General Information

Introduction

A Beach Volleyball event`s Organizing Committee or a promoter must give the highest priority to promoting media coverage for any Beach Volleyball event. The above entities must work to maximise media exposure of their event and to provide the accredited press with a professional infrastructure and best possible working conditions.staff

A Beach Volleyball event`s organizer is responsible for the Press Operations of its event. To start with, the organizer should hire or engage a Press Officer and Press staff, as well as a Photographer.

The next step should be to establish a Media plan. Concerning operations, the organizer should determine an effective accreditation procedure and invite domestic and possibly international media to the event.

To facilitate smooth Press operations at the event one of the prerequisites is to establish a functional, comfortable and fully equipped Press Working Room, as well as press infrastructure such as a Press Tribune and Mixed Zone.

Lastly, an efficient flow of information for the on-site and off-site (national and international) media should be organized.

Introduction to Media Operations at a Beach Volleyball event

press-conference_cev-continental-cup
Press Conference a Beach Volleyball CEV Continental Cup leg in Ukraine

Press Officer and press staff

The Press Officer should be ideally a native-level English (writing and speaking) professional journalist, preferably a Beach Volleyball specialist. He/she must be active promoting and preparing for the event at least a month before the event takes place. The Press Officer should also be a member of the Organising Committee.

CHAIN OF COMMAND FOR THE BEACH VOLLEYBALL CONTINENTAL CUP EVENTS →

The Press Officer is answerable to the Beach Volleyball Continental Cup Organising Committee and must report to the Confederation`s Press Officer and the FIVB Press Department on his or her appointment by writing to press@fivb.org.

press-officer-reports

CHAIN OF COMMAND FOR ANY BEACH VOLLEYBALL EVENTS →

The Press Officer is answerable to the Organising Committee and should liaise with the Confederation`s Press Officer and the FIVB Press Department on his or her appointment by writing to press@fivb.org.

press-officer-reports_2

responsibilities of the press officer and the press staff

press-officer-press-staff

press officer checklist – key priorities

The following duties/ responsibilities and steps should be taken by a Press Officer to ensure the smooth running of a Beach Volleyball event. Please note that the example given below is designed for the Beach Volleyball Continental Cup events, however may be applied for any Beach Volleyball event operations as well.

WHAT

WHEN

WHERE

A generic preview on the location and the countries participating etc

Two weeks prior to the competition

Via email to the Confederation press officer and FIVB Press Department in English and posted on FIVB website (VISASP)

Prepare a local press conference to further preview the event

Week prior to the competition

Via email to the Confederation press officer and FIVB Press Department in English and posted on FIVB website (VISASP)

A 200-300 word match preview of the tournament (e.g. country news, player injuries, player and coach quotes, past head to head performances, etc). This should not simply repeat any previous weekend's results but also include relevant information concerning the upcoming matches

Wednesday before competition, 12:00 CET

Via email to the Confederation Press Officer and FIVB Press Department in English and posted on FIVB website (VISASP)

Other press releases building up to the weekend's matches

Thursday and Friday

Via email to the Confederation Press Officer and FIVB Press Department in English and posted on FIVB website (VISASP)

Daily wrap up press release, a minimum 200-word review of the day's action.

Following the last match of each day

Via email to the Confederation Press Officer and FIVB Press Department in English and posted on FIVB website (VISASP)

Final day wrap-up. Same as daily wrap up except reviewing the entire competition.

Following the last match of the tournament

Via email to the Confederation Press Officer and FIVB Press Department in English and posted on FIVB website (VISASP)

Digital photographs (minimum 5 photos)

Within 15-20 minutes after the end of each match

To be posted to FIVB website with captions according to instructions
in Section "Official Photographer"

GOOD TO KNOW

BE PROACTIVE – GET YOUR STORY OUT!

flow of information to the press

The timely and accurate flow of information to the press, on-site and internationally, is vital for press operations. The Press Officer is responsible for ensuring that information to the press is properly distributed and that press staff are properly trained to do this efficiently.

press-in-the-dedicated-area-in-seoul
Press in the dedicated area in Seoul

Four steps & timelines of press related activities

Step 1: Preparation

TIMELINE

ACTION

DESCRIPTION

 

As soon as possible

Contact information available

Provide full names and contact details (email and phone number) of the Press Officer, the related Press Staff, the Photographer to the respective National Federation, Continental Volleyball Confederation, copying in the FIVB Press Office. This is so the press office can chase up any reports or photos that are needed to keep reporting on the FIVB website regular and to the highest possible standard. This will also make sure that in need to be redirected; interested Media may contact the appropriate person.

