TO: Republican National Convention
Executive Committee and News Media Subcommittee
FROM: Tim Dillon, USA Today, Chairman
Standing Committee of Press Photographers
RE: Still Photography Arrangements for the 2000 Republican National Convention
I am Tim Dillon of USA Today, chairman of the Standing Committee of Press Photographers. Accompanying me are Jeff Kent, Director, and Mark Abraham, Deputy Director of the Press Photographers' Gallery. Also in attendance are representatives of the wire services, news magazines and major newspapers.
The requests we make on the following pages are on behalf of the still photo media. We represent the wire services, daily newspapers, national news magazines, Internet publications, other weekly and monthly publications, and photo agencies. Virtually every news publication in the world has access in one way or another to these photos. In addition to the urgent need for immediate publication, these news pictures become a permanent visual record of your convention for future historians and students.
Our goal is to allow as many bona-fide news organizations as possible to cover the convention,
without decreasing the quality of coverage. The ability to achieve this goal will be influenced by the number of positions available to photographers.
The First Union Center offers many natural vantage points for photographers. However, without access to these vantage points, this advantage is negated. This may seem to be an obvious point, but without areas set aside specifically for photographers, access is not always assured.
New technology has impacted our industry like every other. Digital cameras and the Internet will allow images to go to more places, faster than ever before. This ability will encourage more photographers to cover the convention
Digital cameras will make it more cost effective for newspapers and newspaper groups to send their own photographers to cover the convention. The latest technology is becoming more acceptable to photo editors across the country. There is no longer time consuming and costly film development requirements to deter them from sending their own photographers. Now newspapers can effectively get pictures tailored to their needs without using a costly intermediator.
Just as digital cameras are changing the way pictures are made, the Internet is changing the way they are used. Traditional newspapers, magazines and television networks are publishing their own Internet sites and new Internet-only publications are growing. These sites are increasing the demand for pictures.
The maturing of these new technologies will increase the demand for credentials, positions, workspace and technical infrastructure by photographers and their organizations. We have estimated a five percent increase for credential requests.
The gross area for workspace is not projected to increase due to several factors. The increase in demand for workspace should be offset by a decrease in space requested per organization. The number of organizations requesting work space is projected to rise while the amount of space organizations require is projected to decrease. The decrease is due to many organization not needing a photo processor.
The following requests represent our estimate of the actual needs of the still photographers. We have anticipated a five percent increase in the requests for credentials. This increase is fueled by three factors: the acceptance of digital photography, the increase in Internet publications using still photographs and an election without an incumbent.
The Senate Press Photographers' Gallery is fair and thorough in approving credential requests, in an effort to help you avoid congestion and other problems in this process. The credential types are based on previous conventions.
1. PRESS PHOTOGRAPHERS PASSES 630
These passes are good for admission to the convention hall (all areas except the floor and photo stands), headquarters hotels, and all other convention-related events, i.e. caucuses, press conferences, etc.
2. PHOTO MESSENGER PASSES 100
These passes are good for admission to the headquarters hotels and convention hall building--anywhere in the hall except on the floor or on camera stands accessible only from the floor.
3. FLOOR PASSES - PHOTOGRAPHERS 210
These passes are good for access to the floor and are assigned to the wire services, national news magazines and major daily newspapers. Some of the passes are issued on a rotating basis for limited periods of time.
4. FLOOR PASSES - MESSENGERS 50
These passes are used to give messengers access to the photographers working on the floor and the camera stands in order to pick up film. These messengers take the film to the press work area for processing and shipping.
5. LIMITED ACCESS TICKETS 900
These credentials are issued to everyone accredited to the convention permitting access to the work areas.
6. PLATFORM PASSES - FOR GALLERY SUPERINTENDENTS 2
The Platform passes (Officer of the Convention) are required by the directors in order to keep the news photo media informed regarding proceedings.
