Congress Media Guidelines 2017

 

I. MEDIA REGISTRATION ELIGIBILITY REQUIREMENTS click to expand

Please start the registration process only after you have read the media registration eligibility requirements. Press registration includes:

· Complimentary congress registration

· Embargoed press kit on a flash drive

· Access to the online abstracts

· Admission to the press briefings

· Press room access

 


 

Pre-Registration onlineclick to expand

In order to register for the press program, please send an e-mail, with a copy of your press credentials attached to communication@ehaweb.org. Your credentials will be checked and when approved, you will receive a link to the online press registration form.

Online registration for the 22nd Congress of EHA opens in January 2017.

Media representatives are required to pre-register online. Registration requests by third-party organizations will be rejected without recourse.

 

Registration onsiteclick to expand

Media representatives can register on-site as of Wednesday, June 21, 2017, 13:30 local time. Please note that the Press Center will open on Thursday, June 22, 2017 at 07:30 local time.

Registration forms without supporting documents and information will not be reviewed or approved.

 

Dual Registrationclick to expand

Dual registration is prohibited. Physicians covering the conference for a media outlet must register as either a regular attendee or member of an approved press outlet but cannot register as both.

 

 

Eligibility Requirementsclick to expand

Journalists employed by news organizations attending the meeting for the purpose of editorial coverage will be granted media credentials. Journalists are required to submit appropriate media credentials as part of their registration application including a photocopy of official press credentials, a letter of assignment from the media organization being represented, two bylined medical/health/science articles published within the last six months, coverage from the previous year’s meeting (if applicable). (Business cards or membership cards from news media, communications, or writers’ organizations are not sufficient to establish eligibility.)

Journalists accredited for the 2016 EHA Annual Congress who are requesting 2017 credentials for the same media outlet are required to submit coverage of the 2016 Annual Congress and are no longer required to submit two recent bylined medical/health/science articles.

Companies or organizations producing publications, videos, and other products intended for marketing, advertising, financial analysis, or public relations purposes may not register as members of the media. Financial analysts, sales, advertising, or marketing representatives; public relations personnel; book publishers and book authors; and individuals from communications, print, and online promotion services may not register as members of the media and are welcome to register as regular attendees instead.

 

Consumer Newspapers / Magazinesclick to expand


Consumer newspaper and magazine outlets are eligible to register up to three journalists. Additional registrations will be approved on a case-by-case basis.

Medical Journalsclick to expand

Medical journals that provide original editorial news content and meet the criteria below are eligible to register three journalists to cover the 22nd Congress of EHA:

1. The journal must have a regular editorial news section.

2. The journal must be peer-reviewed and publish original manuscripts.

3. The journal must issue an official letter of assignment for registration.

Medical journals meeting criteria 2 and 3 above that publish original, supplemental, editorial meeting coverage (that, if sponsored, has more than one sponsor) are eligible to register one journalist.

Professional societies and their informational products (other than medical journals meeting the criteria above) do not qualify as news media.

Professional society representatives are welcome to register as regular attendees.

 

Trade Publicationsclick to expand


General medical/health/science trade publications are eligible to register up to three journalists. Hematology-specific trade publications that do not have a Continuing Medical Education (CME) component are eligible to register up to six journalists. Organizations that publish multiple trade publications are eligible to register one journalist per publication, unless otherwise approved.

Publications with a CME Componentclick to expand

Publications that provide CME within their issues, supplements, or online must meet the following criteria in order to register as media:

1. Must have multiple sponsors (no single-sponsored publications).
2. Must have complete editorial freedom from sponsors.
3. Must produce at least a 4:1 ratio of editorial coverage to CME.

 

Broadcast Mediaclick to expand

Broadcast media organizations (TV or radio) are eligible to register up to three representatives and must abide by the policies cited under the Video, photography, and audio recording and live coverage sections.

Production companies and documentary film crews that wish to register as media must submit a written request at least one month in advance of the meeting. Requests will be evaluated on a case-by-case basis and must include:

1. Information on the production company
2. A film/documentary script
3. Marketing and distribution plans
4. Information on sponsors (no single-sponsored films considered)

 

Online Media / New Mediaclick to expand

Online publications that meet the criteria below are eligible to register up to three representatives:

1. The website must provide original editorial news coverage.
2. Editorial content must be independent of advertising and sponsorship.
3. The site and its content must be governed by an editorial board.
4. Advertising must be clearly identified as such.
5. If the website is sponsored, it must be sponsored by more than one entity. All sponsors must be clearly identified as such on the website.
6. Personal websites do not qualify for media registration.
7. Online media are not considered separate from their parent media companies for purposes of media registration and attendance limits.
8. Blogs and other ‘new’ media will be evaluated for credentialing on a ‘case-by case’ basis.
9. Online television networks must meet the criteria cited under the sections Broadcast media and Online media of this document.

 

 

Newslettersclick to expand

Newsletters that are widely published and publicly available, and primarily cover news within the field of hematology, are eligible to register one journalist. Investment newsletters are not eligible for media registration. Representatives must submit two issues of the newsletter, each containing at least one bylined medical/health/science article and coverage from the previous year’s meeting (if applicable). Editorial freedom from funding sources is a prerequisite for registration and subject to review by EHA. (Single-sponsored newsletters are not eligible for media registration.)

