The Media and Communications Secretariat (MCS) is in charge of all information, communication and logistical requirements of the participating media for the 40th ASEAN Ministerial Meeting, Post Ministerial Conferences and the 14th ASEAN Regional Forum.

The committee is headed by the Assistant Secretary General for Media and Communications and is composed of four divisions (Media Services, Coverage, Substantives and Finance) covering services from promotion to registration to accommodations to coverage. All pertinent needs of members of accredited media entities shall be provided by MCS.

Media personnel are directed to coordinate with MCS for inquiries.

BEFORE THE MEETINGS :

1. implement rules, regulations, procedures and time table for accreditation;
2. inform all media entities about the time table and requirements for accreditation;
3. provide accreditation forms;

4. do follow-ups and accept applications for accreditation;
5. confirm information on application for accreditation sheets;
6. screen media entities and personnel applying for accreditation;
7. coordinate with security regarding the accreditation of media;
8. implement media identification system in categorizing media personnel and entities and in preparing and issuing ID cards;
9. provide the ASG and ASG Executive Staff and other divisions with the complete list of accredited media personnel and respective categories;
10. provide ID cards for all MCS support staff and accredited media personnel;
11. coordinate with MRO regarding the number of media kits;
12. coordinate with MRO regarding media identification system;

DURING THE MEETINGS :

1. take charge of registration on actual date/s;
2. facilitate the distribution of media kits and ID cards during registration.
3. strategize a scheme for organized media pool plan in every event;
4. come up with time and motion plan based on pool assignments;
5. control and distribute media pool cards for every event;
6. closely coordinate with MRO regarding assignment of media pool with regards to accreditation and restrictions;
7. shuttle media pool to and from event venues, press centers and staging areas;
8. assist MRO in pre-positioning event pool card holders.

Media Relations and Media Pool Office (MRPO) 

The Media Relations and Media Pool Office is in charge of all accredited media personnel during the events of meetings. In particular, its responsibilities are to:

BEFORE THE MEETINGS :

1. construct a media plan;
2. disseminate information to other offices involving media affairs;
3. serve as main “information data base” regarding media affairs for other MCS divisions/offices and other involved agencies for the entire duration of the meetings;
4. see to it that media personnel are properly briefed regarding the events of the meetings, and also their responsibilities, prior to the events;

DURING THE MEETINGS :

1. coordinate with RAO with the pre-positioning of media at every event;
2. ensure that the media are following the regulations surrounding their coverage, including proper attire and decorum;
3. implement the media identification system, with regards to media pool, restricted events, etc.;
4. police media personnel;
5. provide liaison officers for the media during actual coverage;
6. serve as main “information data base” for all media entities during actual coverage, providing them with guidelines and updates whenever necessary.

Transportation and Accommodation Office (TAO) 

The Transportation and Accommodation Office is designated to ensure that all accredited media personnel are properly billeted and transported to different venues as necessary. In particular, its responsibilities are to:

1. scout for possible accommodations and transportations for the media;
2. provide a directory of possible billeting and vehicles, including their rates and requirements;
3. prepare a map of the location of hotels and their proximity from the convention center and other venues of the meetings and pre-meetings meetings;
4. secure a list of media personnel from the AMPO and take note of chosen billeting and vehicles, if any;
5. assist media in checking-in and out and in renting and returning vehicles;
6. secure media vans/buses/ coasters, as prescribed by MRO/AMPO depending on pooling and time and motion.

Socials Office (SO) 

The Socials Office is assigned to ensure that all accredited media personnel are provided with meals and entertainment. 

Responsibilities are to:

1. request for bidding from caterers;
2. devise a scheme for food distribution;
3. secure and plan a menu for all the days of the meetings;
4. coordinate with AMPO on the number of media personnel accredited;
5. take note of dietary restrictions of media participants and ensure the availability of all types of food and beverage to choose from for those with restrictions;
6. take charge of the physical set up, ambiance, and maintenance of the dining area;
7. take charge of waste segregation;
8. provide sounds and entertainment such as televisions and reading materials within the dining hall at all times;
9. prepare first-aid kits;
10. organize “media night” for all accredited media during the meetings.

Information and Communication Technology Office (ICTO) 

The Information and Communication Technology Group manages all the ICT needs of the secretariat. Included in its functions are:

1. maintain website for the 40th ASEAN Ministerial Meetings and other meetings;
2. coordinate with AMA and NOC on all matters pertaining to the web;
3. supervise the uploading of photos and news releases before, during and after the meetings and all related meetings.