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Media Accreditation Fact Sheet
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2006-06-21
Dear Media Representative;
On behalf of the Marketing Department of the 2006 Gay Games, we are looking forward to welcoming not only athletes, artists and spectators to Chicago – but also many members of the world’s media traveling here to report on this great event. The purpose of this document is to explain the Gay Games Media Accreditation process so that you can make appropriate plans. This document answers the following questions:
- Why Get Media Credentials?
- Who Gets Media Credentials?
- What Access Do Credentials Provide?
- How to Reserve Media Credentials?
- How to Pickup Credentials?
- Do Media Sponsors Require Credentials?
- Special Media Categories: Official photographers and reporters; Videographers, TV, Radio, Documentarians, etc.
- How do I get Travel & Lodging?
- What Help is available for Advance Stories about the Gay Games?
Media Accreditation
Hilton Chicago, 720 S. Michigan |
| Thursday |
July 13 |
4 - 10 pm |
| Friday |
July 14 |
7 am to midnight |
| Saturday |
July 15 |
7 am - 7 pm |
| Sunday |
July 16 |
7 am - 10 pm |
| Mon-Fri |
July 17-21 |
10 am - 4 pm |
Why Get Media Credentials?
- Media Credentials will be required for access to most reserved media areas at sport villages and event venues and identifies you as a media for staff, volunteers, officials, and security.
- Without a media credential, access to ticketed events will require that you purchase a ticket.
- Credentials are necessary for access to the media service center at the Hilton Chicago in the Hub. (Further details available soon on this service).
- The credentialing process allows the Gay Games and media entities to ensure clarity on processes, rules, conduct, trademark and copyright issues.
Who Gets Media Credentials?
- Media credentials should be secured by all members of your media team including reporters, on-air talent, camera operators and required technicians. Any event with a ticket or restricted access will require a badge or ticket for entry. Credentials are personal, have a photograph on them, and not transferable.
- Media credentials are available to working media only and are not available to partners, family or friends of working media. Credentials gain working media access to media areas of the Gay Games.
- Gay Games Chicago reserves the right to deny or revoke credentials.
What Access Do Credentials Provide?
- There will be two levels of Media Credentials with different levels of access because of space limitations at the most popular events.
- Level 1 access will provide access to media areas at all sports & cultural events as well as all ticketed events and shows and the Opening & Closing Ceremony. Level 1 access does NOT provide on-the-field access at either stadium event.
- Level 2 provides access to all sports & cultural events but NOT to the Opening & Closing Ceremonies nor to the DanceSport Grand Ball. If you receive Level 2 access and desire to attend those events you will have to purchase tickets.
- Gay Games events where tickets are normally required are listed online at tickets.gaygameschicago.org.
- Differential access level decisions will be made by Gay Games Chicago. We will attempt to communicate this decision to you before July 1 so that you can purchase any tickets that might be required. Please note that approximately 100 media representatives will receive Level 1 access because of the size of the media centers at Soldier and Wrigley Field and the available space at the DanceSport Grand Ball.
- Media access will be to the designated media areas only. No “comp seats’ are provided to the spectator seating areas for working media (see media sponsor information below) and no partners or friends will be admitted to designated media areas. Security concerns will require that we make no exceptions to these rules. Representatives of the media interested in sitting in the spectator areas (with or without partners) at Opening & Closing Ceremonies or any other event will need to purchase tickets at tickets.gaygameschicago.org.
- Working media will not be permitted to march in to the stadiums with the participants unless they are ALSO a registered participant or a nonplaying coach or manager. The Participant Processional is a choreographed element of the ceremonies and so cannot be disturbed by photographers, videographers, or reporters working amongst the participants. Working media who are also participants should expect to function as Participants, not media representatives, during the processional.
- Media credentials do not automatically provide for free access to ticketed Affiliated Events such as parties, conferences or arts events. Most of these events are being managed by outside entities so you are encouraged to contact them directly with your access questions.
- Media credentials do not provide for any free or specialized parking. Please adhere to all parking regulations or your vehicle may be ticketed or towed. Special parking for satellite broadcast vehicles at Soldier and Wrigley Fields will be provided.
- We may need to restrict media access to some ticketed or limited-space sport & cultural events for security or safety reasons. A media credential is thus not a guarantee of access. In such cases, we will appreciate your cooperation in affording access by all by completing your reporting or photography/video tasks and then allowing others to take your place.
- If you desire to attend a ticketed event not as working media but as a spectator, we ask that you purchase a ticket and not use your media credential to bypass our ticketing system. Most tickets are very inexpensive and we expect many to sell out so we will not be able to accommodate free access by media to spectator sections. Each venue will have a designated area for working media and a site manager knowledgeable about media requirements.
