for the hotels that must be adhered to.
Media representatives are free to book other hotels in Lima, although please note that the media shuttle service will operate only from the area of the designated media hotels. Media representatives staying at other hotels will have to make their own transport arrangements or walk to the designated media hotels.
There will be free airport transfers for accredited media representatives from Jorge Chávez International Airport in Lima to the recommended media hotels and back to the airport on their return. Only media representatives duly accredited for the IOC Session in Lima and staying in one of the eight recommended media hotels are entitled to use this service.
To request an airport transfer, media representatives should list their flight details on the dedicated page in the accommodation portal.
Media representatives can add their flight details at the time of booking their accommodation, or return to the portal and add their flight details at a later stage. All airport transport requests must be submitted by 25 August.
Accredited media representatives should proceed to the IOC Session Transport Desk in the Airport Arrivals Hall, where staff will provide the location of the load zones. There will be volunteers present at Jorge Chávez International Airport from 1 to 18 September to assist with any problems on arrival at and departure from the airport.
There will be a media shuttle service from the two clusters where the recommended media hotels are located, San Borja and Miraflores, to the Lima Convention Centre. The timetable and pick-up points in the two clusters will be available online prior to the event and from the Media Welcome Desk on Level 4 of the Lima Convention Centre.
There will be a taxi rank that media representatives can use outside the Lima Convention Centre on Avenida La Arqueologia for pick-ups and drop-offs. It is recommended that media representatives download some of the local taxi apps to use when requesting taxis. Details on the available taxi services can be found at the local hotels or at the Media Welcome Desk on Level 4 of the Lima Convention Centre.
Media representatives who choose to stay at other hotels outside the two clusters will be required to arrange their own transport to and from the airport and to and from the Lima Convention Centre each day.
6) SCHEDULE OF EVENTS
Please click here for the complete schedule of events for the EB and IOC Session.
7) MEDIA FACILITIES AT THE LIMA CONVENTION CENTRE
Main Media Centre (MMC)
The Main Media Centre consists of the Media Press Centre (MPC) and the International Broadcast Centre (IBC), which are both located in the Lima Convention Centre. The IBC is located on Level 1 next to the media entrance. The MPC is located on Level 4 next to the Media Conference Room and media catering.
The MPC will consist of workstations equipped with power and Wi-Fi internet, which will be provided free of charge. There will also be a limited number of cabled internet connections to use at the workstations. Workplaces will be allocated on a first-come-first-served basis. Only accredited media representatives will have access to these facilities.
Media representatives will be able to follow the IOC Session live on closed circuit TV on large screens and TV sets in the MPC and IBC. Headsets will be available with interpretation at the MPC on Level 4.
Media catering will be available from a media café adjacent to the MPC on Level 4, with hot and cold options available to purchase.
There will be a Media Welcome Desk at the top of the escalators on Level 4 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 (only for Rate Card Part A)
Advice on filming in Lima
Media representatives wishing to film in any outdoor or historic location in Peru may require a specific filming permit from the Government of Peru. For more information, please contact email@example.com.
The MMC will be operational during the following hours:
MMC OPERATING HOURS:
Saturday 9 September / 10 a.m. – 5 p.m.
Sunday 10 September / 10 a.m. – 10 p.m.
Monday 11 September / 8 a.m. – 10 p.m.
Tuesday 12 September / 8 a.m. – 10 p.m.
Wednesday 13 September / 6 a.m. – nonstop
Thursday 14 September / Open until 9 p.m.
Friday 15 September / 8 a.m. – 9 p.m.
Saturday 16 September / 8 a.m. – 4 p.m.
NB: The operating hours might change depending on the needs of the media.
Media Conference Room – Lima Convention Centre
The Media Conference Room will be the venue for the various press conferences and press briefings of the IOC Session, including the events on 13 September. 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 – Lima Convention Centre
There will be various Mixed Zone opportunities available during the IOC Session for short interviews. Media representatives are advised that space may be limited and that access may be controlled by the use of supplementary access devices, which can 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 during the detailed media briefing, which will take place prior to the events. Media representatives will be able to follow proceedings on 13 September on closed circuit TV in the Mixed Zone.