7. PHOTO STAND TICKETS - STILLS ONLY - NOT GOOD ON FLOOR EXCEPT FOR ACCESS TO THE STANDS
Side Stands 60
Podium Stands 30
Center Stand 30
Rear Stands 20
Press Area Stands 30
These cards are to be marked by the gallery directors for specific stand positions. They are good only to show position on specific stands, and may need to be accompanied by other credentials for admission to the hall.
8. AUTOMOBILE PARKING PASSES 100
These should permit parking in restricted press areas near the press entrance for handling of heavy camera equipment, which has to be shuttled between hotels and the hall.
The primary work space requirement of the press photographers, needed for processing, transmission, and editing of photos made at the convention and convention-related activities, is at least 20,000 square feet (exclusive of aisles) as close as possible to the convention floor.
Workspace is the second most important element for photographers. They need to edit their images and transmit them for constant deadlines. Although many photographers don't have daily deadlines, the vast majority have daily deadlines and some have continual deadlines.
Newspapers need images quickly to lay out the paper. Placing photo organizations close to the floor and devising a system to pass film and disks through security quickly will aid newspapers. The sooner a newspaper receives an image the more likely it will be published.
The suggested Media Pavilion can accommodate photographers. The continuing concern with this space is weatherproofing. A thorough inspection should be performed before organizations move into the pavilion. A covered walk way from the pavilion to the First Union Center could alleviate some weather concerns. After a quick survey of organizations, we will need approximately 20,000 square feet of space.
Since the critical work performed in the work space is editing pictures, office lighting is important. Editors need to control their lighting to better see their computer screens. It might be best to light for computer use and have organizations bring in their own task lighting, if more light is needed.
Modern photographers need regular office space with power, cable TV and telecommunications. The power supply is for film developers and high-end computer equipment. The demand for running water and drainage is no longer critical.
ADDITIONAL WORK AREA INSIDE SECURITY PERIMETER
Most photographers want work space inside the arena, though only some need it. Organizations with positions on the center camera stand and continuous deadlines make compelling arguments for some type of work space inside the hall. This is not a large number of organization requiring a lot of space, but a small number requiring space for computer and chair.
We request a work area equipped with phone lines inside the security perimeter. This area would be used for photographers to transmit their photos immediately from the convention floor, without having to pass heavy lenses and other equipment through the magnetometers, and avoiding the sometimes long lines at these entrances. Phone lines would be paid for by the individual photographers or their organizations. Some lines would be made available on an ad hoc basis for toll free calls to their photo desks. This area could be a specific room or office, or any free area off the convention floor.
Many organization shooting from the center camera position want to file directly from that location. Some organizations will have the photographers themselves file, others prefer to have editors do it. Some photographers transmitting from the center stand will require a small table shelf installed between the platform and the camera rail to hold a laptop computer.
Editors could be located either underneath the stand or directly behind the stand. There is often dead area behind the center camera stands that offer no view of the convention. This would be a ideal area for editors to collect and transmit digital images. All an editor would require is a thirty inch by thirty inch desktop, a chair, telecommunications capability and a power supply.
Most of the large newspapers will not have a position on the center camera stand, but will have a permanent floor credential. More than likely these photographers will be using digital cameras. A location close to the floor for transmission would be ideal. Again this space doesn't need to be large, any nook or cranny capable having a phone line installed, power and space for a lap top will do. This avoids the hassle of back and forth trips to the work space. This is critical during peak attendance when the fire marshal will undoubtedly close the hall making it difficult, if not impossible, to traverse back and forth from the workspace.
Photographers would also like some type of secure storage space in the hall. This would be especially useful for the organizations on the center camera stand. This would allow them to cache their large lenses and film. The lenses used on the center camera stand are big, heavy and expensive. Storage space would eliminate the need to bring this equipment through security on a daily basis, shortening the security screening process. The space could also be used to recharge batteries exhausted during the convention.
These numbered positions correspond with numbers on the diagram. Click on positions to see floor diagram.
