The 9th IISS Asia Security Summit: The Shangri-La Dialogue
Press Policy
4 – 6 June 2010
Venue: Shangri-La Hotel, 22 Orange Grove Road, Singapore 258350
Tel: +65 6737 3644; Fax: +65 6737 3257
Welcome to the 9th IISS Asia Security Summit: The Shangri-La Dialogue. Since its inaugural meeting in 2002, the Dialogue has become a recognised part of the infrastructure of Asian defence diplomacy and is seen as the region's premier security institution. The 2010 Shangri-La Dialogue will be attended by over twenty nations led by defence ministers and other senior officials, featuring many on and off-the-record debates.
The goal of the IISS is to ensure that the Shangri-La Dialogue continues to serve as the best available vehicle in the Asia-Pacific for developing and channelling astute and effective public policy on defence and security. We are grateful to the media for helping to disseminate the proceedings of the Dialogue and inform the wider international community.
Please find below our guidelines for coverage of the Dialogue, together with instructions regarding registration and other logistical requirements. You should be aware that due to the need for security screening by the Singapore authorities, it is necessary to register before 14 May 2010. Media attempting to register after this date may not have access to the secured area, but could still join our Press Room.
Contents:
Receiving an Invitation and Advance Registration
The IISS endeavours to invite as many media representatives as possible, giving priority to media affiliated with those nations that are officially represented at the Dialogue. To this end, the IISS sends out an initial round of media invitations, but certainly welcomes requests for accreditation. Please be aware that due to space restrictions, we may not be able to accommodate everyone.
To request an invitation please email sldpress@iiss.org; you will then be sent a link to register online. Participants must register online and may do so from 5 April 2010 until the deadline of 14 May 2010. We require specific information to enable security screening of each participant at the Dialogue and appreciate your cooperation with this process. With this information, we produce your security ID tag that gives you access to the summit.
On-Site Registration and Security
Pre-registered media may collect their ID tag and press packets from 1000hrs on Friday, 4 June 2010 on the Mezzanine Level of the Shangri-La Hotel.
Members of the press who did not register in advance will not receive a security ID tag and will not be permitted to enter the secured area, where all official Shangri-La Dialogue proceedings occur. However, the press room, interview rooms and lobby area of the hotel are located outside the secured area and are available to all media.
Press Rooms
The IISS Press Room is located in the Pink and White Magnolia Rooms of the Shangri-La Hotel, outside the secured area. The IISS will utilise two neighbouring rooms, the Pink and White Peonies, for Press Conference and Interview rooms. The location of the Press Rooms can be seen at the following link:http://www.shangri-la.com/uploadedFiles/property/Singapore/sls_floorplan.pdf.
A real-time video link situated in the press room will show the Keynote Address on the evening of Friday 4 June and the plenary and Q&A sessions on the mornings of Saturday 5 June and Sunday 6 June. Transcripts (as prepared and/or as delivered) will be sent to the press room as they are released by the government delegations, as well as uploaded to the IISS website. However, we cannot guarantee any window of time or even the release of the speech. If ‘as delivered’ is going to be a time-sensitive matter for you or you require one of our translated languages, we encourage the use of tape recorders that can be plugged into the media equipment in the press room or the multi-box in the Ballroom.
There will be broadband connections for laptop computers in the press room, as well as wireless internet. There will be no desktop computers and journalists should provide their own laptop.
During the Shangri-La Dialogue: Press Conferences, Opening Briefing, Keynote Address and Plenary Sessions
Press Briefing, Friday, 4 June, 1830hrs, Location TBA: During the briefing we will go over all of the media arrangements, providing an opportunity to answer any questions you might have. All media are strongly encouraged to attend this.
Opening Press Conference, Friday 4 June, 1900hrs, Location TBA: Immediately following the briefing there will be an opening press conference with IISS Senior Fellows and other regional experts.
Details of official press conferences and other media events will be posted in the press room as the information becomes available from the government delegations. We will also e-mail press conference announcements.
Keynote Address, Friday, 4 June, 2000hrs, Island Ballroom: All media representatives whose accreditation allows access to the Keynote Address will be escorted into and out of the Island Ballroom before the opening address and after the Q&A. For the Keynote Address, for reasons of protocol, media representatives admitted to the ballroom must stay for the duration. The IISS will advise on any additional requirements pertaining to the Keynote Address closer to the Dialogue.
