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Embargo
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General Information
Other Attendees

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 Policies and Procedures

Thank you for your interest in covering the 2014 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. Press releases about studies featured as part of the press program will be posted regularly .

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: Lauren Riley at 215-446-7155. We look forward to working with you.

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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.

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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 at the 2014 San Antonio Breast Cancer Symposium lifts embargo at 8:00 a.m. CST December 9, 2014, with the exception of research being presented in the official press program, which is designated to lift at date and time of presentation during an official press conference.

By allowing an abstract to be included in the 2014 San Antonio Breast Cancer Symposium media outreach program, the Presenter verifies that the abstract’s contents and its conclusions have not been and will not be published or presented in any form to the public. This includes, but is not limited to, non-embargoed press releases and interviews required by government agencies. Any release of material and specific non-embargoed information prior to the meeting’s embargo date as set forth by the SABCS press office could result in exclusion from the official SABCS press program.

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Press Materials

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 2014 San Antonio Breast Cancer Symposium," in either the first or second paragraph of the release.

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.

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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.

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Registration

The Symposium press facilities are open to representatives of print, broadcast and Internet general interest media and health care trade media, as well as public information officers from universities, government agencies and nonprofit cancer research organizations.

To register as press, journalists must present media identification or a business card issued by a recognized news organization or publication, as well as two byline medical articles or a copy of editorial masthead. 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 (including blogs, twitter accounts, etc) 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)
  • Any personal blog or twitter account pass is subject to review by the AACR Office of Communications

Public information officers from universities, government agencies and nonprofit cancer research organizations must present a business card to obtain a badge.

 

Journalists and PIOs who are pre-registered and those who plan to register on-site should proceed to the main registration area. There will be a designated press registration booth where they can pick up their badge.  Other materials can be claimed in the press room following registration.  Those registering onsite will need to bring the materials specified above along with a completed press registration form and photo identification.

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.

Advanced Press Registration

Valid credentials are required of every journalist in order to complete registration. These credentials include an official press identification (business card, press pass, etc) and two bylined articles (or a copy of the masthead if articles are not bylined), or a letter of assignment. Please fax the press/media registration form along with these valid credentials to Lauren Riley, American Association for Cancer Research, at 215-440-9319. For further information, please call 215-446-7155 or e-mail lauren.riley@aacr.org.

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Press Room

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.

Select slides and posters will be made available online.

Press Room Location: 217A-B-C.

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General Information

All of the scientific sessions of the 2014 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:

Lauren Riley , Public Relations Coordinator
American Association for Cancer Research
615 Chestnut St., 17th Floor
Philadelphia, PA 19106

Telephone: 215-446-7155
Fax: 215-440-9319
E-mail: lauren.riley@aacr.org

*Please note that smoking is not permitted in the convention center, including the press room.

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Other Attendees

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. Representatives from these companies with questions regarding abstract or embargo policies can contact Jeremy Moore at 215-446-7109 .  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 stop in the press office 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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Rich Markow, Director, Symposia
Cancer Therapy & Research Center at UT Health Science Center San Antonio

7979 Wurzbach Road, MC 8224 San Antonio, TX 78229 USA
Phone: 210-450-1550    Fax: 210-450-1560    Email: sabcs@uthscsa.edu
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