ACT-IAC Press Policies
(Effective 11/30/09)
ACT-IAC’s operating principles require that the organization and all of its activities be conducted in a manner that is objective, vendor-neutral and transparent. In accordance with these principles, the general assumption governing ACT-IAC activities is that they shall be open to the press unless an exception is specifically made in advance or, in some cases, on-the-spot due to a speaker request, or other unforeseen circumstances.
This policy sets forth the organization’s policies regarding press coverage. This 2009 Press Policy supersedes all other press policies found throughout ACT-IAC documents.
Questions about this policy may be referred to the head of the PR Communications Committee, or to the Executive Director of IAC.
Introduction
ACT-IAC shall designate a press liaison who shall be responsible for coordinating all press activities. The liaison is responsible for dealing with all press inquiries, evaluating their merit and determining the most appropriate ACT-IAC spokesperson. The liaison shall work with the ACT Board, the IAC Executive Committee, the SIGs, Program Committee, and all other ad-hoc or designated groups as well as all conference planning committees to ensure that ACT-IAC spokespeople deliver a consistent and relevant message. Under no circumstances shall anyone named above represent ACT-IAC’s point of view to the press without first consulting the liaison. In that way, we can ensure that we are always consistent in our message and that our organization is viewed in the most positive light.
General Policy
Programs and events sponsored by the American Council for Technology and/or Industry Advisory Council shall be open to the press and “on the record” unless (1) specifically exempted by this policy or (2) a special exception is made in which case, ACT-IAC will make every reasonable attempt to notify the press in advance of that special exception status. Press desiring to cover an ACT-IAC event shall comply with the procedures set forth at the end of this policy. “’Press’ is defined as journalists working for bona fide online, broadcast or print news organizations.”
IAC Membership meetings
IAC membership meetings shall be open to the press and on the record.
IAC Program Events
IAC program events shall be open to the press and on the record in general. Events such as invitation-only roundtables with 30 or fewer attendees should be off the record Such events are designed to provide a forum for an open and frank discussion of issues and the presence of the writers for the record may inhibit such conversation. As indicated elsewhere, working press will be permitted to attend solely in role of IAC members.
SIG meetings or sessions
SIG business meetings (and those portions of SIG meetings that do not include an outside speaker) shall be off the record, unless a specific decision is made to put them on the record. SIG events that include a speaker or panel shall be on the record with the exception of the business portion of the event, un less a specific decision is made and announced in advance to make the speaker’s portion off the record.
Conferences
Conference plenary sessions and track workshops shall be open to the press and on the record. CXO breakfasts and similar events with very limited attendance (less than approximately 30 attendees) shall be off the record unless an exception is specifically announced prior to the start of the event.
ACT Board, IAC Executive Committee and Working Committees
Meetings of the ACT Board of Directors, IAC Executive Committee and working committees of ACT and IAC shall be closed to the press and off the record.
ACT Programs
The American Council for Technology sponsors a number of activities (e.g. Government Speaker Series, Building a Public Service Legacy, etc.) that are designed to facilitate open collaboration among government employees. These events shall be closed to the press and off the record unless ACT designates the program on the record.
Process
This press policy shall be implemented in accordance with the procedures outlined below. We ask that members of the press seeking to cover ACT-IAC activities comply with these procedures.
- This policy shall be placed on the ACT-IAC web site and distributed at least annually to the leaders of all ACT and IAC activities.
- Press policy training will be offered annually to EC members and committee chairs; and as mutually agreeable on an “as needed” basis.
- Press policy for any event not mentioned in this policy must be established and documented in advance to the maximum extent possible.
- Outside speakers shall be told in advance that press may be present and asked to consent. If a speaker does not consent, ACT-IAC shall make a determination regarding the appropriate policy for that event.
- The press policy shall be announced or otherwise distributed at the beginning of each event.
- Press wishing to attend and cover an event must pre-register with ACT-IAC.
- ACT-IAC will clearly identify the press at each event
- ACT-IAC may waive the registration fee for working press. However, press will be expected to pay for any food function in which they participate.
- Where possible, ACT-IAC will be notified at least 48 hours in advance if the press wishes to make an audio or video recording. The speaker will be notified and asked for a verbal approval to be taped and the disposition conveyed to the press. The press can also seek verbal permission on-site where advance notice is difficult.
- Speakers participating in the event shall sign a release form consenting to such recording or give verbal consent.
- The press may only use selected excerpts from any such recording and not play the recording in its entirety.
- ACT-IAC shall retain ownership of all content provided during the session.
- The press may be asked to provide ACT-IAC with a copy of any recording. ACT-IAC may, if it wishes, make the recording available on its web site provided that such distribution may not occur until at least a week after the event.
Press as IAC Members
Many members of the press are also IAC members. As IAC members, these publications and their individual members are entitled to all benefits of membership. However, in so doing, for events that are off-the-record but are open to members, they become “members” and give up their press status. For example, due to space limitations, the attendees at some roundtables are selected via lottery. A member of the press who is also an IAC member may participate in the lottery, and, if selected, attend the roundtable. However, he or she will be attending as an IAC member and not a representative of the press.