Because of space limitations and if your agency registers multiple people, we may ask you to nominate only one journalist (this excludes photographers and cameramen) to be in the ballroom for the Keynote Address. The IISS will reserve a dedicated area for media representatives in the ballroom and will provide the necessary interpretation equipment. TV crews will be escorted into the Ballroom at a designated time, TBA. All TV cameras must be set up on the platform in the back of the ballroom no later than 1930hrs. TV crews are strongly encouraged to set up their equipment in the back of the ballroom throughout the day and will be provided opportunities to do so. Any who are unable to set up by 1900hrs should contact the press officer in advance. Photographers will also be escorted into the Ballroom at a designated time, TBA.
Saturday and Sunday Plenary Sessions: Exact procedures for the plenary sessions will be announced at the briefing on 4 June.
Saturday Break-Out Groups: Break-out groups are strictly off the record. Access is limited to delegates only
Closing Press Conference, Sunday 6 June, 1430hrs, Pink and White Peony Rooms
Instructions for TV Crews
Space for TV cameras is available at the back of the ballroom on a dedicated platform and floor area. We will make every effort to accommodate your needs. In addition, your agency may take the IISS live feed from the press room or the ballroom.
For safety reasons no tripods will be allowed outside of the designated camera area at the back of the ballroom. As space is extremely tight, cameras are not permitted to film from the sides or move around during proceedings. Should you need multiple camera angles, we encourage you to use our video footage which you are free to take and edit.
TV crews wishing to broadcast live should contact the IISS beforehand to make necessary arrangements.
Instructions for Photographers
During the proceedings photographers must keep to designated areas. We will endeavour to provide brief photo opportunities for the opening address and at the beginning of each plenary. We would be grateful if photographers would return to the allocated area when requested to do so by a member of the IISS staff. In addition, details of official photo opportunities will be posted in the press room as the information becomes available.
In order not to discriminate against agencies that are not permitted to enter the secured area, the IISS requests that photographers who are part of the select group pool share their images. A photo pool will be operating between the wire agencies.
Restricted Areas
Journalists and media may not enter, photograph or film during the delegate reception on Friday night. Similarly, journalists and media may not enter, photograph or film during the delegate lunches on Saturday and Sunday.
Requesting an Interview
In advance of the Dialogue, media may request interviews through an online submission form that can be found on the press area of the Shangri-La Dialogue website. While we cannot confirm participants far in advance, media may request the ‘Most Senior Defence Representative’ from a given country and we will forward this to the appropriate person. IISS Senior Fellows and Experts are also available for interviews.
During the Dialogue, there will be ample opportunity to request interviews during the coffee breaks, through the Press Officer, and between formal proceedings. In the Press Room, there will be an ‘Interview Request Form’ for all Delegate interview requests. Once completed, the Press Officer will submit batches of these at allocated times to government delegations with the request that they contact the media individuals directly to arrange interviews. Media are also encouraged to request interviews directly with delegates; going through the Press Officer is not a requirement.
Should you need assistance with a room, the Press Officer will book you into one of the Peony rooms, or work with you on an alternative location. Similarly, the Press Officer will convey media requests from delegations to the media representatives. If requested, the IISS may release your name and contact details to Delegates to request a meeting with your agency. Your agency is under no obligation to accept.
Journalists who manage to obtain interviews with summit participants are free to report statements provided they have the full understanding and agreement of the interviewee.
Rights and Intellectual Property
Coverage of the Shangri-La Dialogue by the media—including Delegates—must be carried out with the understanding that the IISS will be afforded the right to reproduce articles submitted as a result of attendance at the Dialogue both in its publications and on its website, and will also have the right to use images taken at the event, in generally but not exclusively the same formats, free of charge.
As a consequence, the IISS would be grateful if photographers would submit copies of their images to enable the Institute to quickly assess imagery. We would also be grateful if broadcast agencies would submit copies of the aired footage. Photographers and broadcast agencies can be assured that the Institute will treat such imagery and coverage with due care and will only use it for Institute purposes.
Photographers and broadcast media are permitted to use our images, which will be placed on the IISS website at various times during the Dialogue. Broadcast media are permitted to take and use our live feed.
We look forward to welcoming you to the Shangri-La Dialogue in Singapore on 4 June 2010.
