ASH Annual Meeting Press Policies
COVID-19 Vaccination Requirement for in-person attendees:
Proof of COVID-19 vaccination will be required prior to traveling to New Orleans for the 64th ASH Annual Meeting & Exposition. ASH is continually monitoring the status of the COVID-19 pandemic and additional information regarding the on-site health and safety protocols, including vaccination verification, will be posted as it becomes available. We encourage you to monitor our Health and Safety Protocols webpage to stay abreast of the latest updates.
The following sections on media registration and press policies provide editors, reporters, and health/medical writers with information about the Society's rules and regulations regarding attendance and coverage of the ASH annual meeting. In addition, all media must adhere to 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 in-person media registration. If you have been approved for virtual-only registration but you need to request access to the in-person meeting, please contact [email protected] as soon as possible.
There will be no on-site media registration. If you require access to the in-person meeting, you must indicate in-person (with virtual access) when you make your initial media registration request. You must request this option prior to the closing of the media registration portal in November and provide proof of COVID-19 vaccination prior to arriving on site.
You are required to wear the Society’s media badge at all times while on site at 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-transferrable. 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.
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 working room
Only registered media may access the press working room. A badge indicating working room access is required to enter. Due to room capacity limits, media are requested 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. As a courtesy to the presenters and other media, please enter the room before the briefing begins and do not slam the door 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, livestreaming the press briefings is prohibited. Visit Annual Meeting Press Briefings for more information about the briefings.
Interview rooms (by appointment only)
On-site media may reserve interview rooms 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 on November 28, 2022, please contact the ASH media staff at [email protected] or 202-828-5066 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 are also allowed to 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
Media may film and conduct interviews in public areas of the convention center (not in session rooms). Media 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 hallway outside of the press areas in the Ernest N. Morial 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 2022 ASH Annual Meeting will have access to all broadcast and on-demand non-ticketed sessions, including Education and Scientific Program sessions, oral abstract presentations, and special lectures available on the annual meeting virtual platform. In addition, a dedicated press area for registered media will be available on the annual meeting virtual platform. You will use your ASH username and password that you used to register to access the meeting platform when it opens on December 7, 2022.
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 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 receive a camera tag at media registration check-in on-site in the press working room.
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, with the exception of press briefings.
Social media: Sharing unembargoed screen shots of presenter slides on social media during the meeting is permitted, but the post must give attribution to the study author/presenter.
If masks are required at the annual meeting (ASH will outline the full policy on the Annual Meeting Health and Safety Protocols page) the following is guidance on mask wearing by film crews, reporters, and interviewees: ASH is proud of its stringent health and safety protocols and strongly prefers that any documentation of the meeting reflect the reality that participants will be masked the vast majority of the time. As a general rule, we ask that “film crews” (including reporters, photographers, and videographers who are registered as media or hired by ASH) and their subjects remain masked whenever possible/practical. However, in certain situations, such as on-camera interviews or brief photo ops, where masks would hinder the final product, masks may be removed briefly with the following guidance in mind.
- Film crews should wear masks while covering events and collecting interviews, but individuals on camera may briefly remove masks while filming the segment, provided they maintain a 6-foot distance from each other and others nearby.
- Media are encouraged to film outdoors, where masks are not required, whenever possible.
- The media interview rooms can be used by registered media (by appointment only) to conduct interviews in a private space. Film crews and interviewees should be mindful of maintaining distancing while unmasked on camera.
- When interviewing someone in a crowd or when people are in the background (such as on the floor of the exhibit hall), everyone should keep their masks on.
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.
All registered media will have access to the annual meeting platform’s networking tool to contact presenters directly for interview requests starting December 7 (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 violate 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 press-only area of the annual meeting platform
- Misrepresentation of their 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