Media Access to the IOC Session Room and Candidate Cities’ Presentations / Announcement Ceremony Room
Media will be able to follow the IOC Session, the presentation of the Candidate Cities and the host city announcement ceremony live by closed circuit TV and on large screens in the MPC. There will be a limited number of ENG and photographer platforms available in both rooms. These positions are fixed, with no roaming permitted.
Access will be controlled with the use of supplementary access devices, which can 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 Media Rate Card Part A is for all media representatives (Broadcasters, Press and Photographers) to book dedicated services provided by ORION Sky Global. Additionally, the Rate Card Part B is available only for Broadcasters to book technical facilities and receive the international signals from the events – more information is available in section 10.
8) MEDIA FACILITIES AT THE WESTIN HOTEL FOR THE EXECUTIVE BOARD MEETINGS
Media Work Room
The Executive Board will meet at the Westin Hotel in central Lima on 11 and 12 September. Accredited media representatives will be able to access the hotel throughout the event. There will be a media work room on Level 3 of the Westin Hotel with a limited number of spaces, which will be open to media representatives for the duration of the Executive Board meetings on 11 and 12 September.
There will be a regular shuttle bus service to and from the Lima Convention Centre and the Westin Hotel on 11 and 12 September.
Executive Board Photocall
There will be a photocall before the start of proceedings of the Executive Board meeting on 11 and 12 September. Photographers and ENG camera operators who wish to attend the photocall should register their interest at the Media Welcome Desk on Level 4 of the Lima Convention Centre by 6 p.m. of the night before. Media will be transported to and from the Lima Convention Centre and the Westin Hotel for the photocall. There will be no interview opportunities at the photocall.
9) OPENING CEREMONY OF THE IOC SESSION
Opening Ceremony at the Gran Teatro Nacional del Peru
The Opening Ceremony of the IOC Session will take place at the Gran Teatro Nacional del Peru on the evening of 12 September. The venue is adjacent to the LCC and a short walk from the MMC. There will be a red carpet outside the venue for media opportunities before the Opening Ceremony, and a limited number of positions for ENG camera operators and photographers inside. Further information will be available from the MMC closer to the event. A limited number of invitations will be available for print media, please contact the IOC Press Office for further infromation.
10) BROADCAST COVERAGE OF THE IOC SESSION
For the IOC Session, the IOC has appointed Olympic Broadcasting Services (OBS) and Olympic Channel Services (OCS) as the host broadcaster and the producer. OBS and OCS will produce the live radio, television and digital coverage. The international signals 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 59.94Hz, and will be distributed to the broadcasters in the IBC in HD-SDI. The production schedule, which outlines the live coverage of the events will be provided shortly.
Use of Pool Coverage
The “Pool Coverage” of the IOC Session is available for broadcast to participating broadcasters and other bona fide media organisations, in accordance with the production schedule (the “IOC Pool Coverage”) and the following terms and conditions.
All broadcasters and bona fide news media organisations which make use of the IOC Pool Coverage or which otherwise broadcast coverage of the IOC Session shall be deemed to agree to these conditions.
Editorial purpose: The coverage of the Session shall be used for editorial purposes only and shall not be commercialised in any way.
Content available: A live broadcast feed/stream of the IOC Pool Coverage will also be available via the Olympic Channel, with the possibility of being embedded on websites and platforms controlled by all broadcasters and bona fide news media organisations.
Linear Broadcast: Broadcasters may broadcast the IOC Pool Coverage, in whole or in part, either live or for a maximum of seventy-two (72) hours after each meeting or event of the Session (the “Linear Term”).
Non-linear/On-demand Broadcast: Broadcasters and bona fide media organisations may make available the IOC Pool Coverage, in whole or in part, either live or on demand, without time or territorial restriction until thirty (30) days after each meeting or event of the Session (the “Non-linear Term”).