 

 

As soon as possible

Information of the event available

Post name and contact details on the website related to the Beach Volleyball event`s information. This will ensure the appropriate enquiry reaches the right person.

 

Media Operations prior to the event

Step 2: Prior To The event

TIMELINE

ACTION

DESCRIPTION

 

Before the event

Expected Media

Ahead of the tournament certain target publications need to be established and contact made with the relevant journalists who may report and provide coverage for the event as a whole.

It is imperative that these journalists are aware of the tournament, its concept, and specific regulations, know which gender (Women, Men or both) from what countries are playing and know at what stage in Olympic qualification it is (if any).

The preliminary provided information needs to accentuate the values of this competition, i.e. any strong team participation, part of the Olympic Qualification, first time held in a specific location, etc.

EXAMPLE FOR CONTINENTAL CUP EVENTS!!!

It needs to be made clear that this is a vitally important event and helps spread the sport into places it often doesn't visit as well as providing smaller teams the chance to travel to London for the 2012 Olympic Games.

 

 

Before the event

Inviting Media to the event

Make sure that the area where the tournament will be held can cater for the amount of journalists you are expecting so, as a result, this needs to be estimated and federations should be easily flexible. Best way to `guestimate` such information is to allow online registration (or via dedicated email address) of any media interested to cover the event. This goes hand in hand with `making sure the information channels are available` and interested media knows who and where to contact to retrieve information.

 

 

Before the event

Media Facilities

It is imperative that the media facilities at the event provide journalists and staff with all the resources they will need. The recommended equipment of the Media facilities will include:

  • Work tables with chairs to accommodate the attending media( journalists, photographers)
  • a solid internet connection (cable and Wi-Fi);
  • phone lines (local and international);
  • a high speed photocopier machine;
  • up-to-date information on results and standings; the best way is a board with the current update of results;
  • area to portray and press related information specific to the event that may be useful to the Media;
  • Media facility also needs to be in close proximity to the courts to allow easy and quick access.

 

 

Before the event

Media opportunities – Press Conference prior and during the event

Naturally the press will want to interview players ahead of the tournament, so creating an event (a Press Conference) in the week leading up to it could provide the opportunity for features and/or news articles in a range of national and local publications. This, in turn, will drive spectators to the event, helping develop the tournament further. Inform athletes of when this will take place and additionally make sure you are present as well to help the media in any capacity.

 

GOOD TO KNOW

Embrace the culture when telling your story – portray diversity!

Media Operations during the event

Step 3: During The Event

TIMELINE

ACTION

DESCRIPTION

 

During the event

Articles for the sanctioning entities website

 

To ensure worldwide media coverage, please upload directly (if you have the necessary access) or forward to the press department of the sanctioning body of the given Beach Volleyball event reports on the tournament at the end of play every day in English to help keep fans informed of what is going on. This should be in the form of an introduction outlining the main story of the day as well as a run through of results, detailing scores (as well as set scores) and quotes from players. Articles should be at least 200 words long but not exceed 600 words and include a landscape picture with a caption with each story.

Additionally, these stories should be split into men's and women's tournaments when uploading or providing to the FIVB the relevant page.

 

 

 

During the event

Photos of the event

 

Photos of the event should be uploaded as soon as available on the website to portray the atmosphere of the event to those who are not there. A variety of photos is required to showcase the many aspects of a Beach Volleyball event.

 

 

During the event

Video Interviews

 

Video interviews conducted/ produced during the event will add a contemporary value. If such material is produced, make sure to upload them on the website as soon as possible to give the latest news/ updates/ insights in the event.

 

Step 4: After The Event

TIMELINE

ACTION

DESCRIPTION

 

After the event

Feedback

 

 

Once the event has concluded, please forward to the respective National Volleyball Federation, Continental Volleyball Confederations and the FIVB Press Department your thoughts on how it went and what could be done better and/ or needs improvement. This only needs to be a short email, but it is important to air your thoughts so we can continue to improve the procedures and the Media coverage in the years to come.

