2021 Notice of Media Rules & Guidelines - Kentucky Derby
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2021 Notice of Media Rules
& Guidelines
_________________________________________________________________________________________________________
Updated: March 30, 2021
Dear Member of the Media,
The 147th running of the Kentucky Derby Presented by Woodford Reserve will be held Saturday, May 1, 2021.
As of late March, media credentials will be limited to 60 percent (approximately 1,200 credentials) of our typical
capacity.
We’re firm on running on our traditional date of the first Saturday in May as we don’t anticipate any restrictions on
running the race.
We have already publicly reported that we are starting with the assumption that we will limit the number of
reserved seats to 40 to 50 percent capacity (60 percent is some private areas) and will delay selling any general admission
tickets until we are closer to the date of the Kentucky Derby. If and as the circumstances surrounding the pandemic
continue to improve, then we will sell more reserved seats and consider selling general admission tickets.
For the latest 2021 Kentucky Derby ticketing/attendance updates visit:
https://www.kentuckyderby.com/tickets/ticket-options/updates.
As of March 26, Kentucky’s COVID-19 positivity rate had declined to 2.8 percent and more than 36 percent of
Kentucky’s adult population (1.25 million people) had received at least their first dose of the COVID-19 vaccine.
We plan all year for the Derby; it’s an event like no other. Last year, we, along with the rest of the world, were in
response-mode to the unprecedented circumstances surrounding the spread of COVID-19. Our team adjusted time and
time again to every possible scenario. This year, we are challenged with being proactive using the knowledge and
experience we've gained from last year and we’re relying on the most recent scientific evidence we have. We must filter all
of that information through our sustained attempt to create the best customer and media experience possible. The health
and safety of our entire community, including our team, guests, horsemen and media, is always our primary concern.
Invitations to apply online for media credentials applications this year will be issued Tuesday, March 30. Media
credentials are limited to those who are employed by an established media source and/or freelance journalists or
photographers who have been assigned coverage by an established media source. Reach and prior event coverage are taken
into heightened account this year due to limitations on capacity. We recently finalized the pre-approved number of
credentials for each media outlet. Journalists and media outlets that received invitations in 2020 will again receive
invitations in 2021. Select pre-determined media outlets have been added to the invitation list. Approximately 180 different
media outlets will be invited. Work stations are limited to 50 percent capacity (every other seat in The Parlay Media
Center), which means there will be limited seating for approximately 200 media members. We have pre-seated each outlet
and the number of reserved work stations will be included in the online media credential invitation.
We will continue to operate within the guidance and recommendations issued by local and state health care
officials as well as the CDC. All indications suggest that cloth face coverings (when not actively consuming food or
beverage) will be required at Kentucky Derby 147 based on the projections of public health experts and President Biden’s
public declaration that he would ask every American to wear face coverings for the first 100 days of his term. Media, and all
guests, will be asked to practice social-distancing and should self-administer a temperature check prior to arrival at
Churchill Downs. There are no plans for any media COVID-19 testing and no plans to provide proof of testing or
vaccination.
Additionally, the Churchill Downs Stable Area will be limited to essential personnel, which includes media with
approved Barn access.
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We expect to publicly unveil our complete 2021 Health and Safety Operations Plan in the coming weeks.
With the roll out of the vaccines and treatment regimens, we hope we will back to normal for the 2022 Kentucky
Derby.
The communications department is committed to do everything we can to get you the content for news gathering,
whether you’re onsite or working remotely. For media invited to join us for this year’s Derby, we promise you that we will
work to make it as safe and comfortable as we possibly can.
2021 KENTUCKY DERBY WEEK SCHEDULE
Saturday, April 17: First day of the special training period for Kentucky Derby and Kentucky Oaks contenders.
The 15-minute exclusive training window is 7:30-7:45 a.m.
Monday, April 19: First day of a daily one-hour broadcast from 7-8 a.m. of the special training period for
Kentucky Derby and Kentucky Oaks contenders (7:30-7:45 a.m.). It will be livestreamed on the Kentucky Derby
social media channels (Facebook, Twitter and YouTube) along with KentuckyDerby.com.
