ASH Annual Meeting Press Policies
This page provides editors, reporters, and health/medical writers with information about the Society's rules and regulations regarding attendance and coverage of the ASH annual meeting. All media must adhere to these and ASH’s attendee policies.
Annual Meeting Embargo Policy
By accepting ASH annual meeting media credentials, reporters are agreeing to the ASH embargo policy.
In-Person Meeting Participation
This section only pertains to those who have requested and received email confirmation for on-site media registration. If you have been approved for virtual-only registration but need to request access to the in-person meeting, please contact [email protected] as soon as possible.
Media Registration
There will be no on-site media registration. If you require access to the in-person meeting, you must indicate in-person when you make your initial media registration request. You must request this option prior to the closing of the media registration portal on November 27.
The on-site ASH press working room, briefing room, and interview rooms (Press Complex) will be located in the Manchester Grand Hyatt, which is a short 10-15 minute walk to the main halls of the convention center in the beautiful San Diego sunshine. The Press Complex will have a remote viewing area available, and all food will be provided in boxed/portable containers for maximum flexibility. Free pedicabs will be available during annual meeting hours.
Media Badges
You are required to wear the Society’s media badge and camera tags at all times while on site, both at the convention center and the Manchester Grand Hyatt, throughout the annual meeting. Instructions on picking up your press badge will be shared with registered reporters via email in advance of the meeting.
Media badges are non-transferable. Registered media who give their badges to other individuals seeking access to the ASH annual meeting or press working room risk having their media credentials revoked and access to future ASH meetings denied.
Session Access
Media must wear their badges to attend sessions. All non-ticketed sessions, including education sessions, abstract sessions, and special lectures at the annual meeting, are open to the media. In addition, media may attend the Friday Satellite Symposia. The backstage area of the general session room is not accessible to media.
Press Complex
The Press Complex is located in the Manchester Grand Hyatt, a 10-15 minute walk from the San Diego Convention Center. The Press Complex will have remote viewing areas available, and all food will be provided in boxed/portable containers for maximum flexibility.
Press working room
Only registered media may access the press working room located in the Manchester Grand Hyatt. A badge indicating working room access is required to enter. Due to room capacity limits, media should not to leave their belongings in the room when they are not there. ASH is not responsible for belongings left in the press working room. Media using the press room are asked to keep noise at a minimum to ensure a quiet working space for others.
Press briefing room
Your media badge is required to enter the press briefings, all of which will take place at the Manchester Grand Hyatt. As a courtesy to the presenters and other media, please enter the room before the briefing begins and keep noise to a minimum if you need to leave during the presentations. Presenters and other experts will be available for interviews following the press briefings. As stated in the photography policies, live streaming the press briefings is prohibited, as is posting the full press briefing recording.
Interview rooms (by appointment only)
On-site media may reserve interview rooms at the Manchester Grand Hyatt for a maximum of two hours a day in advance of the meeting. Based on availability, additional time may be reserved on site at the meeting. All interviews are scheduled in 30-minute increments and are only for the purposes of editorial news coverage.
Use of these rooms is subject to availability. Starting in late November, please contact the ASH media staff at [email protected] to reserve an interview room. Please contact us 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 60 days prior to the annual meeting and must be approved by the Society.
Media interviews may also take place within the confines of an exhibiting company’s booth, so long as the rules of the ASH exhibit hall are observed, including the photography policy.
Filming in the convention center and press complex at the grand hyatt
Media may film and conduct interviews in public areas of the convention center (not in session rooms) and at the Manchester Grand Hyatt. Media are asked to be mindful of the space occupied and must comply with requests from convention center security or event staff if requested to move. A designated filming space will be blocked off in the foyer outside of Room 32 in the San Diego Convention Center. Media are strongly encouraged to have a sign so that they can be easily identified by meeting attendees joining them for interviews.
Virtual Meeting Platform Access
All media registered for the 2024 ASH Annual Meeting will have access to all non-ticketed sessions broadcast simultaneously and available on-demand on the annual meeting virtual platform, including Education and Scientific Program sessions, oral abstract presentations, and special lectures.
You will not be able to access the virtual meeting platform unless you have received your media confirmation email from [email protected].
Photography, Video, and Audio Recording
Registered media must follow the official ASH annual meeting policy on Photography and Recording of Copyrighted Material that applies to all attendees. In summary, registered media may:
- Photograph, video and/or audio record official ASH press briefings. However, livestreaming of the press briefings or re-publishing the full, unedited press briefing recordings is strictly prohibited to maintain exclusivity of the briefings.
- Take screen shots of the virtual platform for publication.
- Record audio of the sessions and poster presentations for their personal use (not for publication).
- Take photos and record audio in the session rooms and poster hall for their personal use. Photos and/or audio recordings must be captured in a non-disruptive manner so as not to disturb the presenter and other attendees.
- Video record in public areas of the convention center. Media must receive prior approval and a camera tag on site at media registration check-in in the press working room located in the Manchester Grand Hyatt. Videographers must be registered as media.
- Sharing unembargoed screenshots of presenter slides on social media during the meeting is permitted, but the post must give attribution to the study author/presenter.
Livestreaming of any annual meeting materials, including all presentations and posters, is strictly prohibited. Video recording of sessions and poster presentations is also strictly prohibited, except for press briefings. Registered media attendees are required to always display their press badge and camera tags while on site at the meeting.
Copyright Policy
Materials presented at the ASH annual meeting, including slides, audio and video, abstracts, and posters, are protected by copyright and may not be publicly displayed or republished without express written permission from the copyright owner (with the exception of the press briefings). Please read the ASH annual meeting policy on Photography and Recording of Copyrighted Material for more details. for more details.
Interviews
All registered media will have access to the annual meeting platform’s networking tool to directly contact presenters for interview requests starting December 4 (when the platform opens). How-to information will be shared with registered reporters in advance of the meeting.
ASH media staff can help arrange interviews with researchers whose work is featured in the press program, as well as ASH spokespeople. Please note that all pre-meeting interviews follow ASH’s embargo policy. Both on-site and virtual reporters can request assistance from ASH staff by emailing [email protected].
Use of ASH Logo
Displaying the ASH logo, such as on an outlet’s website or publication, or displaying the ASH logo in a custom-designed virtual interview background, is strictly prohibited.
Violation of ASH Policies by Reporters
The Society reserves the right to refuse or revoke media credentials and/or bar, from this and future annual meetings, anyone who violates these press policies, or who misuse media privileges to engage in activities other than journalistic pursuits. This includes, but is not limited to, the following:
- Transferring your badge/media credentials to any other individual
- Sharing embargoed presentations or access to online press kit, or access to press briefings on the annual meeting virtual platform
- Misrepresentation of your role or activities to obtain media registration
- Misusing media access on behalf of publications not disclosed in the media registration request, or not writing for the credentialed outlet
- Attempting to obtain advertising or subscriptions from any exhibitor or registrant
- Deliberately promoting the marketing objectives of a single company or institution
- Use of the ASH logo on an outlet’s website, publication, or virtual step-and-repeat banner
- Violating ASH’s embargo policy
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