 

 

Freelance Journalistsclick to expand

Freelance journalists are required to submit an official letter of assignment from an approved news organization, two bylined medical/health/science articles published within the last six months and coverage from the previous year’s meeting (if applicable). A copy of the publication and proof of editorial freedom from funding sources are required to establish media status for registration. (Single-sponsored publications are not eligible for media registration). Publications are eligible to register a maximum of three journalists, unless otherwise noted.

Journalists must work exclusively for the media outlet for which they are accredited by EHA.

Exception: Freelance journalists working for additional publications may register for the 22nd Congress of EHA provided they confirm with EHA in advance that the outlets they are working for are accredited by EHA. Freelance journalists who use their media privileges to work for non-accredited organizations will have their EHA media privileges revoked for a period of one year including the 23rd Congress of EHA.

 

 

Photographers/Camera crewsclick to expand

Photographers or camera crew members accompanying approved media at the 22nd Congress of EHA are eligible for media registration but will not have access to embargoed information. Photographers or camera crew members must submit a letter of assignment on official letterhead and a copy of their press credentials.

 

 

Non-eligible representatives click to expand

The following representatives are not eligible for media credentials or access to the Press Center and related press materials:

 

  • Companies or organizations producing publications, videos, and/or other electronic media intended for internal use, marketing, advertising, financial analysis, or PR purposes
  • Financial analysts
  • Sales, advertising, marketing, or public relations personnel
  • Representatives from companies that post videos of scientific sessions for medical education purpose of creating continuing medical education (CME) or other commercial content (e.g. webcasts, online or printed educational modules, etc.)
  • Third-party organizations and professional societies with informational products

 

Information regarding media registrants is proprietary. EHA does not give, rent, or sell current, past or onsite (media) registration lists.click to expand

II. EMBARGO & (THIRD PARTY) MEDIA POLICIESclick to expand

The following policies apply to all activities organized for the news media during or in connection with the 22nd Congress of EHA.

Embargoclick to expand

Organizations, such as news outlets, companies and media, issuing press releases are required to abide by the embargo and confidentiality policies governing the 22nd Congress of EHA.

 

All selected abstracts for the 22nd Congress will be available online from May 18, 2017 at 12:00 hours CEST.

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 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 is lifted at the beginning of the Press Briefing on Friday, June 23, 08:30 local time.
  • For late breaking oral presentations: the embargo is lifted at the beginning of the Press Briefing on Saturday, June 24, 08:30 local time.
  • For poster presentations: the embargo is lifted at the beginning of the Press Briefing on Friday, June 23, 08:30 local time.
  • For e-posters: the embargo is lifted at the beginning of the Press Briefing on Friday, June 23, 08:30 local time.
  • For publication-only abstracts: the embargo is lifted when the abstract is first made publicly available on Thursday, May 18, 2017. These abstracts are not presented at the Annual Congress.

This embargo policy covers all abstracts accepted as part of the 22nd Congress of EHA, regardless of the source. Third parties are requested to abide by the Congress embargo policy. Should an embargo be broken, both the third party and the journalist involved will be held responsible.

EHA reserves the right to bar from this and future meetings any representative who fails to adhere to these policies or who misuses his/her media privileges to engage in activities other than journalistic pursuits.

 

Exception to embargo policy - SEC regulations and similar European bodiesclick to expand

In certain situations, a publicly traded company may be advised by its legal counsel that certain data from an abstract must be disclosed to the public prior to the dissemination of the abstract in order to comply with requirements of the U.S. Securities and Exchange Commission and similar European bodies or a corresponding regulatory body in the country where the company's stock is traded. Under such circumstances, EHA may grant an exception and allow the company to release limited top line data (i.e., general findings with no additional analysis, commentary, investigator quotes, etc.) from the abstract without jeopardizing its eligibility for presentation at the Annual Congress. To request for an exception from the embargo policy, the following should be sent to communication@ehaweb.org with a copy to the corresponding author of the abstract:

1. detailed information about the release, including the nature of the data to be included and timing of the release; and

2. a letter signed by a legal counsel advising that disclosure of the information is necessary to comply with applicable securities laws and that the information contained within is only the minimum necessary to ensure such compliance.

The press release should note that the abstract has been submitted (or accepted, if appropriate) for presentation at the EHA Annual Congress. EHA will evaluate these requests on a case-by-case basis and reserves the right to change the type of presentation (e.g., from oral to poster) or remove the abstract from the Congress program if the released information is judged to substantially detract from the novelty of the presentation.

Information that goes beyond that which is contained within the abstract (e.g., additional analysis, commentary, or updated information from those individuals and companies involved in the study) is embargoed until the time of the presentation. Companies planning to distribute a press release containing embargoed information must ensure that the release clearly displays the embargo date and time. The company issuing the release assumes responsibility for ensuring that embargoed releases are only distributed to reporters who will abide by EHA’s embargo policy.

