2017 AACE Scientific & Clinical Congress:
May 16th – May 20th, 2018, Boston, Massachusetts
Friday, March 9th – Monday, May 7th, 2018
Guidelines for Members of the Media
ELIGIBILITY and REGISTRATION
The American Association of Clinical Endocrinologists provides complimentary registration to credentialed members of the media (print, broadcast and online media) for the purpose of editorial coverage of the AACE 27th Annual Scientific & Clinical Congress. This includes all Annual Congress general sessions, Meet-the-Experts sessions (at the discretion of the Expert speakers) and admission to the Exhibit Hall.
Representatives registering as media must represent the editorial staff of a media outlet. This does not include advertising, marketing or sales staff of a publication, broadcast/internet media outlet, or other entity such as book authors/publishers; CME providers; corporate investment and institutional publications; exhibitors; pharmaceutical company officers, sales staff and marketing professionals; print and online promotional company representatives; and marketing/advertising/public relations firm representatives.
Although on-site registration is permitted, pre-registration is strongly recommended. The deadline for media pre-registration is Monday, May 7th.
At the time of your online registration to attend Annual Congress, you will be asked to provide at least one of the following items:
- Links/files for a minimum of three (3) bylined news stories on endocrinology-related topics written within the past year
- A letter of assignment on the letterhead of the news organization you will be representing (for freelance journalists)
- Media identification (such as an international press pass)
- Social media, Blogs and online news outlets/patient education groups: Traffic data from a third-party source.
Media registrants may not use their access to scientific and educational sessions to promote or sell any products or services to attendees or exhibitors, including distribution of any promotion collateral materials.
Information regarding media registrants is proprietary. AACE will not distribute, rent or sell current, past or onsite media registration lists.
Registered media are required to wear their AACE Congress badges at all times while attending Congress activities.
AACE provides a dedicated Media Room to serve as a workplace exclusively for members of the media. The Media Room is located at the Boston Hynes Convention Center. Lights snacks and beverages will be served to registered media members in the Media Room each day of the Annual Congress.
We also offer two private interview rooms for media use only, located adjacent to the Media Room at the Boston Hynes Convention Center. Use of the rooms is scheduled in 30-minute increments on a first-come, first-served basis. Use of the interview rooms is limited to 4 interviews per day per media representative. To schedule time in the interview rooms, please contact Jbfreiha@aace.com or firstname.lastname@example.org.
Whenever possible, it is strongly recommended that interviews be arranged in advance with interviewees; AACE Public and Media Relations staff will be on site to help facilitate requests for one-on-one interviews with AACE leadership and Annual Congress presenters.
Ad hoc or man-on-the-street interviews with meeting attendees are permitted in public areas when they do not interfere with the flow of meeting activities and foot traffic.
Use of Still and Video Cameras/Recording Devices
Media may use a hand-held audio recording device during scientific and educational sessions for reference purposes to assist in writing stories. No part of audio recordings made during sessions may be used for broadcast purposes or other commercial use.
Video recordings of sessions are not permitted in the session. No photos or videos are allowed in the Annual Congress Exhibition Hall.
Annual Congress Abstracts and Press Releases
In advance of its Annual Congress, AACE publishes online the content of scientific abstracts that have been accepted for poster presentations and oral presentations. All accepted abstracts will be posted at the AACE Annual Meeting website (am.aace.com) two weeks prior to the Annual Congress and as a supplement to the Association’s peer-reviewed journal, Endocrine Practice. However, the content of these abstracts is embargoed. Further details regarding embargo dates are forthcoming.
Academic institutions and private organizations may issue a press release about information contained in the abstract to coincide with the posting of an AACE Annual Congress abstract on the AACE website. However, AACE continues to require that any information that goes beyond the information contained in the abstract (e.g., discussion of the abstract done as part of a scientific presentation or presentation of additional new information that will be available at the time of the meeting), is under embargo until the designated date and time listed above.
Likewise, press releases for select Annual Congress presentations, abstracts and/or posters will be available for review at www.media.aace.com/press_releases approximately two weeks prior to the Annual Congress. However, releases also are embargoed until specified dates and times. Please refer to the embargo date listed on each release for this information. AACE strictly enforces its embargo policy, which prohibits the distribution or publication of the contents of abstracts and press release information ahead of the embargo date and time. News media are required to abide by the embargo and confidentiality policies governing AACE’s Annual Congress. Failure to do so will result in IMMEDIATE SUSPENSION of media credentials
If you have any questions regarding an embargo date and time, please contact Mary Green, Assistant Director of Public and Media Relations, at email@example.com.
Only press releases produced by AACE can be distributed in the Media Room. No press conferences arranged by other organizations are allowed in either the Media Room or Interview Room.
We are pleased you will be attending the AACE Scientific & Clinical Congress and invite you to follow us on Twitter and Facebook to update your followers on the latest news coming from Congress. Our Facebook Page is located at www.facebook.com/TheAACE and our Twitter Page is located at https://twitter.com/TheAACE. AACE’s Instagram page is: aace_pics.
The Twitter hashtag for the AACE 27th Annual Scientific and Clinical Congress is #AACE2018