Press Policies for AACR Meetings With Press Programs

 

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Registration Requirements
Press Badges
Restrictions
Rules for Other Attendees
Press Materials
Embargoes
News Release Embargo Policy

Thank you for your interest in covering the meetings of the American Association for Cancer Research (AACR). These policies and guidelines have been prepared for news media covering the following upcoming meetings:

• AACR Annual Meeting 2013
  April 6-10, 2013 • Washington, D.C.

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.

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

The AACR's meetings are open to representatives of print, broadcast and web-based media and health care trade media (collectively known as press), as well as public information officers from educational institutions, government agencies and nonprofit cancer research organizations.

Registration Requirements:

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

Journalists working for medical publishing companies must have appropriate press credentials (i.e., proof of an editorial assignment) in order to register and the publication must meet the following criteria:

• must have a regular editorial news section;
• must have multiple sponsors (no single-sponsor publications); and,
• must have complete editorial freedom from their sponsors.

Journalists reporting for online media outlets (including blogs) who wish to register as press must work for news-making organizations or private blogs that meet the following criteria:

• the website must provide original, editorial news coverage;
• editorial content must be independent of advertising and sponsorship;
• advertising on the website must be clearly identifiable as such;
• any sponsors of the website should be clearly identified as such and should be multiple in number (i.e., no single-sponsored websites); and,
• online press credentials are subject to review by the AACR Communications and Public Relations Department.

Television and/or radio crews must present valid press credentials from their respective media outlets. Camera crews and photographers must be escorted by a member of the AACR Communications and Public Relations Department.

Public information officers of educational institutions, government agencies and nonprofit cancer research organizations are welcome to register as press. A completed press registration form and a business card must be presented to obtain a badge.

Exhibitors will not be allowed to register as press unless they can provide proof of an editorial assignment.

Press Badges:

Journalists who are preregistered or who plan to register on-site should proceed to the press room; information on locations will be provided by a member of the Communications and Public Relations Department.

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

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

Restrictions:

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

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 provide 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 registrants or exhibitors. 

Rules for Other Attendees:

Representatives of marketing, advertising, public relations and medical education companies or companies producing print or electronic materials for these purposes are not permitted to register as press and are not permitted in the press room. Advertising sales representatives, marketing professionals, publishers and others must register through the AACR Meetings Department and pay the required registration fee, regardless of affiliation with a journalistic organization.

Researchers presenting data at an AACR press briefing are permitted to invite two guests (i.e., company or university representatives, spouses, colleagues, etc.) to attend the press briefing. Those representatives must report to the press room to pick up a temporary badge prior to the press briefing. Guests of press briefing participants may not engage in promotional discussions during press briefings. Only accredited media may ask questions. Guests may not approach media in the press briefing room.

Photographers or camera crews hired by the aforementioned representatives or exhibitors must obtain permission from the AACR Communications and Public Relations Department to conduct any on-site photo or video shoots during the meeting. All photographers and camera crews must be escorted by a member of the AACR Communications and Public Relations Department.

Press Materials:

Press kits are available only for members of the press; others are advised to visit the AACR website.

An area in the press room will be designated for non-AACR press releases (i.e., those provided by institutions, exhibitors, or industry). Only press releases - not promotional materials - will be allowed in the press room.

• These press materials must specifically pertain to scientific research presented at the AACR meeting.
• These press materials will be reviewed by a member of the AACR Communications and Public Relations Department to ensure they include the required information. These materials will not be endorsed by the AACR and will be so designated.
• Correct usage of the AACR's full name, American Association for Cancer Research, is required in all non-AACR issued press releases.
• 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. The official names of upcoming AACR meetings are as follows:
  
  • AACR Annual Meeting 2013

Embargoes:

All data presented at an AACR meeting are embargoed for the date/times of scientific presentation or an official AACR press briefing, whichever occurs first. Reporters, producers and editors agree to the embargoes and release times stated on the news releases, the news conference schedule and other press materials. Failure to abide by the embargoes may result in suspension of credentials, which could affect attendance at the current and future conferences, and ability to receive advance press materials in the future.

• The AACR permits companies and individuals presenting data at an AACR meeting to conduct unofficial press events during the course of the meeting provided they meet all of the following criteria:

  • All unofficial media events must be registered through the AACR Communications and Public Relations Department. Prior to scheduling a press event, organizers must present to the AACR a statement of purpose, a proposed agenda and an anticipated attendee list.
  • Media events may not be held at the meeting location.
  • Media events may not be held during official AACR meeting hours.
  • Media events promoting data to be presented at an AACR meeting must occur after the embargo. Embargoes lift at date/time of scientific presentation or an AACR official press briefing, whichever occurs first.
  • Organizers of unofficial press briefings must make clear in their press materials that the media activity is not an official press briefing of the AACR.
  • 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 meeting. The official names of upcoming AACR meetings are as follows:
    
    • AACR Annual Meeting 2013
  • All existing policies regarding press materials and embargoes apply.
  • The AACR does not make available press registration lists. 
  • Pursuant to board policy, the AACR does not permit any competing educational programming or satellite symposia during all AACR meetings.
  • The AACR reserves the right to bar, from this and future meetings, any registered media who attempt to obtain advertising or subscription from any exhibitor or registrant, who deliberately promotes the marketing objectives of a single company or institution, or who misuse media privileges to engage in activities other than journalistic pursuits.
  • If an exhibiting company violates any of the above polices, the AACR reserves the right to prevent the exhibiting company from participating as an exhibitor in future years.

AACR News Release Embargo Policy

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. However, we recognize that journalists and other media professionals occasionally make honest mistakes and we do not want these to permanently damage the relationship between the association and the media.

Therefore, each embargo break by a journalist or outlet will be investigated by the AACR Communications and Public Relations Department. If the break is determined to be accidental, we will expect the outlet to take internal steps to make sure their processes are corrected. After assurances are made, both verbally and in writing, that these steps have been taken, the AACR will maintain the press credentials of the offending organization.

However, repeat offenders will face sanctions including removal from AACR mailing lists, dismissal from AACR meetings and the possible removal of the ability to cover future AACR events.

For information prior to and after an AACR meeting, contact:

Lauren Riley
615 Chestnut Street, 17th Floor
Philadelphia, PA 19106-3483
Telephone: (215) 446-7155
Fax: (215) 446-7291
Email: lauren.riley@aacr.org

*Please note that smoking is not permitted in meeting areas, including the AACR press room, or at other AACR events.