One stand in the center of the hall facing the rostrum, head-on at a distance of about 75 feet from the speaker. Each position on the center camera stand should have an unobstructed view of the speaker at the podium. We have included a sketch of our concept of the center stand dimensions. (Click here to view sketch)
It should be four-tiered, 16 feet wide (excluding stairs), 12 feet deep and 19.5 feet high. Each tier should be three feet wide. The first tier should be about four feet higher than the live TV stand to clear the television camera and operator. Each subsequent tier should rise two and one-half feet above the previous one in front.
This stand should be completely rigid and firmly anchored with no vibration. Often television prefers the television and still photographer stands be separate. A stairway should be built to each level for access by photographers and technicians with heavy equipment.
A 2x12 inch, rigidly mounted shelf should be installed on the front of each tier, four feet off the floor of the tier. This enables photographers to mount their heavy lenses on the stand, lessening the need for space consuming tripods. An additional 2x12 inch shelf should be installed two feet off the floor of each tier, below the mounting shelf, to accommodate laptops and phones.
These are two close-up camera stands, one on each side of the speaker's rostrum. These stands are designed to accommodate the wire services, national news magazines and major newspapers as well as live TV pool. Sight lines between these stands and the podium are extremely important and should permit photographers to obtain at least waist-level pictures of the speakers.
The Podium stands are the second most demanded location by photographers. This location is the closest fixed position for photographers. The podium stands are always a good source of pictures.
A Raised Platforms at a 45 degree angle from the center camera stand, 65-80 feet from the podium, would allow organizations without a position on the center camera stand to easily make pictures of the candidate. Positions close to the floor tv stand-up area or at the top of the lower bowl could be good positions for photographers. These positions would enable photographers to establish a fixed position. There are two main reason these extra positions are needed 1) to wait for the picture without be hassled and 2) to be raised high enough to clear the delegates and their signs
A 2x12 inch rigidly mounted shelf should be installed on the front railing four feet off the floor. Each of these stands should be large enough to accommodate at least 30 still photographers. This is in addition to television needs.
4. REAR STANDS
This general view position, directly behind the rostrum, should be located so that the photographs show the speaker in the foreground, looking into the faces of the delegates. This position was missing from the last convention. Our gallery would be happy to work with your set designers to find a way to place these positions.
Two positions near the writing press (above or to the side) with room for ten photographers at each position. This position allows photographers to photograph the speaker on the stage, and include the delegates and signs in the photo.
6. FLOOR COVERAGE OF DELEGATES
Floor coverage of delegates--the activities of individual delegates and state delegations on the floor of the convention are as important to the papers requesting such photos as the proceedings at the rostrum. It is impossible to secure these photos from the stands and the floor pass is the only means to obtain this vital coverage.
7. REMOTE CAMERAS
Remote cameras behind the stage offer another location which may produce some good images. The problem with this position is getting the film in a timely manner. One solution is to allow organizations to hard-wire their camera to an operator. It would also be a good idea to have one coordinator involved in hanging the remote cameras.
8. UPPER BALCONIES
Photographers would also like to roam the arena, off the floor area. The view from balconies could produce good overalls and good shots of the candidate, delegates, balloon drops and other celebrations.
ADDITIONAL RECOMMENDATIONS FOR CAMERA POSITIONS
The above requests are based on preliminary designs and assumptions. As construction proceeds and plans change, we will submit revised requests. Also these requests are cannot be inclusive as organizations are still evaluating other advantageous camera positions, such as cat walks. Our Committee asks to be consulted on changes and proposals regarding all camera stands in the convention hall.
LIGHTING
The wire services, most major newspapers and magazines now use digital photography or color film. Consequently, a minimum of 250 foot candles of light in the delegate section and 300 foot candles on the rostrum at a color temperature of 5200 degrees Kelvin (daylight) is necessary for adequate picture coverage of the convention. These light levels are based on camera stands at the recommended locations. If stands are moved back, light levels should be increased to accommodate the longer (and slower) lenses.
TELECOMMUNICATIONS.
As in every industry, telecommunications is very important to photographers. Besides the need to communicate to each other and their editors, they need to transmit images quickly and efficiently. The rapid pace of technological development has provided organization with many different options.
