These are the full terms and conditions for media access for reporters, photographers and broadcasters as agreed by the Scottish Parliamentary Corporate Body (SPCB) in December 2004.

More about accreditation, including Media Office contact information.

Holyrood: Media Access, Broadcast Access and Media Protocols

1. The 1999 report of the Expert Panel on Media Issues to the pre-devolution Consultative Steering Group recommended that the media should have wide access to the Scottish Parliament subject to limited restrictions as necessary to enable Members, their staff and parliamentary staff to carry out their work.

2. With the new Scottish Parliament building opening for business in September 2004, the Scottish Parliamentary Corporate Body (SPCB) updated the media access arrangements from the interim accommodation at the Mound to reflect the new working environment at Holyrood.

3. This document sets out the SPCB’s terms for media access at Holyrood. It takes account of a review by the SPCB held on 14 December 2004 to ensure that Members and media alike are content with the effectiveness of the access arrangements.

4. The document is split into four parts. It covers:

• Media Access – which sets out the arrangements for physical access to the building for accredited journalists and accredited media personnel.

• Broadcast Access – which sets out the arrangements for broadcasters filming and recording within the Holyrood complex.

• Photographer Access – which sets out the arrangements for press photographers operating within Holyrood.

• Media Protocols – which sets out the new Health and Safety requirements for media personnel based at Holyrood along with a summary of the accreditation process and the existing journalists’ Code of Conduct.

Part 1 - Media Access

The Holyrood media access arrangements (ie physical access arrangements) are based upon the presumption that all security-cleared media passholders should have unrestricted access to all areas subject to the following conditions:

Areas with no media access:
• The floor of the Debating Chamber (unless agreed with Media Relations Office - MRO)
• The floors of Committee Rooms (unless agreed with MRO)
• The Donald Dewar Room (unless agreed with MRO)
• MSP lounge at rear of Media Conference Room
• SPICe
• Education Service
• Crèche (unless as a parent using the facility in accordance with passholder user rights for Holyrood-based personnel which includes media)

Areas where access is by invitation only:
• MSP Offices (see below for terms of access)
• The Presiding Officers’ and Clerk’s offices in Queensberry House
• The Ministerial offices in Towers 3 and 4
• All staff accommodation

Areas of free access
Unless specified, media can assume free access to all areas including:
• All public areas and entrances
• Media Tower
• Black and White Lobby
• Garden Lobby
• Shop
• Self-service Restaurant
• Garden Lobby coffee area
• External landscaped areas (but not Members’ Garden – see broadcast access below)
• Basement for bicycle storage along with showers and lockers, in accordance with booking procedures

Areas with specific access arrangements
• MSP Offices
Media passholders have free access to the corridors of the MSP Building. Media may only enter the inner or outer office space of a Member with the permission of the Member.

Broadcasters may only film (or film inside) or record (or record inside) the inner or outer office space of a Member with the permission of the Member. Members or Members' staff may only be filmed or recorded within the corridor areas with the Member or Member’s staff permission.

• First Floor Restaurant and Bar
Access to the first floor restaurant and bar is open to all passholders on Mondays and Fridays and all week during recess, with access on Tuesdays, Wednesdays and Thursdays on sitting weeks limited to Members and accompanied guests. The Presiding Officer and Chief Executive have discretion to allow others access on these midweek sitting days.

• Media Relations Office and Broadcasting Office
All parliamentary staff offices with the exception of the Media Relations Office (MRO) and Broadcasting Office will be access by invitation only. These two offices will operate a free access policy for media.

• Chamber Conference Room
Media passholders have access to this room for media conferences. The established practice of use of the Government Room at the Mound’s Assembly Hall for briefing the media continues to be facilitated at Holyrood. The Chamber Conference Room is an appropriate venue for the Scottish Government’s briefings.

Part 2 - Broadcast Access

Access for broadcasters to film or record takes account of the above physical access arrangements for all security-cleared media passholders. Broadcasters may film or record in all areas where they have access or are invited to access subject to the following conditions:

• MSP Offices
Broadcasters may only film (or film inside) or record (or record inside) the inner or outer office space of a Member with the permission of the Member. Members or Member’s staff may only be filmed or recorded within the corridor areas with the Member or Member’s staff permission.

Media passholders do however have free access to the corridors of the MSP Building. Media may only enter the inner or outer office space of a Member with the permission of the Member.

• Debating Chamber
Filming or recording on the floor of the Chamber is subject to the Presiding Officer’s approval. Requests should be routed via MRO. Access will be given on a case by case basis.

