Meeting of NATO Foreign Ministers

1. Information

Ministers of Foreign Affairs will attend events and hold meetings in Washington DC, United States of America, on Wednesday 3 and Thursday 4 April 2019, under the chairmanship of the NATO Secretary General, Mr. Jens Stoltenberg. The US Secretary of State, Mr. Michael R. Pompeo will host the events.

All information about these meetings will be made available via the NATO website. This media advisory marks the opening of the online accreditation website (see below).

2. Venues

The Department of State’s Harry S. Truman Building is the venue for the ministerial meeting.

The Media Centre will be located in the same building as the ministerial meeting.

The Accreditation Office will be located at the Washington Foreign Press Center, National Press Building 529 14th Street NW.

3. Program

The detailed program will be given to media representatives in the accreditation office when they collect their media pass.

At present, limited-press opportunities at several ministerial events is expected – consisting of an evening ceremony and an Official Portrait on 3 April (at a location TBD), and opening remarks at ministerial plenary sessions on 4 April 2019, at the Harry S. Truman Building. The NATO Secretary General is expected to hold a closing press conference.

Information about the program of ministers in attendance should be sought directly from national Delegation(s). 

4. Access to media events

Access to meeting openings and the official portrait is restricted by pool only. Access is unrestricted to press conferences of the NATO Secretary General.

The program will include limited access by selected visual media (photographers and videographers only) to pooled events and open access to non-pooled events, as well as the retransmission of media events to the press working area and via satellite/website. 

Pool cards for restricted-access events will be given to a small number of videographers and photographers drawn from among those who submit an accreditation request on time; these will be distributed in the Media Centre from 12:00 on 3 April 2019.

Audiovisual media representatives who wish to cover the opening remarks from inside the Council room may make a written request for a pool card to the e-mail address given at the end of this advisory. No confirmation will be sent.

When a media representative accepts a NATO pool position it is with the strict understanding, in accordance with international practice, that the act of accepting the accreditation to be in a NATO pool implies explicit and unconditional agreement by that media representative that he/she will share immediately and upon request with other media accredited to the NATO event all information collected, and/or all material produced, while in that pool. It also implies explicit agreement that the media representative will share the material with no impediment from their own news organization, at no charge to other journalists and with no restriction on the use of the material for legitimate news purposes.

Media representatives can only accept the pool accreditation if they have the explicit backing of their employer to all of the conditions on providing pool material as the basis of accepting the pool position.

In turn, media organisations seeking pool photo materials should first contact the Wire service photo agency of which they are a member or client. Media representatives and the news organizations that employ them who accept any material from a pool accept it with the explicit and strict understanding that it must be identified as pool material any time it is used, that it can be used only for legitimate news purposes and that the receiving party has no right to sell pool material or otherwise profit from it.

The NATO photographers and videographers will provide video clips and photos of all the media events for posting to the NATO website; photos can be downloaded from www.nato.int.

5. Accreditation

All media representatives (including those permanently accredited at NATO and accredited at the U.S. State Department) wishing to cover the ministerial meetings need to request accreditation. Accreditation requests are introduced online here: https://my.hq.nato.int/. Please find instructions on how to create a profile in Annex 1. 

Deadline for registrations is no later than Friday 22 March 2019 23:59 GMT. The usual NATO accreditation procedures shall be applicable to this meeting. Media representatives who have successfully been accredited will receive an automated email response.

Media representatives are encouraged to bring a printout of the request confirmation when collecting their badge.

Requests entered after the deadline are considered late, will be strictly limited and may be unsuccessful.

In accordance with NATO media accreditation procedures, NATO reserves the right to deny or withdraw accreditation of media representatives from media organisations who abuse their privileges, put the accreditation to improper use or act in a way not consistent with the principles of the organisation.

Media passes will not be mailed to applicants and must be picked up in person at the Media Accreditation Office upon presentation of a proof of ID, passport or driving licence and a valid national press card (and/or accreditation letter from a recognised media organisation).

6. Access and security checks

Access to the Media Centre requires a media pass issued at the Accreditation Office. Passes must be worn visibly at all times, and security personnel may ask to see another form of ID at any time. Media representatives are informed that security personnel will examine and may test equipment and personal effects carried onto the site and are advised to arrive with sufficient lead time to clear security checks.

Television and radio broadcasters, wire services and photo agencies bringing bulky equipment are particularly urged to bring it into the Media Centre on Wednesday, 3 April 2019 am. Please note that equipment stored or left in the media centre overnight is at the responsibility and liability of the media organization or specific individual, and NATO or the State Department cannot guarantee the security of such equipment.

