American Heart Association/American Stroke Association General Embargo Policies

Summary Explanation of Embargo Policy Who May Receive Embargoed Information Acceptable media credentials for media organizations and freelancers Who cannot register as media

Embargo Policies for News Media Embargo Policies for Researchers/Scientists/Spokespersons Embargo Policies for AHA Writing Committee members Embargo Policies for Institutions/universities/companies/PR agencies Industry Newsroom Policies for Camera Credentials at AHA/ASA Scientific Meetings

Embargoes play an important part in disseminating breaking science-related news to the media and healthcare professionals. Embargoes allow journalists/healthcare professionals the opportunity to receive and discuss all the facts in a timely manner so that they can develop thoughtful, multi-perspective, well-balanced interpretations of study findings. Embargoes are especially important to journalists because they give reporters time to also understand the impact study findings may have on patients and professionals.

 

The American Heart Association/American Stroke Association’s embargo policies as well as penalties for breaking an embargo are outlined in this document. Penalties for breaking an embargo may include, but are not limited to: loss of media credentials to AHA/ASA events, loss of access to pre-embargo materials, possible ban from submitting abstracts for scientific meetings or manuscripts for publication in AHA journals.

 

AHA/ASA will evaluate the circumstances of the violation of its embargo, including information provided by the media outlet, individual or company regarding the embargo break, and make a determination regarding appropriate penalties.

 

 

 

Generally, embargos lift at the time of the AHA/ASA news media activity (news conference, news release, etc.) or the scientific presentation, whichever comes first. This includes abstracts being published in AHA/ASA journals or non-AHA/ASA journals as well as those being promoted in AHA/ASA news media materials and those that are not being promoted by the AHA/ASA.

 

Embargos on journal articles lift the day and time the articles are published online or in print (whichever comes first) by the AHA/ASA. This includes all manuscripts/studies published in AHA scientific journals, including those not being promoted in AHA/ASA news media materials.

 

• AHA/ASA selects specific studies that they proactively promote in their media materials. Regardless of whether or not a study is promoted by the AHA/ASA, everyone must adhere to the association’s embargo policies.
• Embargo dates and times are clearly listed on all AHA/ASA news materials and reflect the time of publication, presentation or participation in an AHA/ASA news conference (whichever comes first).
• The AHA/ASA communications staff provides advance interview opportunities for reporters to talk with researchers whose work is featured in AHA/ASA news media materials. These opportunities are arranged so that reporters can develop their story before the embargo lifts. (Please see below for specific instructions that apply to you). Although advance media opportunities are offered pre-embargo, they do not supersede or override any embargo time associated with the abstract, manuscript or study.

Who May Receive Embargoed Information:

• Reporters, writers, producers and editors with staff credentials from newspapers, magazines, online news services, wire services, radio or television networks and stations.
• Freelancers with approved credentials and/or an assignment letter from an approved media outlet. (Freelancers are required to provide three by-lined articles written for major clients within the past six months.)
• Editors, writers of newsletters created and distributed by universities and hospitals for the public/patient/student.
• Online news services or online outlets that provide daily or weekly coverage of health news.
• Bloggers who are associated with traditional media outlets or those who report on breaking health news on a daily/weekly basis will be allowed to register as media.

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Acceptable media credentials for media organizations and freelancers include:

Industry Newsroom:

