Broadcast Accreditation Manual
39
Broadcast Accreditation Manual June 2017
Transcript of Broadcast Accreditation Manual
BroadcastAccreditation Manual
June 2017
Contents
1. Introduction
1.1. Purpose of this manual
1.2. Accreditation timeline
1.3. Items to be returned to PyeongChang 2018
1.4. Online Accreditation System (eAccreditation/ eACR)
1.5. Definition and function of accreditation
1.6. General guidelines
1.7. Accreditation assistance
2. Preparation to submit accreditation application
2.1. Data preparation
2.2. Acceptable forms of identification
3. Accreditation Data Submission
3.1.
3.2.
3.3.
3.4.
3.5.
3.6.
3.7.
Data submission options
How to use eAccreditation (eACR)
Data submission using bulk upload template
Required format
Required fields
Data fields summary
Photograph specifications
4. Data Verification
4.1. Data query
4.2. Validate Photo page
4.3. Data export
5. Production and distribution of Pre-Valid Cards(PVCs)
5.1. Confirmation of receipt of Pre-Valid Cards
5.2. Distribution of Pre-Valid Cards
5.3. Lost, stolen or damaged Pre-Valid Cards
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6. Validation of Pre-Valid Cards (PVCs)
6.1. Entry requirements
6.2. Entry process for Pre-Valid Card holders
6.3. Awareness of Pre-Valid Cards/OIACs
6.4. Entry process for participants not in possession of a Pre-Valid Card
6.5. Validation of Pre-Valid Cards (PVCs)
6.6. Accreditation facilities
6.7. Lost, stolen or damaged OIAC
7. Privileges
7.1. Access codes and symbols
7.2. High demand events for broadcasters
7.3. Broadcasters access to Olympic Village
7.4. Supplementary Access Control Devices
7.5. Accreditation chart
8. Additional Information
8.1. Updating of contact details
8.2. IOC Authority
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1. Introduction
1.1 Purpose of this manual
This manual has been prepared by the PyeongChang Organizing Committee for 2018 Olympic and
Paralympic Winter Games (PyeongChang 2018) to assist Host Broadcaster, Olympic Broadcasting
Services (OBS) and Rights-Holding Broadcasters (RHBs) in preparing and completing the accreditation
process for your broadcast personnel.
All organisations participating in the Olympic Winter Games PyeongChang 2018 must complete the
accreditation process to obtain the Olympic Identity and Accreditation Cards (OIACs) for their members.
For non-rights-holding radio and/or television broadcasters (“ENRs”) for the Olympic Winter Games
PyeongChang 2018, please refer to the Press by Name Accreditation Manual (June 2017) for the detailed
press accreditation process, or email [email protected].
This manual is only available in English. For easy reference to specific sections, tables and figures that
contain related information, please click on the linked text in blue (i.e. Section 3.1) in the page.
1.2 Accreditation timeline
June
2017
July
2017
August
2017
September
2017
October
2017
November
2017
December
2017
January
2018
February
2018
March
2018
April
2018
Deadline for submission of
Responsible Organisation
Undertaking and User
Account Application Form
27 June 2017
Online Accreditation System
(eACR) goes live
4 July 2017
Accreditation
Deadline
9 October 2017
Data
verification and
confirmation
October -
November 2017
Distribution of
Registration
Package
9 June 2017
Distribution of
Pre-Valid Cards (PVCs)
From November 2017
Last day OIAC valid
as entry document
into Korea
18 April 2018
PyeongChang 2018
Opening Ceremony
9 February 2018
OIAC acts as an entry
visa into Korea
Validation of Pre-Valid
Cards (PVCs) at Incheon
International Airport
and Media Accreditation
Centre
9 January 2018
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1.3 Items to be returned to PyeongChang 2018
When you receive the registration package containing this manual and other registration materials,
please complete the followings and return to PyeongChang 2018 Accreditation
(email : [email protected]) the following :
• Responsible Organisation Undertaking – return by 27 June 2017
This consent form authorises PyeongChang 2018 Accreditation to provide the accreditation data
of individuals received from your organisation to the relevant Korean Government agencies
and authorities in order to conduct security risk assessment and to issue Games-time travel
authorisation (if applicable).
No accreditation applications can be submitted and no data can be processed until this form is
received by PyeongChang 2018 Accreditation.
- Submission of the original form in person or a scanned copy with an original signature by email will
be accepted
• User Account Application Form – return by 27 June 2017
This form is used to create and issue user accounts and password for the online accreditation
system (eAccreditation/eACR). Please ensure that you respect the deadline of 27 June 2017 so that
PyeongChang can allow you access to the system.
A maximum of two (2) user accounts will be created for each organisation. PyeongChang 2018 will
create an account with a username and password, giving the nominated person(s) the ability to
access the eAccreditation.
The Responsible Organisation Undertaking can be found here.
The User Account Application Form can be found here.
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1.4 Online Accreditation System (eAccreditation/ eACR)
1.4.1 Technical requirements
The online accreditation system (eACR) is compliant with the latest two versions of Firefox and
Chrome, and Internet Explorer with versions 10 and 11. The systems require Adobe Reader.
These applications may be downloaded free of charge from the following websites:
• Firefox : https://www.mozilla.org/en-US/firefox/new
• Internet Explorer : https://support.microsoft.com/en-us/help/17621/internet-explorer-downloads
• Google Chrome : https://www.google.com/chrome/browser/desktop/index.html
• Adobe Reader : http://get.adobe.com/reader
1.4.2 Username and access to eAccreditation
eAccreditation (eACR) is the web-based system through which all applications must be submitted
by your organisation.
PyeongChang 2018 will provide a representative nominated by your organisation with username so
that he/she can submit all accreditation applications for your organisation.