 

 

After the event

Post Event Media Report

 

Prepare a post event Media Report to assess Media value of your event. Gather press clippings from all media channels of the event to measure impact that your Media operations / plan has created.

 

press-conference
Press Conference of 2011 FIVB SWATCH World Tour in Klagenfurt

make a press conference a success

If appropriate attention is given, a press conference can add crucial value to your Beach Volleyball event. There are several criteria to consider "to get the best out of" a Press conference. Firstly, you may want to create a story line around your event to be presented to the Media to attract attention to the sport and event.

As the next step, a preparation of Press Kits would be recommended to help the Media. Press kits usually feature general information about the tournament – location, competition schedule, participants, statistical information, etc.) to be distributed during the Press conference to the Media. This way you will be able to feed the information you prefer to the Media.

Another crucial ingredient at a Press Conference is the actual invitees. Besides the required Media representatives, make sure to invite the persons that are instrumental for your event: athletes, sponsors, local authorities, National Volleyball Federation President and/or General Secretary, etc. that may act as spokespersons for your event. Lastly, make sure to schedule the press conference well in advance and send out the invitations to secure the necessary participation.

create-a-story-around-your-event

press release guidelines

As soon as possible after the last match of the day is over, the Press Officer should upload the Match Description to the event`s website and, if applicable, also to the Confederation's and the FIVB website.

The following paragraph details parameters to be considered when preparing a press release. Certain parameters are necessary to maintain the level of communication and provide information to the audience in a uniformed manner. The below criteria is detailed for a press release of a Beach Volleyball Continental Cup event but maybe applied also for Media purposes of any other Beach Volleyball event.

GOOD TO KNOW

Please note that the press release standards are focused on the use of the English language, however language and writing style should be applied for each country / region accordingly.

SUCCESSFUL PRESS RELEASE COMPONENTS

A press release:

  • Should include the official title of the event; example: Beach Volleyball CEV Continental Cup or CEV Continental Cup (abolishing Beach Volleyball)
  • Should have a simple news-style headline in the present tense
  • Should be 200-300 words in length
  • Should have up to three short lead paragraphs explaining who won and lost and what happened overall during the day, following an English-language "inverse pyramid" style of journalism where the most important information is summarized at the beginning of the story.
  • Should be spell-checked (English U.K.) before being uploaded.
  • press-release-shouldShould be written in U.K. style (eg: Brazil win, Tunisia are, Serbia down etc.)
  • Should use the dedicated layout of the Press Release to be obtained from the Beach Volleyball Continental Cup Branding Kit (hyperlink added to http://fivb.cc.achtungs.ch/)

EXAMPLES OF A PRESS RELEASE

Here are three good examples from previous FIVB tournaments of how to write the beginning two to three paragraphs of a press release:

A) Headline: Villegas brothers lead Costa Rica to victory

official-press-release

B) Headline: Greece and Estonia share top honours in Rhodes

official-press-release1

C) Headline: Venezuela's men make it through to final five

official-press-release-2

IMPORTANT PRESS RELEASE PROCEDURES TO FOLLOW

a) Headline format

Use a short and simple headline explaining who won, using a verb in the present tense, eg: Brazil crush …, Guidara guides …,

press-release-proceduresb) Dateline format

Please note and follow the format for the dateline at the beginning of the Match Description: Tokyo, Japan, December 1, 2007 - (city, country, month-date, year, dash).

c) Essential information within the first three paragraphs

  • The name of the country that won (this has to be made clear in the first paragraph) and in how many games
  • The name of the country that lost the match.
  • The match scores
  • The day the match took place (eg; Saturday).
  • The full title of the competition (eg: the CEV Continental Beach Volleyball Cup).
  • The win-loss record (for the winners at least) as a result of the match (eg: The victory improved Brazil's win-loss record to 6-0), if applicable.

d) Extra information needed

The Press Officer also should include as much of the following as possible, either following the opening paragraphs or in the opening paragraphs if considered newsworthy enough. See below questions that might be answered.

extra-information-questions

GOOD TO KNOW

In different countries players are identified either by their first or last name only or by a nickname. EXAMPLE - Brazilian players usually use their first name: "Emanuel – Alison from BRA! The USA team however goes by Rogers – Dalhausser! Another pointer – there is always an order to name the athletes of the same team, which generates an effective communication towards a pair!

e) Players' names

In the press release, as a general rule players' names should be written in full on first reference and then written with the family name from the second reference onwards.

