Media Handbook

This handbook has been temporarily replaced by the version needed during RHI inquiry

Contents

1.      Introduction and Code of Conduct

2.      Media Passes & General Information

3.      Interviews

4.      Media Facilities & Services

5.      Other Facilities

6.      Access times for Parliament Buildings

7.      Freedom of Information Requests

8.      General Media Enquiries and Out of Hours Service

9.      Contact Numbers

10.    Essential Health and Safety Information

Introduction

One of the hallmarks of democracy is people’s right to access clear, regular and independent information. In recognition of this, the Northern Ireland Assembly supports the work of the media, provides workspace and facilitates access within Parliament Buildings.

The Assembly’s Communications Office has a dedicated team to provide support and information to the media. They can be contacted in Room B4, on 028 9052 1137, or on any of the numbers/email addresses below:

If your enquiry is in relation to an Executive Department or Ministerial activity, please contact the Executive Information Service (EIS) via the relevant Departmental press office.

Political Party press contact details can be found here.

Code of Conduct

Parliament Buildings is a working environment. All media pass holders should treat MLAs and Assembly Secretariat staff with due courtesy and consideration and conduct themselves appropriately.

All media pass holders should observe agreed Assembly regulations about areas that are out-of-bounds and other agreed conventions. Impromptu ‘door-stepping’ interviews on camera, on tape or in person are not acceptable.

Media pass holders should not act as paid or unpaid lobbyists for any individual or organisation that might seek to influence the political process or benefit from inside knowledge of it and may not use their accredited status to do so.

Media Passes & General Information

Media passes must be worn and displayed at all times in Parliament Buildings. Security and Ushering staff will challenge anyone not wearing a pass.

All those holding a permanent Media pass (Regular, Intermediate or Correspondent) must swipe in when they enter Parliament Buildings and swipe out when they leave.

There are four categories of media pass:

1. Media DAY pass 

A temporary daily pass for those media personnel who attend Parliament Buildings occasionally or for specific events. Day passes are granted to those with an NUJ card or proof of employment with a recognised media outlet. Media Day passes are distinguished from other day passes by their purple lanyard. These passes will be issued at the front Reception desk where a photograph will be taken for use on the Media Day Pass and stored for future passes.  More information for Media Day Pass holders is available here).

2. Media REGULAR pass

A permanent pass for those media personnel who attend Parliament Buildings regularly.  Regular pass holders have permission to access the basement, Ground and First Floors ONLY.  Regular pass holders do not have permission to access the Library and they do not have any rights to escort visitors.  Applications for a media regular pass can be made through the Communications Office (B4) and a Communications Officer must countersign the application prior to any pass being issued.  Passes are issued by the Security Office (B35A).  These passes are valid for one year from the date of issue. The expiry date will be printed on the pass and when this date has been reached the pass will be invalid. You then have to apply for a new pass.  More information for Media Regular pass holders is available here).

An example of a Media REGULAR pass:

3. Media INTERMEDIATE pass

A permanent pass for those media personnel who attend Parliament Buildings regularly, and who also require the right to escort visitors.  Intermediate pass holders have permission to access and escort up to five visitors to the Basement, Ground and First Floors ONLY. Intermediate pass holders do not have permission to access the Library. Applications for a media intermediate pass can be made through the Communications Office (B4) and a Communications Officer must countersign the application prior to any pass being issued.  Passes are issued by the Security Office (B35A). These passes are valid for one year from the date of issue. The expiry date will be printed on the pass and when this date has been reached the pass will be invalid.  You then have to apply for a new pass. More information for Media Intermediate pass holders is available here).

An example of a Media INTERMEDIATE pass:

4. Media CORRESPONDENT pass

A permanent pass for members of the Assembly Correspondents Group. The Assembly Correspondents Group is made up of members of the media who are primarily based in Parliament Buildings and who mainly report on the business of the Assembly. These permanent passes provide holders with the right to access and escort up to five visitors to the Basement, Ground and First Floors ONLY. Assembly Correspondents can only access and use the Library facilities. Applications for a media correspondent pass can be made through the Communications Office (B4) and the Head of Communications must countersign the application prior to any pass being issued.  Passes are issued by the Security Office (B35A). These passes are valid for one year from the date of issue. The expiry date will be printed on the pass and when this date has been reached the pass will be invalid. You then have to apply for a new pass. More information for Media Correspondent pass holders is available here).