PyeongChang 2018 reserves the right to limit the number of eAccreditation user accounts
per organisation. Only organisations that have returned User Account Application Form and
Responsible Organisation Undertaking will have access to eAccreditation, either through a
link on the PyeongChang 2018 Extranet (Refer to Section 1.7.) or directly through the web
address: https://ecr. pyeongchang2018.com/ctn/.
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1.5 Definition and function of accreditation
In accordance with Rule 52 of the Olympic Charter (2016), the Olympic Identity and Accreditation Card
(OIAC) confers on its holder the right to perform his/her function at an Olympic Games.
Together with the valid passport of the holder, the OIAC authorises entry into Korea for its registered
holder between 9 January and 18 April 2018. However, it does not function as a transit visa for any other
countries.
The OIAC allows the holders to stay and perform their function for the duration of the Olympic Winter
Games PyeongChang 2018.
Prior to validation, the OIAC is referred to as a Pre-Valid Card (PVC). When the PVC is validated, it
becomes the official OIAC and entitles its holders to necessary access to the Games venues and
privileges according to specific function.
PVCs can be validated up until to and including the day of the closing ceremony on 25 February 2018.
Non-validated PVCs do not allow access to the Games venues.
You are reminded that accreditations are linked to the performance of a specific function. The person
receiving such accreditation must be qualified accordingly by responsible organisation and must
actually perform that function.
No accreditation whatsoever may be issued in return for any financial consideration.
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1.6 General guidelines
• Your organisation is responsible for registering every potential member by 9 October 2017.
This deadline allows the Korean Government authorities and PyeongChang 2018 adequate time
to conduct security risk assessment and verify data prior to the Games.
• Your organisation’s authorised representative must sign the Responsible Organisation Undertaking
before it is submitted.
• PyeongChang 2018 Accreditation strongly recommends electronic submission of the application for
accreditation forms.
• All applicants whose data is received by 9 October 2017 will be eligible to receive a Pre-Valid Card.
PVCs will be produced after the completion of your data review.
• You must submit a recent high-quality colour digital image (refer to Section 3.7) for every member of
your organisation. Applications must be submitted with photos by the deadline to be eligible to
receive a Pre-Valid Card.
• Prior to issuing PVCs, PyeongChang 2018 Accreditation will work closely with each organisation to
finalise the list of participants who are eligible to receive accreditation.
• You must ensure applicants nominated for accreditation by your organisation meet the requirements
of the applicable category.
• PVCs that have been received but will not be used must be returned to PyeongChang 2018
Accreditation.
• Any individual with multiple functions at the PyeongChang 2018 Games may only receive one Olympic
Identity and Accreditation Card (OIAC). If multiple applications are submitted by organisations, the
individual must decide which role to perform. Where appropriate and with IOC approval, roles and
privileges can be merged.
• For the PVC to function as an entry visa into Korea, passports of international participants must be
valid until at least 18 October 2018.
• Individuals whose accreditation data arrives after the deadline will not receive a PVC in advance and
will need to follow the normal visa procedures to enter in Korea.
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1.7 Accreditation assistance
Support for eAccreditation (eACR) and the accreditation process will be available via following email:
[email protected] or you can directly contact your designated Accreditation
coordinators.
For technical assistance, PyeongChang 2018 Accreditation will publish and send eAccreditation
Technical Guide and video clip to your organisation in July 2017.
The guide will be available on the PyeongChang 2018 Extranet and you can also download it by clicking
on ‘Help’ button on the eAccreditation.
• PyeongChang 2018 Extranet
PyeongChang 2018 Accreditation utilises web platform for exchange of document and information
related to the Games accreditation. Please access to web address https://extranet.pyeongchang2018.
com/, register and subscribe for functional area that you are interested in (Accreditation: ACR).
PyeongChang 2018 Accreditation will mainly communicate with your organisation via emails but will
also upload the most up-to-date information on the Extranet.
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2. Preparation to submit accreditation application
2.1 Data preparation
Your organisation has the responsibility to collect data required for the accreditation application from
all potential members and informing applicants of the purpose of data collection, usage and storage for
the Games accreditation.
It is strongly recommended that you obtain and store a photocopy or scanned image of each potential
applicant’s identification document. This will allow you to verify key data before submission of the
accreditation applications and during data review phase.
2.2 Acceptable forms of identification
Acceptable forms of identification document for the Olympic Winter Games PyeongChang 2018 are as
follows:
NationalityResident
Registration CardDriver’s Licence Passport
Korean nationals
All other nationalities
Table 1 : Acceptable forms of identification
Please note that Korean nationals must submit their Resident Registration Number (RRN) only.
Such number is shown in the following identification documents: Resident Registration Card,
Driver’s licence and Passport. Therefore, any of these three documents showing the RRN is valid
for both accreditation application submission purposes and PVC validation purposes.
For Korean nationals, the data field for identification document type should be selected or typed as
Resident Registration Number, and the data field for the document number should be completed
with Resident Registration Number only. The serial number of a driver’s licence or passport number
will not be accepted.
Korean nationals who are considered minors must utilise a passport or a copy of resident registration
as their identification document. For further information about identification documents of Korean
nationals, please contact the Accreditation coordinator of your organisation.
When validating and collecting the OIAC at the Games-time, the registered individuals must personally
present the same valid identification document that was used in their accreditation application.
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3. Accreditation data submission
3.1 Data submission options
Unless otherwise informed by PyeongChang 2018 Accreditation, all accreditation applications are
required to be submitted electronically through the eAccreditation (eACR).
Your organisation has two options for submitting accreditation applications.
• eAccreditation single application
The eAccreditation (eACR) is the online accreditation system that allows your organisation to
submit accreditation applications directly to PyeongChang 2018 Accreditation or save complete or
incomplete records to your account for completion and/or submission at a later date.
Saved records will not be sent to PyeongChang 2018 and such completed applications will not be
accepted until they are submitted to PyeongChang 2018.
After 9 October 2017, access to the eAccreditation will be restricted to read-only.
