Media Registration Eligibility Requirements
The following is offered to properly credentialed members of the media:
- Complimentary annual meeting registration
- An embargoed press kit
- Access to annual meeting abstracts
- Admission to daily press briefings
- Admission to all non-ticketed ASH sessions
- One-on-one interview opportunities
- Press room access
Journalists who are employed by accredited news organizations attending the meeting for the purpose of editorial coverage will be granted media credentials. To qualify, journalists must complete the Media Registration Form and submit it with a letter verifying assignment to the meeting on the letterhead of the news organization being represented, media identification (such as an international, accredited press pass), or a business card issued by a recognized news organization.
Freelance journalists must submit copies of three bylined hematology/oncology-related articles in addition to an official letter of assignment from an accredited news organization.
Newsletter media must submit three issues of their newsletter containing at least one bylined article. If a representative was registered as media at a previous ASH annual meeting, one of the issues submitted must demonstrate the resulting editorial coverage.
Representatives from online media, medical publishing companies, and health-care association and university publications must have appropriate media credentials (i.e., a letter of assignment and/or a business card from a recognized news organization) and the publication must meet the following criteria:
- Original, editorial news coverage
- Editorial freedom from advertisers and/or sponsors
- Multiple advertisers that are clearly identified
Companies or organizations producing publications, videos, and/or other electronic media intended for marketing, advertising, financial analysis, or public relations purposes may not register as media. Financial analysts and public relations personnel may not register as media.
Information regarding media registrants is proprietary. The Society does not give, rent, or sell current, past, or on-site media registration lists.
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Annual Meeting Embargo Policy
The media, companies and institutions issuing press releases, and others are required to abide by the embargo policies governing the Society’s annual meeting.
The abstracts selected for the 2010 annual meeting will be available online in early November (in compliance with the Securities and Exchange Commission’s Regulation FD). These abstracts will also be published in a special issue of Blood, called the Abstract Book, in mid-November.
Coverage of information that goes beyond what is contained in the four corners of the abstract (e.g., additional analysis, commentary, or updated information) is embargoed according to the following criteria:
For oral presentations: the embargo time is the start time of the session in which the presentation is being made, or at the beginning of the ASH press briefing containing the research, whichever comes first.
For poster presentations: the embargo lifts when the poster session containing the poster opens for viewing in the morning, or at the beginning of the ASH press briefing containing the research, whichever comes first.
For publication-only abstracts: the embargo lifts when the abstract is first made publicly available on the Blood Web site in early December. These abstracts will not be included on the abstract Web site or in the printed Abstract Book.
While media may attend the Friday Satellite Symposia preceding the ASH annual meeting, the embargo policy still applies for abstracts that will be presented at the ASH annual meeting.
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On-Site Media Guidelines
The following rules apply only to registered media. All other meeting attendees are required to adhere to the general Meeting Rules and Regulations.
Meeting Admission
Registered media are required to wear the Society’s media badge at all times while on site at the annual meeting. All scientific sessions, education sessions, abstract sessions, and special lectures at the annual meeting are open to the media. Entry into sessions requires a badge. In addition, media may attend the Friday Satellite Symposia. The Meet-the-Expert and Education Spotlight Sessions are not open to registered media.
Photography, Videotaping, and Audio Recording
Registered media are allowed to:
Photograph, videotape, or audio record any ASH press conference.
Take photos and audio record in the poster hall and in the session rooms. Specific areas in each session room will be designated for registered media to take photos. Please check in with the room monitor to be directed to the press photography area.
Videotape in public areas of the convention center, but only when accompanied by an ASH media relations staff member. Media must receive prior approval and arrange for an escort by visiting the on-site Press Room.
Members of the media are prohibited from the following activities:
Taking photos in a session room outside of the designated photography area.
Taking photos, videotaping, or audio recording in the exhibit hall.
Videotaping in any session room or in the poster or exhibit halls.
Offenders who do not follow these rules may have their meeting badges revoked and not be allowed to continue attending the meeting.
Interviews
An interview room may be reserved by registered media through the press room staff. Use of this room is by appointment only and is subject to availability. Special requests related to media facilities above and beyond what is provided by ASH must be made in writing no less than three weeks prior to the annual meeting and must be approved by the Society; please contact Wendy Stokes by e-mail or by phone at 202-552-4927 with these requests.
Media interviews are also allowed to take place within the confines of a company’s booth, so long as the rules of the ASH exhibit hall are observed, including the prohibition of visual or audio recording devices as mentioned above.
Children Under 12
For safety reasons, children under the age of 12 (including infants in carriers and strollers, or hand-carried infants and toddlers) are not permitted in the exhibit hall, poster sessions, session rooms, or ASH Press Room. Child-care services may be available at the meeting.
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Press Room and Press Briefing Policies
Media credentials are required for use of the press room. Company and public relations representatives may enter the room to drop off press materials to ASH staff for review, but are not permitted beyond the entryway table. All public relations and corporate representatives are expected to be respectful of reporters’ needs and deadlines. ASH will provide a bulletin board near the front table where representatives may leave messages for journalists.
The ASH press briefing schedule and list of presentation topics are made available in advance of the meeting to members of the media only. Reporters who are unable to attend the press conferences will be able to access recordings of the briefings by phone the day after each conference through the remainder of the week.
Researchers presenting data at an ASH press briefing are permitted to invite two company and/or institution representatives to attend the briefing and must submit the names of their guests to ASH staff in advance of the briefing. Guests of press briefing participants may not engage in promotional discussions during the briefings or inside the briefing room.
Handouts of presentation slides provided during ASH press briefings are for background information only and cannot be published or reproduced without written permission from the study investigator.
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Violation of ASH Policies by Reporters
The Society reserves the right to bar, from this and future annual meetings, any registered media who attempt to obtain advertising or subscriptions from any exhibitor or registrant, who deliberately promote the marketing objectives of a single company or institution, or who misuse media privileges to engage in activities other than journalistic pursuits.
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