No sponsoring/No association: Without limitation to paragraph 1, the Linear Broadcast or the Non-linear/On-demand Broadcast shall not be sponsored in any way which gives the impression that third parties are linked to the Candidate Cities or to the IOC, the Olympic Games or the Olympic Movement, unless such third parties are Olympic sponsors in the territory in which such broadcasts take place. 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 XXXIII 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.
Use after the Session: Upon expiration of the Linear Term and the Non-linear Term, broadcasters and bona fide media organisations may broadcast/make available only short excerpts for news reporting purposes in regularly scheduled news programmes.
For any issue related to these news access rules, including reporting on infringements, please contact: firstname.lastname@example.org.
To access IOC Pool Coverage, please contact: email@example.com.
To obtain Olympic archival content, please contact: firstname.lastname@example.org.
11) BROADCAST-SPECIFIC FACILITIES & SERVICES
International Broadcast Centre (IBC)
The IBC will be located on Level 1 of the Lima Convention Centre, and will be made available to broadcasters of booked facilities, such as modular or tailored space. Broadcasters can also book furniture, TV monitors, communications facilities and equipment, etc.
As part of the broadcast infrastructure, there will be a number of dedicated and bookable stand-up locations with and without camera operators at the neighbouring Museo de la Nación, with a view of the Lima Convention Centre and the Peruvian Ministry of Education.
A limited number of commentary positions for the Announcement Ceremony only will be available. ISDN technology will be replaced with VOIP and/or SIP Trunking Voice Service. This service must be booked via the Media Rate Card Part A.
Broadcasters can book connectivity from Lima to their various home countries for all or specific portions of the IOC Session.
12) BOOKING FOR BROADCAST FACILITIES
OBS/OCS are 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 which require the booking of various facilities and services, as well as accreditation for the event.
As mentioned previously, the Media Rate Card Part A is for standard facilities and services, and the Rate Card Part B is 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 can also be made, but these cannot be guaranteed.
Bookings and requests for broadcast facilities should be directed to the contacts whose details can be found below for both the Rate Card Part A and Rate Card Part B.
Bookings for items from the Media Rate Card Part A:
The deadline for bookings from Media Rate Card Part A is 21 July. Please register here. For further information regarding Rate Card Part A, please contact:
Local Team in Lima
Contact: Luca Fiandino/Annarita Bonacina
Phone: +44 20 38074771 (ext. 111/112)
Bookings for items from the Rate Card Part B:
Email the completed order as part of the Broadcaster Questionnaire to:
EUROVISION: Nathalie Minard or Hugo Pardo
Email: email@example.com and firstname.lastname@example.org
Tel: +41 22 717 28 40
For more operational information, updates and rate cards, please log onto the EUROVISION website.
General Broadcast Enquiries:
All bookings and requests for broadcast facilities for Part B of the Rate Card should also copy OBS at the email address below.
Olympic Broadcasting Services
Contact: Matt Mason/Nuno Barradas
Tel: +34 91 839 7500
The deadline for broadcast bookings is Friday 21 July 2017, 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.
13) CUSTOMS AND LOGISTICS FOR MEDIA REPRESENTATIVES ENTERING PERU WITH EQUIPMENT
For information regarding customs/logistics to import/export equipment to/from Peru, please contact email@example.com.
All broadcasters should note that their broadcasts may not be sponsored in any way that 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.
15) IOC KEY CONTACTS
IOC Media Relations:
Contacts: Emmanuelle Moreau, Michaël Noyelle, Rachel Rominger
Phone: +41 21 621 6000
Local Team in Lima:
Contact: Massimo Tesio/Augusto Alvarez (Local Media Managers)
Phone: +51 942 816 677 (Massimo) / +51 999 049 041 (Augusto)
Important documents to download:
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Broadcast quality footage
The IOC Newsroom: http://iocnewsroom.com/
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