I thought this might serve as a good or bad example (depending on the outcome) of how to get a photo pass to a large event. I've only had media access once to a sports event, and it was handed to me so I really have no idea how to obtain one myself.

Coming up in September there is going to be 1 of only 2 Moto GP races in the United States. This is the Formula 1 of motorcycle racing and in order for the series to keep scheduling dates in the US it is imperative that the world sees the US facilities of Indianapolis Motor Speedway and Laguna Seca, not only as capable of hosting world class events, but as entirely deserving of the honor. The is a lot of buzz in the motorcycle community concerning whether the US is worthy.

If I score a photo pass to this event it will be my most crowning achievement in photography to date. Here goes nothing.


Step One: Open a line of communication with the Site


This morning I sent this email to the Public Relations department at Indianapolis Motor Speedway.

Originally Posted by me

Good Day,

I would like to inquire about securing a photo/media pass for the Moto GP event in September.

My name is Ted Phillips and I am a professional photographer for AF1 Racing, the #1 Aprilia Dealership in the country. We own and operate www.apriliaforum.com and are planning on having a sizable contingent (expected to be 250) of our members attend the Moto GP event.

I would like to make sure that their experience is well documented with hundreds of pictures as well as a thorough write up. Not only would I like to document the event for our 25,000 active members but, with the proper permissions, there is a good chance that some or all of the photos/write up will be featured on Aprilia USA's home page with an even more substantial readership.

My intent is to not only cover the race and the associated atmosphere, but to also focus on the fans' experience at the Indianapolis Motor Speedway in a World Class Event. I hope this exposure will help ensure the successful future of Moto GP events in the US, as well as fuel race fans' excitement for motorcycle racing at Indianapolis Motor Speedway.

Here is a link to the planning thread on apriliaforum, should you like to check out the enthusiasm brewing in the community: http://www.apriliaforum.com/forums/s...d.php?t=121930

Thank you for your time and I look forward to your reply,

Ted Phillips
AF1 Racing

I'll let everyone know if/when they reply. What's the over/under on me getting completely ignored?

Good luck Ted, you'll probably need it (because they're probably super-anal about access rights).

Keep us updated.

Don't know what your chances are, but I'll keep my fingers crossed that you get in!

Good luck!

-K

A few things before I forget:

- MotoGP, while hosted by Indy, is fully controlled by Dorna, and it's most likely their permission you'll ultimately need
- shake more trees ASAP, especially Aprilia's; they probably have a set number of credentials that they're issued anyways, so why not have your name on one of them?
- email/call photogs that might be in the business, they might know someone that knows someone...

Yeah, talk to Aprilia as well.

Your email sounds great, I just hope it ends up with the right person reading.

Good luck, Ted! You'll, as you already know, need it.

Originally Posted by mkfotos

- shake more trees ASAP, especially Aprilia's; they probably have a set number of credentials that they're issued anyways, so why not have your name on one of them?

They're next on the list. I've got the PR dept for Aprilia USA's site in my pocket.

you should at least get a paddock pass outta that, if not a full media pass.

good luck dude!

How hard are they on these things these days?

I know when I was in college a kid in my photo classes easily made his own on site with PS, a color printer and a super cheesy plastic tag holder. I know from the 2 super bowls I worked at that would never work as you need way more than that to get in...

But I've often though about trying to get one for local hockey games so I could go watch for free....

Good Luck!

You had some photos that were used in a magazine recently, didn't you? Could you contact them and see if they can pull any strings?

Originally Posted by jacobsen1

How hard are they on these things these days?

thanks to 9/11 any sporting/media/etc event with GOBS of people makes it tough. i know at the historic races at PIR a paddock pass is only given to those on the list which is signed off by the driver or team manager, so yeah...it's going to be pretty tough to get a media pass, but possible for sure...especially someone like ted who has so much behind him.

Originally Posted by LateApex

You had some photos that were used in a magazine recently, didn't you? Could you contact them and see if they can pull any strings?

Yeah, I've been published in Cycle World and Rider Mag, and those articles were both through the same marketing company. I'll contact Aprilia's marketing first, then Hardcard Holdings which backs up Indy, and then start really pulling strings through that marketing co.

Like I said, this is just step one. I'm expecting their reply to be something along the lines of "We can't help you but we forwarded your request onto so-and-so". This is just day 1, I've got plenty of ammo in reserve.

And I wouldn't dream of faking creds to an event these days. Major fines, equipment seizure, and it's considered a felony in some states.

Originally Posted by tardypizza

Yeah, I've been published in Cycle World and Rider Mag,

Add that to the "Published!" thread, stat!

<--- jelly.

thats rad!

Nice, Jenny! Rossi has always been one of my favorite people to watch in all motorsports... so much damn talent in that dude.

is he the one that did the wheelie and went to like 2 o' clock without losing it?

I'd say most of them can do that...

But he is the one that passed (I forgot his name) in a decently sharp right hander while giving him the finger after they had a little incident a couple laps before...

Originally Posted by Jenny

That would be Biaggi.

Sorry, Tardy!

Hijack away! I could listen to moto talk all day long.

And thanks for the help everyone. I'm playing everything by ear and am going to wait a few days to see if I hear anything back from Indy before I pull out the big guns.

Ted, I've had problems with racing event coordinators not getting back to me in the past before, basically because they have a lot going on and forget, or it slips past them. Just keep asking them about it if they don't respond. Make sure to communicate with them when the event gets closer, if there is any special info a media person needs to know

Thanks for the tip, I'll be sure to remember that.

Yeah, pester them like hell if need be. The squeaky wheel gets the grease type deal.

Switching from guns, going to missiles!

