Media Guidelines For The PPAI Expo

Rules and regulations for working media covering The PPAI Expo.

TAKE ME TO THE PPAI EXPO SITE

PPAI invites accredited journalists to cover the exhibits and events of The PPAI Expo by first requesting, in writing, a no-cost media credential with PPAI Media director Josh Ellis (joshe@ppai.org). Credentials must be requested in advance, and no day-of credentials will be provided.

 

Upon arrival to Mandalay Bay Convention Center each day, media covering the event(s) are required to check in at the PPAI show office. Media members may be required to be accompanied by a PPAI staff member and to wear and display a PPAI-designated media credentials when inside the venue. Photography/videotaping schedules and on-camera interview requests must be provided in writing in advance to ensure PPAI staff availability.

Accredited Media

All media reporters must obtain permission from each presenter, speaker and the designated moderator(s) before recording or filming an interview. PPAI staff will reasonably assist in requesting and, where given, obtaining permission to record. In addition, PPAI’s exhibitors’ displays may include proprietary content, construction, or other protected matters. Therefore, no media personnel may photograph or videotape any exhibit booth without the permission of the exhibitor and PPAI. This includes use of camera phones, personal digital cameras and other handheld devices.

 

Credentials are distributed on an as-available basis to journalists of recognized news outlets who are on assignment to cover the event and/or PPAI. Journalists must represent recognized media publications or outlets that regularly cover the specific event or the promotional products industry; recognized national/regional radio and television networks; local radio and television stations; and/or recognized internet sites. In each case, distribution of media credentials is determined by PPAI in its sole discretion.

 

Registration fees for working press are waived. Members of the media may cover event(s) free of admission charge. No other expense or fee associated with the media personnel’s participation in the event is covered or waived.

 

To receive a press badge, working journalists must provide photo identification and supporting documents such as a business card, letter of assignment or published samples of bylined work, preferably stories relating to promotional products or trade shows within the last six months. All freelance journalists must provide a letter of assignment on company letterhead from an editor of a recognized news organization certifying they are covering PPAI for the organization. Signing this form confirms that the images taken will only be used for that specific publication and for that specific story and are not for resale.

 

Media must identify themselves and clearly display and wear the accreditation badge at all times. If a media pass is lost or stolen, pass holder must immediately report it to the PPAI show office. Credential applications and approved credentials to cover individual PPAI events are available upon request. Media credentials should be requested for individual events in advance.

 

Security checkpoints and procedures have been implemented for the safety and protection of all. Accredited media are expected to cooperate with the procedures and requirements implemented for access to the media, photographer and broadcast areas. Media access will vary by event and venue, and the media rules as well as rules applicable to general attendance of the respective PPAI event must be followed.

Media Access

Access to PPAI events and exhibitions, public spaces and the PPAI show office is according to published access locations and hours of operation for each event.

  1. Still photographers, video and film crews will be allowed to establish shots for a period of 10 minutes from the aisle between rows. After this time, cameras must move to designated areas.
  2. Still photographers are limited to the camera positions located on the side of the rooms.
  3. Broadcast and film camera positions are limited to the designated areas.
  4. In certain instances, access may be limited or increased. In addition, PPAI (or its assigned), the official photographer(s) are the only official photographers that will be allowed to take pictures from all positions of events, rooms and exhibit floor.
  5. During formal or ceremonial events, cell phones and electronic devices must be silenced and media must remain in place until a scheduled break occurs or event ends unless other arrangements have been made with the PPAI Media office.
  6. Interviewing a speaker or attendee(s) in the event room is not permitted unless prior arrangements have been made.
  7. Parking is to be arranged by the media. Advance notice is required for special parking needs.

No Access

Media have access depending on specific permission granted for particular interviews or visits. The terms of access to any PPAI events, meetings and exhibits will be determined by the event organizer on a case-by-case basis.

 

Based on space requirements, PPAI reserves the right to limit the number of press badges issued to a single media organization. PPAI does not issue press badges to: publishers or a publication’s advertising, marketing, public relations or sales representatives; publishers, editors or reporters from house organs or promotional publications; public relations staff of exhibitors or educational institutions; writers creating analyses or reports sold as a commodity to customers; educational program developers; or other individuals or their representatives who are not actually reporting on the event, meeting or exhibition.

 

No solicitation whatsoever. Any credentialed badge holder, who sells, markets or represents a company or organization for the purpose of obtaining advertising or subscriptions from any meeting registrant or exhibitor immediately forfeits press credentials and may be removed from the event or location.

 

Press credentials are not transferrable. Journalists who swap or share passes immediately forfeit press credentials and may be removed from the event or location.

Interview Requests

Written interview requests are to be submitted to the PPAI Media office by e-mail to Josh Ellis (joshe@ppai.org), Media Director.

