American Society of Hematology

ASH Annual Meeting Media Registration and Press Policies

New: Media eligibility and registration requirements have changed for 2014

Register now to apply for complimentary media credentials for the 2014 ASH Annual Meeting.

The 2014 ASH Annual Meeting  will take place December 6-9, 2014, at the Moscone Center in San Francisco. ASH's media registration and press policies provide editors, reporters, and health and medical writers, as well as corporations and institutions, with information about the Society's rules and regulations regarding coverage of the annual meeting. Any questions regarding these press policies or media registration may be directed to ASH Communications Specialist Amanda Szabo. Details about the on-site press room at the Moscone Center will be available later this year.

Media Registration

ASH welcomes all media who are employed by accredited news organizations (e.g., wire services, print, broadcast, online media/blogs, medical publishing companies, healthcare association, and university publications) to apply for complimentary media credentials to cover the 2014 ASH Annual Meeting.

Media registration for the 2014 ASH Annual Meeting is now open. All members of the media requesting credentials are required to register online. Onsite media registration will not be offered this year.

The following is offered to credentialed members of the media for the 2014 ASH Annual Meeting:

  • Complimentary annual meeting registration
  • Access to embargoed online press kit materials
  • Access to annual meeting abstracts
  • Admission to press briefings
  • One-on-one interview opportunities
  • Admission to all non-ticketed ASH sessions
  • Access to press working room and interview rooms*

*Please note: Access to the press working room and interview rooms will be based on room capacity limits to ensure compliance with convention center safety rules. Please refer to additional details below.

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Media Registration Eligibility Requirements

Media must submit registration requests for the 2014 ASH Annual Meeting. Access to the press working room will be granted on a first-come, first-served basis, and will be limited to two representatives per outlet.

Once maximum capacity is reached, all other media registration requests that are properly verified will be granted limited access, which includes all benefits listed above except access to the press working room. We encourage you to complete the media registration process as early as possible if you require access to the press working room.

ASH considers an accredited media outlet to be one that features original, editorial news coverage, has editorial freedom from advertisers and/or sponsors, and in which advertisers and/or sponsors are clearly identified as such.

Once requested, the following materials must be provided for verification:

  1. Letter verifying assignment to the 2014 ASH Annual Meeting on the letterhead of the news organization being represented
  2. Media identification (such as an international, accredited press pass or an official media-outlet-issued credential)
    • NEW: Business cards or membership cards from news media, communications, or writer's organizations (e.g. the Scientific Writers Association) are not sufficient to establish eligibility
  3. NEW: Three bylined hematology/oncology-related articles or produced video/broadcast clips published within the last year, or coverage from last year's ASH annual meeting if applicable

Special Requirements

  • International media  must submit items 1-3 listed above as well as a copy of the publication (electronic or hard copy)
  • Freelance media representatives must submit items 1-3 listed above as well as a copy of the publication (electronic or hard copy).
  • Documentary film crews and video production companies must submit a written request at least 30 days prior to the annual meeting that includes information about the company, the purpose of attending the annual meeting, synopsis of film/video/documentary project, and information on the editorial/financial supporters of the project.

Due to space restrictions at the Moscone Center, the following representatives, if eligible for media registration, will receive media credentials granting them limited access including all benefits above except access to the press working room:

  • Photographers/Videographers: Photographers, videographers, and/or other members of the multimedia team accompanying credentialed news outlets
  • Newsletter Media: Editorial staff from newsletters, limited to one representative
  • Non-Writing Editors: Editorial staff participating in ASH for the purpose of editorial direction

The following representatives are not eligible for media credentials or access to the 2014 ASH Annual Meeting press working room and related materials:

  • Editors, writers, and scientific advisory board members for journals that do not have editorial news sections
  • Companies or organizations producing publications, videos, and/or other electronic media intended for internal use, marketing, advertising, financial analysis, or public relations purposes
  • Financial analysts
  • Sales, advertising, marketing, or public relations personnel
  • Representatives from medical education companies attending the ASH annual meeting for the purpose of creating continuing medical education (CME) or other commercial educational content (e.g., webcasts, online or printed educational modules, etc.)

Please contact ASH Communications Specialist Amanda Szabo with special requests.

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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 presentation at the 2014 ASH Annual Meeting will be available online the first week of November 2014. These abstracts will also be published in a special online issue of Blood typically published the week of the annual meeting.

The information contained in the abstracts is embargoed until the abstracts are available online. Coverage of information that goes beyond that which is contained in the four corners of the abstract (e.g., additional analysis, commentary, or updated information from those individuals and companies involved in the study) 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 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 (i.e., when the poster hall opens that day), or at the beginning of the ASH press briefing containing the research, whichever comes first.

  • For online-only abstracts: the embargo lifts when the abstract is first made publicly available online in early December. These abstracts are not presented at the 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. Sessions that require a ticket are not open to registered media; these include the Meet-the-Expert, Education Spotlight, and ABIM Maintenance of Certification Learning Sessions.

Photography, Videotaping, and Audio Recording

Registered media are allowed to:

  • Photograph, videotape, or audio record any ASH press conference.
  • Take photos (non-flash only) and audio record in the poster hall and in the session rooms.
  • Video record 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 flash photos during sessions
  • Taking photos of slide presentations
  • Taking photos, videotaping, or audio recording in the exhibit hall
  • Video recording in any session room or in the poster or exhibit halls

Disclaimer: Photos of copyrighted material reprinted without the prior consent of the study author/presenter is strictly prohibited.

Interviews

Registered media may reserve an interview room only for the purposes of editorial news coverage, and requests can be made through the press working room staff. Use of this room is by appointment only and is subject to availability. Please contact Amanda Szabo with any special requests related to media facilities above and beyond what is provided by ASH; these must be made in writing no less than 30 days prior to the annual meeting and must be approved by the Society.

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 photography policy.

Pre-meeting interviews are available for reporters interested in speaking with researchers whose work is featured in the ASH press program, as well as ASH spokespeople. Please note that all pre-meeting interviews follow the same embargo policies.

Children  

Children are not permitted in the ASH Press Room and Press Briefing Room. Child-care services are available at the meeting. Please visit the Information Desk for further assistance.

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Press Room and Press Briefing Policies

Media credentials are required for use of the press room.

Details on this year's ASH press room at the Moscone Center will be available by the end of August.

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 an area 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 audio recordings of the briefings in the online press kit after each conference through the remainder of the week.

Researchers presenting data at an ASH press briefing are permitted to invite one company or institution representative to attend the briefing and must submit the name 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.

Electronic or hard copies 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. back to top