An example of a Media CORRESPONDENT pass:

Accessing Offices

MLA, party staff and Assembly Secretariat staff offices are private. Media personnel should be accompanied by an MLA, party staff member or member of the Assembly Secretariat staff before entering any office.

Information for Media DAY, Media REGULAR and Media INTERMEDIATE pass holders:

Where can I go?

• Media facilities in the basement.
• Catering facilities in the basement (Café Recess and Blue Flax Restaurant).
• The Great Hall.
• Committee rooms on the ground and first floors (during public meetings).
• Assembly Chamber Press Gallery (while Plenary is in session).
• Long Gallery events to which media are invited.

Where can I not go?

• The floor of the Assembly Chamber.
• Business Office.
• Bill Office.
• Ground Floor Corridors when Committees are not in session.
• Voting Lobbies.
• Members’ Bar, Members’ Coffee Lounge and Members’ Dining Room (unless escorted by an MLA, party staff or Assembly Secretariat staff).
• All Committee rooms during closed session.
• Any other location (except Committee rooms) on the ground, first, second, third and fourth floors (unless escorted by an MLA, party staff or Assembly Secretariat staff).

Where can I record without permission from the Communications Office?

• Any position in the Great Hall (subject to Health & Safety guidance). However, you cannot film with any of the corridors leading off in the background shot.
• Media facilities in the basement.
• Outside the building to get external shots of Parliament Buildings from the front.

For information on any other locations, please contact the Communications Office

You can’t record or film in/into the following areas:

• Corridors leading off from the Great Hall.
• Press Gallery of the Assembly Chamber.
• Rotunda leading to the Assembly Chamber.
• Outside a Committee room when a meeting is in session.
• Inside/into the car park to the East and West of Parliament Buildings.

Information for Media CORRESPONDENT pass holders:

Where can I go?

• Media facilities in the basement.
• Catering facilities in the basement (Café Recess and Blue Flax Restaurant).
• Basement floor corridors.
• The Great Hall.
• Ground floor corridors (note exemptions in next section on sitting days i.e. Monday and Tuesday).
• The Library.
• Committee rooms on the ground and first floors during public meetings.
• Assembly Chamber Press Gallery (while Plenary is in session).
• Long Gallery events where media are invited.
• Any other location on the first floor. Exceptions are detailed under “Accessing Offices”.

Where can I not go?

• The floor of the Assembly Chamber.
• Business Office.
• Bill Office.
• Voting Lobbies.
• All West corridors (to the left of Great Hall) on sitting days. This includes the Assembly Chamber rotunda on sitting days.
• All Committee rooms during closed session.
• Members’ Bar, Members’ Coffee Lounge and Members’ Dining Room (unless accompanied by an MLA, party staff or Assembly staff).
• Second, third or fourth floor (unless accompanied by an MLA, Party or Assembly Secretariat staff).

Where can I record without permission from the Communications Office?

Great Hall

• Anywhere in the Great Hall (subject to Health & Safety guidance). However, you cannot film with any of the corridors leading off in the background shot.
• The stairs of the Great Hall.
• The balcony areas on the first floor which overlook the Great Hall.

Senate Chamber

• Ground floor of the Senate Chamber when not in use.
• The Senate Chamber Rotunda when empty.

Miscellaneous

• Media facilities in the basement.
• Outside the building to get external shots of the building from the front.
• Long Gallery events where the media are invited to attend.

Where can I record with pre-arranged support from the Communications Office?

• The Assembly Chamber Rotunda on non-sitting days, but not with the Assembly Chamber in the background shot.
• The Long Gallery when not in use.
• The corridor immediately outside of, and parallel to, the Long Gallery.
• Committee rooms.
• Committee meetings, with the consent of the Committee and by prior arrangement with the Communications Office.
• Press Conference Suite.
• Senate Chamber Rotunda when the Senate is in use.
• Other internal/external locations may be available for live broadcasts (contact Communications Office for details).

Where can I not record/film?

• Assembly Chamber.
• Press Gallery of the Assembly Chamber.
• Outside a Committee room when a meeting is in session.
• In or into corridors leading off the Great Hall.
• East and West corridors.
• Inside/into the car park to the East and West of Parliament Buildings.

NB

MLAs’ Offices

• You may record/film within MLAs’ offices only with permission of the MLA and when accompanied by the MLA or Party staff.

Escort rights

Intermediate pass holders and members of the Assembly Correspondents Group can escort up to five people to the areas they are permitted to go to. Accredited media personnel wanting to escort people beyond these areas should contact the Communications Office. Visitors must be escorted by their sponsor at all times, except in the Great Hall.

