American College of Cardiology
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MEDIA & COMMUNICATIONS POLICIES
1
MEDIA & COMMUNICATIONS
The American College of Cardiology’s 68th Annual Scientific Session, ACC.19,
will be in New Orleans, Saturday, March 16 – Monday, March 18, 2019. 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
POLICIES
Relations Associate Director Nicole Napoli, nnapoli@acc.org.
GENERAL EMBARGO SOCIAL MEDIA
POLICY Communicating about the ACC Annual
Scientific Session by way of social media is
Late-Breaking Clinical Trials and Featured
encouraged within embargo restrictions.
Clinical Research are embargoed until
Photographs from ACC.19, including
the start of the session in which they are
images of single slides from sessions, are
presented. Posters and Oral Presentations
allowed to be shared via social media.
are embargoed until official publication
The Twitter hashtag for the 68th Annual
in the meeting proceedings, which is
Scientific Session in New Orleans is
approximately two weeks before the start
#ACC19. Follow @ACCMediaCenter and
of the meeting. Some abstracts may be
@ACCinTouch for meeting updates.
held longer or released earlier to support
additional media promotions.
FOR MORE INFORMATION, SCROLL
Lead authors of these abstracts will be DOWN OR FOLLOW THE LINKS TO:
notified in advance if this occurs, and lead
authors are responsible for notifying all
authors and other relevant stakeholders COMMUNICATIONS
of the embargo time. Members of the
media, investigators, organizations issuing
POLICIES
press releases and others with access to
research accepted for presentation during
FOR JOURNALISTS
the ACC Annual Scientific Session are
required to abide by the embargo policies.
Violation of ACC embargo policies can
COMMUNICATIONS
result in removal of the research from the POLICIES
scientific program, removal of individuals
and/or companies from the meeting,
FOR INDUSTRY
revocation of media credentials, and/or
withdrawal of embargo access for one year
for journalists and/or news organizations.
COMMUNICATIONS
POLICIES
FOR INVESTIGATORS2
MEDIA & COMMUNICATIONS
FOR JOURNALISTS
MEDIA REGISTRATION
POLICIES
To qualify, journalists must register and must be
Media registration for ACC.19 begins in the fall prepared to provide the following:
of 2018. Properly credentialed members of the • Media identification (such as an international,
media receive access to complimentary media accredited press pass or an official media-
registration, an embargoed press kit, daily press outlet-issued credential)
briefings, additional interview opportunities
• Examples of the journalist’s work, preferably
and access to the on-site Media Center, which
with bylines, that represent the type of
includes workspace, interview rooms and the
news coverage they expect to generate at
Exhibitor Newsroom.
the ACC Annual Scientific Session. (Scientific
research studies/papers, textbooks, textbook
MEDIA REGISTRATION chapters and continuing medical education
QUALIFICATIONS AND •
materials do not qualify as news coverage)
Journalists who received credentials for
REQUIRED DOCUMENTATION previous ACC meetings must submit bylined
Journalists who are employed by accredited coverage of the previous meetings.
news organizations attending the ACC Annual • If meeting coverage is behind a paywall,
Scientific Session for the purpose of developing journalists must provide the ACC with a user
editorial news coverage of the meeting are name and password for full access to the
eligible for media credentials. Registration at website. This access will be used solely for the
previous ACC meetings does not guarantee purpose of verifying eligibility and confirming
approval. coverage post-meeting.
To be eligible for media registration, journalists
FREELANCE JOURNALISTS must provide a
in all categories must be directly involved in the
letter of assignment from a qualified publication or
creation of news content for organizations that
media outlet in addition to the items listed above.
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-sponsor publications)
• Advertisers, sponsors, paid editorial and
other funding sources are clearly identified3
MEDIA & COMMUNICATIONS
FOR JOURNALISTS (CONTINUED)
• Industry representatives
NEWSLETTER MEDIA must submit three • Staff or freelancers representing
issues of the newsletter and copies of non-media websites and/or for-profit
three bylined news articles. Newsletters company websites that do not have
POLICIES
must also describe how the publication is independent editorial staff
distributed and details about the audience.