The other option is to include the full name on first reference with the popular name/shirt name in brackets and on second reference use the popular name/shirt name (eg: Egypt's Hamdy Awad (Elsafi) scored 10 points. Elsafi played an excellent game.).

sample-press-release

Venezuela keeps Olympic qualifying hopes alive

San Juan de los Morros, Venezuela, December 1, 2010 – Venezuela's women earned a 4-0 win over Chile to secure passage to the next stage of the CSV Continental Beach Volleyball Cup on Sunday as qualification for the London 2012 Olympic Games continued in South America.

The Venezuelans now join Colombia, Brazil, Uruguay and Argentina, who all booked tickets to the zonal phase earlier this year.

Norisbeth Agudo and Ahizar Zuniaga kicked off proceedings on Saturday with a 2-0 (21-12, 21-12) defeat of Chile's Carolina Pina and Francisca Rivas before compatriots Orquidea Hube Visto and Lili Hube Valido scored a straight-sets (21-12, 21-17) win over Carolina Araya and Soledad Munizaga.

Agudo and Zuniaga then picked up their second victory of the weekend on Sunday, beating Araya and Munizaga in straight sets (21-13, 21-17), before Visto and Valido ended the day with a 2-0 (21-14, 21-15) success against Pina and Rivas.

"I am very satisfied because it was a very difficult game," Zuniaga said of Sunday's first game. "They are very good and have great technique and sometimes we felt threatened when they were ahead on the scoreboard. But the victory is only a small part. Now we begin with a new preparation. And we must think about the second phase of the competition."

"In the second set we recovered, but I think we lost concentration and allowed them to react," Chile's Munizaga lamented. "We had very little time and have little experience."

PROCEDURE TO UPLOAD PRESS RELEASES FOR BEACH VOLLEYBALL CONTINENTAL CUP EVENTS →

You need to make sure stories are uploaded to the right areas on the website. Individual tournament codes will be provided ahead of the start of the competition by the FIVB VIS Department for you to add into the relevant box in the VIS, but additionally, the stories need to be added to the Beach Volleyball Continental Cup page and the relevant Confederation`s page. This is done by uploading the story(s) four times (once for the men's tournament page, once for the women's tournament page, once for the confederation continental cup page and once for the continental cup home page). The codes for each Confederation`s Beach Volleyball Continental Cup page are as follows:

CCUP-AFR (CAVB)

CCUP-NOR (NORCECA)

CCUP-AVC (AVC)

CCUP-CEV (CEV)

CCUP-CSV (CSV)

TIMELINES OF ARTICLES

Ideally, the timeline of articles leading up and throughout the tournament should be as follows:

STEP

TIMELINE FOR DELIVERY

CONTENT

1

Article a week before the tournament

On the location, the teams and a generic preview piece helping set the scene. This should also be distributed locally to drum up support for the event.

2

Article two days before the tournament

Outlining the players, the form they are in and adding info from previous press releases to provide another preview closer to the start of the competition.

3

Every day of the tournament

Daily wrap-up of the results and standing of the competition.

4

Final

Final day wrap-up. Same as point 3 except instead of end of day round-up it should be an end of competition round-up highlighting who will move on to the next stage as well as who (if it has been decided yet) they will face.

GOOD TO KNOW

To view sample videos of interviews with athletes, please click here
test-event-press-conference
2011 VISA FIVB Beach Volleyball International Olympic Test Event Press Conference
Athletes being interviewed at the 2011 VISA FIVB Beach Volleyball International Olympic Test Event
athlete-interview-london

steps to a successful interview with an athlete

There is certain information that you might want to retrieve from the athlete and depending on when the interview takes place, the questions asked should be adjusted accordingly.