In instances where intermediate pass holders and members of the Assembly Correspondents Group need to invite external visitors to Parliament Buildings after the Building is closed to the general public, pass holders should make Assembly Security aware at:

Assembly Security
Room B35A
Parliament Buildings
02890 521 626 (internal extension: 21626)

The same escort conditions apply as when the Building is open to the general public. 

Library and Lending

Members of the Assembly Correspondents Group can make use of the Library on the Ground Floor.

Shared workplace

Parliament Buildings is a workplace. Media equipment must not impede anyone’s access into or around the building. Common work areas like kitchens and photocopying rooms are for MLAs, party staff and Assembly Secretariat staff only. Members of the media are allowed access to certain corridors (dependent on the type of pass held) but they must not film, photograph or record there without prior arrangement with the Communications Office, unless otherwise stated within this Handbook.

Interviews

MLAs

Interviews with Committee Chairpersons/Deputy Chairpersons, in respect of their Committee responsibilities, should be arranged through the Communications Office.

Interviews with individual MLAs should be arranged and agreed with their Parties. Please note that media will need to be accompanied by the MLA or Party staff when accessing rooms/offices on the second, third and fourth floors.

Other

Other than MLAs, interviews are allowed in the Great Hall with Committee meeting witnesses, members from other legislatures and anyone else who agrees to be interviewed in the Great Hall.

Media Facilities & Services

Facilities

The facilities listed below are described collectively as the Media Facilities.

They are located in the basement of Parliament Buildings. They include:

Press Room                                          B38

TV studio 1                                           BBC (to cover all BBC outlets)

TV studio 2                                           UTV (to cover ITN and CH4)

TV studio 3                                           RTE, Sky and TG4

Radio studio 1                                       BBC

Radio studio 2                                       INN (and other independent broadcasters by arrangement)

Three dedicated offices for BBC, UTV and Press Association

Services

The Communications Office holds a briefing for the media every Monday at 11.30am in the Press Room (B38). The Office also provides a range of information to the media including: the weekly business diary, order papers and indicative timings, Weekly Answer Booklets, research papers, Bills and Acts of the Assembly and the Official Report. 

There is Wi-Fi access in the building. For access, contact the Communications Office for the ID and password.

Broadcasting Services

The Assembly Broadcasting team provides the sound and vision feeds from the Assembly Chamber. The rules to which Assembly Broadcasting must adhere in respect of the television coverage of the proceedings are available from the Communications Office on request.

Live vision and sound feeds, in various formats, of the proceedings in the Chamber are fed to various points in the Media Facilities/Press Room. Those seeking to use these should contact the Communications Office. Assembly proceedings are distributed throughout Parliament Buildings on the internal TV system.

Broadcast recordings of the proceedings can be made available by request. Video and audio files suitable for Non Linear Editing systems (NLE) can also be provided during a sitting.

Footage can be ordered from the Communications Office on 028 9052 1884 or by email: sound&vision@niassembly.gov.uk

Assembly Broadcasting provides audio and video coverage of all Assembly public meetings. All rooms output audio coverage, however only the Assembly Chamber, Senate Chamber, Committee room 29 and Committee room 30 output video.

There are 3 HD/SDI/PAL circuits to broadcasters’ studios and 2 circuits HD/SDI/PAL journalist wall boxes. If all four televised rooms have simultaneous meetings, the Assembly will decide which room will not get video coverage.  However, in these instances audio will always be available from studio wall boxes.  The televised circuits usually follow the below format:

Test cards of each circuit will be indented to help broadcasters allocate recordings at their end.

TV Channels useful to broadcasters

Lawn box feeds

The lawn box at the front of Parliament buildings has 2 assignable SDI only feeds that can be routed from Assembly broadcasting.  If PAL is required please contact Assembly Broadcasting.  The SDI has embedded audio.  For radio purposes analogue audio can be made available. 

Great Hall distribution

A pool microphone is in place on sitting days for broadcasters in the Great Hall.  An XLR feed from this microphone can be obtained from the distribution amplifier beneath the bench closest to the microphone.

Contact numbers

Other Facilities

Parking

Members of the media can park in the Visitors’ Car Park and overflow car park, or in the designated areas on Prince of Wales Avenue or Massey Avenue. By arrangement with the Communications Office, members of the media can drop equipment off at Parliament Buildings by prior arrangement, and subsequently park in the Visitors Car Park.  

