NEWS XCHANGE EDITORIAL TERMS OF REFERENCE NEWS XCHANGE.

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2 WAS CREATED BY THE EBU IN UNDERWRITTEN BY THE EBU The EBU created NX to provide a platform for The EBU carries full financial responsibility for the open, relevant discussion and debate among news conference. Likewise, News Xchange is a legal industry professionals from around the world. The entity belonging solely to the EBU and all legal event draws 600+ delegates from 65+ countries responsibility is therefore borne by the and 200 organizations. VALUES AND EDITORIAL PRINCIPLES organization. News Xchange is committed to the value of freedom of expression, which lies at the heart of everything the EBU and its members do and stand for. This commitment is reflected in the EBU Editorial Principles, as well.

3 CORE VALUES OF PUBLIC SERVICE MEDIA EDITORIAL PRINCIPLES EBU Values and Editorial Principles The PSM organizations of the EBU belong to the citizens they serve. The EBU lives by six core values that distinguish PSM from other media UNIVERSALITY INDEPENDENCE EXCELLENCE DIVERSITY ACCOUNTABILITY IMPARTIAL & INDEPENDENT FAIR & RESPECTFUL ACCURATE & RELEVANT CONNECTED & ACCOUNTABLE organizations. The EBU s Editorial Principles are derived by these shared values. INNOVATION LINK: LIVE/SITES/EBU/FILES/ LINK: EBU/FILES/PUBLICATIONS/EBU- PUBLICATIONS/EBU- EMPOWERING-SOCIETY_EN.PDF EDITORIAL PRINCIPLES_EN.PDF

4 News Xchange OUR STATEMENT OF BOTH PHILOSOPHY AND PRACTICE News Xchange welcomes wide differences of opinion. What is demanded of each session is that it will be competent and well informed, representing honest opinions seriously held and convincingly expressed. Our agenda does not represent a consensus of beliefs. We accept responsibility for giving views a chance to be expressed, while we do not accept responsibility for the views expressed in any session, whether self-produced or by editorial partners, which appear on stage.

5 Defining roles The purpose of this document is to set forth terms of reference for developing and delivering the editorial content of the annual News Xchange conference. In setting this forth, we refer to the editorial roles and responsibilities of three players: a) The EBU and the Host Broadcaster (changes annually) who, jointly, comprise the Executive Board; and b) the Advisory Board, comprising senior news industry executives operating in a volunteer capacity. Before diving in to the proposed terms, it's vital to note that the underlying philosophy for the event is one that was set forth by the EBU from the beginning. Specifically, News AND RESPONSIBILITIES Xchange is an open event whose mission is to provide a forum for open discussion and debate on issues of importance to a free press and its role within democratic society.

6 The News Xchange editorial bodies and the decision-making process The News Xchange bodies involved in the editorial process are the Advisory Board and the Executive Board. Advisory Board Executive Board The Advisory Board operates on a voluntary basis, comprises a minimum of nine member seats, of which at least one-half must be from member organizations. The Executive Board comprises senior EBU executives, the News Xchange team and News division representatives from the host broadcaster organization.

7 Advisory Board This board, operated on a voluntary basis, comprises a minimum of nine member seats, of This will be non-binding advice, yet serve as a much respected framework from which the which at least one-half must be from member organizations. The appointments are Executive Board will make final decisions on the agenda. nominative. If the Board member him or herself is unable to attend a meeting or participate on a call, he or she may appoint a colleague to stand in, and that colleague does so in the name of the Board member. Additional seats are filled by non-ebu members representing the news industry at large, including but not limited to news agencies, print, online, etc. These seats, too, are nominative. The EBU will openly recruit and manage a diverse Board membership, looking for geographic diversity, diversity of expertise, etc., and the stated aim is to create a Board In case of a tie on the final agenda -- that is, one Executive Board member voting in favor and the other opposing -- the Advisory Board will be consulted to advise and provide a recommendation. The NX Managing Director will be called upon to facilitate the Advisory Board meetings. He or she is an EBU appointee and is a non-voting member of the Advisory Board. The facilitator is responsible for leading the discussion and summarizing the notes, calling for a that represents the widest possible range of voices and opinions, as it makes for a more vote (where necessary). The outcome of the Advisory Board meeting is a list of topics to valuable event. explore. Generally, this will be a rough draft agenda for the event. Board members are asked to serve for at least three years. DECISION-MAKING PROCESS At the end of the Advisory Board meeting, the facilitator asks for voting, as a way of The EBU and Host Broadcaster will always have non-voting seats on the Advisory Board. agreeing the topics to pursue (and those to exclude). Neither the EBU nor the Host Broadcaster casts a vote in the process, although their viewpoints, expressed during the The Advisory Board s role is to advise the Executive Board on relevant agenda topics, discussion, will naturally be considered. speakers, and presenters; i.e., to advise on the critical agenda topics and treatments.

