MEDIA & COMMUNICATIONS POLICIES - American ...
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MEDIA &
COMMUNICATIONS
POLICIES
1
MEDIA &
COMMUNICATIONS
POLICIES
The American College of Cardiology’s 69th Annual Scientific Session & Expo
Together With World Congress of Cardiology, ACC.20/WCC, will be in Chicago,
Saturday, March 28 – Monday, March 30, 2020. ACC media and communications
policies provide journalists, investigators and public relations representatives
with information about the rules for promoting and covering the Annual
Scientific Session. Questions about these policies may be directed to Media
Relations Director Nicole Napoli, nnapoli@acc.org.
GENERAL SOCIAL MEDIA
EMBARGO POLICY Communicating about ACC.20/WCC by way
Late-Breaking Clinical Trials and Featured Clinical of social media is encouraged within embargo
Research are embargoed until the start of the restrictions. Photographs from ACC.20/WCC,
session in which they are presented. Posters and including images of single slides from sessions,
Oral Presentations are embargoed until official are allowed to be shared via social media. The
publication in the meeting proceedings, which Twitter hashtag for the for ACC.20/WCC is
is approximately two weeks before the start of #ACC20/#WCC20. Follow @ACCMediaCenter
the meeting. Some abstracts may be held longer and @ACCinTouch for meeting updates.
or released earlier to support additional media
promotions. Lead authors of these abstracts will
be notified in advance if this occurs, and lead
authors are responsible for notifying all authors For more information,
and other relevant stakeholders of the embargo scroll down or follow the links to:
time. Members of the media, investigators,
organizations issuing press releases and COMMUNICATIONS
others with access to research accepted for
presentation during ACC.20/WCC are required POLICIES
to abide by the embargo policies. FOR JOURNALISTS
Violation of ACC embargo policies can COMMUNICATIONS
result in removal of the research from the
scientific program, removal of individuals and/ POLICIES
or companies from the meeting, revocation FOR INDUSTRY
of media credentials, and/or withdrawal of
embargo access for one year for journalists and/ COMMUNICATIONS
or news organizations.
POLICIES
FOR INVESTIGATORS
2
MEDIA &
COMMUNICATIONS
FOR JOURNALISTS POLICIES
MEDIA REGISTRATION To qualify, journalists must register and must be prepared
to provide the following:
Media registration for ACC.20/WCC begins
in the fall of 2019. Properly credentialed • Media identification (such as an international,
members of the media receive access accredited press pass or an official media-outlet-issued
to complimentary media registration, an credential)
embargoed press kit, daily press briefings, • Examples of the journalist’s work, preferably with
additional interview opportunities and access bylines, that represent the type of news coverage
to the on-site Media Center, which includes they expect to generate at ACC.20/WCC. (Scientific
workspace, interview rooms and the Exhibitor research studies/papers, textbooks, textbook chapters
Newsroom. and continuing medical education materials do not
qualify as news coverage)
MEDIA REGISTRATION • Journalists who received credentials for previous
QUALIFICATIONS AND ACC meetings must submit bylined coverage of the
REQUIRED DOCUMENTATION •
previous meetings.
If meeting coverage is behind a paywall, journalists
Journalists who are employed by accredited must provide the ACC with a user name and password
news organizations attending ACC.20/WCC for full access to the website. This access will be
for the purpose of developing editorial news used solely for the purpose of verifying eligibility and
coverage of the meeting are eligible for media confirming coverage post-meeting.
credentials. Registration at previous ACC
meetings does not guarantee approval.
FREELANCE JOURNALISTS must provide a letter of
assignment from a qualified publication or media outlet in
To be eligible for media registration, journalists
addition to the items listed above.
in all categories must be directly involved in
the creation of news content for organizations
NEWSLETTER MEDIA must submit three issues of the
that meet these criteria:
newsletter and copies of three bylined news articles.
• Publish original editorial news coverage in Newsletters must also describe how the publication
a regular news section is distributed and details about the audience. If a
• Have complete editorial freedom from representative was registered as media at a previous ACC
advertisers, funders and/or sponsors meeting, at least one of the newsletter issues submitted
must include the resulting editorial coverage, and at least
• If sponsored, the outlet has multiple
one issue must demonstrate the newsletter provides
sponsors (no single-sponsor publications)
original, regular, ongoing editorial news content that meets
• Advertisers, sponsors, paid editorial and the criteria for news organizations. Newsletter media that
other funding sources are clearly identified meet the above criteria may register one representative.
