Filming Protocols of the International Seabed Authority

Filming protocols of the International Seabed Authority

1. General principles

Accreditation

  • Members of the media and persons wanting to film scenes at the annual session of the International Seabed Authority (ISA) are required to apply for media accreditation.
  • Media accreditation is strictly reserved for members of the press (print, photo, radio, television, film, news agencies and online media) who represent a bona fide news media organization. No media pass will be issued to journalists whose application does not conform to the established procedure.

Access

  • Accredited members of the media will be able to access the Media Room on the first floor of the Secretariat (near the credentials and Protocol area).
  • Accredited members of the media will be able to access the Jamaica Conference Centre (JCC) and attend plenary meetings, subject to space availability.
  • Designation of a meeting as a “Closed Meeting” implies that it is not open to media broadcasting or other forms of coverage.
  • The ISA Communications Unit will liaise with accredited film crews on the ground concerning their positioning in and outside conference rooms and meeting rooms.
  • Interviewing, filming or photographing staff members in or outside their office is not permitted.

Conduct

  • Members of the media must take responsibility for ensuring that their conduct and that of their camera operators, sound personnel and any ancillary staff comply with this protocol.
  • The conduct of all persons who seek to undertake filming or photography in locations must not undermine the proceedings of the session and meetings.
  • Recorded interviews with members or observers of the ISA Council and the Assembly may take place in the JCC or at the Secretariat only after the express permission of the interviewee.
  • The Communications Unit can facilitate recorded interviews with the Secretary-General and members of the Bureau, including the Presidents of the Council and the Assembly, upon request at media@isa.org.jm.

Security and safety

  • Despite any other provision in this protocol, interviewing, filming or photography in parts of the JCC may be limited, with the approval or under the authority of the Communications Unit, for the purposes of security or safety.
  • If you are filming inside the ISA Secretariat or JCC, such as in a corridor, please ensure that you do not obstruct the passage of other visitors and staff.
  • Cameras, microphones or other items or equipment must never be placed so as to block the progress of delegates along a corridor or across a foyer.
  • If camera shots are required from in front of a delegate, these must be taken from a distance that allows the camera person to move away in time for the delegate to pass without being obstructed in any way.
  • Delegates must not be obstructed from entering or leaving a building.
  • All accessways, including, for example, bridges, elevators, stairs and doorways, must be kept free and delegates’ use of accessways must be unimpeded.

 

Damage to property

  • Members of the media are fully responsible for all damages to the JCC or the Secretariat occurring as a result of its filming activities and for paying for all repairs deemed necessary.

Use of images and footage

  • The media outlet or photographer is authorized to use film and photographs shot at the JCC in print media, on a website, or in other promotional materials with the understanding that consent was obtained for close-up shots and individual interviews.

Termination of the filming

  • ISA reserves the right to terminate production in the event that the person filming or the photographer fails to abide by these protocols.

2. Filming the annual ISA Sessions, media briefings and side events

Authorization to film or take still photographs in the conference room during meetings of the Council or Assembly should be requested at the time of application for media accreditation.

Authorized crews shall note that

  • film crews cannot access rooms or locations without prior agreement and cannot record conversations without prior consent
  • filming within plenary rooms is only permitted in designated areas, which will be identified by the ISA Communications Unit. Filming inside closed negotiation spaces (regional groups, delegates’ lounges and other restricted areas) is strictly prohibited.
  • filming exterior shots around the ISA building or the JCC is permitted but without close-up shots of people in these areas
  • filming or photography is confined to any area of the meeting room specified by the ISA Communications Unit and should include only those persons actively participating in the proceedings
  • persons filming or taking photographs must not disrupt the meetings or interfere with the free movement of other persons present
  • boom microphones are not allowed in conference rooms even when approved film
  • all media representatives may film and/or take photos at the press briefing
  • participation in and recording of closed meetings is prohibited
  • attending, filming or capturing side events requires permission from the organizer of the side event. Contact media@isa.org.jm to request authorization.

 

3. Filming at the locations for a feature film, documentary or television production

If you are interested in filming scenes at the ISA headquarters or the JCC in Kingston, Jamaica, during the annual ISA Sessions for a feature film, documentary or television production, please submit a request using the online “Request for on-location filming at the ISA” form and attach

  • a formal written request on the production company’s letterhead
  • a script of the project (full confidentiality will be ensured)
  • a scenario/summary of the project.

The Communications Unit will review the request and provide feedback as appropriate. Typically, if the project is approved, a two-track process coordinated by the Communications Unit begins:

  • Logistical preparations to determine technical requirements and what in-house services would need to be provided. This would include a location scouting visit, followed by a technical scout.
  • In parallel with this, a location agreement is drafted, a process that typically takes several weeks to conclude. Once agreed upon by both sides, the draft agreement is submitted to the ISA Legal Office for final approval at least one week before filming is scheduled to begin.

4. Using the ISA’s name and emblem

The use of the ISA’s name and/or emblem in a feature film, documentary or television production requires prior authorization.

Please submit a request using the online “Request for permission to use the ISA’s name and emblem” form along with

  • a formal written request on the production company’s letterhead
  • a script of the project (full confidentiality will be ensured)
  • a scenario/summary of the project
  • visual representations, if available, of how the ISA’s emblem would appear.

The Communications Unit will review the request, provide feedback as appropriate and facilitate the necessary legal authorization.

Any special filming requests, aside from what is stated here, require prior authorization from the Communications Unit and, where appropriate, the delegates or observers.

All requests should be sent to media@isa.org.jm