8 Executive Board This board comprises an equal number of voting seats, divided between the EBU (plus EBU appointees) and the Host Broadcaster. This board is tasked with making final decisions regarding the Advisory Board s draft agenda. The Board will, at its own discretion, reserve the right to change or add to the agenda. This discretion is vital to keeping the agenda as up to date as possible, reflecting ongoing circumstances. Note that this is not a unilateral right, however; both parties the EBU and the Host Broadcaster must make this decision. The Executive Board will develop a final (or near final, given that in the news industry we CONFLICT RESOLUTION In the event of a tie within the Executive Board, the Advisory Board will be consulted. The absolute majority (>50%) vote of the Advisory Board will determine the Advisory Board s recommendation. Although the final decision will be taken by the EBU (in case of dissent), the EBU will take into account the recommendation of the Advisory Board, and will not unreasonably dismiss it. like to hold space for breaking news events or trends) and advise the Board. DECISION-MAKING PROCESS Editorial decisions within the Executive Board will be taken with an equal number of votes between the EBU and the Host Broadcaster. If both parties agree on an agenda item, it proceeds. If both parties disagree, it does not proceed. If the parties are split, both parties go back to the Advisory Board for further discussion and recommendation.

9 EDITORIAL DECISION-MAKING TIMELINE Shaping the News Xchange agenda CALLS FOR APPLICATIONS EBU calls for applications for Advisory Board members APPOINTMENTS EBU appoints Advisory Board members ADVISORY BO Advisory Board meets agenda < 3 Months < 1 Month Timeline is indicative only.

10 EDITORIAL DECISION-MAKING TIMELINE TMENTS ADVISORY BOARD MEETING MINUTES SEND TO BOTH BOARDS AGENDA CREATION AND FINALISATION SEMI-FINAL AGEN ory Board members Advisory Board meets to discuss and vote on agenda topics EBU sends the minutes (incl. results of votes on agenda shortlist) of Advisory Board meeting to both boards Executive Board starts agenda creation and finalisation process Executive Board send Advisory Boa < 1 Month < 4 Days < 1 Week < 2 Months Timeline is indicative only.

11 EDITORIAL DECISION-MAKING TIMELINE A CREATION AND FINALISATION ve Board starts agenda creation and finalisation process SEMI-FINAL AGENDA PRESENTATION Executive Board sends semi-final agenda to Advisory Board members < 2 Months OPTIONAL: EXEC. BOARD DISAGREEMENT (1) In case of disagreement on agenda item, Executive Board consults Advisory Board OPTIONAL: EXEC. BOARD DISAGREEMENT (2) Advisory Board votes on agenda item and sends recommendation to Executive Board < 2 Weeks < 1 Week Timeline is indicative only.

12 Example of conflict resolution The Advisory Board recommends a session on the topic of journalist safety in the field. When this comes to the Executive Board, one member (EBU or Host Broadcaster) votes yes, while the other votes no. The matter is then returned to the Advisory Board. Each member of the Executive Board makes its argument and then the Advisory Board casts the final vote. An absolute majority is required for the decision. That decision is a non-binding advice. The EBU will take this decision into account, and will not unreasonably dismiss it. (Note that it would be extremely unlikely to come to this type of situation, but our terms of reference must deal with the worst-case scenario.)

13 A FAIR SYSTEM OF CHECKS AND BALANCES What sits at the heart of this system is a belief that the event is made its most relevant and most useful with a diversity of thought and perspective. It seeks to put the appropriate amount of influence in the hands of the industry experts to help guide and advise, yet give decision-making responsibility to the two organizations investing financial resource and brand visibility. At the same time, it creates a mechanism for handling conflict dispute and puts the decision making power for the agenda within the Executive Board and in the rare event of a stalemate gives the advisory board an advisory role.