  • Research basic information about the team/ athletes before the interview to better direct your questions.
  • Establish the name of the athletes, name of the team and which country they are representing.
  • Establish the current results standing of the team and their next step in the competition.
  • do-your-research-350-204Questions you might ask before the match :
    • Are you ready for the competition?
    • What is your goal / achievement set for this competition?
    • How do you feel about your opponents?
    • What do you think is your strength as a team?
  • Questions you might ask after a match:
    • How do you feel about your achievement?
    • What were your strengths during the match?
    • What you might improve for the next match?
    • How do you feel you did?

official photographer

Photographer plays an instrumental role to tell the story of your event through photos. Vital to the success of any Beach Volleyball event and the Beach Volleyball Continental Cup event is the supply of at least 16 high quality photos directly to the FIVB website.

official-photographer-400-266
Official FIVB Photographer Mauricio Kaye

The Beach Volleyball Event`s Organising Committee should hire a photographer for the event and inform him/her that all photos provided are FREE OF ANY RIGHTS, including use in FIVB and Confederation publications, website and by media worldwide.

Photographer & Photo taking

GOOD TO KNOW

A good photo replaces thousands of words!

The following role and responsibilities of the Photographer are portrayed in the context of a Beach Volleyball Continental Cup event, but may be applied to any Beach Volleyball event. The goal of the following procedures/ requirements is to establish a uniformed image of the Beach Volleyball regardless of the country the event is held. The below guidelines should help portraying the best of your Beach Volleyball event to the Media and public.

Captions for the tournament need to be completed for each photo uploaded to the website. When referring to players, full names must be used and they must be identified easily (e.g. USA's Todd Rogers (right) spikes the ball). They should be simple and easy to understand in all cases.

csv-continental-cup-400-287PROCEDURES FOR THE BEACH VOLLEYBALL CONTINENTAL CUP EVENTS

The Press Officer must provide the email address of the official photographer to the FIVB (press@fivb.org and vis@fivb.org) and Confederation Press Officer at least two weeks before the matches begin. The Official Photographer will receive all instructions concerning the loading of digital photos onto the FIVB website directly from the FIVB and/or the Confederation Press Officer once his or her contact details are supplied.

PHOTO CAPTIONS – A NECESSITY

All photos should be captioned (through the file info in Photoshop or by directly writing the caption in the VISASP Photo System). All captions must include: full names of all principal players in the photo and their country/countries and what they are doing in the photo. The photo caption must not include the photographer's name.

HIGH RESOLUTION PHOTOS – CD/DVD

The Press Officer must also obtain from the Official Photographer a selection of quality, high resolution, captioned digital photos on a CD/DVD to be forwarded to the Confederation Press Officer and the FIVB press department. These are for use in Confederation and FIVB publications and must also be FREE OF RIGHTS.

rules & guidelines for photographers

For a Beach Volleyball event Photographer it is extremely important to produce appropriate quality photos and photos telling a story. criteria-of-photographs-taken-400-250The goal should be to portray as many aspects of the event via photos.

QUALITY OF PHOTOGRAPHS

  • The photographs taken must have a resolution of at least eight megapixels;
  • The files produced must be saved in JPG format with a minimum compression of eight;
  • Except in special cases, the files must have a maximum exposure of 400 ASA;
  • All photographs submitted to the FIVB by whatever means (photo gallery, website, e-mail, CD or print) must be print ready without any need for airbrushing or other modification;
  • All photographs must include in the JPG file itself IPTC-standard headers listing the place, date, event, the names of people on the photograph and their relative position on the photograph;
  • The photographer shall pay particular attention to framing the photographs to ensure, for example, that the players' hands and the ball are visible in action shots and, in the case of low attendance, that no empty seats are seen in the photographs.

TYPE OF PHOTOGRAPHS TO BE TAKEN

Photos should help give those who are not there an idea of the atmosphere. Naturally focus should be on the action. Make sure there is a wide variety of shots and that pictures are as different as possible (e.g. some from the side of court, some from behind, some from up in the stands etc.).

It is also worth taking photos of the site as a whole to get a wide range of choice for when uploading stories. Examples include photos of fans, players warming up and anything else that may be different and add to what is happening on the court.

