American Society of Hematology

ASH Annual Meeting Media Registration and Press Policies

The 2017 ASH Annual Meeting will take place December 9-12, 2017, in Atlanta. ASH's media registration and press policies provide editors, reporters, health and medical writers with information about the Society's rules and regulations regarding attendance and coverage of the annual meeting.

The following information is subject to change before media registration opens for the 2017 meeting. Any questions regarding these press policies may be directed to ASH Communications Manager Amanda Szabo

Media Registration

ASH welcomes all media who are employed by accredited news organizations to apply for complimentary media credentials to cover the 2017 ASH Annual Meeting. 

Media registration for the 2017 ASH Annual Meeting will open in late summer 2017. On-site media registration is not available.

The following benefits were offered to credentialed members of the media for the 2016 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 is based on room capacity limits to ensure compliance with convention center safety rules. A media badge is required to enter the press room. Media badges are non-transferable. Registered media who lend their badges to other individuals seeking access to the press room risk having their media credentials revoked and access to future ASH meetings denied.

Eligibility Requirements

Media must submit registration requests for the 2017 ASH Annual Meeting via our online registration portal. 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 unless otherwise noted. You are encouraged to complete the media registration process as early as possible if you require access to the press working room. Media registration will not be offered on-site, and media requesting credentials must provide all necessary documentation prior to the meeting.

ASH considers an accredited news organization to be one that features original, editorial news coverage, that has editorial freedom from advertisers and/or sponsors, and in which advertisers and/or sponsors are clearly identified as such. To be eligible, applicants must write exclusively for the news organization that has provided the letter of assignment, unless otherwise noted. Media who do not write for their credentialed outlet and instead misuse their access on behalf of other publications not disclosed in the media registration request may have their access revoked.  

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

1. Letter verifying assignment to the 2017 ASH Annual Meeting on the letterhead of the news organization being represented.

2. 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. 

3. Media identification such as an international, accredited press pass or an official media-outlet-issued credential (NOTE: this requirement applies to international media only). 

Requirements

  • U.S.-based media must submit items 1 and 2 listed above
  • International media must submit items 1, 2, and 3 listed above as well as a copy of the publication (electronic or hard copy)

Online Publications & Bloggers

  • Journalists reporting for online-only media outlets must work for a news organization or blog that meets the following criteria:

         o   Must represent an independent web site that posts original,
              editorial news coverage on a regular basis and not just
              around medical meetings

         o   Must submit evidence of current hematology/oncology-
              related content on web site that has been
              published regularly over the past year

         o   Must have been in continuous operation for at least six
              months

         o   Registrants may be asked to submit traffic data (e.g., Google
              Analytics, etc.)

    We will review the eligibility of each online publication and
    blogger on a case-by-case basis.

Special Considerations

  • Non-Writing Editors: Editorial staff participating in the annual meeting for the sole purpose of editorial direction may register, but will be required to submit item 1 listed above as well as a copy of the publication (electronic or hard copy).
  • Newsletter: Newsletters that are regularly published and primarily cover oncology/hematology related news are eligible to credential one journalist (single-sponsored, investment, corporate, and institutional newsletters to not qualify)
  • 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.
  • Videographers and Crew: Videographers and/or other members of the multimedia team accompanying credentialed news outlets will be limited to three representatives per outlet and must submit written requests to ashmedia@fleishman.com including information for the specific role of each crew member. 

The following representatives are not eligible for media credentials or access to the 2017 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 companies that post videos of scientific sessions for medical education purpose of creating continuing medical education (CME) or other commercial content (e.g., webcasts, online or printed educational modules, etc.)
  • Third-party organizations and professional societies with informational products
    • Representatives from single-sponsored, investment, corporate, and institutional newsletters
    • Bloggers who do not publish health news on a regular basis (e.g., company-sponsored blogs where the blogger is paid to publish posts or content that may be created by advertisers)

    Please contact ASH media staff at ashmedia@fleishman.com or 202-659-5883 with special requests.