Originally Posted by them

Ted:

I am in charge of media credentials for the Indianapolis Motor Speedway and your e-mail below was forwarded to me.

Based on the information you submitted, you will not meet IMS and MotoGP criteria for a credential to the paddock media center. We appreciate your interest in our event and hope that you and your group have an enjoyable time at IMS.

Best,

Mr. Poopy Pants

What's your next plan?

Originally Posted by tardypizza

Switching from guns, going to missiles!

Usually it's the other way around



Email them back, and politely ask for a clarification on the "IMS and MotoGP criteria".

Sorry Ted. I know a place thats selling a nice 1200mm lens

Don't be sorry yet, you guys thought it was going to be easy?

dude, **** that.

is there any difference between the full-on media pass and just a paddock pass (what you'd get being part of the team/crew) ?

Originally Posted by tardypizza

Don't be sorry yet, you guys thought it was going to be easy?

Originally Posted by Stime187

What's your next plan?

I have faith!

The first email was just me moving my first pawn. I've seen their counter move, and now I'm going to shore up my pawn with another. If that fails, then comes the flank move!

Dude,

Take the pawn in front of your queen out one space, move queen out three spaces diagonally to the left and forward, move bishop out 5 spaces diagonally to the right and forward, take opponent's pawn in front of their bishop on the non-queen side....

Checkmate (in just four moves)!







<-- Won a lot of chess tournaments as a kid.

Originally Posted by tardypizza

I've seen their counter move.

more importantly, they replied which means you now have an open avenue for discussion...

Originally Posted by jacobsen1

more importantly, they replied which means you now have an open avenue for discussion...

Eggzacary, I honestly didn't expect a reply from the person in charge, which means that it just might be possible after all.

WTH????

And do they have little butt cracks?

Originally Posted by jacobsen1

WTH????

And do they have little butt cracks?

it's their arms! ahhahahaha

It might help to inform them that you have gotten media credentials for events like this in the past at other raceways, ..even if you haven't.

And they have little butt cracks

How does this sound for a reply to the above email?

Originally Posted by me

Mr. Poopy pants,

Thank you for your reply, but I should have been clearer in my request. I am not looking for credentials to the paddock media center, I am looking for permission to photograph the race and its fans with professional gear. For the event I would only need access to the track and the paddock.

Also, if you don’t mind can you please clarify the IMS and MotoGP criteria? I understand that due to the nature of the event they are strict, but in the past when I have been granted photo credentials the criteria are easier to find.

I’m sure that you are busy so I thank you for your time in this matter.

Ted

I don't like the "criteria are easier to find" bit, but I needed to end that sentence while mentioning my history. Suggestions?

Yeah, the "in the past" part is good, but work on the end of that sentence. Also the "with professional gear" sounds like you're trying to prove something with that...

You just need to subtly tell him you've done this before and you want to see what criteria they're looking for at this event since it's such a big deal.

Originally Posted by jacobsen1

Yeah, the "in the past" part is good, but work on the end of that sentence. Also the "with professional gear" sounds like you're trying to prove something with that...

You know I'm not trying to prove anything, I just want to make sure that they know I'm not talking about a point and shoot. I guess I should take that part out completely and assume they know that I know what I'm talkin bout.


How does "criteria are readily available" sound as opposed to "easier to find"?

i really hope you just copy and pasted that in your e-mail, with "Mr. Poopy pants" and all.

Slight re-edit:

Originally Posted by me

Thank you for your reply, but I should have been clearer in my request. I am not looking for credentials to the paddock media center, I am looking for permission to photograph the Aprilia motorcycles in the race and Aprilia fans for publication. For the event I would only need access to the track and the paddock.

Also, if you don’t mind can you please clarify the IMS and MotoGP criteria? I understand that due to the nature of the event they are strict, but in the past when I have been granted photo credentials the criteria were readily available.

I’m sure that you are busy so I thank you for your time in this matter.

Now, the only thing I don't like about this approach is all they have to say is "there's only one type of media pass and you don't qualify".

And email sent.

Final Draft:

Originally Posted by me

Thank you for your reply, but I should have been clearer in my request. I am not looking for credentials to the paddock media center, I am looking for permission to photograph Aprilia fans and Aprilias racing in a MotoGP event for publication. For the event I would only need access to the track and the paddock.

Also, if you don’t mind can you please clarify the IMS and MotoGP criteria? I understand that due to the nature of the event that they are strict, but in the past when I have been granted photo credentials the criteria were readily available.

I appreciate your time in this matter,

When they reject this one I will start inquiring with Aprilia.

yeah, much better.

My point with the equipment is it comes off like you're trying to prove something. Doing that with you previous credentials is much better.

Their reply;

Originally Posted by them

Ted:

The set-up of the MotoGP paddock is that the media center is located inside of the paddock area. So, credentials into the paddock include access to the media center, but unfortunately, you do not meet the criteria to be granted media credentials.

It is IMS policy for all of our events, as well as MotoGP's policy, to only grant media credentials to journalists on assignment from an accredited news organization, such as a newspaper, wire service, television or radio station. In addition to that policy, MotoGP states that the promoter (IMS) can not accredit Web sites and all requests regarding electronic media accreditation must go through the the Dorna Media Sales department. I am only allowed to handle print and radio credential requests and even then, Dorna restricts the number of passes I can issue.

I hope this clarifies, but if you have any remaining questions, please let me know and I will do my best to answer them.

At least they're friendly. I suppose an email to Aprilia is in order.

Nice, you got a response the same day, and it seems their being nice about it too. They have zero web passes so they can't help you. That roads closed, so like you said, time to hit up the next option...

wow, nice and informative...that's good.

well, aprilia is next!