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FOR JOURNALISTS (CONTINUED)
MEDIA &
COMMUNICATIONS
FOR JOURNALISTS CONTINUED POLICIES
REPRESENTATIVES FROM ONLINE TRADE • Writers, editors or contributors to single-sponsor
MEDIA, BLOGS, MEDICAL PUBLISHING publications, including in-house or industry
COMPANIES, HEALTH CARE ASSOCIATION publications or websites
PUBLICATIONS and university publications • Personnel who work in their organization’s exhibit
must provide representative samples of past (Individuals who work in the exposition must
work. The publication/media outlet they register as exhibitors. Dual registration is not
represent must produce/publish regular and allowed. These personnel may be eligible for
ongoing original news coverage, have editorial access to the Exhibitor Newsroom.)
freedom and, if sponsored, have multiple
sponsors that are clearly identified (single- • Representatives of organizations that produce
sponsor outlets are not eligible). publications, videos and/or other media intended
for internal use, marketing, advertising, financial
DOCUMENTARY FILM CREWS AND VIDEO analysis or public relations purposes
PRODUCTION COMPANIES must submit • Representatives from medical education
a written request no less than three weeks companies attending the ACC.20/WCC for the
prior to the start of the meeting that includes purpose of creating continuing medical education
information about the company, the purpose of or other commercial educational content or
attending the meeting, a synopsis of film/video/ recruiting writers
documentary and information on the sources of • Editors, writers and scientific advisory board
financial support for the project. members for journals that do not have editorial
news sections (For journals with editorial news
WHO IS NOT QUALIFIED sections, only personnel directly involved in
FOR MEDIA CREDENTIALS? gathering and writing independent news coverage
The following are not eligible for media in a regular news section are eligible with
credentials or access to the Media Center and appropriate documentation.)
embargoed media materials.
• Staff from public relations firms, advertising
• Financial or industry analysts
agencies or production companies
• Industry representatives
• Representatives of corporate, academic or
• Staff or freelancers representing non- hospital public relations, advertising or marketing
media websites and/or for-profit company departments
websites that do not have independent
• Physicians and other medical providers seeking
editorial staff
Continuing Medical Education credit. The
• Publishers, executive staff, sales appropriate paid registration is required to obtain
representatives, advertising, marketing CME credit/documentation
and public relations personnel associated
• Individuals reporting meeting news via social
with books, magazines, broadcast outlets,
media platforms only
websites or other media outlets
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FOR JOURNALISTS (CONTINUED)
MEDIA &
COMMUNICATIONS
FOR JOURNALISTS CONTINUED
POLICIES
ON-SITE GUIDELINES FILMING, VIDEOTAPING, AUDIO
RECORDING AND PHOTOGRAPHY
FOR JOURNALISTS • Camera tags are required for media
using professional grade photography
ACTIVITIES NOT ALLOWED equipment, which is defined as cameras with
• Sales, marketing or representing a interchangeable lenses, and all video cameras
company for the purposes of obtaining and camcorders whose primary function is
advertising, subscriptions, selling videography.
video production, or other products or • Camera tags are required for anyone with a
services from any registrant or exhibitor media badge and any type of camera wishing to
• Misrepresentation of role or activities to take photographs or video in the general exhibit
obtain media registration hall, including Learning Destinations.
