Media and Public Relations Policies and Procedures
Thank you for your interest in covering the CTRC-AACR San Antonio Breast Cancer Symposium. The San Antonio Breast Cancer Symposium is presented by UT Health Science Center San Antonio, Baylor College of Medicine and the American Association for Cancer Research. It brings together breast cancer researchers and clinicians from around the world, providing an ideal format to present for the first time new and late breaking data as well as other pertinent information, including diagnostic developments. We welcome and encourage news media to attend and participate in this annual Symposium.
The following policies and guidelines have been prepared for news media covering the meeting. If you have any questions regarding policies, press room operations, or available resources, please contact the press room staff. We look forward to working with you.
Violation of Symposium Policies
The Symposium reserves the right to bar, from this and future Symposia, any registered media who attempt to obtain advertising or subscription 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. Violation of embargo policies can also result in similar action.
The symposium reserves the right to bar from this and future symposia 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.
If a company violates any of the above policies, the Symposium reserves the right to prevent the company from participating in future years.
Embargo
Reporters, producers and editors agree to the embargoes and release times stated on the news releases, the news conference schedule and other materials. Failure to abide by the embargoes will result in suspension of credentials, which will affect attendance at the current and future symposia and ability to receive advance press materials.
All data presented at the Symposium is embargoed for the beginning of its presentation time or an SABCS official press conference, whichever occurs first.
Press kits are available only for members of the press; others are advised to visit the Symposium website, www.sabcs.org.
An area in the press room will be designated for non-Symposium news releases (e.g., those provided by institutions, exhibitors, or industry). Press Room location: 217 A/B.
Only press materials - not promotional materials - will be allowed in the press room.
These press materials must specifically pertain to scientific research presented at the Symposium . Each release will be reviewed by press room staff to ensure they include the required information. These releases will not be endorsed by the Symposium and will be so designated.
Press releases about data released during the symposium should state that the data "was presented during the CTRC-AACR San Antonio Breast Cancer Symposium."
All news releases regarding presentations made at the Symposium must indicate that they are embargoed for release at the time the data are presented at the symposium.
Press Events
The Symposium permits companies and individuals presenting data at the symposium to conduct unofficial press events during the course of the symposium provided they meet all of the following criteria:
All unofficial media events must be registered through the AACR Office of Communications & Public Relations. 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 on-site at the meeting location.
Media events may not be held during official Symposium hours.
Media events promoting data to be presented at the symposium must occur post-embargo. Embargoes lift at date/time of scientific presentation or SABCS press briefing, whichever comes 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 Symposium . Press materials about data released during the meeting must state that the data "were presented during the San Antonio Breast Cancer Symposium."
All existing policies regarding press materials and embargoes apply.
Pursuant to Board policy, the Symposium does not permit any competing educational programming or satellite symposia during the Symposium.
The Symposium does not make available press registration lists.
The symposium is open to representatives of print, broadcast and Internet general interest media and health care trade media. To register as press, journalists must present media identification or a business card 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, 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:
The publication must have a regular editorial news section
Must have multiple sponsors (no single-sponsor publications)
Must have complete editorial freedom from their sponsors
Exhibitors will not be allowed to register as press unless they can provide proof of an editorial assignment
Journalists reporting for online media outlets who wish to register as press must work for news-making organizations 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)
Journalists who are pre-registered and journalists who plan to register on-site should proceed to the main registration area. Other materials can be claimed in the press room following registration. Photo identification required.
The symposium provides complimentary registration to professional journalists representing media organizations for the express purpose of gathering news and information to produce editorial coverage of the meeting. We also provide complimentary registration and access to the press room to public information officers from universities, government agencies and nonprofit cancer research organizations.
To register, please contact Jill Byrd, Assistant Director of News and Information, at 210-450-1686 orByrdj@uthscsa.edu. Fax Media registration form along with valid credentials to 210-450-1686. All other media-related inquiries should be directed to Jeremy Moore at 267-646-0557 or jeremy.moore@aacr.org."
The press room staff coordinates
all press activity at the Symposium and will provide
the following to all registered news media:
An advance press advisory.
A press work room with laptop computer hookup
capabilities, several computers with print capabilites and a monitor to view
speaker presentations.
Media rooms for one-on-one interviews will be available.
A message board in the press room for posting
of announcements, press conferences, meetings,
and other General information pertinent to the
Symposium.
Video cameras are granted access to the Registration area and press room. Access to other areas of the Symposium requires pre-approval from SABCS.
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 pre-publication constraints imposed by the journal. In these instances, press room staff members can provide assistance in identifying and setting up interviews with independent experts who are able to provide comment on the subject.
All of the scientific sessions of the CTRC-AACR San Antonio Breast Cancer Symposium are open to registered press .
Registered journalists must wear press badges when attending the meeting and/or when covering symposia-sponsored events.
Still cameras are granted access to all areas of the Symposium. “Flash” photography is not allowed in order to minimize disturbance to attendees. Camera crews filming in meeting areas other than the press room or news briefing room must be accompanied at all times by a press room staff member.
For information prior to and after the San Antonio Breast Cancer Symposium, contact:
Jeremy Moore, Senior Manager of Science Communications
American Association for Cancer Research
615 Chestnut St., 17th Floor
Philadelphia, PA 19106
Public information officers of educational institutions and government agencies are welcome to register as press. A completed press registration form and a business card must be presented to obtain a badge.
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 San Antonio Breast Cancer Symposium office and pay the required registration fee regardless of affiliation with a journalism organization.
Researchers presenting data at a press briefing are permitted to invite two company and/or institution representatives to attend the briefing. Those representatives must contact the press room staff in advance of the briefing to obtain proper credentials. Guests of press briefing participants may not engage in promotional discussions during briefings or inside the briefing room. Only accredited media may ask questions. Guests of presenters may not approach media in the press conference. Company representatives may not pass out literature, statements or news releases in adjacent hallways and areas around the news conference room.
Photographers or camera crews hired by the aforementioned representatives or exhibitors must obtain permission from press room staff to conduct any on-site photo or video shoots during the Symposium.
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