The media relations role provides media and public relations expertise to the trial judge, serves as the court's media representative, monitors compliance with court orders related to media coverage, offers corrections to inaccurate media reports concerning trial procedures or operations (when necessary), monitors cyberspace and social media for problems or issues potentially affecting the high-profile case, and establishes and maintains a trial web page, if necessary. The media relations role may also receive and respond to public records requests in coordination and communication with court management.
Depending on the court, this role may be filled by a court public information officer (PIO), state PIO, or communications officer. Not all courts have a state or local PIO or communications officer. In this situation, this role may be filled by someone within the court who has the expertise and authority to successfully serve as the court’s representative to the media (i.e., chief judge, trial judge, chief administrator, court administrator).
General responsibilities of the court
- Provide timely and accurate responses to media inquiries.
- Facilitate fair and equal treatment of all media organizations.
- Disseminate accurate information about court events that include date, time, location and anticipated duration.
Local, national and international media interest in a high-profile case can create strain on staff, judicial time, and security and facility resources. With proper planning and communication, the court team can ensure the fair administration of justice while facilitating media access to court proceedings. Successful media relations in high-profile cases require open communication with court employees, the HPC team, and external stakeholders.
- Provide all court staff with contact information for the court’s media liaison/Public Information Officer (PIO). Directing media inquiries to a single point of contact will reduce unnecessary burdens on staff and ensure the dissemination of accurate information and consistent messaging. Read more about staff education.
- Develop a training document or one-pager that includes an explanation of how your high-profile case is being managed and potential areas of concern.
- Remind staff of their obligation to remain professional and unbiased while performing their official duties – especially in cases that have garnered strong community interest. Public statements or opinions related to court events (such as bond hearings, sentencing decisions, and appeals) that are not issued by the official court spokesperson are discouraged. Improper comments could negatively impact the case and the administration of justice. Courts should remind staff of available employee assistance services and other counseling options to assist with stress management and exposure to traumatic or graphic details introduced in court.
Whether a court has a designated, full-time public information officer (PIO) or another primary point of contact, the court should have a single point of contact for the media who is not the presiding judge. This person can provide official statements and updates; field media inquiries; assist with logistics and technical requests; and serve as a liaison between the court, key stakeholders and media representatives. An additional staff member can be helpful in addressing legal matters with the judge or court counsel.
Courts should grant access to proceedings and records, pursuant to local rules and orders, while also preserving the integrity of the case and ensuring the safety of the parties involved. While modern courthouses and online databases can accommodate most requests, cases that are heard in older facilities or in jurisdictions without online records may require additional involvement from the PIO, clerk, facilities manager, law enforcement and others.
Credentials
- Determine if credentialing is necessary on either a permanent or daily basis. Permanent passes are valid through the duration of the trial, while daily passes are good for one day only. Courts should consider courtroom capacity, reserved seating for parties, and the level of potential media interest (i.e., local, national, international) when deciding the number and type of credentials to issue. Credentialing can assist with crowd control and provide general awareness of who is in the courtroom and their affiliation to the case.
- Develop a policy that outlines criteria for recognized media organizations and determines the number and type of credentials that will be issued. Color coding can be used to identify the assigned category of the pass holder, the areas they can access, and how long access will be granted. Additionally, some law enforcement agencies can produce bar-coded photo credentials that can be used for this purpose. Read more about credentialing.
- Create seating charts as needed. Read more about seating plans, and find example seating charts here.
- Ensure media understand court policies and decorum orders when approving access. (Example: Ninth Judicial Circuit Court of Florida Media Authorization Form)