Saturday, April 24: Opening Night / Fund for the Arts / Live racing (First of 10 races: 6 p.m.; Last race: 10:42
p.m.)
Sunday, April 25: Dawn at the Downs
Monday, April 26: Dawn at the Downs / Kentucky Oaks Post Position Draw (11 a.m.)
Tuesday, April 27: Kentucky Derby Post Position Draw (11 a.m.) / Champions Day / Live racing (First of 9
races: 12:45 p.m.; Last race: 4:55 p.m.)
Wednesday, April 28: Live racing (First of 10 races: 12:45 p.m.; Last race: 5:25 p.m.)
Thursday, April 29: Thurby / Live racing (First of 11 races: 12:45 p.m.; Last race: 6:14 p.m.)
Friday, April 30: Kentucky Oaks Day / Live racing (First of 13 races: 10:30 a.m.; Last race: 7:00 p.m.)
Saturday, May 1: Kentucky Derby Day / Live racing (First of 14 races: 10:30 a.m.; Last race: 8:30 p.m.)
If you have any specific questions, please contact Darren Rogers (Darren.Rogers@KyDerby.com), Kevin Kerstein
(Kevin.Kerstein@KyDerby.com) or CDI's Tonya Ablen (Tonya.Ablen@KyDerby.com).
Churchill Downs Racetrack and the Communications Team look forward to your possible arrival and your
subsequent coverage of the Kentucky Derby and Churchill Downs!
Best regards,
Darren Rogers
Senior Director, Communications & Media Services
Churchill Downs Racetrack
Office: (502) 636-4461
Mobile: (502) 345-1030
Twitter: @DerbyMedia
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NOTICE OF 2021 CHURCHILL DOWNS MEDIA RULES & GUIDELINES
– AMENDED MARCH 30, 2021 TO FOLLOW COVID-19 HEALTH AND SAFETY PROTOCOLS –
THE PARLAY
Preassigned seating in the Parlay will be reduced up to 60 percent capacity. Every other seat is preassigned. Admission into
the Parlay Media Center will be limited to those with assigned seats and select media without seats.
MEDIA BRIEFING ROOM
Churchill Downs will utilize the Media Briefing Room in the Parlay Media Center for media opportunities during Kentucky
Derby Week but in-room seating will be limited. Any briefing will be broadcast with audio on TVs throughout the Parlay
Media Center. Additionally, Hammond Communications will serve as a pool TV camera with audio and will provide two
HD Mult Boxes for media to plug into the feed. Each HD Mult Box has 16 outputs. All activity in the Media Briefing
Room will be live streamed.
SECTION 322 VIEWING AREA
The Section 322 viewing area will be utilized as preassigned outdoor work spaces for up to 32 journalists (one person per
box). Each box will have a table and one chair. However, there are no electrical outlets in the area so media should prepare
in advance to operate computers with a well-charged battery.
ACCESS TO BOX SEATS, PREMIUM DINING AREAS, SUITES
Access throughout the facility will be strictly limited. However, the Churchill Downs communications department may
arrange an escort to select areas during a designated window of time to assist in coverage needs.
BARN AREA ACCESS
The barn area will be limited to essential personnel but minimal predetermined media will be allowed access. All media
granted access to the barn area must have a negative COVID-19 test prior to entry to the backside (testing details to come
shortly).
INTERVIEW OPPORTUNITIES
Churchill Downs will work with horsemen and other officials on a schedule of media opportunities within the Stable Area,
Media Briefing Room in the Parlay Media Center and/or Microsoft Teams video meetings.
Post-race jockey/trainer/owner quotes and interviews will be limited to journalists with preapproved access near the
Trackside Winner’s Circle. Additionally, Hammond Communications will have a TV camera in the designated location for
post-race interviews, which will include audio.
Any person who is giving a speech or broadcast (i.e. interview) to an audience and is able to maintain a safe distance of six
feet from all individuals who are not members of the person’s household (i.e. media) are exempt from wearing face
coverings only while doing so; a mask is required upon completion.
