Media and Public Relations Policies and Procedures
The San Antonio Breast Cancer
Symposium is presented by UT Health Science Center San Antonio, Baylor College of Medicine and the American Association for Cancer Research. It brings together breast cancer researchers
and clinicians from around the world, providing
an ideal format to present for the first time
new and late breaking data as well as other pertinent
information, including diagnostic developments.
We welcome and encourage news media and corporate
and institutional public relations professionals
to attend and participate in this annual Symposium.
Valid credentials are
required of every journalist in order to complete registration.
Credentials
Press & media staff: Company press ID
Freelance: Signed note on client letterhead confirming assignment to cover SABCS
Media registration form
Fax Media registration form along with valid credentials to Jill Byrd, Assistant Director of News and Information, at 210-450-1686.
Contact Information: CTRC at the UT Health Science Center San Antonio, Jill Byrd, Assistant Director of News and Information, Telephone 210-450-5550 Fax 210-450-1686 E-mail: Byrdj@uthscsa.edu.
The News and Information office at CTRC at the UT Health Science Center coordinates
all press activity at the Symposium and will provide
the following to all registered news media:
An advance press advisory with the published book of abstracts.
A press work room with laptop computer hookup
capabilities and a television monitor to view
speaker presentations on closed circuit TV.
Media rooms for one-on-one interviews will be available.
A message board in the press room for posting
of announcements, press conferences, meetings,
and other General information pertinent to the
Symposium.
Still cameras are granted access to all areas of the Symposium. “Flash” photography is not allowed in order to minimize disturbance to attendees.
Video cameras are granted access to the Registration area and press room. Access to other areas of the Symposium requires pre-approval from SABCS.
Media invited to attend the Symposium are defined
as but not limited to: newspapers and magazines;
medical health and trade publications; wire services;
commercial and public television; commercial and
public radio; online media.
All media are required to abide by the embargo
policies published for the Symposium. Coverage
of any presentation, whether oral or abstract,
is prohibited before the actual time of the presentation.
All media attending are required to wear their
Symposium media nametag/ribbon at all times while
on-site.
There is no charge for media to attend the Symposium,
although registration is required. News media
representatives are required to submit appropriate
media credentials when registering. Those credentials
can be in the form of a letter of assignment,
business card, or other materials to identify
the individual as a bona fide media representative.
Corporate and institutional public relations representatives
are not included in the media category.
Copies of abstract presentations and audio of oral presentations are available free of charge
to media representatives. SABCS press room coordinators,
however, will not obtain audiotapes or copies
of abstracts for news media.
Corporate
and Institutional Public Relations Activities
A table will be set aside in the press room for
the pre-arranged distribution of approved institutional
and corporate informational materials. Materials
to be displayed must be directly related to presentations
being made at the Symposium in poster, slide,
or oral sessions. No promotional items are permitted
in the press room.
Corporate and institutional public relations professionals
and other representatives of companies or organizations
who prepare and provide materials for public relations,
marketing, advertising, or other PR purposes are
not considered working media and must pay the
prescribed registration fees for their category.
All informational materials, i.e., backgrounders,
press releases, must be approved by the CTRC at the UT Health Science Center San Antonio News and Information office prior to posting in the press room.
All those materials are embargoed until the date
and time of the related presentation.
Corporate and public relations representatives
are permitted in the press room, but are instructed
to be respectful of news media needs and deadlines.
They may provide information to news media if
requested and assist with media interview appointments
if warranted. All PR activity in the press room
must be coordinated with the SABCS representative
on-site.
A list of registered media is available upon request,
but will only be provided to those PR representatives
who are scheduled to attend the Symposium.
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