Thank you for your interest Westercon 67, to be held July 3-6, 2014 at the Marriott at City Creek in Salt Lake City, Utah. As a representative of a media outlet, including professional and genre related outlets online, we at Westercon 67 wish to provide you with the opportunity to experience one of the oldest, most prestigious gatherings in the Science Fiction & Fantasy Community. We have listed the levels of credentials below, as well as common questions for your convenience. If you have further questions, please feel free to contact us by phone at 801-872-3245 or by emailing us directly at pr@westercon67.org.
Thank you,
Dave Doering
Chair, Westercon 67
If you do not find your classification of media outlet below, please contact us for further assistance by email at pr@westercon67.org.
All those granted Media Credentials are requested to submit either a digital copy of the final article or video segment about Westercon 67, or a link to an online copy, to pr@westercon67.org.
Salt Lake City is proud to continue this sixty-seven year traditional event that serves the growing SF&F community throughout the Western United States. Your participation is greatly appreciated.
The specific department heads will grant media access to the Art Show, Dealers Room, or Special Events/Presentations. We ask that the media respect their guidelines or decisions accordingly.
Due to copyright restrictions, no photography is allowed inside the Art Show or the Art Auction without the express written permission of the artist. Please ask the Art Show Director or Staff which panels have artwork from artists who have given permission for media coverage of their works. Anyone taking pictures of the art will have their film confiscated and destroyed, or (in the case of digital photography) the memory card or individual images erased. Repeat offenders may have their membership revoked and be removed from the convention.
Our Coordination or Media Liaisons are happy to work with the media to arrange accommodations for setup, memberships, and work with the appropriate department heads to issue approvals. All requests for interviews, or space allocation for reporting, are handled through the liaisons and not individual guests or participants. Please include these requests in your registration, or contact them directly by email.
Kate Hatcher
Coordination Liaison
mortalespiritus@gmail.com or pr@westercon67.org
Please also note that wi-fi access, electrical connections for equipment or special preparation gear will not be automatically accessible during this event. Please list these requests in your registration email.
Non-editorial employees of media organizations, including but not limited to, marketing, public relations, advertising, sales, publishers, etc., do not qualify for press registration and will be directed to our dealers room representative for further assistance. On-site soliciting by attendees with working press credentials is forbidden for the enjoyment of everyone involved. Please note that publishing companies do not qualify as a media outlet.
All Non-Editorial Press must register through the standard membership page.
Working Press Media Passes are evaluated by credential & reference verification through Westercon67 staff, and are discounted or complimentary based on the type and reach of the media outlet. The Media pass is not a standing group credential, but is individually issued, as all members of media teams are required to apply. Please make sure you list all names and positions you wish the Media Pass to include in your application process to avoid confusion.
Working members of the press may register prior to the Conference. Pre-registration must be completed by Tuesday, July 1, 2014. Please note that late registration runs the risk of not being able to qualify, based on media slots available. It also limits the opportunity for certain event representation and/or interviews of our staff or guests, as well as complicates an enjoyable experience. It is recommended that you register as early as possible for the best opportunities at Westercon 67!
If you wish to register for credentials after this date, please check in at the Media Registration Area on site, providing a business card and photo ID, as well as online location for verification, or paperwork with a company letterhead and signature, to obtain credentials.
All those receiving press credentials must visit the Media Registration Area to obtain credentials on-site, they will not be mailed. At this point, you will be asked to provide a business card and show photo ID.
Registration information will be kept confidential.
*Again, please note that publishing companies do not qualify as a media outlet.
