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Royal Rota: Allocation of passes - how it works

All local and regional newspapers in membership of the Newspaper Society are invited to apply. Newspapers are issued with passes on the understanding that they will fully meet the obligations for the rota system by providing electronic transfer of photos, or if required, prints or duplicate transparencies to other newspapers.

Newspapers are informed about royal visits via the following sources:

  • the royal engagements list (Buckingham Palace Press Office)
  • Buckingham Palace / St James’s Palace note
  • operational note from Government News Network (GNN)
  • directly from the host of the event.

N.B. The NS does not directly inform newspapers of events in their area. We must remain impartial and are solely responsible for the allocation of passes.

When all the forms have been received the passes are allocated in accordance with the rota obligations i.e. decisions are made, based on:

  • Newspaper location and proximity to event
  • Newspaper circulation and penetration in area of event
  • Ability to provide copy and pictures quickly or by electronic transfer to meet other newspapers' deadlines
  • Special relationship with the host of event or past coverage
  • Deadlines for copy and pictures
  • Past experience of covering royal visits and meeting rota obligations

Newspapers will usually be asked to collect the passes directly from the GNN or Palace press office staff at the event. The NS informs the Palace/GNN which newspapers have been allocated passes for the visit.

Newspapers providing a SOLO rota (where they are the only regional newspaper covering an event) must be able to provide an immediate electronic transfer of photos/copy. All newspapers covering the event should then supply good quality copy and photos at the request of any regional or local newspapers in accordance with the rota obligations

Please keep us informed of any royal events covered in your newspaper related to campaigns/scoops/good news stories. These all help us to raise the profile of the regional press and highlight our successes. Please send them to sinkerp@newspapersoc.org.uk.