Media Policy and Credentials

2012 SEA MEDIA POLICY–Deadline February 1, 2012
Please read the following information before filling out the registration form.

Media Registration Requirements
Media credentials are given to members of the working media whose attendance at the conference and awards show will result in coverage, whether print or broadcast, of The Southern Entertainment Awards & Conference weekend, March 29-April 2, 2012. Qualified working journalists may submit a registration request for a complimentary SEA media badge that provides:

• Exhibit-floor/SEA Event access during hours of operation (10am-10pm – Thursday – Saturday) *note: this may not include parties
• Access to conferences, workshops, showcases and awards ceremony (permission for video and audio taping will be given in advance to requesting media for a limited amount of time)
• Access to other media-related events (at venues discretion)
• Credentials will be granted to no more than two individuals from any one media organization (MUST BE 21 OR OLDER) & (MUST ARRIVE ON OR PRIOR TO FRIDAY March 30, 2012)
• Those wanting booths must purchase an exhibit booth (25% discount for media)
• NOMINEES MUST REQUEST MEDIA CREDENTIALS
• We will notify you/your company of your application status on or prior to February 1st, 2012

Qualifying Criteria
To qualify for complimentary media registration, you must meet the following criteria:
• Media credentials will only be issued to editors, print and broadcast reporters or columnists, broadcast producers and directors, camera operators and professional photographers.
• As a courtesy, media credentials will be granted to one publisher per publication.
• Freelance writers covering SEA’s in an editorial capacity must present a letter of assignment from a publisher, editor or producer (on letterhead) of a recognized media outlet to receive media credentials.
• Broadcast reporters and camera crews must present a letter of assignment (on letterhead) from a recognized outlet to receive media credentials.
• All photographers must be on assignment. Photographers must present a current, original letter of assignment from a recognized media outlet or a copy of their contract with a publisher or news organization.
• Editors and publishers of online newsletters or websites dealing with the entertainment, and or music industries may be granted media credentials at the discretion of the Southern Entertainment Awards Media Coordinator. Online journalists must have bylined articles on the site, as well as business cards verifying their position/title. Only journalists with news-based websites qualify for media badges. Sites that are primarily for business or sales purposes do not qualify. The website must include original editorial news coverage. Editorial content must be independent of advertising or sponsorship. Advertising must be clearly identifiable as advertising. The website, if sponsored by a for-profit entity, must have multiple sponsors and be clearly identified. Personal websites are not acceptable.

Not qualified: Family members, friends, children, etc., are not issued media credentials, nor are media representatives whose primary purpose for attending Southern Entertainment Awards is not to cover the event as working news media.

Audio/Video/Photo Guidelines
Permission to record the audio and video of showcases, meet & greets, panels, parties and awards ceremony is given on a case by case basis and will be limited to a specific amount of time.

Unless authorized, videotaping—particularly that requiring artificial lighting of any kind—of an entire concert or session is prohibited.

Short-term videotaping (for news purposes) of performers or speakers is limited to credentialed media.

No convention signage or branding is to be moved, altered or removed from its original location.

Video production crews (non-news) must receive approval from the Southern Entertainment Awards before receiving credentials. This also applies to Internet media that are shooting video for release on web sites.

Photographer credentials are approved for editorial shooting only. Photographers shall agree to use their photographs (or other means of reproduction) only for bona-fide news purposes. Bona-fide news purposes include regularly published newspapers, magazines or internet sites recognized by the Southern Entertainment Awards & Conference. Photographers shooting for entertainment and commercial use of photographs are not considered bona-fide news purposes.

Media representatives must ask SEA attendees, guests and/or staff members for permission prior to taking still photographs, shooting video or recording interviews (for print, Internet or video). Please respect the wishes of our attendees if permission is refused.

General Conditions
If approved, media representatives must register in advance and check in at the SEA media registration desk in order to obtain a media badge, which will be required for admission to any session. Badges may be picked up at the SEA registration desk during posted registration hours; badges will not be mailed in advance of the event.

Upon receipt of your registration, you may be asked to provide supporting documentation to receive your media credentials. All media will receive an e-mail confirmation of their registration.

Media representatives at the Southern Entertainment Awards are required to wear their media badge at all times and are required to identify themselves as media representatives when interacting with convention attendees, guests and staff.

Media representatives should feel free to contact the Southern Entertainment Awards Media Coordinator for assistance in scheduling interviews and locating presenters or performers.

International journalists should apply early enough to meet any visa and/or passport requirements that are necessary to enter the U.S.

How to Register
Complete and sign the Southern Entertainment Awards Media Registration form listed below. If you have any trouble with the form please email info@mepragency.com.

The registration form & copies of publication must be received by February 1, 2012
*if this information is incomplete in any way, you will be denied credentials

Freelance reporters and photographers must include a letter of assignment from a publisher, editor or producer (on letterhead) of a recognized media outlet to receive media credentials

You will be notified via e-mail regarding approval of your media credentials.

Post-SEA
As a courtesy, we ask that registered media provide us with the following evidence of coverage, unless other arrangements are made, in advance, with the Southern Entertainment Awards Media Coordinator.

Print and Internet Publications
Please provide the Southern Entertainment Awards Media Coordinator with information regarding when and where the article(s) will appear in print and/or online and please provide SEA with two (2) complimentary copies of the issue featuring The Southern Entertainment Awards for our files.

Broadcast Media
Please provide the Southern Entertainment Awards Media Coordinator with information regarding when the footage/package will be broadcast, and please provide SEA with two (2) complimentary copies of the audio and/or video tape featuring The Southern Entertainment Awards for our records.

Please complete the 2012 Southern Entertainment Awards & Conference Media Credential form below.

 http://mepragency.wufoo.com/forms/sea-media-credential-form/