Freelance reporters must send a letter of verification from the news organization they are representing on that company’s letterhead and signed by the editor. Please send verification letters to:
Dave Doering
Attn: Westercon67 Freelance Registration
1402 Alpine Way
Provo, Utah 84606
or email pr@westercon67.org
Please note that all Freelance Press Registration should be received no later than Tuesday, July 1, 2014. It is difficult to verify Freelance Press on site due to the scope of the convention. If you have questions or issues for Freelance Registration on site, please contact our Coordinator at pr@westercon67.org
Freelance writers and photographers should be prepared to have a copy of their letter from the news organization they are representing on that company’s letterhead and signed by the editor, during the event. This eliminates problems that can keep everyone from enjoying Westercon 67 fully. Eligibility is subject to approval by Conference Organizers. You will be notified if your request for complimentary press credentials is denied, or if additional information is needed to confirm your status.
At Westercon 67, online media is defined as journalists with commercial news websites. Sites must be previously established and updated regularly with original and current news. To qualify as online media, online reporters must provide by email or letter:
Please note that online media must meet all criteria below:
With the growing class of independent reporters and columnists who reach their audience via blogs, podcasts, video or other online media; Westercon 67 is committed to allowing independent press media access to the event on a limited-slot availability.
We have a short list of guidelines below that will be used in evaluating the slots available for independent media. Requests need to be emailed to pr@westercon67.org no later than Tuesday, July 1, 2014. Unfortunately, with the scope of the event and neighboring events through the holiday weekend, we are unable to verify independent press on site during Westercon 67. Independent Media Passes are discounted, which is why this venue has limited slots available for these types of outlets.
Westercon 67 prefers to work with online media outlets that have an established track record covering venues of Science, Science Fiction, Fantasy, and all relating works thereof. We would like to work with outlets that have been in continuous operation for at least six months.
Westercon 67 reserves the right to request traffic data from a third party (Sitemeter, Technorati, Feedburner, iTunes, YouTube, Stitcher or an equivalent) in the evaluation process when necessary. While the decision to grant access is not based solely on traffic/subscriber data, we do ask that applicants provide some degree of transparency into their operations in order for us to make a fair and timely decision on any media registration.
Obtaining press credentials is an opportunity to meet and interact with key industry and professionals as well as a solid Science Fiction/Fantasy Fan Base. While continued access to the Conference is not directly contingent on producing coverage during the Conference, due to space limitations, Westercon 67 Staff will take it into consideration when granting requests and registrations.
Bloggers who are granted access to the Conference are expected to act professionally. Those who do not observe practices of professional decorum run the risk of being barred from access. There are no refunds for those who are removed or barred due to behavior or unqualified incidents, unprofessionalism, or any other reason that constitutes removal from Westercon 67.
Other bloggers, personal website writers, designers, editors or creators do not qualify for press registration. Westercon 67 is understanding to small requests of bloggers and creators. All registrations can be discussed if you feel an unfair decision was reached when you registered as a media outlet.
Conference Organizers reserve the right to remove any online media representative or blogger if it deems that the company or its representative(s) in any way violated stated conference policies, common courtesy – not limited to building codes of conduct, representation issues, or violation of state and federal laws, and/or misrepresented itself or the nature of its business.
The final decision on all applications for press credentials rests with Westercon 67 Staff. Your cooperation is appreciated as we strive to deliver a premier event to all attendees.
Westercon 67 require all film crews requesting permission to film at the Conference to register in advance as either a production company or a videography crew. If you are registering as a production company or videography crew, please register for media credentials. We will contact you regarding your request.
A production company is a crew that is taping for a show that is in current production and booked to air on a recognized network or station. Westercon 67 Staff will determine at its sole discretion whether a network or station is “recognized.”
A videography crew is a camera crew or cameraman contracted by a conference exhibitor to film solely in that exhibitor’s booth for that company’s private/non-broadcast use only.
Due to space and access to our Media Rooms, all crew members of an attendee or guest at Westercon67 to film or record, need to be registered as media outlets. Unregistered crews for attendees and guests not only run the risk of limiting participation, but often have equipment that needs to be handled accordingly with our on site manager and location.
Producers scouting for a show or others who do not meet these qualifications must purchase paid memberships and run the risk of show floor unavailability.
Production companies and videography crews must pre-register. On-site registration will not be available. The pre registration deadlines is July 1, 2014.