JOCKEYS ROOM ACCESS
There are no plans for media access within the Jockeys Room this year, although NBC has been granted special permission
for their exclusive live coverage of the events.
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PADDOCK MEDIA ACCESS
There will be no access for media within the Saddling Paddock, although NBC has been granted special permission for
their exclusive live coverage of the events. Instead, there will be a designated paddock viewing area for predetermined
media on the northwest or Parlay side of the paddock. Additionally, there will be assigned space for live TV broadcasts
(NBC, FSN, WAVE 3, WLEX) as well as Hammond Communications, who will collect b-roll footage and soundbites for
FTP upload.
POST POSITION DRAW ACCESS
Access to the post position draws inside the Aristides Lounge on Monday and Tuesday will be limited to connections with
entries in the Oaks and Derby, respectively. Media may attend outside the Aristides Lounge and an area will be designated
for post-event interview opportunities. The post positions draws will be live streamed.
PHOTOGRAPHY LOCATIONS
The locations for in-race still photographers may be limited to after the finish line (outside rail), the head of the
stretch/clubhouse turn, finish line/inside rail (remote), P-Stand (remote) and starting gate (remote). Any other locations
must be cleared through the Churchill Downs communications department and/or Kentucky Derby photo liaison Keith
Kleine. A mandatory Rules and Position Marking Meeting for ALL photographers shooting the races from the racing
surface will be held Friday, April 30 at 8:30 a.m. ET in the Trackside Winner’s Circle.
FIRST-TURN/ONE-MILE CHUTE WEDGE BROADCAST LOCATIONS
Select media will be permitted to utilize the First Turn/One-Mile Chute Wedge for talent and fixed camera locations.
VENUE ENTRY
Venue entry with a media credential will be available at the Executive Gate, Paddock Gate and Clubhouse Gate. The
security screening staff and equipment will be spread out to comply with social distancing. Every other turnstile will be in
operation to spread out guests as they enter the facility.
PARKING/TRANSPORTATION
Information on parking and transportation will be provided shortly. Should a shuttle bus be necessitated, occupancy would
be reduced to promote social distancing.
FOOD SERVICE
Meals for media during Derby Week will be limited to media with assigned access to the Parlay Media Center, and will be
served as an individual Meal Package from a pre-set menu delivered between 10 a.m. and 2:30 p.m. Pre-packaged snacks
will be served between 2:30 p.m. and last call. Packaged beverage will be served by servers.
WAGERING
Guests are encouraged to wager online at TwinSpires.com. Two pari-mutuel tellers will be utilized in the Parlay Media
Center (one in the Gold Room and one in the Media Workroom) with extra precautions taken to ensure compliance with
social distancing recommendations. Select self-service terminals also may be utilized. Hand sanitizer dispensers are
positioned nearby for use before or after betting.
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ANNUAL NOTICE OF CHURCHILL DOWNS MEDIA RULES & GUIDELINES
Acceptance of a Churchill Downs media credential, which provides access to Churchill Downs in ways not available to the
general public, constitutes agreement by an accredited organization and an individual to abide by rules and guidelines set
forth by the Churchill Downs communications department. Churchill Downs reserves the right to revoke the credentials
and on-site access privileges of any media representatives who violate this policy. In addition to the agreements within the
2021 Churchill Downs Release and Indemnification Agreement, the Churchill Downs media rules and guidelines include,
but are not limited to:
Churchill Downs media credentials shall only be issued to members of the working media whose primary purpose
is gathering news and disseminating it and for which other commercial activities are ancillary;
Churchill Downs media credentials must be displayed at all times in order to enter and remain in our facility;
Each Churchill Downs media credential is issued to, and binding on, the holder and his or her employer. The
media credential may not be used by or lent or transferred to, any individual or entity other than the party to which
it was directly issued;
Media must carry and display government issued photo identification (i.e. driver’s license, state photo identity
cards or equivalent) to verify the validity of the media credential and its rightful owner;
Do not alter the issued credential; official custom credential holder/sleeve and lanyards must be used as issued;
Media credentials must be presented at all media or access entry points;
Media with RF transmitting equipment must have proof that their equipment has been frequency coordinated
(affixed with appropriate sticker) and may be asked to present their equipment for inspection;
Media are asked to be extremely sensitive to the safety of the horses and the work schedules of horsemen while in
the barn area;
Horses always have the right of way;
No running;
Media are not allowed on the racing surfaces without a proper access approved by Darren Rogers, senior director
of communications & media services, or another member of the Churchill Downs communications department;
Media are not allowed in the shedrows, offices or tack rooms of any barn unless invited by the trainer in that barn;
Media are not allowed into the Jockey’s Quarters;
Only photographers and videographers are permitted in the Trackside Winner’s Circle during presentations;
Media unfamiliar with Churchill Downs may be guided around the facility before unaccompanied access is
allowed;
Media are asked to respect the work environment of their colleagues, especially in the Media Center;
Misuse of media credentials, failure to abide by the terms of the credentials, disorderly conduct and/or failure to
comply with security measures will subject the credential holder to, among other things, ejection from the facility
and to cancellation or revocation of current or future credentials;
Churchill Downs reserves the right to revoke credentials at any time.
