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Press Credentials, Policies, and Guidelines

How to Obtain Press Credentials

The American Association for the Study of Liver Diseases appreciates your interest in covering The Liver Meeting® and is happy to provide credentialed media with complimentary press registration. Below are the steps to apply for press credentials.

Step 1: Review Policies and Guidelines

AASLD has updated its policies and guidelines for press credentials. Review these to ensure you meet the eligibility requirements.

Email emeadows@aasld.org with questions.

Step 2: Gather Bylined Coverage

Be prepared to share a link to recent bylined coverage. If the coverage is behind a paywall, provide a login and password to Erin Meadows at emeadows@aasld.org. AASLD will not search for coverage.

Once your registration has been submitted, further credentials (business card, press pass, assignment letter, etc.) may be requested to finalize your registration.

Step 3: Register Online

All press are encouraged to register online in advance by November 3 to ensure a faster check in at the Meeting.

Press who do not register online by November 3 can register onsite at Registration. Please note, registering onsite will include a wait time. Press credentials (a printed, bylined copy of recent coverage and/or an assignment letter) will be required for onsite registration.

Step 4: Pick up your press badge

Press are required to check in at Registration to receive their press badge. This badge will give you access to general sessions, the Exhibit Hall and Poster Area as well as the Newsroom and Press Conference Room.

Press Policies and Guidelines

The American Association for the Study of Liver Diseases appreciates your interest in covering The Liver Meeting® and is happy to provide credentialed media with complimentary press registration.

Below you will find a complete listing of the eligibility requirements, guidelines and policies for members of the press who wish to attend The Liver Meeting®Please read all of the sections below carefully, as there have been updates to our policies.

General Information

  • The Newsroom is open to credentialed media representatives only. All journalists are encouraged to pre-register by November 3 and can pick up their badges onsite at Registration.
  • AASLD does not share media lists.
  • Coffee, tea, lemonade and afternoon snacks are provided in the Newsroom on a first-come, first-served basis.

Follow the meeting on social media using: aasld.org/twitter #LiverMtg16aasld.org/facebookaasld.org/linkedinaasld.org/instagram, and aasld.org/youtube.

Embargo Policy

Accepted abstracts are made available to the public on the AASLD website in early October, and are published in the October supplement of HEPATOLOGY. Late-breaking abstracts are available to the public on the AASLD website in late October, and are published in the December issue of HEPATOLOGY. Information contained in those abstracts may not be released until the abstracts appear on the AASLD website. Academic institutions, private organizations, and companies with products whose values may be influenced by information contained in an abstract may issue a press release to coincide with the availability of an abstract on the AASLD website. However, information beyond that contained in the abstract, e.g., discussion of the abstract done as part of a scientific presentation or presentation of additional or new information that will be available at the time of the meeting is embargoed from release to the general public until Friday, November 11 at 8:00 AM Eastern Time.

Information released prior to this day is a violation of the AASLD Abstract Embargo Policy and the abstract is subject to withdrawal from The Liver Meeting® program. Authors are responsible for notifying financial and other sponsors about this policy.

AASLD may allow for exceptions, on a case-by-case basis, to the Abstract Embargo Policy for compelled disclosures mandated by federal securities laws. However, AASLD requires the company President, General Counsel, or other appropriate official of a company seeking such an exception to attest in writing to the specific facts in support of the request, including exactly how the securities laws are implicated, with statutory citation(s). General statements of the need to comply with the law will not be considered sufficient. Requests for an exception must be sent to AASLD. AASLD requires a minimum of five (5) days from receipt of the request to evaluate the request. In granting an exception, AASLD requires the company to state in their public disclosure that the complete and final results will be presented at The Liver Meeting®. AASLD will also require the inclusion of unreleased and unique data in such a presentation at The Liver Meeting®.

Public release of a journal article relevant to the abstract will be considered an exception to the Embargo Policy if at the time of the abstract submission deadline, the decision concerning the manuscript had not been revealed to the authors.

Press Eligibility

Journalists, and contributing freelancers, employed by a recognized news organization are eligible to apply for press registration. To be eligible for press registration, media in all categories must be directly involved in the creation of news content for organizations that meet these criteria:

  • Publish original editorial news coverage in a regular news section
  • Have complete editorial freedom from advertisers, funders and/or sponsors
  • If sponsored, the outlet has multiple sponsors (no single-sponsored publications)
  • Advertisers, sponsors, paid editorial, and other funding sources are clearly identified

Bloggers

Bloggers will receive press credentials on a case-by-case basis. Please include a link to recent liver disease, hepatology or health care science coverage with your registration for credentials. 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).

Photographers/Videographers

Photographers, videographers, and/or other members of the multimedia team accompanying credentialed news outlets may register as media and provide a link to recent coverage from their team. Further credentialing may be required during the approval process.

NOTE: AASLD has the right to inspect the credentials of anyone registering as media and reserves the right to refuse to register any individual as press.

Ineligible Registrants

The following individuals are not eligible for press registration or access to the Newsroom:

  • Individuals who receive exhibitor passes
  • 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
  • Editors, writers, and scientific advisory board members for journals that do not have editorial news sections
  • Companies or organizations producing publications, videos, and/or other electronic media intended for internal use, marketing, advertising, financial analysis, or public relations purposes
  • 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 Liver Meeting®
  • Media who produce a communications vehicle that uses the AASLD’s name or logo, or The Liver Meeting® name/logo to imply endorsement from AASLD

NOTE: AASLD prohibits the development of CME content based on information presented at its meetings. CME writers and editors, and those writers and editors working on behalf of organizations that have written CME based on AASLD meetings, are not eligible for press passes.