• Bulk Upload Template
eAccreditation will also allow your organisation to submit multiple accreditation applications via the
data import process. If you have your own database, you can export this information into a template
provided by PyeongChang 2018 (with specific formatting) and submit multiple applications via
the eAccreditation.
The bulk upload template is distributed to your organisation as part of the registration package.
An explanation on the completion and upload of the template is in the eAccreditation Technical Guide
as well as the video clip which will be sent to your organisation in July 2017.
Those unable to use the system should inform PyeongChang 2018 Accreditation as soon as possible.
Alternative solutions may agreed on a case-by-case basis.
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3.2 How to use eAccreditation (eACR)
3.2.1 How to access eAccreditation
Only those organisations that have requested usernames will have access to the online system,
either through a link on the Accreditation section of PyeongChang 2018 Extranet or directly through
the dedicated web address: https://ecr.pyeongchang2018.com/ctn/.
3.2.2 Logging into eAccreditation
During the process of your account creation you will receive two separate emails. The first email
will be a confirmation of your username and the second email will include a temporary password
and web address, which you are required to access for a password reset. Please follow the
password policy described on the web page.
When you complete the password reset, you will be able to log onto the eAccreditation. You
can check that your username and password are working correctly by trying logging on the
system. However it might take some time to validate each account. If you find difficulties to log on
to the system, please contact [email protected].
When you enter the provided web address (https://ecr.pyeongchang2018.com/ctn/) into
your internet browser, you will be directed to the login screen as shown in Figure 1.
When the login page loads, enter your provided username and password into the appropriate fields.
When logged onto the system you will see the screen shown in Figure 2.
The system’s functions can be viewed under ‘Main’ at the top of the left side of the screen. You can
choose the function you wish to perform from the drop down menu.
Figure 1 : Login page
Figure 2 : Main page
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3.2.3 Entering data into eAccreditation single application
To submit a new application, you need to access the ‘Person Management’ page (Figure 3) and
click on the ‘Add’ button ( icon).
This will take you to the screen (Figure 4) that will allow you to choose which type of application
form you wish to submit. When you click on the drop-down arrow, the system will present a list of
forms available to your organisation.
Figure 3 : Person Management page
Figure 4 : New Participants form page
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Selecting the appropriate category and clicking on ‘Add’ will then take you to the data entry screen
(see Figure 5).
When the form is saved or submitted, the applicant’s data appears on the list in the ‘Person’ and
‘Person forms’ section on ‘Person Management’ page.
Figure 5 : Single application form (Data entry screen)
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To submit a digital image of each individual, you need to click on the ‘Capture Photo’ button at
the bottom of the application form.
This will take you to the ‘Capture Photo’ page (see Figure 6). When you click on the folder icon( ),
you will be able to search your computer for the relevant photo. Select the photo and click the
‘Submit’ button. The photo will be attached to the record.
This screen also allows you to adjust brightness and contrast of the photo that you attach.
3.2.4 Saving and submission of eAccreditation single application
When you have completed an application, you can click on the ‘Submit’ button at the bottom of the
application form. This sends the information to PyeongChang 2018 Accreditation.
If, however, you only have partial information for an applicant, you can enter the data and save
this record to your account. This saved record can be retrieved, completed, and submitted to
PyeongChang 2018 Accreditation at any time prior to the deadline. The ‘Save’ function can be
helpful, and it is a great tool for managing your data.
Please remember that PyeongChang 2018 Accreditation will not process saved applications. Only
completed and submitted applications will be processed. No Pre-Valid Cards will be produced for
saved records.
Figure 6 : Capture Photo page
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3.3 Data submission using bulk upload template
The eAccreditation also allows your organisation to submit accreditation applications via a bulk
upload process. If you have your own database, you can export this data into a template provided
by PyeongChang 2018 Accreditation (with specific formatting) and submit applications in bulk via
eAccreditation. The bulk upload templates for each organisation are included in the registration
package, and you can also download the template from the ‘Import Participants’ page of the
eAccreditation (see Figure 7).
Each field has a specific format for entering the required data. A description of these data fields is in
Section 3.5. The spread sheet must be completed in full before uploading. Any incomplete or incorrectly
formatted templates will be rejected by eAccreditation.
Digital photos can be uploaded in a spreadsheet or individually via eAccreditation after the spreadsheet
has been uploaded.
This process will be only available to your organisation until accreditation submission deadline.
The data will be available for review on the ‘Accreditations Management’ page (see Figure 8) after
upload via the ‘Import Participants’ page. Data import process is in the eAccreditation Technical Guide
and the video clip which will be sent to your organisation in July 2017.
Figure 7 : Import Participants page
Figure 8 : Accreditations Management page
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3.4 Required format
In the accreditation application form, each field has specific format for the required data. All responsible
organisations should coordinate and collect each applicant’s data in the right format for a successful
data submission.
3.4.1 Acceptable characters for Accreditation Application
The acceptable characters for all information on the application form are as follows:
• Latin Alphabet : A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U, V, W, X, Y, Z
• Numbers: 1, 2, 3, 4, 5, 6, 7, 8, 9, 0
• Symbols: apostrophes (’), hyphens (-), plus signs (+), underscore (_), at (@), period (.)
• Spaces
3.4.2 Transcription of special characters
Data submitted into all data fields must be entered using the Latin alphabet, exactly as displayed
on the individual’s identification document.
Where details are originally written in a non-Latin script or special characters, then the Latin script
transcription that appears in the identification document must be entered exactly as displayed.
If the special characters in the identification document are not transcribed in the Latin alphabet,
the transcription rules below (Table 2) may be applied to modify them for the Games accreditation
purposes:
Original Change to Original Change to
Ň N Ç C
Ü UE ß SS
Ö OE Ð D
Ø O þ P
Ӓ AE Å A
Æ AE - -
Table 2 : Transcription rules for special characters
If your organisation needs to enter a character that is not listed among the acceptable characters
above, or if they require additional assistance with name formats, the Accreditation coordinator of
the organisation will communicate with them to find a solution on a case-by-case basis.