Filming or recording from the public gallery and media gallery is not permitted except where agreed in advance by the Media Relations Office. In most cases, broadcasters are expected to make use of the Parliament’s broadcast feed.

• Committee Rooms
Requests to film in Committee Rooms should be routed through the Media Relations Office. Committee conveners will be consulted by MRO where requests relate to committee proceedings.

Filming or recording non-core parliamentary business such as meetings or media conferences held by MSPs are in accordance with the Member’s wishes. Access will require media to be pass-holders or vouched for by the Member.

• Public Areas
Filming or recording in public areas within the parliamentary estate is permissible, but broadcasters are required to respect the privacy of building users. Building users should not be the focus of the shot or recording unless prior permission has been given by the individual.

• Public Cafeteria and Self Service Restaurant
The privacy of building users should be respected in these catering areas. Requests to film or record should be routed via MRO.

• First Floor Restaurant and Bar
The privacy of building users should be respected in these catering areas. Requests to film or record should be routed via MRO.

• Designated Smoking Area, Queensberry House Courtyard
The privacy of building users should be respected in this area. Requests to film or record should be routed via MRO.

• Security Features
Filming or recording should take account of the need to protect Holyrood’s security. Filming security equipment or security measures requires the agreement of the Head of Security. Requests should be routed through MRO.

• Members’ Garden
The Members’ Garden (outside the self-service restaurant) may be used on occasion as an interview location, but it should be noted that the area is not open to general use by passholders. Broadcasters must seek authorisation from MRO or Security before opening any fire exits from the Garden Lobby when accessing this area. As these doors are connected to the fire alarm system, unauthorised opening of the doors is not allowed. A security guard is also required to remain in attendance while the door is open, hence the emphasis on occasional use.

• Garden Lobby
TV crews are requested not to set up camera equipment within the main coffee area in the Garden Lobby. This larger seating area should not be used for interviews or presenting to camera.

(Note: For this purpose, the larger coffee area is defined by drawing a straight line from the right hand bottom corner of the stairs, as you ascend, to the wooden apex that separates the larger seating area from the smaller seated area, which is situated across from the Allowances Office.)

The smaller coffee area is the preferred location for TV crews to set up for prolonged periods (ie more than 10 minutes). TV cameras should be positioned set back from the apex towards the two coffee tables that make up the smaller coffee area. If a crew is already in position here, the area should be shared equally by broadcasters if they intend to work in the Garden Lobby for a prolonged period.

Continuing with the current practice, the remainder of the Garden Lobby (ie excluding the larger coffee area) can be used for short interviews (ie less than 10 minutes).

Given the close proximity of the Allowances Office and the postal / travel desk, media are reminded that they should not enter parliamentary staff offices without invitation, and show due courtesy and consideration for other building users when exercising their right of access and filming.

Broadcasters are asked not to film on the stairs in the Garden Lobby or have presenters talk to camera from the stairs, unless permission has been sought from the MRO in advance. This measure is to avoid causing an obstruction on the Garden Lobby stairs.

• Interview Locations
Media are welcome to conduct interviews with Members throughout the parliamentary complex in accordance with the above terms. In keeping with practice at the interim accommodation at the Mound, broadcasters are expected to show due courtesy and consideration for other building users when exercising this right of access.

Inject Points

Holyrood has 14 permanent inject points for broadcasters which will enable live interviews to be conducted from around the complex. The inject points are provided free of charge as an integrated part of the Parliament’s broadcasting infrastructure, linking straight back to the broadcasters’ own offices in the Media Tower and beyond.

Six of these points will be available automatically to the broadcasters via an on demand booking system managed by the Parliament’s Broadcasting Office.

The six are located in the following positions:

- Black and White Lobby area (TV).
- Black and White Lobby (Radio).
- Main Hall (TV and Radio).
- Outside Broadcast Parking area (TV and Radio).
- MSPs Garden Area (TV and Radio).
- Public Landscaped Area (TV and Radio).

Use of the public entrance reception area point may interrupt the flow of visitors during peak times, therefore broadcast use of this point will be managed and monitored carefully to avoid crowding.

The other eight inject points are located in the following positions:

- The Debating Chamber.
- One in each of the six Committee Rooms.
- The Media Conference Room.

These inject points are available free of charge by accredited broadcasters. Given the locations, requests for use should be made via the Media Relations Office in the first instance. MRO will seek the Presiding Officer’s approval / committee convener’s approval as appropriate and liaise with Broadcasting Office.

A temporary inject point is also currently available in the Garden Lobby. Consideration will be given during 2005 to installing a permanent wallbox in this part of the parliamentary campus.

