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AACR Press Policies

Rules for Press: AACR Meetings

Thank you for your interest in covering the meetings of the American Association for Cancer Research (AACR). If you have any questions regarding policies, press room operations, or available resources, please contact the AACR Communications and Public Relations Department. We look forward to working with you.

Registration Requirements
The AACR provides complimentary meeting registration to professional journalists representing media organizations for the express purpose of gathering news and information to produce media coverage of the meeting. 

To register as press, journalists must present media identification issued by a recognized news organization or publication. Freelance journalists must present a letter of assignment on letterhead from a recognized news organization or publication. 

Journalists working for medical and scientific publishing companies must have proof of an editorial assignment in order to register, and the publication must have:

  1. a regular editorial news section;

  2. multiple sponsors (no single-sponsor publications); and

  3. complete editorial freedom from their sponsors.

Television and/or radio crews must present valid press credentials from their respective media outlets.

The AACR will consider bloggers for press registration on a case by case basis.

Public information officers and communications professionals from educational institutions, government agencies, and nonprofit cancer research organizations are welcome to register for access to the press room. Each institution is allowed up to two complimentary registrations.

Exhibitors will not be allowed to register for access to the press room unless they can provide proof of an editorial assignment.

The AACR Communications and Public Relations Department may request additional information before approving a press registration request.

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Press Badges
Registered journalists should proceed to the press room (at meetings with a press room) or other site designated by the AACR Communications and Public Relations Department (at meetings without a press room) to collect their badges.

Registered journalists must wear press badges when attending the meeting and/or when covering AACR-sponsored events.

All scientific sessions of AACR meetings are open to registered press, as are receptions noted in the program.

Reminders and Restrictions
When covering research presented at a meeting, journalists should include the official name of the meeting in their stories.

Any journalist using a video camera to film in areas other than the press room, press conference room, or a designated video interview room must be accompanied by a member of the AACR Communications and Public Relations Department at all times.

Journalists may not share or republish slides from press conferences or scientific presentations without written permission from the presenter.

In some cases, a scientist presenting data that are soon to be published by a scientific journal may be unable to provide additional information to the news media because of prepublication constraints imposed by the journal. In these instances, a member of the AACR Communications and Public Relations Department can provide assistance in identifying and setting up interviews with independent experts who are able to comment on the subject.

The AACR reserves the right to bar from this and future meetings any journalist who deliberately promotes the viewpoint of one company or institution, or who attempts to solicit manuscripts, advertising, or subscriptions from meeting attendees or exhibitors.

Embargo Violations
The AACR supports quality scientific journalism, and recognizes that comprehensive stories take time and careful preparation.

Toward that end, the AACR Communications and Public Relations Department often releases material early under embargo to credentialed journalists. This process requires trust and responsibility on the part of both parties.

Violation of embargoes puts that trust in jeopardy, and the AACR takes embargo breaks very seriously. Failure to abide by the AACR's embargoes may result in sanctions including removal from AACR mailing lists and dismissal from current and future AACR meetings.

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Rules for Other Attendees: AACR Meetings

General Rules
Representatives of advertising, marketing, public relations, and medical education companies are not permitted to register for access to the press room and are not permitted in the press room. These attendees must register through the AACR Meetings and Exhibits Department and pay the required registration fee, regardless of affiliation with a journalistic organization.

Researchers presenting data at an AACR press conference are permitted to invite two guests (e.g., company or university representatives, spouses, colleagues, etc.) to attend the press conference. Guests must register with the AACR Communications and Public Relations Department and report to the press room to pick up a temporary badge prior to the press conference. Guests may not engage in promotional discussions, ask questions, or approach media in the press conference room.

Photographers or camera crews hired by exhibitors and planning to shoot photos or videos in the exhibit hall must obtain permission from the AACR Meetings and Exhibits Department at exhibits@aacr.org. Exhibiting companies may not conduct photo or video shoots outside the exhibit hall. Non-exhibiting companies may not conduct photo or video shoots on site.

Embargo Policy
Please contact the AACR Communications and Public Relations Department at communications@aacr.org with any questions about embargoes for specific meetings.

The AACR often releases abstracts in advance of its scientific conferences and meetings. Abstracts that appear online in advance of the meeting are public upon release.

Public information officers or public relations firms representing academia or industry with abstracts in the meeting can issue press releases in coordination with the public availability of abstracts. These press releases can reference data in the abstract and should state that the data will be presented at the meeting.

Abstracts selected for an official AACR press program are embargoed until date and time of presentation, either at the meeting or at an official AACR press conference. Press program abstracts will be made publicly available once the embargo lifts.

Public information officers or public relations firms representing academia or industry with abstracts in an official press program should work closely with the AACR Communications and Public Relations Department to coordinate publicity efforts to ensure that embargo and outside press material policies are followed. 

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Outside Press Materials
An area in the press room will be designated for non-AACR press releases. Only press releases—not promotional materials—will be allowed in the press room. Please abide by the following guidelines:

  1. Press materials must follow the AACR's embargo policy.

  2. Press materials must specifically pertain to scientific research presented at the AACR meeting.

  3. Correct use of the AACR's full name, the American Association for Cancer Research, is required in all non-AACR issued press releases.

  4. Press releases about data released during AACR meetings should state within the first or second paragraph that the data were presented during that specific meeting, using the official name of the AACR meeting.

  5. Press materials must be reviewed by a member of the AACR Communications and Public Relations Department to ensure they include the required information.

  6. Press materials will not be endorsed by the AACR and will be so designated.

Outside Media Activity Policy 

  1. Media events may not be held at the meeting location.

  2. Media events may not be held during official AACR meeting hours.

  3. Media events promoting data presented at an AACR meeting must occur after the embargo lifts.

  4. Organizers of outside media events must make clear in their materials that the event is not part of the AACR's official press program.

  5. All existing policies regarding embargoes and press materials apply.

  6. The AACR does not make available press registration lists.

  7. Pursuant to board policy, the AACR does not permit any competing educational programming or satellite symposia during AACR meetings.

If you plan to hold an outside media event during an AACR meeting, you must complete an Affiliate Group Function Space Request Form. You may request a form by contacting Leslie Buckingham at leslie.buckingham@aacr.org.

For additional information regarding press and embargo policies at AACR meetings, contact communications@aacr.org.

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