If a representative was registered as media • Publishers, executive staff, sales
at a previous ACC meeting, at least one representatives, advertising, marketing
of the newsletter issues submitted must and public relations personnel
include the resulting editorial coverage, associated with books, magazines,
and at least one issue must demonstrate broadcast outlets, websites or other
the newsletter provides original, regular, media outlets
ongoing editorial news content that • Writers, editors or contributors to single-
meets the criteria for news organizations. sponsor publications, including in-house
Newsletter media that meet the above or industry publications or websites
criteria may register one representative. • Personnel who work in their
organization’s exhibit (Individuals who
REPRESENTATIVES FROM ONLINE work in the exposition must register
TRADE MEDIA, BLOGS, MEDICAL as exhibitors. Dual registration is not
PUBLISHING COMPANIES, HEALTH allowed. These personnel may be eligible
CARE ASSOCIATION PUBLICATIONS for access to the Exhibitor Newsroom.)
AND UNIVERSITY PUBLICATIONS must
• Representatives of organizations that
provide representative samples of past
produce publications, videos and/or
work. The publication/media outlet they
other media intended for internal use,
represent must produce/publish regular
marketing, advertising, financial analysis
and ongoing original news coverage, have
or public relations purposes
editorial freedom and, if sponsored, have
multiple sponsors that are clearly identified • Representatives from medical education
(single-sponsor outlets are not eligible). companies attending the ACC Annual
Scientific Session for the purpose of
DOCUMENTARY FILM CREWS AND creating continuing medical education or
VIDEO PRODUCTION COMPANIES must other commercial educational content or
submit a written request no less than three recruiting writers
weeks prior to the start of the meeting that • Editors, writers and scientific advisory
includes information about the company, board members for journals that do not
the purpose of attending the meeting, a have editorial news sections (For journals
synopsis of the film/video/documentary with editorial news sections, only
and information on the sources of financial personnel directly involved in gathering
support for the project. and writing independent news coverage
in a regular news section are eligible with
appropriate documentation.)
WHO IS NOT QUALIFIED FOR MEDIA
• Staff from public relations firms,
CREDENTIALS?
advertising agencies or production
The following are not eligible for media
companies
credentials or access to the Media Center
and embargoed media materials. • Representatives of corporate, academic
• Financial or industry analysts or hospital public relations, advertising4
MEDIA & COMMUNICATIONS
FOR JOURNALISTS (CONTINUED)
or marketing departments
• Physicians and other medical providers FILMING, VIDEOTAPING, AUDIO
seeking Continuing Medical Education RECORDING AND PHOTOGRAPHY
credit. The appropriate paid registration • Camera tags are required for media
POLICIES
is required to obtain CME credit/ using professional grade photography
documentation equipment, which is defined as cameras
with interchangeable lenses, and all
• Individuals reporting meeting news via
video cameras and camcorders whose
social media platforms only
primary function is videography.
• Camera tags are required for anyone
ON-SITE GUIDELINES FOR with a media badge and any type of
JOURNALISTS ACTIVITIES camera wishing to take photographs or
NOT ALLOWED video in the general exhibit hall, including
• Sales, marketing or representing a Learning Destinations.
company for the purposes of obtaining
advertising, subscriptions, selling video • Camera tags are NOT required for
production, or other products or journalists using non-professional grade
services from any registrant or exhibitor still cameras or camera phones taking
photographs, video or audio to aid
• Misrepresentation of role or activities to in developing original news coverage
obtain media registration outside the exhibit hall or for single
• Sharing or distributing embargoed media images to illustrate original coverage
materials beyond those immediately within guidelines provided.
involved in development of the news • Registered media may photograph,
coverage prior to the end of the videotape or record audio from any ACC
embargo press conference, in designated areas
• Developing materials or collecting within and immediately outside the press
materials to assist in development of conference room, and in interview rooms
continuing medical education programs in the media complex with the express
or materials. Soliciting presenters permission of individuals appearing in
or writers for CME programs or the video.