 

Note that for all interview requests, the following must be provided:

  1. Name of the journalist and media making the request and local contact information, including cell phone and e-mail;
  2. List of indicative questions;
  3. Proposed time(s); and
  4. Length of the interview

Media Coverage

PPAI requires that all media reporting on PPAI events (press, radio, television and bloggers) give the event host PPAI prominent recognition in their event coverage.

  1. For social media, this would include #PPAIExpo and/or #PPAI.
  2. For print media coverage, this would include clearly crediting the event host Promotional Products Association International in the first mention of the event within the piece, using "Promotional Products Association International (PPAI).”
  3. For bloggers reporting live from PPAI events, this would include clearly crediting event host PPAI in the first mention each day, stating "Promotional Products Association International (PPAI).”
  4. For video coverage, this would include prominently mentioning "Promotional Products Association International (PPAI)” during the video.
  5. It is not sufficient to just use the PPAI logo and any such use must be only with permission from PPAI. The host must be mentioned within the body of all material. This includes all reports which are using information supplied by PPAI, even if journalists are not accredited to the event or attending the event.
  6. The trademark policies must be followed with regard to the use of the PPAI logo. Please request full details on the logo’s trademark policies with PPAI Media director Josh Ellis (joshe@ppai.org).

Broadcast Feeds

Television (video and audio) signals for the event, meeting or exhibition are the responsibility of the media.

Television, Radio & Internet Rights

PPAI owns the rights to originate live coverage from PPAI events, meetings and exhibitions, and these rights may have been awarded to a broadcast or cable network and/or an internet provider. Subject to the limitations previously outlined, non-rights-holding local radio, television stations, networks and internet providers are encouraged to cover PPAI events with the following limitations.

  1. Some PPAI events are televised/simulcast, and for those sessions, access may be limited.
  2. Any TV/radio broadcaster who does not comply with the above regulations will, without warning, have his/her accreditation withdrawn for the remainder of the event and may be banned by PPAI from covering future events.
  3. For local, regional and national TV news coverage, coverage of PPAI events shall not exceed three minutes in length in the daily aggregate and must be a part of a regularly scheduled newscast. Only taped footage may be included in these reports. The outlet may not purport to show live coverage from a PPAI event unless approved in advance in writing by PPAI. Segment requests exceeding three minutes must be submitted in writing 10 business days in advance of event.
  4. Local credentialed TV outlets may broadcast live from PPAI events, as long as the broadcast does not include action from inside the event, meeting or exhibition (which is covered above).
  5. The use of tripods is limited, based on available space. At no time will camera crews be allowed to impede the flow of attendees during any event.
  6. Television and video cameras are not allowed on the exhibition floor, with the exception of the pre-scheduled and PPAI-escorted media.

Photography Guidelines

Only accredited photographers may film or take photos at a PPAI-sanctioned event.

  1. Freelance photographers will not be accredited without proof of assignment for a specific media outlet and without signing an agreement for limiting usage of the images to the specified assignment.
  2. Only PPAI photographers can film or photograph on the exhibition floor. Exception requests must be submitted in advance and approved by PPAI Media.
  3. Photographers must film/photograph from designated photo areas. Exceptions must be approved in advance and escorted by PPAI staff.
  4. Equipment guidelines. Cameras should be an SLR or DSLR, with an appropriate lens to capture the action from an appropriate distance that eliminates the chance of the photographer impacting the conduct of the event. Photographers filming/photographing the event are required to use equipment sufficient for obtaining high-quality images at a respectable distance.
  5. Commercial photography is prohibited unless it has received prior approval from the PPAI Media office and the proper clearances made.
  6. Any secondary non-editorial or commercial use of any picture, film or drawing is prohibited without prior consent of PPAI and the individual(s) or organization(s).
  7. All pictures must be taken at an appreciable distance, as far from the action as possible, and from angles that are not in the direct line of sight for the audiences or participants.
  8. Photographers who do not comply fully with the above regulations may, without warning, have their credentials withdrawn for the remainder of the event(s) and could be banned by PPAI from attending future events.

Mailing List

Media may be added to the media mailing list by emailing PPAI Media director Josh Ellis at joshe@ppai.org. Alternatively, when the media accreditation process begins, media will have an opportunity to sign up for this service.

Websites

PPAI: ppai.org
The PPAI Expo: ppai.org/expo
Media: ppai.org/media

Enforcement

Any accredited media who is deemed disorderly, who fails to comply with any of the foregoing requirements, or any set forth by PPAI officials, and all security measures, may, in PPAI’s sole discretion, have their media pass taken away for the entire event, may be denied access or media credentials at future PPAI events, and may required to leave the event.

 

Notwithstanding any other provision herein, this credential is a courtesy to bearer only and creates no economic or other legally recognized interest in the bearer and this credential may be denied or may be revoked at any time for any reason or no reason in the sole and absolute discretion of Promotional Products Association International, or any agent or employee working on PPAI’s behalf.