Media Policy & Guidelines

Media Policy & Guidelines

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  1. Overview

DanceSport South Africa is an established and highly respected federation. We have a reputation for providing excellent, professional services and we enjoy strong relationships with our athletes as their destination for achieving high level competitions.


While providing this service, the news media is frequently interested in DanceSport South Africa. We have a responsibility to be open and responsive to their information requests because the media are among the many ways our athletes and associate members build their individual perceptions of DanceSport South Africa and the work we do in the communities we serve.

2. Purpose

This policy exists to assure that information disclosed by DanceSport South Africa is timely, accurate, comprehensive, authoritative and relevant to all aspects of DanceSport South Africa. Adherence to this policy is intended to provide an effective and efficient framework to facilitate the timely dissemination of information.

3. The scope of the policy

This media policy applies to all members of DanceSport South Africa and its subsidiaries and divisions as well as members of its Board of Directors concurrent with the Federation’s Disclosure Policy. This policy covers all external news media including broadcast, electronic and print.

4. Designation of Federation Spokesperson

Director: Marketing and Communications is designated as DanceSport South Africa principal media contact and federation’s spokesperson.This department has expertise in media relations and weighs each media inquiry to determine the best way to provide information in relationship with other information that is not yet public.

Director: Marketing and Communications will convey the official DanceSport South Africa position on issues of significance or situations that are particularly controversial or sensitive in nature.

Among Director: Marketing and Communications responsibilities: 

  •  Increase public awareness and understanding of DanceSport South Africa, the services that we provide our communities and our future prospects for growth.
  • Promote a positive public image of DanceSport South Africa and the work we do to the audiences that are important to the Federation, which includes existing and prospective athletes, members and sponsors as well as government officials, shareholders and our
    industry in general.

Depending on the situation, an individual external to Director: Marketing and Communications may be asked to be a spokesperson on a particular issue due to their knowledge, experience and expertise. Director: Marketing and Communications will work with that designated spokesperson to prepare them for the media interview as needed.

Preparation may include developing talking points as well as counselling, training and practicing for the interview.

5. Guidelines for Talking with the Media

A reporter, producer or other news media may contact you for a number of reasons, for example:

To get information about DanceSport South Africa.
To get information about a recent unexpected event such as results, adjudicators, natural disasters, thefts or arrests, accidents or injuries; members or athletes complaints, etc.
To get information or comment about an action or event that could impact our industry, new competitive entrants, new dance groups, changes in government or Federation policies. To get general information on a topical story in your community such as changes in competition dates or policies, problems or issues specific to the community you serve, etc.

Refer all media calls to Director: Marketing and Communications. Please do not say you are not allowed to talk to a reporter or have to get permission to do so. Instead, tell the reporters:

“DanceSport South Africa policy is to refer all media inquiries to Director: Marketing and Communications. You can reach them at (076-514-2841).”

Whenever taking a call from the media, the same courtesy and professionalism in which we approach athletes should be displayed toward the media. Please act quickly when approached by the media to ensure that the reporter’s deadline is met. This is important because the way this call is handled may be the reporter’s first impression of DanceSport South Africa and that first impression may end up in the story published or the news segment broadcast. In order to promote our athletes service image, it is important to respond quickly, courteously and professionally to all media calls.

Whenever taking a call from the media, the same courtesy and professionalism in which we approach athletes should be displayed toward the media. Please act quickly when approached by the media to ensure that the reporter’s deadline is met. This is important because the way this call is handled may be the reporter’s first impression of DanceSport South Africa and that first impression may end up in the story published or the news segment broadcast. In order to promote our athletes service image, it is important to respond quickly, courteously and professionally to all media calls.

6. Guidelines for Photographs and Film

A similar process as described above will be used when someone from the media is requesting permission to take photographs or to film our events. Refer the caller to Director: Marketing and Communications. No one will be given access to our events for a photo or filming without approval from Director: Marketing and communications, and equally important, Director: Marketing and Communications will not give approval without talking in advance with the Director: Competitions.

This is a joint decision between the Director: Competitions and Director: Marketing and Communications. Decisions will be based upon a number of considerations including but not limited to:
a) What does DanceSport South Africa have to gain from the photo and filming?
b) How much disruptions will this cause to the event?
c) Does the event look “picture perfect” good?

A reporter or camera crew may show up unannounced at our event. This is most likely to occur in competitions or within one of the communities we serve.


Please know that Director: Marketing and Communications will not send the media to any Federation event without prior approval by the event manager. When dealing with reporters and camera crews who may show up unannounced, the event manager and members should act with the same courtesy and professionalism as we approach athletes. Contact Director: Marketing and Communications immediately and let them know which news source is there. Director: Marketing and Communications will contact the camera crew’s news room or the print photographer’s editor for clarification.

7. The following guidelines should be used when television camera crews or print photographers show up unannounced at your event.

Although we cannot prevent the media from photographing or filming our events, we will contact their news room and/or editors for clarification.
The media cannot enter our event to photograph or film without permission.
The media cannot block the entrance to our event or prevent people from entering our event or conducting business as usual.


We can inform the media if our athletes complain about the inconvenience caused.
Be courteous and friendly, but also remember that no matter how congenial or affirming the reporter, photographer or camera crew are, everything you say and do may be observed and reported by the media representative who is trying to make the event come alive for his/her audience.

8. Guidelines for Seeking Media Coverage

In circumstances in which you believe you have a positive news story to share with the public, contact Director: Marketing and Communications. It is the only department authorized to distribute DanceSport South Africa news releases, pitch coverage of particular events or hold news conferences.


Do not call a reporter directly without first consulting Director: Marketing and Communications.
Director: Marketing and Communications will work with you to gather information and determine if and how the news media should be contacted. Similar measures used by editors and reporters will be considered to determine if your story is newsworthy. Some news items may be more appropriate for internal publicity such as the DanceSport South Africa newsletter or other forms of member’s communications.

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