publications • Registered media may take photos
• Soliciting manuscripts (non-flash only) and record audio in the
• Publishing or posting presentation poster hall and in the session rooms for
slides, news conference slides, abstracts use in developing or illustrating original
or posters or substantial portions of coverage or for social media purposes
these materials with the exception of (See Social Media section for more
images of single slides from sessions information). Video is not permitted in
shared via social media. (Slides, posters the poster hall or session rooms at any
and other presentation materials are time. Substantial portions of posters,
provided to the media solely to assist presenter slides and presentations
in the development of original news may not be photographed, copied or
coverage and not for copying, sale or reproduced in any form for resale or
redistribution.) replayed for commercial use.5
MEDIA & COMMUNICATIONS
FOR JOURNALISTS (CONTINUED)
• Registered media may video record not distribute or publish the information
in most other public areas of the while the embargo is in effect. The embargo
convention center with permission of policy also applies to news releases or other
participants whose images could be communications from outside organizations
POLICIES
captured so that they are identifiable. that include embargoed information
• Photography, videotaping or recording scheduled for presentation at the ACC
must cease if it is deemed unwanted, Annual Scientific Session.
disruptive, or a hazard by any
representative of ACC. The ACC reserves the right to bar from
this and future Scientific Session events
• Registered media with official ACC any registered media representative
camera tags may photograph and/or who attempts to obtain advertising
record video of the general Exhibit Hall or subscriptions from any exhibitor or
with explicit permission from individual registrant, who promotes the marketing
participants and exhibiting companies objectives of a single company or institution,
whose booths, images or trademarks or who otherwise misuses media privileges
are captured. Media personnel must to engage in activities other than journalistic
obtain prior permission from the specific pursuits.
exhibiting companies before taking
photographs, audio recordings or video All meeting materials including but not
recordings of (or within) individual limited to slides, news conference slides,
booths. abstracts, posters or any substantial portion
• Registered media personnel must obtain of the above mentioned materials are owned
prior permission from the ACC Expo by the American College of Cardiology. The
Department and specific Learning American College of Cardiology reserves
Destination participants before taking all copyrights in meeting materials including
photographs or video of (or within) but not limited to the materials mentioned
Learning Destinations. Contact ACC above.
Media Relations staff for assistance
getting permission. By accepting a complimentary media
registration, journalists agree to abide by
VIOLATION OF ACC POLICIES ACC embargo policies related to studies
By accepting a media registration for the scheduled for presentation during the
ACC Annual Scientific Session or accepting Scientific Session. Violations of the embargo
ACC embargoed materials through email, policy can result in expulsion from the
fax, regular mail, from the ACC’s media meeting, revocation of media credentials for
kit, thumb drive or embargoed media the current year and next year, and removal
newsroom website, journalists acknowledge from access to embargoed ACC journal
the embargoed information is for their use information.
in preparing media coverage and they will6
MEDIA & COMMUNICATIONS
FOR INDUSTRY
through the Ancillary Event Request Website
EMBARGO POLICY
POLICIES
approval process. Only ACC.19 exhibitors,
Each year a limited number of studies accepted universities and nonprofit organizations may
for presentation during the ACC Annual Scientific request permission to hold investigator meetings
Session are featured in the ACC press program. (visit www.expo.acc.org for more information).
The ACC will notify lead investigators if their
submission has been selected for inclusion in the
official ACC press program. The ACC welcomes the
REQUIRED DISCLOSURES
participation of institutions in promoting research to If a company believes that it is required for legal
be presented at the ACC Annual Scientific Session. reasons to release information about a study prior
All promotions must fall within the ACC Embargo to the end of the embargo, the company must notify
Policy and the ACC’s Communications Policies the ACC Media Relations Department in advance
for Industry. For questions, please contact ACC in writing. The written notification must provide
Media Relations Associate Director Nicole Napoli, the legal rationale for requiring early disclosure.