How to Reserve Media Credentials
- If you intend to report on the Gay Games anytime between July 14-23, 2006, and did not complete our online form before it closed on 28 June 2006, you must request credentials via email. Send an email to Jessica Waddell (jessica.waddell@gaygameschicago.org) and include the following information: 1) Media Outlet name, 2) First and Last Name, 3) Primary & Secondary Email Address, 4) Full Mailing Address, 5) Primary & Secondary Phone. For questions, call Jessica at (773) 561-2704. Credentials will also be available on site at the Hilton Chicago starting 14 July 2006 but Level 1 access will not be provided.
- If you have already requested media credentials online and received a confirmation email, you will be contacted by us to confirm your information and upload a photo. If you do not receive that email, contact us at "info@gaygameschicago.org."
- The onsite media accreditation process will be greatly simplified for those who register in advance for credentials and upload a photo. Please note: “Level 1” access will likely be unavailable to those who do not pre-register.
How to Pickup My Credentials?
- Pickup your credentials at the Hilton Chicago, 720 S. Michigan, on the dates identified above. Credentials consist of an official Gay Games Photo Badge that you will need to show regularly to security and/or Gay Games officials. At Accreditation you will receive other information, including schedules, expected codes of conduct during sports competitions, information about the Media Center at the Hilton Chicago and contact information for official Gay Games spokespeople and press support personnel.
- A photo ID and an original proof of media affiliation or assignment will be required at accreditation to secure media credentials. Proof of media affiliation includes a business card with your name and title; a Media Photo ID that shows your name, photo and the media outlet’s name/logo; or a letter of authorization on letterhead with an original signature from an authorized individual.
- Freelance videographers, photographers or writers must show written proof that they have been already retained by a bonafide media outlet to write or visually document the Gay Games.
- Representatives of online media will need to document that their online publication serves as a news or media outlet. We suggest that representatives of online media bring printed copies of pages that document their status as a legitimate media outlet. Media credentials will not be provided to representatives of websites whose primary purpose is online dating, product/service sales, or the distribution – free or for sale – of adult content. Gay Games Chicago reserves the right to deny credentials to websites in other categories if we believe that credentials would not be in the best interest of Gay Games Chicago.
- Representatives of television and radio stations should be aware that there may be restrictions on the amount of coverage that you may be able to broadcast due to existing or future relationships with Gay Games broadcast companies. We will attempt to make information about these restrictions available to you as quickly as possible so that you can plan accordingly. These restrictions will not prohibit normal news coverage. Contact Brenda Schumacher, Broadcast Director, at (773) 433-8005 or via email at Brenda.schumacher@gaygameschicago.orgfor more information. Please note that no matter your broadcast affiliation with the Gay Games, you must still acquire a credential to enter the facilities as a media representative.
- Note: Credentialing will not be provided at remote venues and facilities. Rare “day passes” may be issued by onsite media relations staff but these will be limited, are highly discouraged, and may be denied for security purposes.
Do Media Sponsors Require Credentials?
- Media sponsorship status does not automatically guarantee you media credentials. Media sponsor representatives who desire access to the media-only areas must also secure media credentials.
- If your media company is a Gay Games sponsor, your sponsorship level may entitle you to a certain number of spectator seats at the Opening & Closing Ceremonies or other events. Coordinate these seats separately with your Sponsorship Fulfillment representative (John Adams, john.adams@gaygameschicago.org, 773/433-8025).
- Please note that if you have access to the media areas at the Ceremonies and you also have spectator seats, movement between the spectator areas and the media areas will be inconvenient. If you have friends or partners in the spectator areas, they will not be provided access to the media areas so please plan accordingly. Because of space limitations, we regret that we cannot provide unlimited Level 1 media credentials to all of our media sponsors.
Special Media Categories
- Official Gay Games VII Reporters, Photographers, Videographers
If you have also agreed to be a an Official reporter, photographer or videographer for Gay Games VII, by agreeing to provide photo, written, audio or video materials to the Gay Games as a volunteer, you also must register as a media representative. Please also contact the following individuals to secure event assignments: Still photographers and writers: Tracy.Baim@gaygameschicago.org; Video and radio: Brenda Schumacher, Brenda.schumacher@gaygameschicago.org.
- TV, Videographers, Filmmakers, Documentarians
To ensure access, you will be asked to submit information about your plans and/or film, and sign an agreement saying your video or film will not be broadcast on a major network or on a dvd release for at least 6 months after the Games, without written consent of CGI. To acquire a copy of the agreement or to secure consent for exceptions, contact Brenda Schumacher at Brenda.schumacher@gaygameschicago.org.
Travel & Lodging
For information on travel and lodging in Chicago during the 2006 Gay Games, please visit our online resources. Select "Travel" or "Housing" for further information. We have secured discounted travel on American Airlines and Amtrak and are proud to have Orbitz.com as our official online travel partner. Please note that Orbit.com has a discount on hotel or hotel+air packages of 4 or more nights if booked by June 30, 2006.
Advance Stories
If you receive this email you are already on our press list. If you are interested in doing an advance story on the Gay Games, contact Kevin Boyer at Kevin.boyer@gaygameschicago.org, or call (773) 561-2704.
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