2015 Press Registration Policies and Procedures
The American College of Rheumatology (ACR) and the Association for Rheumatology Health Professionals (ARHP) welcome members of the press to write about research presented at the Annual Meeting and provide an onsite newsroom for use by registered members of the press. Below you will find a complete listing of the eligibility requirements, guidelines and policies for members of the press who wish to attend the 2015 ACR/ARHP Annual Meeting.
Please read all policies and guidelines prior to registering. The ACR has the right to inspect the credentials of anyone registering in the newsroom and reserves the right to refuse to register any individual as press.
SAVE THE DATE! The 2016 ACR/ARHP Annual Meeting will be November 11 – 16 in Washington, DC.
Details on press registration will become available Spring 2016.
Who can Register for Press Credentials?
Press passes are issued to individuals representing a recognized news organization, including freelancers who contribute to such organizations. To obtain a press badge, both photo identification (such as a driver’s license or passport) and identification certifying that you are a working member of the print, broadcast or online media are required. Such identification includes press credentials, or a business card and samples of your work. All freelancers must present a letter of assignment.
NOTE: Due to space limitations, no more than 4 press badges will be issued per organization.
Bloggers will receive press credentials on a case-by-case basis. Include a copy of photo identification (such as a driver’s license or passport) and a copy of press identification (such as press credentials or a business card) or a statement about your blog’s intended audience and history. In addition, include copies of, or links to, three recent rheumatology or health-care science posts (posts demonstrating the blog’s coverage of rheumatology science). Finally, all blogs must demonstrate the dissemination of original, editorial news coverage and editorial freedom from advertisers and/or sponsors (single-sponsored blogs will not receive credentials; blogs with advertising must have multiple advertisers clearly identified).
NOTE: Individuals who receive exhibitor passes are not eligible for press passes.
Who Cannot Register for Press Credentials
The ACR does not issue press badges to: publishers or a publications’ advertising, marketing, public relations, sales, circulation, or any other non-editorial function representatives; industry/exhibitor press officers and their public relations consultants; financial or business analysts; educational program developers (including CME writers and editors); trade media management personnel; or other individuals who are not actually reporting on the meeting.
Media who produce a communications vehicle that is sponsored by a single organization or whose revenue for the publication or issue of a publication depends solely on coverage of the ACR’s meeting also are ineligible to receive press credentials. In addition, media who produce communications vehicle that uses the ACR’s name or logo to imply endorsement from the ACR also are ineligible to receive press credentials.
The ACR prohibits the development of CME content based on information presented at its meeting. CME writers and editors, and those writers and editors working on behalf of organizations that have written CME based on ACR/ARHP Meetings, are not eligible for press passes.
Be advised that based on space requirements, the Newsroom reserves the right to limit the number of press badges issued to a media organization.
Press Conference Policy
Press conferences are an opportunity for invited investigators to share their findings with members of the media. Press conferences are not open to the public; however, up to two representatives of each company may attend press conferences (which are held in space distinct from the Newsroom), but must remain silent and must check-in with Newsroom staff prior to entering the press conference.
Accepted abstracts are made available to the public online in advance of the meeting and are published in a special online supplement of Arthritis & Rheumatology. Information contained in those abstracts may not be released until the abstracts appear online. Academic institutions, private organizations and companies with products whose value may be influenced by information contained in an abstract may issue a press release to coincide with the availability of an ACR abstract on the ACR website. However, the ACR continues to require that information that goes beyond that contained in the abstract (e.g., discussion of the abstract done as part a scientific presentation or presentation of additional new information that will be available at the time of the meeting) is under embargo until 4:30 PM Pacific Time on Saturday, November 7, 2015. Violation of this policy may result in the abstract being withdrawn from the meeting and other measures deemed appropriate. Authors are responsible for notifying financial and other sponsors about this policy.
For more information regarding the ACR Embargo Policy, please contact the ACR Public Relations Department.
Conference Access for Registered Press
Credentialed media have access to all general sessions. Access to ticketed events with limited enrollment, such as workshops and Meet the Professor sessions, is restricted to ticket holders only (NOTE: at the sole discretion of the speakers at these events, press may be permitted to attend if space permits). Social events, such as receptions, are open only to those who purchase tickets. The ACR reserves the right to restrict attendance at any session.
NOTE: At the sole discretion of the speakers at these events, press may be permitted to attend if space permits. THE ACR RESERVES THE RIGHT TO RESTRICT ATTENDANCE AT ANY SESSION.
Recording of Sessions and Exhibits
Hand-held audio recorders and still cameras are acceptable, assuming that intellectual property copyrights are respected, except that an exhibit and/or poster may not be photographed or videotaped without the permission of the authorized exhibitor and/or presenter. Moving video recording requires the permission of the presenter(s). Under no circumstances may presentations be rebroadcast.