• Sharing or distributing embargoed • Camera tags are not required for journalists
media materials beyond those using non-professional grade still cameras or
immediately involved in development of camera phones taking photographs, video
the news coverage prior to the end of or audio to aid in developing original news
the embargo coverage outside the exhibit hall or for single
images to illustrate original coverage within
• Developing materials or collecting
guidelines provided.
materials to assist in development of
continuing medical education programs • Registered media may photograph, videotape
or materials. Soliciting presenters or record audio from any ACC press conference,
or writers for CME programs or in designated areas within and immediately
publications outside the press conference room, and in
interview rooms in the media complex with the
• Soliciting manuscripts
express permission of individuals appearing in
• Publishing or posting presentation the video.
slides, news conference slides, abstracts
• Registered media may take photos (non-flash
or posters or substantial portions of
only) and record audio in the poster hall and
these materials with the exception of
in the session rooms for use in developing
images of single slides from sessions
or illustrating original coverage or for social
shared via social media. (Slides, posters
media purposes (See Social Media section for
and other presentation materials are
more information). Video is not permitted in
provided to the media solely to assist
the poster hall or session rooms at any time.
in the development of original news
Substantial portions of posters, presenter slides
coverage and not for copying, sale or
and presentations may not be photographed,
redistribution.)
copied or reproduced in any form for resale or
replayed for commercial use.
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FOR JOURNALISTS (CONTINUED)
MEDIA &
COMMUNICATIONS
FOR JOURNALISTS CONTINUED POLICIES
• Registered media may video record in most newsroom website, journalists acknowledge
other public areas of the convention center the embargoed information is for their use
with permission of participants whose in preparing media coverage and they will
images could be captured so that they are not distribute or publish the information
identifiable. while the embargo is in effect. The embargo
• Photography, videotaping or recording policy also applies to news releases or other
must cease if it is deemed unwanted, communications from outside organizations
disruptive, or a hazard by any that include embargoed information scheduled
representative of ACC. for presentation at ACC.20/WCC.
• Registered media with official ACC camera The ACC reserves the right to bar from this and
tags may photograph and/or record video future Scientific Session events any registered
of the general Exhibit Hall with explicit media representative who attempts to obtain
permission from individual participants advertising or subscriptions from any exhibitor
and exhibiting companies whose booths, or registrant, who promotes the marketing
images or trademarks are captured. objectives of a single company or institution,
Media personnel must obtain prior or who otherwise misuses media privileges
permission from the specific exhibiting to engage in activities other than journalistic
companies before taking photographs, pursuits.
audio recordings or video recordings of (or
within) individual booths. All meeting materials including but not limited
• Registered media personnel must to slides, news conference slides, abstracts,
obtain prior permission from the ACC posters or any substantial portion of the
Expo Department and specific Learning above mentioned materials are owned by the
Destination participants before taking American College of Cardiology. The American
photographs or video of (or within) College of Cardiology reserves all copyrights in
Learning Destinations. Contact ACC meeting materials including but not limited to
Media Relations staff for assistance getting the materials mentioned above.
permission.
By accepting a complimentary media
VIOLATION OF ACC POLICIES registration, journalists agree to abide by ACC
embargo policies related to studies scheduled
By accepting a media registration for ACC.20/
for presentation during ACC.20/WCC.
WCC or accepting ACC embargoed materials
Violations of the embargo policy can result
from the ACC’s media kit or via email, fax,
in expulsion from the meeting, revocation of
regular mail, thumb drive or embargoed media
media credentials for the current year and next
year, and removal from access to embargoed
ACC journal information.
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MEDIA &
COMMUNICATIONS
FOR INDUSTRY POLICIES
EMBARGO INVESTIGATOR
POLICY MEETINGS
Each year a limited number of studies accepted Embargoed research can be discussed during closed
for presentation during the ACC Annual Scientific investigator meetings for participants in the trial.
Session are featured in the ACC press program. The These meetings must be held at ACC.20/WCC,
ACC will notify lead investigators if their submission provided they are held during the designated time
has been selected for inclusion in the official slots as outlined in the Ancillary Event Guidelines and
ACC.20/WCC press program. The ACC welcomes are approved through the Ancillary Event Request
the participation of institutions in promoting Website approval process. Only ACC.20/WCC
research to be presented at ACC.20/WCC. All exhibitors, universities and nonprofit organizations
promotions must fall within the ACC Embargo Policy may request permission to hold investigator meetings
and the ACC’s Communications Policies for Industry. (visit www.expo.acc.org for more information).
For questions, please contact ACC Media Relations
Director Nicole Napoli, nnapoli@acc.org.