For completing the family name and given name fields, the transcription rules above are applied to
those who are not in possession of a Machine-Readable Passport (MRP).
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3.5 Required fields
Function
Enter the function that corresponds to the applicant’s main role at the Games.
eACR single form - Click on the arrow sign to the right of the field and select the function.
• Example: Senior Management Personnel
Upload template – Type the function code of the applicant. A full list of functions is in the Code sets
in the template. The function used must match exactly one of the functions on this sheet.
• Example: RTA01
Family name
Enter the applicant’s family name exactly as it appears on the individual’s identification document.
eACR single form – Enter the applicants’ family name exactly as it appears on the individual’s
identification document. This field is limited to 25 characters.
• Example : KIM
Upload template – Enter the applicants’ family name exactly as it appears on the individual’s
identification document. This field is limited to 25 characters.
• Example : KIM
This section explains detailed data format for each data field in accreditation application available
on the eAccreditation (eACR) as well as in bulk upload template. Unless stated otherwise, all fields
are mandatory for each application.
Organisation
Select the appropriate organisation of which the applicant directly belongs.
eACR single form – Click on the arrow to the right of the field and select your organisation.
Upload template – Type your organisation code of the applicant. A full list of organisations is in
the Code sets in the template. The organisation used must match exactly one of the
organisations on this sheet.
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An applicant who is in possession of a Machine-Readable Passport (MRP) must have this field completed
with the name shown in the Machine-Readable Zone (MRZ) of the passport. Please refer to Figure 9 for
information on how to complete family name field for MRP holders.
Given name(s)
Enter the applicant’s given name(s) exactly as it appears on the individual’s identification document.
eACR single form – Enter the applicants’ given name as exactly it appears on the individual’s
identification document. This field is limited to 25 characters.
• Example : PyeongChang
Upload template – Enter the applicants’ given name as exactly it appears on the individual’s
identification document. This field is limited to 25 characters.
• Example : PyeongChang
An applicant who is in possession of a Machine-Readable Passport (MRP) must have this field completed
with the name shown in the Machine-Readable Zone (MRZ) of the passport.
The following image shows an example of the MRZ and names to be entered in the family name and
given name fields:
Figure 9 : Example of Machine-Readable Passport
Passport Type Issuing Country Passport No.
P AAA 0123456
Family name
KIM
Given name
PYEONGCHANG
Gender
F
Date of Birth
23 JUL 1987
Expiry Date
25 DEC 2018
P<AAAKIM << PYEONGCHANG<<<<<<<<<<<<<<<<<<<<<<<<<<
0123456<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<
Machine
Readable
Zone
Family Name Given Name
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• Family name and given name separated in the MRZ by two filler characters (<<).
• Single filler character (<) in family name and/or given name should be entered as a space in the data
fields.
• In the above case, the family name field should be filled in as KIM and the given name should be
written as PyeongChang
• If a middle name appears on the MRZ and is separated from the given name by a single filler
character (<), the middle name should be entered in the data field for the given name.
Non-MRP holders are required to complete family name and given name fields exactly as they appear on
the identification document.
Preferred family name – Optional
To be used if the applicant wishes to be known by a family name other than the one stated on his/
her identification document. This name should be entered as the applicant wishes it to appear on the
accreditation. This field is limited to 25 characters.
eACR single form – Enter the preferred name.
Upload template – Enter the preferred name.
Preferred given name – Optional
To be used if the applicant wishes to be known by a given name other than the one stated on their
identification document. This name should be completed as the applicant wishes it to appear on the
accreditation. This field is limited to 25 characters
eACR single form – Enter the preferred name.
Upload template – Enter the preferred name.
Local family name – For Korean nationals only
Enter the applicants’ family name in Korean character (Hangeul) exactly as it appears on the individual’s
identification document. This field is limited to 25 characters.
eACR single form – Enter the local family name.
• Example : 김
Upload template – Enter the local family name.
• Example : 김
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Local given name – For Korean nationals only
Enter the applicants’ given name in Korean character (Hangeul) exactly as it appears on the individual’s
identification document. This field is limited to 25 characters.
eACR single form – Enter the local given name.
• Example : 평창
Upload template – Enter the local given name.
• Example : 평창
Gender
eACR single form – Click on the arrow to the right of the field and select either Male or Female.
• Example : FEMALE
Upload template – Type M for male or F for female in the Gender column.
• Example : F
Date of birth
Enter the applicant’s date of birth as per the applicant’s identification document.
eACR single form – Select date of birth by clicking on the calendar icon to the right of the data field.
When the date of birth is selected in the calendar, the data field will be completed in a year-month-
day (yyyy-mm-dd) format.
• Example : 1987-07-23
Upload template – Type the required date using one of the following formats: year-month-day (yyyy-
mm-dd), day/month/year (dd/mm/yyyy) or month/day/year (mm/dd/yyyy) formats. One single date
format must be used throughout the template.
• Example : 1987-07-23, 23/07/1987 or 07/23/1987
Nationality
Select the nationality of the applicant. For dual nationals, use the nationality of the identification
document that applicant will use throughout their application for the Games. Korean nationals with dual
nationality should preferably use Korean nationality and identification document.
eACR single form – Click on arrow sign to the right of the field and select the nationality of the
applicant.
• Example : Republic of Korea
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Upload template – Enter the required country code in the Nationality column. A full list of country
codes is in the Code sets in the template. The country code must exactly match one of the country
codes in this Code sets.
• Example : KOR
Document type
Select the relevant identification document type of the applicant which will be used for their application
for the Olympic Winter Games PyeongChang 2018. Refer to Table 1 for acceptable form of identification
documents according applicant’s nationality.
eACR single form – Click on arrow sign to the right of the field and select the appropriate
identification document type of the applicant.