nnapoli@acc.org. Notification must also include who would receive
the information, how and when the information
would be disclosed, and a description, template
PROMOTIONAL MEDIA ACTIVITIES release, or copy of any press releases or other
Organizations with an interest in research being public statements that would be distributed. With
presented at ACC.19 may not conduct promotional appropriate advance notice, the ACC can provide
media activities that disclose results of the research general advice about how such disclosures might
prior to the end of the embargo period or during impact its inclusion/continued inclusion in the ACC
the official program times of the ACC meeting. program. The ACC reserves the right to remove the
Promotional media activities refer to any activities presentation from the Late-Breaking Clinical Trials
that involve multiple news media outlets, satellite program, to remove the study from consideration
media tours or corporate receptions. for a press release or other promotions, or to
remove the study from the scientific program
If a member of the media breaks an embargo as entirely.
a result of an organization sharing information or
conducting an interview prior to the end of the
embargo, the ACC may enforce sanctions against
the reporter or media outlet and/or the researcher
and organization that released information ahead of
the embargo release.
INVESTIGATOR MEETINGS
Embargoed research can be discussed during
closed investigator meetings for participants in
the trial. These meetings must be held at the ACC
Annual Scientific Session, provided they are held
during the designated time slots as outlined in
the Ancillary Event Guidelines and are approved7
MEDIA & COMMUNICATIONS
FOR INDUSTRY (CONTINUED)
EXHIBITOR NEWSROOM Releases must be submitted to Media
Relations Associate Director Nicole Napoli,
Exhibitors can register staff members for nnapoli@acc.org, for review at least two
POLICIES
access to the Exhibitor Newsroom, which weeks before the start of the meeting with
includes workspace, Internet access and “ACC.19 Press Release for Review” in the
the opportunity to include approved press subject line. Releases submitted within two
releases related to the meeting in the online weeks of the meeting cannot be guaranteed
press kit. For more information or to timely approval and may not be eligible for
register for the Exhibitor Newsroom, visit inclusion in the exhibitor newsroom or online
www.acc.org/exhibitor-newsroom. media kit.
PRESS RELEASE SUGGESTED SCIENTIFIC
GUIDELINES SESSION/ACC LANGUAGE
Press releases announcing activities at the
ACC Annual Scientific Session must meet
FOR PRESS RELEASES
the following guidelines: The American College of Cardiology
• Include a reference to the ACC Annual Annual Scientific Session brings together
Scientific Session in the body of the cardiologists and cardiovascular specialists
release, preferably in the first two from around the world each year to share
to three paragraphs. Suggested the newest discoveries in treatment and
language for identifying the meeting: prevention. Follow @ACCMediaCenter,
“. . . presented at the American College @ACCinTouch and #ACC19 for the latest
of Cardiology’s 68th Annual Scientific news from the meeting.
Session.”
The American College of Cardiology
• Include presentation time and forum is a medical society that serves as
at the meeting for presentations the professional home for the entire
referenced cardiovascular care team. The mission of
• Abide by embargo policies (Press the College is to transform cardiovascular
releases with embargoed information care and to improve heart health. The ACC
cannot be distributed until after the end leads in the formation of health policy,
of the embargo period.) standards and guidelines. The College
• Do not suggest an endorsement of a operates national registries to measure and
product or service by the American improve care, provides professional medical
College of Cardiology. Releases may education, offers cardiovascular accreditation
provide background paragraphs about to hospitals and institutions, disseminates
the Scientific Session and/or the ACC, cardiovascular research and bestows
but not as a boilerplate that suggests it is credentials upon cardiovascular specialists
an ACC-sponsored release. who meet stringent qualifications.
• Must not be scientifically misleading or
ethically questionable8
MEDIA & COMMUNICATIONS
FOR INDUSTRY (CONTINUED)
MEDIA REGISTRATION
LISTS
POLICIES
The ACC Annual Scientific Session typically
registers more than 250 medical, health,
general news and business reporters from
U.S. and international trade publications,
newspapers, wire services, popular news
outlets and health information websites. The
ACC does not share, rent or sell current or
past media registration lists in any form.