Due to security protocols for the meetings, portions of the Harry S. Truman Building may be temporarily or intermittently inaccessible and all individuals should expect to proceed through “airport-style” security screening. Parking will not be available at the Harry S. Truman Building on 3 and 4 April. 

7. Hours of operation

The Accreditation Office will be open on 2 April and 3 April with the following opening hours:

2 April: 09:00 - 17:00
3 April: 09:00 - 18:00

The Media Centre will be open from 3 April until 4 April 2019 with the following opening hours:

3 April: 09:00 - 20:30
4 April: 06:30 - 18:00

These opening hours are subject to change as the official program is finalised and any amendments will be notified via the NATO website, https://www.nato.int/.

8. Facilities

The United States will provide a Media centre adjacent to the meetings’ location. Unassigned work stations are available at no charge on a first-come, first-served basis, and will include complimentary wireless internet access and power outlets (North American 110V).

The United States will provide complimentary video (“HostTV”) and imagery of the designated media events. It will produce the live pool signal of the arrivals, main media events, opening remarks, family photo. Host TV will also produce live pool signal of the press conferences to be organized in the main press theatre.

US Hosts will be responsible for feed distribution to the Media centre.

NATO will ensure that all live media events are available on satellite worldwide (Eutelsat). EBU can provide uplink services to their clients.

9. Visa policy

It is strongly recommended that journalists planning to travel to the United States start the visa application process as soon as possible, regardless of the ministerial accreditation process. Visa approval does not guarantee accreditation, nor vice-versa. 

Media traveling on “I” visas, who are NOT traveling on the same plane as the Head of Delegation/Minister:

All media covering the conference who are not U.S. citizens, or who do not currently hold a work permit, are required to have an “I” visa. The Visa Waiver Program does not cover individuals coming to the U.S. to work, even for a short period of time. Additionally, the Visa Waiver Program is not applicable to persons traveling on diplomatic passports. Visit http://travel.state.gov for more information.

Media Equipment: 

Media bringing in equipment (from outside the U.S.) to the conference should obtain a Temporary Importation Bond (TIB) or ATA Carnet.

A TIB allows members of the media to transport equipment (tools of the trade) without incurring duty. For those unfamiliar with the process, the U.S. Department of Homeland Security (DHS) recommends hiring a broker to facilitate the process. A list of brokers may be found on the DHS website. Additional information may be found at:http://help.cbp.gov/app/answers/detail/a_id/590/kw/tib/sno/1. 

An ATA Carnet is an international customs document that allows for the temporary importation of professional equipment, and is accepted for goods traveling between the U.S. and other designated countries. The International Chamber of Commerce maintains a list of Carnet-issuing organizations in each participating country. For a list of participating countries and more information on how to obtain an ATA Carnet, please visit: http://www.iccwbo.org/ata/id2965/index.html. 

Additional information regarding ATA carnets may be found at: https://help.cbp.gov/app/answers/list/kw/Carnet/sno/1/search/1/session/L3NpZC81UURXKnpFaw%3D#3D.

 Media traveling on “I” visas as part of an official delegation on the same plane as the Head of Delegation/Minister:

Media must request a Department of Homeland Security waiver for temporary importation of media equipment for official use only to avoid the TIB/Carnet requirement. Please contact your Embassy in Washington, D.C., which will make a formal request to the U.S. Department of State. The exemption is specific to the individual visa holder and is only valid for (1) entry to the U.S. on a specified date. A Diplomatic Note from the corresponding foreign Embassy requesting should be sent to portcourtesies@state.gov with biographical data of the individuals and list of equipment.

10. Access to the Media Centre

 All media participants entering the Harry S. Truman Building and media filing facilities should utilize the 23rd Street Entrance [closest to the intersection of 23 rd and C Street NW, Washington DC], and to proceed through “airport-style” security screening.

Government-issued photo identification, along with a NATO issued media credentials, will be required for entry regardless of existing federal or official identification.

11. Enquiries

Overall Coordination
Mr. Timothy GOWA 
US Media Coordinator
GowaTM@state.gov
1(202) 453-8591

Ms. Alina COCA
NATO Media Coordinator
coca.alina@hq.nato.int
+32.2707.1465

Accreditation   
Mr. Angelo PACIFICO
NatoAccreditations@hq.nato.int
+32.2707.8346

SummitMedia@state.gov

Broadcasting

Host TV / Stand ups
Mr. Michael J. MURPHY
Murphymj2@state.gov

Transmission / Satellite
Mr. Henk DEKENS
Dekens.Henk@hq.nato.int  

Video on demand
http://www.natomultimedia.tv/
content@natomultimedia.tv