The photographer SHOULD provide a selection of the following types of photograph:

  • Action shots during games;
  • Photographs showing emotion;
  • The principle actions in beach volleyball (spikes, blocks, digs…);
  • The winning country, the runners-up and the prize-giving ceremony;
  • Panorama shots (fish eye) if the venue is full, otherwise shots framed to show spectators;
  • Close up action and passive shots of each player;
  • Shots of side activities, entertainment etc. where applicable;
  • Shots of any other VIPs and dignitaries attending the event;
  • Photographs in which the FIVB sponsors are clearly visible;
  • The photographer should look for the opportunity to take a variety of photos of the spectators, personalities, children having fun, TV and journalists covering the event, etc.;
  • The photographer should take one or two panoramic photos of the stadium from outside the venue.
  • Photographer & Photo taking

    EMOTION

    PANORAMIC VIEW

    ENTERTAINMENT

    WINNING TEAM/ATHLETES

    In addition, the official photographer should pay particular attention to his/her position in order to take photos that include the sponsors and the public in the background or a spectacular backdrop. Such photos should be suitable for advertising and marketing Beach Volleyball.

    PHOTO CHECKLIST

    In the Photo checklist the actions and deadlines applied are meant for Beach Volleyball Continental Cup events, but may be adjusted for any Beach Volleyball event as per below scheme.

    WHAT?

    WHEN?

    WHERE?

    Obtain details for website upload

    Before start of event

    press@fivb.org

    Match photos

    Immediately after match

    www.fivb.org

    All photos on CD/DVD

    Within 10 days of the event

    Confederation Press Officer and/ or FIVB Press Department

    think outside the box…create lasting impressions of your event through videos

    Today`s generation have the benefit of the technology available to them – follow their example and endorse any video material that is being created around your event and its activities. Even if the video is short and features an interview with a spectator, an athlete portraying a perspective of the event, an action of a match - try and gather these video features and make them available on your event`s website or through media channels like Youtube, Facebook, etc. Having one of your Press staff members catching valuable pieces of the event with a simple hand held camera might also give you excellent material that later on may be used for promotion advertising or archives.

    See examples currently available on Youtube:

    CEV Continental Cup – Men`s Medal Ceremony:
    http://www.youtube.com/watch?v=5IfjDWOum0s

     

    Golden Set of a NORCECA Continental Cup (CANADA vs. CUBA):
    http://www.youtube.com/watch?v=xDLkXUoTeNA

     

    GOOD TO KNOW

    BE PREPARED AND BE READY!

    CEV Continental Cup - Montpellier:
    http://www.youtube.com/watch?v=y_U8tEEASaQ

    CEV Continental Cup / Canary Islands:
    http://www.youtube.com/watch?NR=1&v=TEecsoUFh0Y

    sample documents / templates/ layouts

    MEDIA ACTIVITIES / FACILITIES CHECKLIST


    TO BE COMPLETED?

    CONFIRMATION OF COMPLETION

    COMMENTS

    BEFORE THE TOURNAMENT




    Press director contact details to the respective

    Continental Volleyball Confederation and FIVB

    -3 weeks

     

     

    Photographer contact details to the respective

    Continental Volleyball Confederation and FIVB

    -3 weeks

     

     

    Ensure you have VIS information

    -3 weeks

     

     

    Press release building up to the event

    -3 weeks

     

     

    Contact relevant publications

    -3/2 weeks



    Ensure site will cater for expected amount of journalists

    -2 weeks

     

     

    Event to allow media to meet teams and players

    Week of tournament

     

     

    Preview piece

    Week of tournament



    End-of-day reports

    During tournament

     

     

    Captions and Photos

    During tournament

     

     

    Final day wrap up

    Directly following conclusion of tournament



    Press area




    Working days and hours

     

     

     

    Location/Access

     

     

     

    Tables

    Week of tournament

     

     

    Chairs

    Week of tournament

     

     

    Information board (min 2 x 1 m)

    Week of tournament

     

     

    Power Supply

    Week of tournament

     

     

    PC (Internet)

    Week of tournament

     

     

    PC (backup)

    Week of tournament

     

     

    Phone (for officials)

    Week of tournament

     

     

    PRESS TRIBUNE

    CONFIRMATION OF COMPLETION

    COMMENTS

    Location

     

     

    Photographers' zone

     

     

    Access

     

     

    Furniture

     

     

    Power supply

     

     

    MIXED ZONE



    Location

     

     

    Access

     

     

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