Organizations will want to have access to every service imaginable. This includes analog service, ISDN, cable-Internet access, ricochet wireless service, fiber optics, DSL, and cell for data and voice transmission. A list of providers, services and contacts should be distributed as quickly as possible
TRANSPORTATION
Parking is extremely important to photographers. They often have assignments at locations other than the arena prior to the daily convention site. Since these photographers often come from these locations, they will need parking on-site.
The typical photographer carries approximately thirty pounds of gear. The photographers operating for the center camera stand will have more equipment. The ability to be dropped off and picked up at the arena door will ease their logistical concerns.
Bus transportation should be on a regularly scheduled basis between the headquarters hotel and convention hall. It should start at least two hours before the convention sessions start and continue as long as possible after the sessions close. In adjusting post-convention sessions transportation schedules, it is recommended that transportation be available as long as three hours after each session to accommodate late workers.
ACCOMMODATIONS
Accredited members of the photo media should be quartered in business class hotels. News photographers, and the members of the media in general, will keep irregular hours. They will need the services of business class hotels, such as room service, dining rooms, business centers and laundry services.
Many photographers will prefer to stay with or close to the delegation they are covering. However, the large, national organization will prefer to have their photographers in the downtown area, close to the headquarters hotel and business support services.
CONVENTION HALL AISLES
All aisles should be as wide as possible to permit still photo coverage of delegations on the floor. An aisle at least fifteen feet wide should be maintained between the front row of delegates' seats and close-up camera positions by the podium. This aisle should be well policed against unauthorized persons during all sessions to avoid confusion and congestion in this area.
AVAILABILITY OF CREDENTIALS
We strongly urge that the National Committee provide us no later than two months prior to the convention date a letter stating exactly what credentials and positions we can expect. We cannot issue letters granting credentials without knowing these numbers.
COMMITTEE AUTHORITY
A resolution is customarily adopted by the National Committee giving the Standing Committee of Press Photographers complete authority in matters concerning the Photo News Media.
PHOTO GALLERY OFFICE AT CONVENTION HALL
A small area of approximately 250 square feet adjacent to the press entrance to the convention floor is requested for the Gallery staff. It is here that the staff issues the rotating floor passes. Also, it is from this area that the staff monitors the photo stands, et cetera. This office is to be equipped as follows:
2 six-foot tables
8 folding chairs
1 TV monitor with cable access to monitor floor action
3 telephones connected to RNC switchboard with outside capability
4 electrical outlets
2 large signs: PRESS PHOTO OFFICE
1 data line with Internet access capability
PHOTO GALLERY OFFICE
One two-room office to be used as photo headquarters for distributing credentials and directing operations. This office should be as close as possible to a hotel or independent business center, for copying, faxing and other services. The office to be equipped as follows:
1 electric typewriter
4 six-foot tables
3 telephones--connected to RNC switchboard with outside capability
2 voice mail boxes
1 line with Internet access capability
12 chairs
TV Monitor with cable access to monitor convention floor
Office supplies as follows:
Pencil sharpener
Pencils and pens
Memo pads
8x11 copier, computer, and typing paper
Multi-colored high-lighters
Post-it pads
Sharpies
Staplers and staples
Signs identifying the "Press Photographers' Office"
Wall diagrams of convention floor
Local maps
Wastepaper baskets
Paper clips
Scotch tape
HOTEL ACCOMMODATIONS
Ten double bedrooms in the downtown area are requested for two gallery directors and eight assistants. Hotel expenses should include local telephone calls.
STAFF EXPENSES
Adequate daily living allowance for the ten members of the Photo Gallery staff is requested.
TRAVEL EXPENSES
Air or rail transportation of staff members' own choosing to and from the convention city to be paid by the Republican National Committee.
All members of the staff should receive their daily living allowances, travel expenses and hotel assignments two weeks prior to departure.
CAR FOR STAFF
Two vehicles should be assigned to the staff of the Press Photographers' Gallery for use in official business.
ADDITIONAL EXPENSES
We will submit a bill later for items not covered in advance such as postage and any other sundry expenses incurred.