• During AHA scientific meetings, companies/institutions/PR agencies may register for access to Industry Newsroom where they may display their media materials. They may not distribute any materials in or around the News Media Center other than in the Industry Newsroom. Media materials relating to a specific study may not be displayed in the Industry Newsroom prior to the embargo date and time.
• The Industry Newsroom is provided for corporate, industry and academic communications and public relations representatives to use as a working room and to display approved materials. A fee is required for registration in the Industry Newsroom. For more information about the Industry Newsroom and how to register for this room, email industry.newsroom@heart.org or call (214) 706-1718.
• All materials must be approved by assigned AHA staff prior to distribution in the Industry Newsroom and may include product news releases and other industry information pertaining to the Scientific Sessions 2010 program and directed to the news media. Certain approved materials may also be made available to the media in the News Conference Room and the Media Newsroom. These materials must be approved by assigned AHA staff and will only be distributed by AHA staff.
• Company representatives may not pass out literature, statements or news releases in or around the adjacent hallways and areas of the News Conference Room or the Media Newsroom.
• Approved materials provided by industry or academia for the media must be submitted to AHA communications staff at least two hours before the presentation for approval.
• Industry/academic news materials must pertain specifically to the presentation at that news conference. Approved materials will be placed in the News Conference Room by AHA staff just before the presentations and will be moved to the Media Newsroom by AHA staff following the presentation.
• General background information and full print media kits may be placed in the Industry Newsroom, but will not be placed in the News Conference Room.
• Public information or public relations officials of universities, government agencies and non-profit organizations whose scientists are presenting research at the meeting are allowed to register as guests in the Industry Newsroom. There is no fee to register as guests. There is a fee for companies or academic institutions to display media materials in the Industry Newsroom.
• Two guests may attend the specific news conferences associated with their organization if they are escorted by an AHA communications staff member. They will not have access to the Media Newsroom.
• Guests will be escorted out of the News Conference Room directly after the presentation.
• Public relations professionals may not conduct business in the News Conference Room or in the hall outside the News Conference Room.
• During news conferences, questions addressed to presenters are limited to registered credentialed media.
• Researchers who are associated with a study to be presented at a news conference may attend a news conference as guests as long as their name appears on the abstract being presented at the news conference.
• Revocation of media or guest credentials. The American Heart Association reserves the rights to revoke or deny attendance of any registered participant, speaker, exhibitor, news media reporter or photographer of presentations or activities at AHA/ASA scientific conferences and meetings.
• Industry and exhibitor events for the news media may not be held during Scientific Sessions operating hours Permission for officially-sanctioned satellite events must be obtained from the AHA Scientific Meetings staff. Media should not be invited and are not permitted to attend investigator meetings
• Non-AHA news materials may not be distributed by e-mail, postal mail or in person until the embargo lifts on the abstract/study, even if they are sent out labeled with the correct embargo date and time.
• Violating this policy is considered an embargo break and penalties apply (see detailed embargo policy).

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Policies for Camera Credentials at AHA/ASA Scientific Meetings:

• No one other than approved news media can shoot video or get camera credentials at AHA/ASA scientific meetings.
• News media who want to shoot video at the meeting must advise AHA Communications staff and then media will receive their camera credentials upon their registration at the meeting.
• Once media receive their camera credentials, they may shoot video in the News Media Center, in the main concourse and in select plenary sessions only.
• B-roll and interviews at the Convention Center during Scientific Sessions and the International Stroke Conferenceis prohibited for non-registered news media (see one b-roll exception below.) The best option for any interviews would be to secure a meeting room or other room at a nearby hotel.
• B-roll exception -- If the company has a booth in the Science and Technology Hall and wishes to have a production crew videotape b-roll of the booth, they must get permission and make arrangements directly with the AHA Exhibit manager. Videotaped interviews are not allowed on the exhibit hall floor.
• All non-media requests for camera credentials should contact Laura Gossett at (214) 706-1847 or laura.gossett@heart.org.

• AHA-credentialed broadcast media wishing to videotape in the Science and Technology Hall, may do so at the Heart Quarters booth only
• Television crews must request permission from AHA communications staff to videotape in the Science and Technology Hall and must be escorted during the taping in the Science and Technology Hall. 
• AHA will provide at least one pre-determined location for broadcast television crews to lockdown a tripod and videotape general B-roll of activity in AHA Heart Quarters Exhibit only. No roaming photography is allowed. 
• Videotaping specific B-roll of other exhibit booths is prohibited.
• Videotaped interviews are prohibited in the Science and Technology Hall. All exhibitor interviews must be conducted outside of the main Science and Technology Hall area.
• Science and Technology Hall B-roll may only be taken Sunday, 1 p.m. to 5 p.m., local time, Monday, 11 a.m. - 5 p.m. local time, and Tuesday, 11 a.m.-2 p.m. local time, with an AHA escort.
• The AHA/ASA retains the right to cancel videotaping in the Exhibit Hall should it become disruptive or potentially impact the safety and security of participants.