REQUIRED
PROMOTIONAL DISCLOSURES
MEDIA ACTIVITIES If a company believes that it is required for legal
Organizations with an interest in research being reasons to release information about a study prior to
presented at ACC.20/WCC may not conduct the end of the embargo, the company must notify
promotional media activities that disclose results of the ACC Media Relations Department in advance in
the research prior to the end of the embargo period writing. The written notification must provide the legal
or during the official program times of ACC.20/ rationale for requiring early disclosure. Notification
WCC. Promotional media activities refer to any must also include who would receive the information,
activities that involve multiple news media outlets, how and when the information would be disclosed,
satellite media tours or corporate receptions. and a description, template release, or copy of any
press releases or other public statements that would
If a member of the media breaks an embargo as be distributed. With appropriate advance notice,
a result of an organization sharing information or the ACC can provide general advice about how such
conducting an interview prior to the end of the disclosures might impact its inclusion/continued
embargo, the ACC may enforce sanctions against inclusion in the ACC.20/WCC program. The ACC
the reporter or media outlet and/or the researcher reserves the right to remove the presentation from the
and organization that released information ahead of Late-Breaking Clinical Trials program, to remove the
the embargo release. study from consideration for a press release or other
promotions, or to remove the study from the scientific
program entirely.7
MEDIA &
COMMUNICATIONS
POLICIES
FOR INDUSTRY CONTINUED
EXHIBITOR • Do not suggest an endorsement of a
product or service by the American College
NEWSROOM of Cardiology or World Heart Federation.
Releases may provide background
Exhibitors can register staff members for
paragraphs about the Scientific Session, the
access to the Exhibitor Newsroom, which
ACC and/or WHF, but not as a boilerplate
includes workspace, Internet access and
that suggests it is ACC and/or WHF-
the opportunity to include approved press
sponsored release.
releases related to the meeting in the
online press kit. You must register both • Must not be scientifically misleading or
as an Exhibitor and as a representative of ethically questionable
the Exhibitor Newsroom to have access to, Curtain-opener press releases anticipating
and work from, the Exhibitor Newsroom. science to be presented at ACC.20/WCC can be
Exhibitor Newsroom representatives will be issued beginning March 16, 2020 at 8 a.m. ET;
issued an Exhibitor badge which will include however, they must not reveal any embargoed
a ticket that will allow access to the Exhibitor information. Research results are embargoed
Newsroom. until the TIME OF SCIENTIFIC PRESENTATION
For more information or to register for the for late-breakers and featured clinical research.
Exhibitor Newsroom, visit www.acc.org/ Poster and Oral Presentation abstracts are
exhibitor-newsroom. embargoed until they are posted online by the
ACC or, for a small number of abstracts chosen
INDUSTRY/EXHIBITOR for promotion, until the time established by the
PRESS RELEASE GUIDELINES ACC Media Relations Department. The ACC
reserves the right to revoke Exhibitor Newsroom
Press releases announcing activities ACC.20/ credentials at any time if the embargo policy is
WCC must meet the following guidelines: not honored. It is the responsibility of the issuer
• Include a reference to ACC.20/WCC in to ensure the policy is honored.
the body of the release, preferably in the
first two to three paragraphs. Suggested Releases must be submitted to Media Relations
language for identifying the meeting: Director Nicole Napoli, nnapoli@acc.org, for
“…presented at the American College review at least one week prior to distribution
of Cardiology’s 69th Annual Scientific with “ACC.20/WCC Press Release for Review”
Session Together With World Congress of in the subject line. Releases submitted not
Cardiology. submitted one week prior to distribution cannot
• Include presentation time and forum at be guaranteed timely approval and may not be
the meeting for presentations referenced eligible for inclusion in the exhibitor newsroom
or online media kit. Please note that all press
• Abide by embargo policies (Press releases
releases mentioning ACC.20/WCC and related
with embargoed information cannot
events or presentations must have ACC approval
be distributed until after the end of the
before they are distributed.
embargo period.)8
MEDIA &
COMMUNICATIONS
POLICIES
FOR INDUSTRY CONTINUED
MEDIA ACCESS TO
REGISTRATION LISTS MEDIA CENTER
The ACC Annual Scientific Session Public relations and industry representatives
typically registers more than 250 will not have access to the Media Center,
medical, health, general news and except for the Exhibitor Newsroom with the
business reporters from U.S. and appropriate registration. Company or product
international trade publications,
literature, statements or news releases may
newspapers, wire services, popular
not be distributed in the adjacent hallways
news outlets and health information
websites. The ACC does not share, and areas around the Press Conference Room
rent or sell current or past media or Media Center, and industry representatives
registration lists in any form. are prohibited from soliciting media or
loitering in those areas. For more information
on Exhibitor Newsroom Registration,
visit www.acc.org/Exhibitor-Newsroom.