• Example : Resident Registration Number
Upload template – Type the required identification type code in the Identification document type
column. A full list of identification type codes is in the Code sets in the template. The document
type code must match exactly one of the document type codes in the template.
• Example : RRN
Document number
Enter the number of the identification document selected, using letters, numbers and a hyphen.
eACR single form – Enter the required number in the Document number field. The field is limited to 20
characters.
• Example : 870723-2009134 (Korean nationals – resident registration number)
• Example : PC20182018 (Other nationalities – passport number)
Upload template – Enter the required number in the Document number column. The field is limited to
20 characters.
• Example : 870723-2009134 (Korean nationals – resident registration number)
• Example : PC20182018 (Other nationalities – passport number)
Please contact the Accreditation coordinator of your organisation for further information about
resident registration number on passport.
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Issuing country
eACR single form – Click on the arrow sign to the right of the field and select the country where the
identification document is issued.
• Example : Republic of Korea
Upload template – Type the required country code on a full list of countries in the template.
• Example : KOR
Expiry date – For international applicants only
Enter the passport expiry date. Passport must be valid until at least 18 October 2018.
eACR single form – Select the passport expiry date by clicking on the calendar icon to the right of
the data field. When the date of expiry is selected in the calendar, the data field will be completed in
a year-month-day (yyyy-mm-dd) format.
• Example : 2018-12-25
Upload template – Type the required date using one of the following formats: year-month-day (yyyy-
mm-dd), day/month/year (dd/mm/yyyy) or month/day/year (mm/dd/yyyy). One single date format
must be used in a template.
• Example : 2018-12-25, 25/12/2018 or 12/25/2018
Date of issue – For international applicants only
eACR single form – Select the date of passport issue by clicking on the calendar icon to the right of
the data field. When the date of issue is selected in the calendar, the data field will be completed in
year-month-day (yyyy-mm-dd) format.
• Example : 2013-11-03
Upload template – Type the required date using one of the following formats: year-month-day (yyyy-
mm-dd), day/month/year (dd/mm/yyyy) or month/day/year (mm/dd/yyyy). One single date format
must be used throughout the template.
• Example : 2013-11-03, 03/11/2013 or 11/03/2013
Email address – optional
eACR single form – Enter the email address of the applicant. The field is limited to 80 characters.
Upload template – Enter the email address of the applicant. The field is limited to 80 characters.
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Mobile phone number – optional
Enter mobile phone number, including country code of the applicant at the time of application in the
following format : +(country code)(city or regional code, if applicable)(telephone number)
eACR single form – Enter the mobile telephone number. The field is limited to 20 characters.
Upload template – Enter the mobile telephone number. The field is limited to 20 characters.
Internal ID – optional
This field can be completed with a reference number for the applicant form within the organisation
database. Please liaise with your Accreditation coordinator for further details on how to utilise this field
for your organisation.
Wheelchair User – optional
eACR single form – Check the box if the applicant is a wheelchair user. If the box is left unchecked, it
will mean ‘No’ by default.
Upload template – Type ‘Y’ for ‘Yes’ and ‘N’ for ‘No’ in the Wheelchair User field. If the field is left blank, it
will mean ‘No’ by default.
Organisation reference - optional
Please liaise with your Accreditation coordinator for further information on how to utilise this field for
you organisation.
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3.6 Data fields summary
The data field below summarises a guide to the data variation between using the eACR single
application and upload template:
Field Name Mandatory / optional
Max.Character
Length/ Format
eACR single form Bulk upload template
Organisation M - Olympic Brodcastiong Services OBS
Function M - Senior Management Personnel RTA01
Family Name M 25 KIM KIM
Given Name(s) M 25 PyeongChang PyeongChang
Preferred Family Name O 25 KIM KIM
Preferred Given Name O 25 Jinyoung Jinyoung
Local Family NameKorean
nationals only25 김 김
Local Given NameKorean
nationals only25 평창 평창
Gender M - FEMALE F
Date of Birth M -yyyy-mm-dd
Example : 1987-07-23
yyyy-mm-dd dd/mm/yyyy mm/dd/yyyy
Examples: 1987-07-2323/07/198707/23/1987
Nationality M - Republic of Korea KOR
Document Type M - Resident Registration Number RRN
Document Number M 20
870723-2009134(Korean Nationals-RRN)
PC20182018(other nationalities-Passport)
870723-2009134(Korean Nationals-RRN)
PC20182018(other nationalities-
Passport)
Issuing Country M - Republic of Korea KOR
Expiry DateInternational
applicants only-
yyyy-mm-ddExample: 2018-12-25
yyyy-mm-dd dd/mm/yyyy mm/dd/yyyy
Examples: 2018-12-25 25/12/2018 12/25/2018
Date of IssueInternational
applicants only-
yyyy-mm-ddExample: 2013-11-03
yyyy-mm-dd dd/mm/yyyy mm/dd/yyyy
Examples: 2013-11-0303/11/201311/03/2013
Email Address O 80 [email protected] [email protected]
Mobile Phone Number O 20 +82 10 1234 5678 +82 10 1234 5678
Internal ID O - Group A Group A
Wheelchair User O -Yes- Check the box
No- Uncheck the boxYes- Type ‘Y’
No-Type 'N' or leave it blank
Table 3 : Data fields summary
Organisation reference O - - -
27
3.7 Photograph specifications
Every accreditation application must be accompanied by a digital photograph of the applicant. A Pre-
Valid Card (PVC) cannot be produced without an approved photograph.
An ID-format digital photograph for the OIAC must meet the following requirements:
• A passport-size photograph (width-to-height ratio 4X5 cm) should be used;
• The photograph should be a recent likeness of the individual (taken within the last six months);
• In colour, not black and white or with filters; and
• To upload to the eAccreditation, the photograph must be in .jpg, .jpeg, .gif, .png or .bmp format,
with a file size between 50 kb and 100 kb.
3.7.1 Requirements for the individual’s position in the photograph
• Face forward, looking straight into the camera with eyes open and nothing covering the face.