 

EHA Press Briefingsclick to expand

Media are invited to the official EHA Press Briefings that will take place on:

Friday, June 23 from 08:30 – 09:30 local time
Saturday, June 24 from 08:30 – 09:30 local time

 

Patient organizations click to expand

Umbrella patient organizations registered for the annual congress that publish a newsletter are welcome to send one representative to attend the EHA Press Briefing to provide editorial coverage of the congress.

Media are welcome to attend all Scientific and Educational Sessions.

Please note: Ticketed sessions, such as “Meet the expert” sessions, are open to the media. However, congress attendees have priority access. Media are advised to come by the ‘Meet the Expert’ ticket desk in the registration area to check whether there are still spaces available.

 

 

 

Satellite Press events and materialsclick to expand

Satellite press events may not take place during the program of EHA (scientific or social program) and not prior to the EHA Press Briefings. The EHA Communication Department (communication@ehaweb.org) must receive a full outline of the press event before May 1, 2017 for review.

Press materials from third parties will be only be allowed in the industry material rack, located at the Press Center. To be considered for display in this rack, materials need to be reviewed by the on-site press center crew. No posters or banners from companies are allowed in the Press Center.

The use of the EHA name and congress logo in any fashion, by any commercial entity, for any purpose is highly prohibited before, during and after the Congress without prior written consent of EHA. The official congress logo may be used exclusively on invitations for EHA approved satellite symposia and can be requested from the EHA Congress Secretariat or EHA Executive Office at annual.congress@ehaweb.org.

 

Interview opportunities and facilitiesclick to expand


EHA staff in the EHA Press Center is available to help facilitate one-on-one interviews with EHA officials and research authors. EHA also provides private interview rooms for media use on a first-come, first-served basis. Use of interview rooms is limited to two hours per day in half-hour increments, unless otherwise approved. Use of interview rooms by television and radio broadcast media outlets is limited to four hours per day in one hour increments, unless otherwise approved. To schedule use of these rooms, please see the EHA Press Center staff on-site.

Video, Photography, and Audio Recordingclick to expand

Filming and recording of Congress sessions is prohibited. Filming may be permitted in a designated, general area of the Congress, but is subject to authorization from the press center staff. Filming and recording in other areas, including the exhibition area, is strictly forbidden. Anyone found filming or recording in forbidden areas will be asked to leave the premises.

 

Live Coverageclick to expand


Live coverage, including truck parking requires prior authorization by EHA. Requests for authorization may be directed to the EHA Executive Office, Communication & Press at (communication@ehaweb.org) prior to the 22nd Congress. During the meeting, requests must be processed through the EHA Press Center. Press vehicles requiring electrical service or external cabling must apply for a limited use parking pass 24 hours in advance. An authorized representative of the vehicle must be available to coordinate logistical details with EHA. Live coverage from inside the convention center is restricted to designated areas on a first come, first served basis.

Webcast Accessclick to expand

Media representatives that have registered and picked-up their press kit in the Press Center will have access to the Congress materials in the EHA Learning Center for a limited time. Members of the media who registered but did not show up at the Congress will not receive access to the said materials.

Social Mediaclick to expand

The hashtags used for the congress are #EHA2017 and #EHA22.

III. IMPORTANT SECURITY AND ATTENDEE CONDUCT INFORMATIONclick to expand

 

For security reasons, the 22nd Congress of EHA badges will be required for admittance to all events. Badges should be worn and be visible at all times. Lost badges should be reported to the Registration Staff immediately. The following badge policies will be in effect throughout the meeting:

1. 22nd Congress of EHA badge is the sole property of EHA.
2. Badges are non-transferable.
3. False certification of individuals as paid annual congress attendees, misuse of badges, any method of assisting unauthorized persons to gain access to any annual congress event, or any inappropriate or unauthorized conduct will be just cause for repossessing badges of any individuals involved, and expelling all parties involved from the meeting without obligation on the part of EHA to refund any fees.

In addition, individuals who are part of the 22nd Congress of EHA may not engage in any demonstration or other similar behavior that EHA deems to be potentially disruptive to the conduct of the meeting. Violation of this rule is ground for immediate dismissal from the meeting and/or ineligibility for attendance at future EHA Annual Congresses. Any person who is dismissed from the meeting may request that EHA review the matter, provided, however, that the individual understands that such dismissal will be effective immediately and will continue until and unless EHA issues a contrary decision.

Please noteclick to expand

Journalists must work exclusively for the media outlet for which they are accredited by EHA (please see exception under Freelance Journalists). Journalists who use their media privileges to work for non-accredited organizations will have their EHA media privileges revoked for a period of one year, including the next congress.

EHA reserves the right to bar from this and future meetings any representative who fails to adhere to these policies or who misuses his/her media privileges to engage in activities other than journalistic pursuits. The 22nd Congress of EHA has been designated smoke-free, which applies to all meeting areas, including the Press Center and other media facilities. No persons under the age of 17 will be admitted to the facilities and events related to the 22nd Congress Press Program and Press Center.

For additional information and questions please contact the EHA Executive Office, Communication & Press at communication@ehaweb.org.