ACCESS TO MEDIA
CENTER
Public relations and industry representatives
will not have access to the Media Center,
except for the Exhibitor Newsroom with
the appropriate registration. Company
or product literature, statements or news
releases may not be distributed in the
adjacent hallways and areas around the
Press Conference Room or Media Center,
and industry representatives 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 identified for Abstracts accepted for poster or oral
additional media promotions, abstracts accepted presentation at the ACC Annual Scientific
for presentation in poster sessions or as oral Session will be published to coincide with the
presentations are under embargo until they are Session as an online supplement to the Journal
posted in the online program, Monday, March 4, of the American College of Cardiology (JACC).
2019, at 8 a.m. Eastern Time. Authors will be notified Abstracts not accepted for presentation are
of a different embargo time if their abstract is not published and will not be disclosed outside
identified for media promotion. of the ACC and persons associated with the
selection process.
Abstracts accepted as Late-Breaking Clinical
Trials or Featured Clinical Research remain under Responsibility for compliance with any disclosure
embargo until the scheduled start of the session or nondisclosure requirements resides with
in which they are to be presented. Contact ACC researchers and/or research sponsors.
Media Relations Associate Director Nicole Napoli,
nnapoli@acc.org, if you have questions about
embargo times.
Abstracts accepted for presentation in any format
at the ACC Annual Scientific Session may not
be presented at other U.S. national meetings or
international meetings held in North America or
published in journals prior to the embargo time
set by the ACC. See important instructions below
for studies being considered for simultaneous
publication.
Presentation or discussion of scientific research
results at industry events or press conferences
prior to the scheduled ACC Annual Scientific
Session & Expo scientific presentation is considered
an embargo break and strictly forbidden, except
in closed investigator meetings that meet
requirements outlined in Industry Event Guidelines.10
MEDIA & COMMUNICATIONS
FOR INVESTIGATOR (CONTINUED)
SIMULTANEOUS PEER- the ACC Media Relations Department to
assist in development of press materials
REVIEWED JOURNAL and/or to plan participation in a press
POLICIES
PUBLICATION conference. Investigators whose abstracts
are accepted are obligated to cooperate
If an accepted work is being considered in these promotional activities if asked.
for publication in a peer-reviewed journal, Embargo release times for abstracts chosen
it is the responsibility of the author or for promotion may be different than other
presenter to notify the journal of the abstracts in the same category. ACC Media
scheduled presentation at the ACC staff will communicate actual embargo
Scientific Session and to notify the ACC information to the author identified in the
Media Relations Department immediately of submission process as the lead author. The
the publication’s name and a contact at the author is responsible for communicating
journal. Many journals have expedited online embargo information to all other authors
publication, which can move very quickly, and relevant stakeholders. These abstracts
so it is important to promptly communicate may also be withheld from the initial online
information about possible publication in posting of the meeting proceedings.
order to avoid an embargo violation, which
could result in the research being removed
from the ACC Annual Scientific Session PRESS BRIEFINGS
program. Investigators presenting research at an
ACC press briefing are permitted to invite
If your research is being considered for other authors named in the study plus one
publication, immediately contact ACC company or institutional representative
Media Relations Associate Rachel Cagan, to attend the briefing and must submit
rcagan@acc.org. The ACC will coordinate the names of these guests to ACC staff
simultaneous release with the publication. in advance. Guests of press briefing
participants may not engage in promotional
PROMOTION/PRESS discussions during the briefings, inside the
briefing room or immediately outside the
CONFERENCES briefing room.
A limited number of abstracts will be chosen
These policies were last updated July 20, 2018, and
for additional promotion by the ACC Media
are subject to change. Please check with the ACC
Relations Department. Promotion may Media Relations Department for further updates.
include participation in a press conference
and/or a press release or inclusion in tip
sheets for the media. Investigators whose
work is chosen for a press conference
and/or press release will be contacted byYou can also read