• Looking natural with no facial expressions, for example, no smiling, grinning or frowning.
• No more than one person in the photograph
• The background should be white or light coloured (refer to figure 10 for recommended background
colours of an acceptable photo).
• The face should be lit evenly, with the face and eyes free from shadows. The photograph should
be free from red-eye and dark spots.
• Individuals whose religious beliefs require the wearing of a headscarf in public may be shown in
the photograph with a headscarf if this does not obstruct the face and, the person is also shown
wearing one in their passport photograph.
• Individuals who usually wear glasses may be shown wearing glasses in the photograph, if they do
not have tinted lenses. The glasses should be clean and transparent (with no marks), and the eyes
should be clearly visible. The frames of the glasses should not obstruct the eyes. There should
also be no flash reflection.
• The photo on the OIAC may show bandages covering the eyes only if these are for medical
reasons and if the person is also shown with a bandage in the photograph in his or her passport.
• The image may not be edited to improve its appearance.
5
4
Figure 10 : Examples of size and recommended background colours of photograph
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3.7.2 Sample photographs
Approved Rejected Reason of rejection Approved Rejected Reason of rejection
Background must be white or light coloured.
Applicant must not wear sunglasses.
Applicant must be the only person in the photograph.
Applicant must have their eyes open.
Applicant must not wear a hat or cover their head (unless for medical or religious reasons).
Applicant must have face forward and look into the camera.
Photograph must not be overexposed.
Photograph must be cropped to show applicant’s head and shoulders only.
Applicant must have a neutral facial expression with mouth closed.
Photograph must be frameless.
Applicant must not have anything covering their eyes (frames).
Applicant must not have anything (e.g. hair) covering their eyes.
Figure 11 : Examples of photographs
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4. Data Verification
Data verification is the responsibility of your organisation.
The purpose of data verification is to ensure that the accreditation data submitted by your organisation
is correct.
If any mistakes or changes are made after the Accreditation deadline you must inform PyeongChang
2018 Accreditation so that the data can be corrected.
Data errors identified in the personal data will result in a new security risk assessment for the individual.
Failure to communicate changes or errors may also result in significant delays at ports of entry into
Korea.
If your organisation completes the accreditation applications prior to the accreditation deadline, you
should advise your Accreditation coordinator that no further applications or changes are submitted.
PyeongChang 2018 will then commence the data review process for your organisation to confirm the
personal data, accreditation functions, and access privileges; you should verify and confirm that this
data is correct.
Pre-Valid Cards (PVCs) cannot be produced and/or validated until this process is completed.
4.1 Data query
4.1.1 Person Management page
To check the progress of saved or submitted accreditation applications for your organisation at
any stage, navigate your way to the ‘Person Management’ screen in eAccreditation (Figure 3).
You can limit your search to specific form statuses ‘Draft’, ‘Registered’, ‘Confirmed’ or ‘Cancelled’.
Multiple selection of form status is also possible, and it allows you to open a list of applicants under
multiple form status. In this page, you can search application(s) in specific category by selecting
category group in the search criteria.
4.1.2 Accreditations Management page
To search your submitted records by multiple search criteria for specific information, navigate
your way to the ‘Accreditations Management’ screen in the eAccreditation.
In the ‘Accreditations Management’ page, you can select the parameters that will best support
your own verification processes by defining search criteria. You must populate at least one search
field to search for specific participants. If any search field is not populated or selected before data
query, the screen shows all applications that were submitted by your organisation.
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4.2 Validate Photo page
Every organisation is strongly encouraged to use the ‘Validate Photo’ feature of the ‘Accreditations
Management’ screen to view each applicant’s digital photo and the image status.
During the data verification, the Accreditation coordinator of your organisation will review whether the
digital photo attached to the individual’s record is appropriate for accreditation purposes.
On the ‘Validate Photo’ page, you can check the applicant’s photo status. If the digital photo is not
acceptable, the photo will appear with a red frame. An accepted photo is shown with a green frame. You
can also check the reason for rejected photos on this page (see Figure 12).
For a replacement of the photo, you can double click on the individual’s photo. This will take you to the
‘Capture photo’ page where you can submit a new digital photo.
Failure to submit a suitable replacement photograph may result in non-issuance of a Pre-Valid Card.
4.3 Data export
To export your data into a format that can be read by Excel, follow these steps:
1. Complete a search using the ‘Accreditations Management’ screen and click search button ( ) for
data search;
2. When the search is completed, select the ticked boxes next to each participant and select export
type from the dropdown list. Click on the ‘export’ button ( ).
This will allow you to download the file into an “xlsx” format.
Please contact your Accreditation coordinator or email to PyeongChang 2018 Accreditation for detailed
assistance.
• Broadcaster : [email protected]
Figure 12 : Validate Photo page
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5. Production and distribution of Pre-Valid Cards (PVCs)
PyeongChang 2018 Accreditation will start distribution of the Pre-Valid Cards (PVCs) to your organisation
from November 2017 after completion of data verification and confirmation. Each organisation
is responsible for distributing the PVCs to eligible participants.
Presented together with the holder’s valid passport at a port of entry into Korea, the PVCs allow the
bearer’s entry into Korea to perform his/her function at the Olympic Winter Games PyeongChang 2018
from 9 January 2018 to 18 April 2018.
Participants whose application for accreditation was submitted by application deadline will be eligible to
receive a Pre-Valid Card. All participants who are registered after the accreditation deadline will need to
obtain entry visa into Korea.
5.1 Confirmation of receipt of Pre-Valid Cards
A Confirmation of Receipt form will be included in the package containing the responsible organisation’s
PVCs. You must sign, scan and email this Confirmation of Receipt back to PyeongChang 2018
Accreditation immediately upon receiving the PVCs.