Any images from the meeting should be credited to the 2015 ACR/ARHP Annual Meeting.
Recording in Exhibit Hall
Exhibits may not be photographed or videotaped unless permission by the authorized exhibitors and/or presenters is granted. Also, no photos or video are allowed in the Poster Hall without permission from the poster presenter. Press who would like general photos of the Exhibit Hall can obtain these after the meeting from the ACR. Attendees who have questions about the ACR’s media policies should contact the public relations department at email@example.com.
Reproduction of materials such as abstract data, posters, presentation slides, etc., requires first obtaining permission from the listed author(s) and/or presenter(s) as well as from any individual or group that may hold copyright on the material. Please ask Newsroom staff for assistance in obtaining the appropriate permission. Journalists violating copyright may have their press credentials denied the following year.
Press passes are distributed on site, as are all materials related to the meeting. Meeting information is posted here. Press releases are distributed on an embargoed basis via Newswise MedWire.
Use of Insignias / Logos
Insignias and logos of the ACR, ARHP and Rheumatology Research Foundation are proprietary marks. Use of these in any fashion, by any entity, for any purpose, is prohibited without the written permission of the ACR. The use of insignias, logos and images that mislead the intended audience to believe that a piece or production is coming from the ACR is strictly prohibited and will result in the denial of future press credentials for all future meetings.
How to Register
To apply for press access to the 2015 ACR/ARHP Annual Meeting, visit http://www.rheumatology.org/About-Us/Newsroom/Media/Press-Pass-Request. All applications are now done online, so you will need electronic versions of your press credentials, photo ID, assignment letter (if applicable), and samples of rheumatology-related coverage you have conducted. Once your application has been reviewed, you will receive confirmation of its approval or denial. If approved, you will then be able to reserve a hotel room at an Annual Meeting affiliated hotel. We will try our best to review and approve/deny applications within three business days.
Guidelines for Submitting Non-ACR Press Materials
The ACR is committed to helping members of the media find the stories in which they are interested. In its continuing effort to do this, the ACR is allowing non-ACR press materials that meet its requirements to be distributed in the ACR Newsroom. The following FAQs provide information on the process for submitting press materials to the ACR Newsroom.
Who is eligible to request their press materials be distributed through the ACR Newsroom?
Any organization or company that has science being presented at the 2014 ACR/ARHP Annual Meeting, or that has a product or device about which science is being presented at the meeting, may request the distribution of its press materials in the ACR Newsroom. The ACR will not allow press materials that address data that has not been publicly released (published or presented in a peer-reviewed format), or materials that address data presented in an unofficial ACR format (e.g., investigators meeting, evening or post-meeting symposia).
Do my press materials need pre-approval?
Yes; all media kits and press releases must be pre-approved* by the ACR and must indicate which abstract is being addressed by the materials.
Press release only: Please send the press release for approval to Bonny Senkbeil via e-mail at firstname.lastname@example.org by Friday, October 16, 2015. The ACR will respond to your request within three business days.
Media kits: Please send an example of the media kit you wish to distribute (packaged as you intend to package for the annual meeting – including all materials you intend to include in the kit) to the American College of Rheumatology; Attn: Bonny Senkbeil/Jocelyn Givens; 2200 Lake Boulevard, NE; Atlanta, GA 30319.
Sample kits must be received by Friday, October 16, 2015. The ACR will respond to your request within three business days of receipt.
Note: Any press releases and kits received after the due date will still be reviewed, but it may take longer for an ACR representative to respond to your request. Anything mailed to the ACR office for approval after TUESDAY, November 1 will not be reviewed prior to the meeting. Your may request on-site approval of media materials, but it is important to note that this approval will take time on site and is not guaranteed.
How should press materials be packaged/displayed?
All press materials (such as press releases, fact sheets, etc.) must be on 8.5 x 11″ paper and can be packaged in a standard 9 x 12″ (or smaller) folder. The folder must be a corporate folder, not a product folder. No give-away items, signage, etc. are allowed in the ACR Newsroom.
Is there a limit on the number of unique press kits we can develop?
Space in the ACR Newsroom is extremely limited, so we are asking companies and organizations to limit their press kits to one corporate folder; that one folder can contain multiple press releases and/or other information as appropriate.
How do I deliver my materials to the ACR Newsroom?
ACR Newsroom staff will accept your initial delivery of up to 100 press kits beginning at 9:00 AM Wednesday, November 4. Each day after, you may replenish your supply at 8:00 AM and 5:00 PM. You may collect any extra kits at 11:00 AM on Sunday, November 8 (Note: any materials still in the Newsroom at 11:30 AM will be discarded).
It is the responsibility of those displaying information in the Newsroom to deliver and pick up all materials at the designated times. ACR Newsroom staff are not responsible for monitoring materials.