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PHOTOGRAPHY: In addition to the 2021 Notice of Media Rules & Guidelines, the following rules for photography
must be observed at all times. The Churchill Downs photography rules and guidelines include, but are not limited to:
Photographers with a media credential must use professional equipment;
Flash photography is strictly prohibited;
No flash attachments or lights are permitted near the horses, barns or racetrack;
Photographers are expected to shoot from their assigned racetrack locations; roving photography is not permitted
on the racetrack surface;
Photographers are not allowed on the racing surfaces during training hours at any time;
Photographers who have obtained racetrack access during live racing may cross the track only at the paddock
runway and only before the racetrack is harrowed by the track maintenance crew;
Once the race is complete, all photographers who have obtained racetrack access during live racing may not cross
the racetrack until after all horses have returned and ONLY at the paddock runway. Any credential holder who
crosses the track at another location will subject the credential holder to, among other things, ejection from the
facility and to cancellation or revocation of current or future credentials;
All photographers must be seated or kneeling during a race and remain in their location until all horses have
cleared the area;
Photo equipment may be stored in the “pit” area on the inside rail past the finish line or in other areas you may be
informed of at the photographers’ Rules and Position Marking Meeting;
All photographers using any RF transmission devices must be approved and stickered by the Event Frequency
Coordinator (See “Frequency Coordination” for more information);
Only select, pre-approved major media outlets will be permitted teams of photographers, contingent on
distribution and the volume of event coverage; all other media outlets will be granted up to two credentials (no
runners), one work station (if requested) and will not receive access to remote camera locations.
TELEVISION: In addition to the 2021 Notice of Media Rules & Guidelines, the following rules for video must be
observed at all times. The Churchill Downs television/broadcast rules and guidelines include, but are not limited to:
Television lights may be used on a limited basis near the First Turn Auxiliary TV Compound. However, Television
crews must consult with Darren Rogers, senior director of communications & media services, regarding the
specifics, who, in turn, will consult with Churchill Downs’ outriders and Kentucky Racing Commission stewards;
Any affiliate TV stations, video crews, radio stations, photographers or other media using any transmission devices
must be approved and stickered by the Event Frequency Coordinator. Operator is responsible for compliance, and
may be asked to present equipment for inspection. (See “Frequency Coordination” for more information)
LIVE TRANSMISSIONS: In addition to the 2021 Notice of Media Rules & Guidelines, there are rules and restrictions
for live transmissions of audio and video by all non-rights holders. Those rules are contained with the 2021 Churchill
Downs Video/Audio Guidelines document (available at www.KentuckyDerby.com/Media).
ADDITIONAL INFORMATION: Please visit the Kentucky Derby Online Media Center at
www.KentuckyDerby.com/Media for additional media event information from the Churchill Downs communications
department, including credential access points; still and remote camera and broadcast locations; video and audio
restrictions; telephone and Internet services; frequency coordination; preferred vendors; facilities schedules and maps;
parking and shuttle service; complementary food and beverage; hotel listings; and hospitality and security procedures.
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