5.2 Distribution of Pre-Valid Cards
The PVC is an important document, so your organisation must take good care to ensure that each
participant receives his/her card safely and that it is intact and undamaged upon arrival. It is your
responsibility to ensure the successful distribution of your PVCs. Your organisation's cooperation with
distribution of PVCs is essential to facilitate the smooth arrival process and avoid any potential delays.
5.3 Lost, stolen or damaged Pre-Valid Cards
If a PVC is lost, stolen, or damaged before entry into Korea, PyeongChang 2018 Accreditation must be
informed immediately so that the card can be cancelled in the system. The cancelled PVCs will no longer
be valid for entry document into Korea, even if the card is later found.
The applicant must follow the standard immigration process, if required, and enter Korea with the entry
visa. Upon arrival, the applicant must visit one of the accreditation facilities and have his/her OIAC
reissued.
Any PVCs received but not used for Games participation must be returned to PyeongChang 2018
Accreditation and should not be used for travel.
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6. Validation of Pre-Valid Cards (PVCs)
6.1 Entry requirements
PyeongChang 2018, in cooperation with the relevant Korean government authorities, will inform airline
carriers and airport representatives around the world about the OIAC and its importance for the Games
participants travelling to Korea for the Olympic Winter Games PyeongChang 2018.
A PVC or OIAC holder may enter Korea multiple times from 9 January to 18 April 2018 upon presentation
of their Pre-Valid Card and a valid passport which is identical to the one utilised in data submission for
the Games, without requiring a separate entry visa.
Individuals using their PVCs or OIACs as visa waivers to enter Korea must ensure that their identification
documents are valid until at least 18 October 2018. The identification documents used to enter Korea
must match the information provided on their accreditation applications.
The PVC does not function as a visa waiver for any country other than the Republic of Korea.
6.2 Entry process for Pre-Valid Card holders
On entry to Korea, Pre-Valid Card holders must present a valid passport, a PVC and an arrival card.
Before proceeding to passport control, each individual must fill in an arrival card, which will be distributed
on the airplane before arrival or directly at the port of entry into Korea.
The arrival cards should be filled in using Korean or Latin script. Information provided on the card must
correspond to passport data and should be written in legible block capital letters, without mistakes or
corrections, in the spaces provided. An arrival card must be filled in for each international passenger,
irrespective of age.
6.3 Awareness of Pre-Valid Cards/OIACs
PyeongChang 2018 Accreditation, in cooperation with the relevant Korean government authorities, will
inform airline carriers and airport representatives around the world about the OIAC and its importance
for the Games participants travelling to Korea for the Olympic Winter Games PyeongChang 2018.
6.4 Entry process for participants not in possession of a Pre-Valid Card
Applicants whose data is submitted after application deadline will need to make their own entry
arrangements to Korea. Participants without a PVC must visit a primary accreditation centre to get their
OIAC issued.
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6.5 Validation of Pre-Valid Cards (PVCs)
When presented with a valid identification document at a PyeongChang 2018 accreditation facility, the
PVC will be validated and become an OIAC. PVCs must be validated in person at one of the locations
outlined below to access to any Olympic venue. An individual will not be able to access any
PyeongChang 2018 venue until he/she has completed the validation.
• PVCs validation at Incheon International Airport
As of 9 January 2018, PVC holders will be able to validate their PVCs at Incheon International Airport
(ICN) upon arrival. They will need to present their valid passport and PVC.
PVC holders whose privileges and/or information on the card have changed after delivery will be
required to go to a primary accreditation centre to get their OIAC re-issued.
- Location : near passport control in immigration check area (Passenger terminals 1 and 2)
- Operational dates : 9 January 2018 – 25 February 2018
• Media Accreditation Centre
The Media Accreditation Centre at the International Broadcast Centre (IBC) will serve as a primary
accreditation centre for media.
- Location : International Broadcast Centre
- Operational dates : 9 January 2018 – 25 February 2018
- IBC address : 233 Yongsan-ri, Daegwallyeong-myeon, Pyeongchang-gun,
Gangwon-do, Republic of Korea
• Gangneung Media Village
PVCs can also be validated in Gangneung Media Village from 15 January 2018.
- Location: Near Gangneung Olympic Village
- Operational dates : 15 January 2018 – 25 February 2018
- GMV address : 1039 Hongje-dong, Gangneung-si, Gangwon-do, Republic of Korea
• Venue Accreditation Offices (VAOs)
Competition venues will have a Venue Accreditation Office (VAO) in close proximity. The opening
dates and hours will depend on the competition schedule at each venue.
• Other Accreditation facilities
Even though the accreditation centre in the International Broadcast Centre (IBC) is a primary centre
for the Media, accreditation services are provided at the other PyeongChang 2018 accreditation
facilities (Table 4).
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6.6 Accreditation facilities
PyeongChang 2018 accreditation facilities is at the following venues and provide services described in
the table below:
Venue PVC validation Card production Issue resolution
Incheon International Airport
Olympic Family Hotel
Uniform and Accreditation Centre (UAC)
International Broadcast Centre
PyeongChang Olympic Plaza
Gangneung Olympic Park
PyeongChang Olympic Village
Gangneung Olympic Village
Gangneung Media Village
Venue Accreditation Offices (VAOs) at competition venues
VAO at Jeongseon Alpine Centre Card replacement
VAO at Bokwang Snow Park Card replacement
Table 4 : Accreditation facilities
6.7 Lost, stolen or damaged OIAC
All participants are encouraged to report lost, stolen or damaged accreditation cards to their nearest
PyeongChang 2018 accreditation centre at the earliest opportunity.
If an OIAC is lost or stolen after validation, it can be reissued. However, the individual must present an
acceptable form of identification document (refer to Table 1). That person must complete an
Accreditation Replacement Request Form available at any accreditation facilities. A lost or stolen
OIAC will be cancelled in the accreditation system, and will not be reactivated even if later found.
Where an OIAC is damaged (i.e. torn), the individual should present it in person to any
accreditation centre. A lost, stolen, or damaged OIAC will be reissued as soon as possible after an
Accreditation Replacement Request Form has been submitted.