Prohibited Activities

  • Sales, marketing or representing a company for the purposes of obtaining advertising, subscriptions, selling photography/video production, or other products or services from any registrant or exhibitor
  • Misrepresentation of role or activities to obtain media registration
  • Sharing or distributing embargoed materials prior to the end of the embargo
  • Developing or assisting in the development of continuing medical education programs
  • Soliciting presenters and/or attendees for inclusion in CME programs
  • Publishing or posting presentation slides, live streams of meeting presentations, or sharing copyrighted meeting materials without written permission. See copyright policy for more information.

Press Conference Policy

AASLD will hold a press conference highlighting select research coming out of The Liver Meeting®. This press conference is an opportunity for invited investigators to share their findings with members of the media. Press releases are drafted for these studies and submitted to registered press under an embargo prior to the start of the Meeting.

Press conferences are not open to the public; however, one representative from each company may attend the press conference (which is held in a space distinct from the Newsroom). Company representatives must check in with Newsroom staff 30 minutes prior to the start of the conference and must remain silent through the duration of the conference (i.e., no asking or responding to questions). Additionally, company representatives may not approach media in the press conference room.

The Liver Meeting® Access

Credentialed media have access to all general sessions, the exhibit hall and poster area. Access to pre-conference and ticketed events with limited enrollment, such as the Postgraduate Course and Basic Science Symposium, are restricted to ticket holders only. Press wishing to attend these events are encouraged to purchase a ticket.

Video/Audio Recording

Filming in The Liver Meeting® Exhibit Hall and poster area is prohibited.

Television and video crews are required to check in immediately at the Newsroom each day.

Television and video crews must be wearing press badges. Shooting schedules must be provided to AASLD staff in the Newsroom on the first day of the meeting.

Permission of the speaker and moderator must be obtained by the journalist before recording or photographing presentations (including Posters). Artificial light and flash photography cannot be used during presentations. Handheld audio recorders and still cameras are acceptable, assuming that intellectual property copyrights are respected.

Under no circumstances may presentations be rebroadcasted.

Any images from the meeting should be credited to The Liver Meeting® 2016.

Copyright Policy

Reproduction of materials such as abstract data, posters, presentation slides, etc. requires 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.

Requests to reproduce excerpts of abstracts or poster presentations must be through the publisher. These requests should be addressed to permissions@wiley.com.

Journalists violating copyright may have their press credentials denied the following year.

Use of Insignias and Logos

Insignias and logos of the AASLD, The Liver Meeting® or AASLD Foundation are proprietary marks. Use of these in any fashion, by any entity, for any purpose, is prohibited without the written permission of AASLD. The use of insignias, logos and images that mislead the intended audience to believe that a piece or production is coming from the AASLD is strictly prohibited and will result in the denial of press credentials for future meetings.

Dedicated Websites and Newsletters

If you intend to present coverage of The Liver Meeting® in a dedicated website or newsletter, please include the following disclaimer at the top of your piece: This information is brought to you by [insert organization name] and is not sponsored by, nor a part of, the American Association for the Study of Liver Diseases or The Liver Meeting®. Additionally, you may not use the AASLD or The Liver Meeting® logos or names to imply affiliation.

AASLD reserves the right to request promotional activities violating this policy be edited or removed. Failure to comply with these guidelines may result in loss of press credentials for future meetings.

Media Information for Exhibitors

The Newsroom is open to credentialed media representatives only. Exhibitors and public relations professionals are not allowed inside the Newsroom and are asked to refrain from loitering outside of the Newsroom.

The AASLD Newsroom is the only official Newsroom of The Liver Meeting®. No other Newsrooms are permitted.

All exhibitors are expected to comply with all rules and regulations set forth by AASLD and The Liver Meeting®.

AASLD does not share media lists. Media who cover The Liver Meeting® include trade and consumer media; international and US.

AASLD does not allow exhibitor press materials inside the Newsroom. There will be a table for these materials outside the Newsroom. Exhibitors may leave one company press kit on the table and are responsible for monitoring and refilling their supply throughout the meeting. These materials must be in reference to research being presented at the meeting and must include the corresponding abstract number. Press materials on research presented during the meeting must be given attribution to The Liver Meeting® 2016. NOTE: AASLD does not review/approve press materials. Exhibitors are responsible for reviewing and adhering to the Embargo Policy and should refrain from using the AASLD logo, The Liver Meeting® logo and should not imply endorsement from AASLD. AASLD has the right to remove press materials that do not meet these requirements. Finally, AASLD will discard any materials left on the table at the close of the meeting.

One representative from each company may attend the press conference (which is held in a space distinct from the Newsroom). Company representatives must check in with Newsroom staff 30 minutes prior to the start of the conference and must remain silent through the duration of the conference (i.e., no asking or responding to questions). Additionally, company representatives may not approach media in the press conference room.

Outside Press Conferences

Press conferences held by exhibitors or other groups (outside of AASLD’s official press conference) are considered “outside press conferences” and must be held outside of official meeting hours and outside of the convention center; groups are responsible for securing their own space.

Outside press conferences may not be promoted in the Newsroom. Exhibitors can include mention of press conferences in their one press kit (left on the table outside of the Newsroom).

Groups planning to hold press conferences must register their conferences with Erin Meadows at emeadows@aasld.org and include the following information: Date, time, location and topic of press conference.