Westercon 67 reserves the right to remove representatives of any production company or videography crew from the show if it deems that the company or its representative(s) in any way violated stated conference policies and/or misrepresented itself or the nature of its business. There are no refunds for those who are removed or barred due to behavior or unqualified incidents, unprofessionalism, or any other reason that constitutes removal from Westercon 67.
Production companies must submit a letter from the programming office of a recognized network or station expressly stating that the production company is at the show to film for a specific program. The letter must be written on company letterhead, include airdate, contact information, and be signed by the director of programming for the sponsoring company. All letters will be verified with the network or station.
Videography crews must submit a letter from the exhibitor stating that the company will be working under contract to film at their booth for private/non-broadcast use only. Westercon 67 reserves sole discretion to determine if a videography crew meets the requirements and be granted permission to film at the show.
Q: When and Where is Westercon 67 taking place?
A: Westercon 67 takes place at the Salt Lake Marriott, City Creek Location from July 3-6, 2014 in Utah. All media access for sign in and registration follows standard conference posted times.
Q: Who may receive complimentary press credentials?
A: Complimentary press credentials are issued only to reporters, editors, freelance writers and photographers working for specific publications of recognized national news services, local television or radio stations, or nationally recognized independent media outlets. They must also cover a beat that is relevant to Westercon 67 such as community news, science, science fiction, fantasy, artists or authors, conference and relevant topics to our event. Each media request is different, and will be fully discussed and evaluated before being issued. If you are determined to pay a discounted fee, options will be available on the website; Westercon67.org – Please do not include money in your media registration. All possible membership fees, if any, are determined on a case basis.
Q: How do I register for a media pass?
A: Media Outlets register for credentials by emailing pr@westercon67.org or mailing a letter and reference material to:
Dave Doering
Attn: Westercon67 Media Registration
1402 Alpine Way
Provo, Utah 84606
no later than July 1, 2014. How you register depends on your media outlet type above. Include all relevant requested material above depending on the category of media you represent. Please also note simple things as name, contact number and return email address.
Due to event location, times and scope; Westercon 67 is not able to process standard requests for media passes on site. Please plan accordingly to enjoy the full event!
Q: How will I know if my request was approved?
A: You will be notified by phone or email if your request is approved, denied, or if additional information is needed to confirm your request. Please include all contact information in your request and plan on having credential verifications on site to receive your badge at media registration.
Q: How do I pick up my media passes, and why can’t you mail them in response?
A: For the enjoyment, and convenience of all our members, media credentials are verified and passes handed out at registration only. Westercon 67 welcomes the media and wishes to accommodate you as a representative to the best of our ability- on site. This eliminates the confusion and issues that can sometimes happen in transit and makes them available for you when you arrive! Please plan on providing a business card and/or photo ID for pick-up.
Q: When I register for Media Credentials, will Westercon distribute my information?
A: Westercon 67 will not distribute your contact information and respects the privacy requests of all who register. We do reserve the right to send you information on next year’s event as Westercon is a yearly event represented by different cities in the Western United States from year to year.
Q: Is there a working media room for all media outlets on site, hours and access during the event?
A: Most of these decisions are to be determined based of final programming. However feel free to contact our liaison team listed above for specific questions. Once decisions are finalized on availability for our press members, we will post the details on this page and email those who have registered.
Q: Is there a specific room and station where I can park equipment on site?
A: For now, there is not available space at Westercon 67 for us to hold and/or secure equipment. All equipment and materials brought to Westercon 67 by members, are the sole responsibility of the member/owner of the material. Westercon is not responsible for lost, abandoned, or discarded equipment and materials. Please plan accordingly.
Q: What is included in my media credentials?
A: Media Credentials include access to keynote sessions or presentations/panels – provided approval is asked through the appropriate department or intent stated in the registration for filming or recording of any kind. Remember all interviews must be requested through our liaisons, and never through an individual guest or member of staff directly. Koffee Klatches, special events requiring a separate participation fee, registration or approval as noted in our program beforehand, are not automatically included. Receptions and ceremonies access for media reporting are determined only on a case-by-case basis through the liaison team.
