You should ensure that all results collation processes are transparent and carried out in full view of those who are entitled to attend, with information provided to attendees on the processes to be followed. You must give notice in writing to the election agents and to each CRO in your region of the place and time at which you will carry out the results collation, together with any such other information as you consider appropriate.1
You must give those entitled to attend reasonable facilities for overseeing the results collation. You should also ensure that anyone else who is entitled to attend has an unrestricted view of the proceedings, while also ensuring that they will not be able to interfere with the work of your staff.
The following people are entitled by law to attend:
you and your staff
individual regional and party list candidates (and one person chosen by each of them)
election agents (or a person acting on the election agent’s behalf)
the Nominating Officer for a party list
counting agents
Commission representatives
accredited observers
any other person permitted by you, as RRO
you need to be satisfied that it will not impede any part of the process and you have consulted the election agents in advance or thought it impracticable to do so
There is no requirement for those attending to arrive by a certain time, and so those entitled to attend should be admitted whenever they arrive. This process should also allow any attendee who wishes to leave and return later to do so.
You should provide lists of those persons entitled to attend at the entrance to the results collation and instruct security staff to check the tickets or passes of anyone seeking to attend.
However, security staff should also be briefed that Commission representatives and accredited observers do not need to provide advance notification of where they intend to observe and therefore may not appear on their list but are nevertheless entitled to attend on production of their observer or Commission representative identification badge.
You should for health, safety and security reasons, record the names of everyone who actually attends the results collation.