American Society of Hematology

ASH Annual Meeting Media Registration and Press Policies

The 2014 ASH Annual Meeting will take place December 6-9, 2014, at the Moscone Center in San Francisco. ASH's 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 and staff information for the on-site press room at the Moscone Center will be available later this year.

Media Registration Eligibility Requirements

Media registration for the 2014 ASH Annual Meeting will be available later this year. The following is offered for the 2014 ASH Annual Meeting to properly credentialed members of the media:

  • Complimentary annual meeting registration
  • Access to an embargoed online press kit
  • Access to annual meeting abstracts
  • Admission to daily press briefings
  • One-on-one interview opportunities
  • Admission to all non-ticketed ASH sessions
  • Press room and interview 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 submit an initial registration request via our media registration portal (available later this year) and then provide the following materials once requested:

  1. Letter verifying assignment to the 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)

Additional requirements may be needed to register; please consult ASH's Media Eligibility Requirements (available later this year). Details are outlined below. Requests will be evaluated on a case-by-case basis.

International media  must submit items 1 and 2 listed above as well as three bylined hematology/oncology-related articles or produced video/broadcast clips.

Freelance journalists must submit copies of three bylined hematology/oncology-related articles, an official letter of assignment from an accredited news organization, and a copy of the publication. Freelancers who were given credentials for the 2013 ASH annual meeting and are requesting credentials for the upcoming annual meeting for the same news organizations must submit coverage of the 2013 annual meeting, but are not required to submit three recent bylined hematology/oncology-related articles.

Newsletter media must submit three issues of their newsletter and copies of three bylined hematology/oncology-related articles. If a representative was registered as media at a previous ASH annual meeting, one of the issues submitted must demonstrate the resulting editorial coverage. Newsletter media that meet the above criteria may register one representative.

Representatives from online trade media, medical publishing companies, and health-care association and university publications must have appropriate media credentials (i.e., a letter of assignment and/or identification from a recognized news organization as well as three bylined hematology/oncology-related articles) and the publication must meet the following criteria:

  • Original, editorial news coverage
  • Editorial freedom from advertisers and/or sponsors
  • Multiple advertisers and/or sponsors that are clearly identified

All other online and digital media (including blogs)  that represent an accredited media organization but do not fall under any of the above categories must meet the following criteria:

  • Original, editorial news coverage
  • Editorial freedom from advertisers and/or sponsors
  • Multiple advertisers and/or sponsors that are clearly identified

Documentary film crews and video production companies must submit a written request in advance of the annual meeting no less than three weeks prior to the annual meeting that includes information about the company, the purpose of attending the annual meeting, synopsis of film/video/documentary, and information on the supporters of the project.

Companies or organizations producing publications, videos, and/or other electronic media intended for internal use, marketing, advertising, financial analysis, or public relations purposes may not register as media. Financial analysts, sales, advertising, marketing and public relations personnel may not register as media.

In addition, 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.) 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 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

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 Amanda Szabo by email or by phone at 202-552-4914 with these requests.

In addition, the press briefing room may be reserved by registered media so long as it does not conflict with any of the scheduled press briefings. Use of this room is by appointment only and is subject to availability.

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.

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 later this year.

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