Registration includes posting media materials
in the official media kit and gaining access to
workspace in the Exhibitor Newsroom.9
MEDIA &
COMMUNICATIONS
FOR INVESTIGATORS POLICIES
EMBARGO POLICIES ABSTRACTS
Except for a small number of abstracts Abstracts accepted for poster or oral
identified for additional media promotions, presentation at the ACC.20/WCC will be
abstracts accepted for presentation in poster published as an online supplement to the Journal
sessions or as oral presentations are under of the American College of Cardiology (JACC).
embargo until they are posted in the online Abstracts not accepted for presentation are not
program, Monday, March 16, 2020, at 8 a.m. published and will not be disclosed outside of the
Eastern Time. Authors will be notified of a ACC and persons associated with the selection
different embargo time if their abstract is process.
identified for media promotion.
Responsibility for compliance with any disclosure
Abstracts accepted as Late-Breaking or nondisclosure requirements resides with
Clinical Trials or Featured Clinical Research researchers and/or research sponsors.
remain under embargo until the scheduled
start of the session in which they are to be
presented. Contact ACC Media Relations SIMULTANEOUS
Director Nicole Napoli, nnapoli@acc.org, if
you have questions about embargo times. PEER REVIEWED
JOURNAL PUBLICATION
Abstracts accepted for presentation in If an accepted work is being considered for publication
any format at ACC.20/WCC may not be in a peer-reviewed journal, it is the responsibility of
presented at other U.S. national meetings or the author or presenter to notify the journal of the
international meetings held in North America scheduled presentation at the ACC Scientific Session
or published in journals prior to the embargo and to notify the ACC Media Relations Department
time set by the ACC. See important immediately of the publication’s name and a contact
instructions below for studies being at the journal. Many journals have expedited online
considered for simultaneous publication. publication, which can move very quickly, so it is
important to promptly communicate information
Presentation or discussion of scientific about possible publication in order to avoid an
research results at industry events or press embargo violation, which could result in the research
conferences prior to the scheduled ACC.20/ being removed from the ACC.20/WCC program.
WCC scientific presentation is considered
an embargo break and strictly forbidden, If your research is being considered for publication,
except in closed investigator meetings that immediately contact ACC Media Relations Associate
meet requirements outlined in Industry Rachel Cagan, rcagan@acc.org. The ACC will
Event Guidelines. coordinate simultaneous release with the publication.10
MEDIA &
COMMUNICATIONS
FOR INVESTIGATORS CONTINUED
POLICIES
PROMOTION/PRESS PRESS
CONFERENCES BRIEFINGS
A limited number of abstracts will be chosen Investigators presenting research at
for additional promotion by the ACC Media an ACC press briefing are permitted
Relations Department. Promotion may include to invite other authors named in the
participation in a press conference and/or a study plus one company or institutional
press release or inclusion in tip sheets for the representative to attend the briefing
media. Investigators whose work is chosen and must submit the names of these
for a press conference and/or press release guests to ACC staff in advance. Guests
will be contacted by the ACC Media Relations of press briefing participants may not
Department to assist in development of engage in promotional discussions
press materials and/or to plan participation during the briefings, inside the briefing
in a press conference. Investigators whose room or immediately outside the
abstracts are accepted are obligated to briefing room.
cooperate in these promotional activities if
asked. Embargo release times for abstracts These policies were last updated July 31, 2019,
chosen for promotion may be different than and are subject to change. Please check with
the ACC Media Relations Department for
other abstracts in the same category. ACC
further updates.
media staff will communicate actual embargo
information to the author identified in the
submission process as the lead author. The
author is responsible for communicating
embargo information to all other authors and
relevant stakeholders. These abstracts may also
be withheld from the initial online posting of
the meeting proceedings.You can also read
