Guidance for the GLRO administering the GLA elections

Guidance on developing communication plans to support the delivery of the election can be found in our planning guidance for the GLRO. Good communication, both at party, candidate and agent and media briefings in advance of the result collation and at the event itself, will allow those present to properly scrutinise the proceedings and will help to build confidence that the result is accurate. Providing information on the processes to be followed can also help to lower the number of queries raised by parties, candidates and agents, the media and other attendees.

Our guidance on verifying and counting the votes for CROs covers the information that should be provided at the verification and count, and ways in which that might be done. As the GLRO you also need to consider how to ensure consistency and transparency across all the verification and count venues both in terms of the information that is provided during the verification, count and result collation and when and how that is communicated, taking into account how the verification and counting is organised.

You should ensure that you have prepared appropriate information to explain the processes you are going to follow during the result collation to any candidates, agents, observers and media who are present. As a minimum you should explain your role as GLRO and identify, where appropriate, your deputies and key result collation staff and explain their roles. You should also explain how the result collation process will work, including how this relates to the verification and counting of votes across the Greater London area, and set out the key stages in the process.

You should make announcements at the start of the event and regularly during proceedings to keep attendees informed about what is happening where and when. You should also announce at the start the expected time for the declaration of result.

Attendees at the result collation should be kept informed throughout the process and you will therefore need to consider how and at what stages in the process you will obtain information from CROs to be able to provide timely information and updates to attendees at the result collation. As the counting is not carried out at one central venue you will need to reflect in your communication protocols what information needs to be shared about the progress of the verification and count in each of the constituencies, and ensure that consistent information is communicated to you by CROs regularly throughout the process. You will also need to ensure that you plan for providing them with regular updates on the progress of the processes across the Greater London area, so that they can communicate this information locally.

If agents or observers are dissatisfied in any way with the manner in which the proceedings are being carried out, the opportunity should always be available for them to make direct representations to you at the earliest opportunity so that any concerns may be considered, explanations and reassurances given, and any corrective action taken if necessary.

You should have in place a media plan, together with the CROs, to ensure that your messages and approach to communication with the media at the verification, count and result collation are consistent across the Greater London area. In addition to making practical arrangements for their attendance, your early contact with the media should include an explanation of the processes to be followed and the expected time of the result declaration.

At the result collation venue you should include space and opportunity for the media to report on the result. You have discretion to decide which representatives of the media you allow to attend. As with all attendees, you must ensure that media representatives do not interfere with the process or compromise the secrecy of the vote.

You should consider providing information and/or briefings in advance for representatives of the media attending the result collation and declaration of result for both the Mayor of London election and the London-wide Assembly Member election and ensure that you have made the necessary preparations for their presence. Our guidance for CROs contains further details and sets out the kinds of provision you may need to make for press and media attendance. These should include ensuring that the venue has suitable space and equipment and that there are clear processes and resources in place for providing information to, and dealing with enquiries from the media at the result collation.1

If media representatives are accredited by the Commission as observers and are attending in such a capacity, they have the same rights and obligations as any other accredited observer. Like any other observers, they are required to have regard to the Commission’s Code of practice for observers and must abide by any decision that you make on the use of cameras and other recording equipment.2