Part 3 – Photographers Access

• Accreditation
Photographers who work for mainstream media organisations, whose work requires access to the Parliament, may apply for accreditation. Freelance photographers, like freelance journalists are required to demonstrate that their work is likely to be used by mainstream media organisations. As such, the countersignature of a Pictures Editor or similar will be required by freelance photographers when applying for accreditation.

• Physical Access to Holyrood
Accredited photographers will have the same physical access rights to Holyrood as other media passholders.

• Media Photography in the Chamber
Photographers are permitted to cover proceedings in the Chamber from the gallery. All requests to cover proceedings must first be routed through MRO who will ensure that a pool arrangement is agreed if more than one photographer requires access.

In most cases, the likely position for taking photographs will be from the space next to the Presiding Officer’s Gallery or from the space reserved for wheelchair users if it is not in use. In both cases, the photographer is required to ensure that he or she does not disturb visitors or passholders in close proximity to these areas.

• Media Photography in Committee
All requests to cover proceedings must first be routed through MRO who will seek the approval of the Committee convener. Pool arrangements will be agreed by MRO if more than one photographer requires access. Given the relatively confined spaces of committee rooms, access should not be intrusive to proceedings or those giving evidence. MRO will take this into account when considering access requests.

• Media Photography in public areas at Holyrood
All access requests to take pictures elsewhere in the parliamentary estate will be judged on their merits and will take into account the privacy of building users. Requests for press photography inside must first be routed through MRO.

• Photography in Members’ offices and news conferences
Where a Member invites photographers to attend a news conference in a privately booked room or to take photographs in their office, access and the signing in of unaccredited photographers will be the responsibility of the Member. The Member should ensure that a member of their staff is identified as the point of contact to facilitate access.

Part 4 - Media Protocols

In this section, media protocols set out the terms on which full media accreditation will be given to bona fide members of the media. It takes account of a new legal Health and Safety responsibility the SPCB has in relation to all media based in the new Parliament building. It also reiterates the journalists’ code of conduct which all media must agree to adhere to on applying for accreditation.

Health and Safety

With the Parliament owning its premises, the SPCB assumes the role of both landlord and ‘controlling employer.’ The role of controlling employer is set out in Regulation 11 of the Approved Code of Practice on the Management of Health and Safety at Work Regulations 1999. This role requires the SPCB to establish site-wide arrangements and to pass information to other employers represented, advising them of these arrangements and the actions they will be expected to take to comply with the arrangements. A corresponding duty is placed upon the media organisations based at Holyrood, as employers, in terms of the same Regulations, to co-operate with the SPCB and co-ordinate efforts in relation to Health and Safety.

As such, all accredited media based at Holyrood are required to undertake Fire Safety Training along with any other appropriate training the SPCB deems necessary in order to comply with the Regulations or to promote a safe working environment.

The Parliament’s media accreditation process and annual pass renewal process requires media personnel to confirm that they acknowledge this legal requirement and that they will co-operate with the SPCB’s Health and Safety practices.

Accreditation

Media accreditation for Holyrood continues to take account of the 1999 recommendations of the Expert Panel on Media Issues to the Consultative Steering Group. This includes cases of alleged breaches of the journalists’ code of conduct, and a system of right of appeal. Ultimately, the SPCB reserves the right to withdraw parliamentary passes.

The SPCB will seek to grant all reasonable, genuine applications for accreditation. Accreditation will give all bona fide journalists the same rights of access. The SPCB will aim to promote wide accreditation which welcomes local and national media. Arrangements for visiting international media, particularly in relation to major events such as the opening of Holyrood will continue to be facilitated.

Requests for accreditation should be made to the Scottish Parliament’s Media Relations Office. All journalists (and media personnel) are required to operate by the following code of conduct:

Journalists at the Scottish Parliament
Code of Conduct

1. Accredited journalists should conduct themselves in a manner befitting the Parliament of the Scottish people.

2. Accredited journalists should observe agreed parliamentary regulations about areas that are out-of-bounds, and other agreed conventions. The media access arrangements and protocols are set out on the Parliament’s website.

3. Accredited journalists should treat parliamentary staff with due courtesy and consideration.

4. Accredited journalists should not act as lobbyists, paid or unpaid, for any individual or organisation that might seek to influence the political process or benefit from inside knowledge of the political process. Accredited journalists should not approach MSPs, civil servants, party officials or parliamentary staff to seek information for such individuals or organisations or to represent their views.

Note:

Alleged breaches of this code may be dealt with in the first instance by the accredited journalist’s editor or head of news. Ultimately, the Scottish Parliamentary Corporate Body reserves the right to withdraw parliamentary passes.