Media requests for parking/dropping off/picking up equipment must be made at least an hour in advance to ensure that Security can process and/or accommodate the request.

Induction Loops

Most of the public areas in Parliament Buildings, including the Assembly Chamber the Great Hall and the Committee Rooms, are fitted with induction loops. Users can avail of this facility by switching their hearing aid to ‘T’.

Assisted Access

Wheelchair access is available at the Front entrance and both the East and West Doors.

Restrooms

Restrooms, including those with disabled facilities, are on the Ground Floor (near the front door), in the basement (next to the Blue Flax restaurant) and in Café Recess.

Catering

Refreshments are available in the Blue Flax restaurant and Café Recess, which are both in the basement.  Café Recess is open to members of the media, MLAs, party staff, and Assembly Secretariat staff from 10.00am-4.00pm. Refreshments are also available in the Assembly Gift Shop.

Catering services are available in the Blue Flax restaurant until 7pm on Monday to Friday. If Assembly business continues after 7pm (Plenary sessions or Committee meetings), service will be available for an additional 30 minutes after completion of business.

Smoking

Parliament Buildings is a no smoking area. There is a designated smoking area in the courtyard accessible from the basement.

Access Times for Parliament Buildings

Door Opening and Closing Times

On sitting days: Main Front Door - from 7.45am to 10.30pm and at other times by special arrangement (opening times may vary during recess).

East Door (nearest the car park) – from 7.30am to 10.30pm (opening times may vary during recess).

West Door – from 7.30am to 10.30pm (opening times may vary during recess).

On non-sitting days (normally Wednesday, Thursday and Friday):  Main Front Door - from 7.45am to 8pm and at other times by special arrangement (opening times may vary during recess).

East Door (nearest the car park) – from 7.30am to 8pm (opening times may vary during recess).

West Door – from 7.30am to 8pm (opening times may vary during recess).

During recess: Media pass holders should contact the Communications Office if they intend to be in the Building during periods of recess when the Building is closed to the general public after 7.30pm.   

When the Assembly is recalled during periods of recess: Media pass holders should contact the Communications Office if they intend to be in the Building when the Building is closed to the general public after 7.30pm.  

Freedom of Information

The Freedom of Information Act 2000 came into force on 1 January 2005. Its purpose is to ensure a better understanding of how public authorities carry out their duties, why they make the decisions that they do and how they spend public money. Under the Act, any person or organisation may request information from a public body in England, Wales or Northern Ireland.

How do I make a request to the Assembly Freedom of Information Unit?

The Act requires all requests to be in writing, to state clearly what information is required and to include the name and correspondence address of the applicant. You may e-mail your request or write to the Freedom of Information Unit (details below).

Requests from the Media

We aim to respond quickly to all requests from the Media and, where possible, we will strive to deal with routine FoI queries from the Media as general media enquiries.  We therefore hope to process such enquiries promptly.  Complex requests will continue to be treated under the FoI legislation.

Contact Information:

Freedom of Information Unit
Northern Ireland Assembly
Parliament Buildings
Ballymiscaw,
Belfast
Northern Ireland
BT4 3XX

TN: +44 (0)28 9052 1147
FAX: +44 (0)28 9041 8340
E-mail: foi@niassembly.gov.uk

General Media Enquiries

The Communications Office manages the Assembly's interaction with print, broadcast and online media. Communication Officers provide journalists with information about the Assembly and facilitate media access to Parliament Buildings, Chairs and Deputy Chairs of Committees.

The Communications Office is available to answer media enquiries on the Assembly and Committees, as well as to arrange and coordinate interviews and secure locations for film, video and photo shoots.

If you have a media enquiry, please contact one of the Communications Officers.  Contact details can be found below.

Out of Hours Media Service

The Communications Office operates an Out of Hours Media service. Communications Officers are responsible for particular Committees and media requesting information on particular Committees/Outreach programme should, in the first instance, telephone the Communications Officer responsible. Contact details can be found below.

Contact Telephone Numbers

Northern Ireland Assembly

If your enquiry is in relation to an Executive Department or Ministerial activity, please contact the Executive Information Service (EIS) via the relevant Departmental press office.

Political Party press contact details:

Essential Health & Safety Information

In the event of an evacuation please exit the building via the nearest exit unless directed otherwise. Assemble at the bottom of the front steps until it is safe to return to the building.

If you require first aid assistance, or want to report an accident, please contact the Health & Safety Office (B10) on 028 9052 5932 or the front reception on 028 9052 1990.