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      Annual Meeting Policies

      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 How I Treat and Meet-the-Scientist Sessions, the Consultative Hematology Course, and ABIM Maintenance of Certification Learning Sessions.

      Pre-Meeting Press Briefing Webinar

      Registered media will be invited to join a webinar hosted by ASH leaders. The discussion will highlight important themes and current trends that will be covered at the annual meeting; previews of groundbreaking research being presented at the upcoming meeting; and abstracts to watch that have potential for new treatments for patients and real clinical impact.

      Press Working Room and Press Briefing Policies

      Media credentials are required for use of the press working room. Media badges are non-transferable.  Registered media who lend their badges to other individuals seeking access to the press working room risk having their media credentials revoked and access to future ASH meetings denied.

      The ASH press briefing schedule and list of presentation topics will be made available in advance of the meeting to members of the media. Reporters who are unable to attend the press conferences will be able to access via video conferencing in real-time and links to videos of the briefings in the online press kit after each press briefing.

      Electronic or hard copies of presentation slides provided to registered media during ASH press briefings are for background information. Those who share slides on social media during the meeting must reference the study author/presenter. For more information, see the section on ASH’s Photography, Video, and Audio Recording Policies

      Annual Meeting Embargo Policy

      The media as well as corporations and institutions issuing press releases are required to abide by the embargo policies governing the Society's annual meeting. The abstracts selected for presentation will be posted online in November in compliance with the Securities and Exchange Commission's Regulation FD. These abstracts will also 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 in an online-only issue of Blood the week of the annual meeting. These abstracts are not presented at the annual meeting.

      Copyright Policy

      Slides and audio in the press briefings are considered "on the record." Materials contained in other ASH annual meeting presentations, including slides, audio, abstracts, and posters, are protected by copyright and may not be published or reproduced without express written permission from ASH (or, in the case of slides and posters, from the author). Registered media and all other attendees may share photos of slides on social media as long as they give proper attribution to the author.

      Photography, Video, and Audio Recording

      Registered media must follow the official ASH Annual Meeting Policy on Photography, Video, and Audio Recording Policy that applies to all attendees. In general, registered media are allowed to:

      • Photograph, video, and/or audio record any official ASH press briefing. However, live streaming of the press briefings is strictly prohibited. 
      •  
      • Take photos and audio record in the poster hall and in the session rooms for the purposes of reporting accuracy. Photos and/or audio recordings must be captured in a non-disruptive manner so as not to disturb the presenter and other attendees. Flash photography, video recording, and live streaming of any annual meeting materials, including posters and all presentations, are strictly prohibited.  
      •  
      • Video record in public areas of the convention center. Media must receive prior approval and receive a camera tag at media registration check in on-site in the press working room.

      Disclaimer: ASH will have professional photographers present at the ASH annual meeting. Therefore, please note that any photographs taken at the ASH annual meeting may be used in future ASH publications, online or in other ASH materials. Attendance or participation in the meeting constitutes an Attendee's consent to ASH's use and publication of the Attendee's image or voice in photographs, videotapes, audiotapes, or other electronic media pertaining to the ASH annual meeting events and activities. 

      Interviews

      Registered media may reserve an interview room for a maximum of two hours a day. All interviews are scheduled in half-hour increments and are only for the purposes of editorial news coverage. Requests can be made through the ASH media relations staff. Use of these rooms is by appointment only and is subject to availability. Please contact the ASH media staff at ashmedia@fleishman.com or 202-659-5883 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.

      ASH media staff can help arrange pre-meeting interviews 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.

      On-site Guidelines: Prohibited activities that may result in media access being revoked

      • Transferring a media badge to an individual not registered as media
      • Misrepresentation of role or activities to obtain media registration
      • Misusing media access on behalf of publications not disclosed in the media registration request and not writing for the credentialed outlet
      • Accessing the press working room without credentials for the purpose of providing company press releases to reporters 

      Violation of ASH Policies by Reporters

      The Society reserves the right to bar, from this and future annual meetings, any registered media who violate these press policies, including those 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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