35
7. Privileges
7.1 Access codes and symbols
Accreditation zones operate within the venues, they are secured and controlled areas reserved only for
accredited persons who have access to the corresponding zones in which they perform their Games-
time function.
Access code Accessible areas
BLUEField of Play, operational areas (back of house), general circulation areas (front of house)
REDOperational areas (back of house), general circulation areas (front of house)
WHITE General circulation areas (front of house)
2 Athlete preparation areas
4 Press areas
5 Broadcast areas
6 Olympic Family areas
R Residential Zone of the Olympic Village
OLV Olympic Village
IBC International Broadcast Centre
MPC Main Press Centre
Zone access privileges are assigned to each accredited person in accordance with the permanent but
minimum requirements to perform their roles.
Although included in this zones list, some particular areas inside the venue may be considered and
managed as restricted areas and the OIAC itself does not grant access to these areas.
Supplementary access control devices such as stickers, passes, bibs, armbands and tickets will
be required to enter the field of play, the mixed zone, and the ceremony areas. For the details of
Supplementary access control devices for the broadcasters, please refer to Section 7.4.
All accredited broadcast personnel will have the ‘CDM’ code on their OIAC. This will allow access to
all common domain areas, which include the common domain in the Gangneung Olympic Park and
PyeongChang Olympic Plaza.
Table 5 : Access codes and description
All competition and training venues including Prime Events ALL
36
• Transport code
Code Transport entitlement
TM- Media transport system- Free Public Transport Systems
Table 6 : Transport code
7.2 High demand events for broadcasters
Facilities for the accredited media are planned to meet the needs under normal operating conditions.
However, there are sessions or events at each Olympic Games where media numbers exceed the
capacity of venues. In such cases, these events will be ticketed.
During competition sessions designated for broadcast as high demand events, broadcasters must hold
a complimentary ticket in addition to their accreditation card to enter the venue. Commentary positions
and observer seats will be further restricted during these sessions.
Only RTa, RTb, HBa and HBb accreditation categories will be provided tickets for high demand events
including the Opening and Closing Ceremonies.
RTc and HBc accreditation categories will not be considered to receive tickets for high demand events,
including the Opening and Closing Ceremonies.
The International Olympic Committee (IOC), in collaboration with Olympic Broadcasting Services (OBS),
will implement the allocation and distribution of tickets.
7.3 Broadcasters access to Olympic Village
• Olympic Village Plaza
The International Olympic Committee (IOC) has set a quota for broadcasters to be present inside the
Olympic Village at any given time. For the Broadcaster category, the total number of broadcast guest
passes that can be issued on a daily basis is 200.
• Residential Zone
Rights-Holding Broadcasters may set up permanent facilities in the Residential Zone only with
the written consent form of Olympic Broadcasting Services (OBS) and with the National Olympic
Committee.
7.4 Supplementary Access Control Devices
Supplementary Access Control Devices (SACDs) such as ceremony stickers, tickets, passes, armbands
or bibs will be required to enter the field of play, the mixed zone, ceremony areas and unilateral camera
positions. They will be produced by PyeongChang 2018 and OBS will manage the distribution.
37
7.5 Accreditation chart
CATEGORY POPULATION VENUE ACCESS ZONE ACCESS SEATING ACCESSPRIME
EVENTSTRANSPORT
RTaSenior Management Personnel
of RHBs
ALL
MPC/IBC
OLV with guest pass
4, 5, 6
RED
2, BLUE according to needs
Seating in "RT" stand
by prior arrangementNA T-M
RTbProduction and Technical
Personnel of RHBs
ALL
MPC/IBC
OLV with guest pass
4, 5
RED
2, BLUE according to needs
Seating in “RT” stand by prior
arrangementNA T-M
RTc IBC Support Personnel of RHBsMPC/IBC
or according to needsn/a
No seating access
Ticket necessaryNA T-M
HBaSenior Management Personnel
of Host Broadcaster
ALL
MPC/IBC
OLV with guest pass
2, 4, 5, 6
BLUE
No seating access
Ticket necessaryNA T-M
HBbProduction and Technical
Personnel of Host Broadcaster
According to needs
MPC/IBC
OLV with guest pass
4, 5
RED
2, BLUE according to needs
No seating access
Ticket necessaryNA T-M
HBcIBC Support Personnel of Host
BroadcasterMPC/IBC n/a
No seating access
Ticket necessaryNA T-M
Table 7 : Accreditation chart
Where the above table states “according to needs”, the venue and zone access will be subject to OBS and PyeongChang 2018’s approval, according to the
specific role/ function of the individual participant.
38
8. Additional Information
8.1 Updating of contact details
PyeongChang 2018 Accreditation requires your organisation to keep your contact details updated.
Any change needs to be communicated in writing to [email protected] and
your Accreditation coordinator.
If a change to the user account is required, confirmation must be received in writing for existing account
to be relinquished. A new User Account Application Form will need to be completed before access can be
granted to the organisation account.
8.2 IOC Authority
The IOC Executive Board is the ultimate authority on accreditation at the Olympic Games. The IOC
reserves the right to refuse, suspend or cancel any accreditation.
The Olympic Winter Games PyeongChang 2018
Thank You!
THE WORLDWIDE OLYMPIC PARTNERS
THE OFFICIAL PARTNER OF PYEONGCHANG 2018
THE OFFICIAL SPONSOR OF PYEONGCHANG 2018
THE OFFICIAL SUPPLIER OF PYEONGCHANG 2018
Samil PwcPAGODA AE, KIM & LEE LLC BOMBARDIER
SAMSUNG SECURITIES SAMSUNG C&T HANSSEMCURITIES AEDONG
S-OIL Corporation H HANJI VEL HUAWEI
THE OFFICIAL SUPPORTER OF PYEONGCHANG 2018
INTERPARK AhnLab DYFlag HANCOM