Westercon Staff reserve the right and discretion to close receptions, workshops, panels, presentations or keynote speaker access to media at any time. Please remain courteous in your registration inquiries, and always ask if there is a part of Westercon you are unsure your media membership allows.
NOTE THAT WESTERCON 67 IS NOT ABLE TO ANSWER MEDIA QUESTIONS OR ALLOW MEDIA ACCESS TO FANTASYCON ACROSS THE STREET. YOUR MEDIA PASS WITH WESTERCON67 ONLY ALLOWS YOU ATTENDANCE, NOT A MEDIA PRESENCE AT FANTASYCON. PLEASE CONTACT THEM FOR QUESTIONS OF ACCESS TO THEIR SPECIAL EVENTS, GUESTS OR DISPLAYS ACCORDINGLY.
Q: What if one of our team members is ill, or unable to attend. Can we use that media pass for a substitute team member or representative?
A: If one of your team is unable to attend and you want to approve a replacement for that pass, please contact our Coordination Liaison, Kate Hatcher, at mortalespiritus@gmail.com or pr@westercon67.org preferably at least 24 hours before the event. With verification of ID & Credentials, this can be arranged. There will not be on site substitutions allowed without prior contact.
Q: I wish to film the art show as a media representative. Is this allowed when regularly registered members at the convention are not allowed to do?
A: Due to copyright restrictions, no cameras are allowed inside the Art Show or the Art Auction without permission of the Art Show Director. Anyone taking pictures of the art will have their film confiscated and destroyed, or (in the case of digital photography) the memory card or individual images erased. Repeat offenders may have their membership revoked and be removed from the convention. If there are any questions please direct them to the Art Director, or your Liaison team for consideration or report. Thank you for your understanding of respecting the privacy and works of our artists at Westercon 67
Q: Whom should I contact to arrange an interview or ask about covering a specific event?
A: You can put specific requests in your registration paperwork to be considered when sent. Our Coordination or Media Liaisons are happy to arrange accommodation requests, and include the correct departments involved before approvals. All requests for interviews, or space allocation for reporting, should be handled through the liaisons and not addressed to individual guests or participants trying to enjoy the event. Please include these requests in your registration, or contact them directly by email.
Kate Hatcher
Coordination Liaison, Westercon 67
mortalespiritus@gmail.com orpr@westercon67.org
Q: Why is Wi-Fi limited, or internet access links not guaranteed at the hotel for press passes?
A: Since Westercon does not run its own access lines, we are respectful to the hotel’s access and rates. Access can be purchased on site through the hotel.
Q: Does my media pass include parking?
A: Members of the conference are offered a discounted parking rate only with room reservation through the Marriott, during the convention. Parking is regulated by location and Westercon does not supply parking to the event as there are numerous modes of transportation, size and availability in Downtown Salt Lake City for your use. The options are listed on our site Westercon67.org
If you acquire a room, it does come with perks and amenities that allow for discounted parking, wi-fi- and eatery options.
Thank you for considering Westercon for your Media Venue! We look forward to working with you.
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Address
123 Main Street
New York, NY 10001
Hours
Monday—Friday: 9:00AM–5:00PM
Saturday & Sunday: 11:00AM–3:00PM
Westercon is a registered service mark of the Los Angeles Science Fantasy Society, Inc. and is used with permission. Iconic fictional characters in the logo include Captain America, Indiana Jones, the Millenium Falcon, Link, Lum, and Frodo. Characters are used as examples of the types of content to be found at Westercon 67, and are used for informational and educational purposes. Steampunk Orrin Porter Rockwell is a fictional character created just for Westercon 67 by artist Steven Keele (who also made the logo). Thanks, Steve!. Contact Westercon 67 by email or by phone: 801-872-3245.
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