Media

Policies and Procedures

Thank you for your interest in covering the 2019 San Antonio Breast Cancer Symposium® (SABCS®). SABCS is presented by UT Health San Antonio, the American Association for Cancer Research (AACR) and Baylor College of Medicine. It brings together breast cancer researchers and clinicians from around the world, providing an ideal format to present new and late-breaking data as well as other pertinent information, including diagnostic developments. We welcome and encourage news media to attend and participate in this annual symposium. The following policies and guidelines have been prepared for news media covering the meeting. 

Media contacts for the symposium are: 

Rachel Salis-Silverman, Director of Public Relations, AACR 
215-446-6896
rachel.silverman@aacr.org
Contact Rachel with any inquiries about press policies, press room operations, or the scientific press program and on-site press conferences.  She is the primary point of contact for national and cancer trade press. 

Jill Byrd, Public Relations Consultant, UT Health San Antonio
210-501-4288
sabcs@uthscsa.edu
Contact Jill with any inquiries about the administration and history of SABCS, and social media. She is the primary point of contact for all local San Antonio press.

We look forward to working with you.


Registration

SABCS provides complimentary Symposium registration to professional journalists for the express purpose of gathering news and information to produce media coverage of the meeting.  Press registration is intended for representatives of news media outlets that produce original editorial news coverage; and have complete editorial freedom from sponsors and advertisers.

We request that all media who wish to attend the Symposium in person apply for press registration by November 22.  Registrations submitted after November 22 will be processed on site at the Symposium.  Please contact Rachel Salis-Silverman with any questions about eligibility prior to the meeting, as all registrations are subject to review and approval by SABCS.

To register as press, journalists must provide official press credentials such as a business card, editorial roster or masthead, international press card, or letter of assignment, and bylined coverage from a recent SABCS, or for first-time attendees, two examples of recent bylined health/medical/science coverage.   

Freelance journalists without a letter of assignment may be eligible for press registration if they can provide a summary of their reasons and goals for attending the meeting and: bylined coverage from a recent SABCS, or for first-time attendees, two examples of recent bylined health/medical/science coverage published in news outlets that meet the SABCS's criteria.

Members of the Association of Health Care Journalists (AHCJ) who can provide proof of membership are permitted to register as press, regardless of assignment.

Broadcast television and radio crews must present valid press credentials from their respective media outlets.

Journalists working for medical and scientific journals must have proof of an editorial news assignment to register, and the publication must have a regularly appearing news section or special scientific meetings news section.  Journal editors attending for the purpose of soliciting manuscripts and other submissions, advertising, or subscriptions from meeting attendees or exhibitors are not permitted to register as press.

SABCS will consider requests from bloggers, book authors, documentary film crews, social media influencers, and other potential registrants not covered by the above criteria for press registration on a case by case basis.

All press registration decisions are made at the discretion of SABCS.  SABCS may request additional information before approving a press registration request.  Please note: prior-year registration does not guarantee eligibility for the 2019 SABCS.

PIO Registration
Public information officers (PIOs) and communications professionals from educational institutions, government agencies, and nonprofit cancer research organizations are welcome to register for access to the press room.  Each institution is allowed up to two complimentary PIO registrations.

Other Registration Inquiries
Advertising, marketing, public relations, and other communications representatives affiliated with industry and outside firms do not qualify for access to the press room or press conference room. These attendees must register as regular attendees and pay the required registration fee.

Press registration for bloggers and social media influencers who do not meet media criteria as outlined will be considered on a case by case basis.

To register, contact SABCS media relations at communications@aacr.org.

For further information, please call Rachel Salis-Silverman at 215-446-7159/rachel.silverman@aacr.org or Jill Byrd at 210-501-4288/sabcs@uthscsa.edu.


Embargo

Individuals registered as press for SABCS agree to abide by all embargoes. In advance of the Symposium, registered press will receive press program abstracts, press releases, and other materials under embargo to facilitate accurate and comprehensive reporting. Failure to abide by the embargoes may result in suspension of credentials for the Symposium and removal from pre-embargo press lists.

Presenters, their companies/institutions, and affiliated public relations representatives who break SABCS's embargo policy as outlined below could jeopardize an abstract's placement in the scientific program and inclusion in the press program.

Embargo Details
With the exception of those selected for the official SABCS press program, abstracts will be posted to the SABCS website November 18. Embargoes on those abstracts lift as soon as they are available online.  

Abstracts selected for the press program will post online and lift embargo throughout the Symposium. For abstracts included in press conferences, the embargo lifts at the beginning of the press conference where the abstract is presented. For abstracts not included in press conferences but promoted via news release, the embargo lifts at the beginning of the scientific session where the abstract is presented. 

Outside Press Releases
Public information officers or public relations firms representing academia or industry with abstracts in the meeting can issue press releases on any information that is publicly available via the SABCS website.

Abstracts selected for the official SABCS press program are embargoed until date and time of presentation, either at an official SABCS press conference or in a scientific session. Press program abstracts will be made publicly available once the embargo lifts. Public information officers or public relations firms representing academia or industry with abstracts in the official press program should work closely with the SABCS media contacts to coordinate publicity efforts and ensure that embargo and outside press material policies are followed.

For abstracts not in the press program:
For data news releases issued before the meeting, you may ONLY include information that is available in the online abstract. Additional or updated data that are not in the abstract but will be presented at the meeting are embargoed until the beginning of the session where the study is featured.


Press Materials

Press kits are available only for members of the press; others are advised to visit the Symposium website.

An area in the press room will be designated for non-Symposium news releases (e.g., those provided by institutions, exhibitors, or industry). Press Room location: 217 A/B.

Only press materials - not promotional materials - will be allowed in the press room.
These press materials must specifically pertain to scientific research presented at the Symposium. Each release will be reviewed by press room staff to ensure they include the required information. These releases will not be endorsed by the Symposium and will be so designated.

Press releases about data released during the Symposium should state that the data "was presented during the 2019 San Antonio Breast Cancer Symposium," in either the first or second paragraph of the release.


Press Events

The Symposium permits companies and individuals presenting data at the Symposium to conduct unofficial press events during the course of the Symposium provided they meet all of the following criteria:

  • All unofficial media events must be registered with SABCS through the Office of Communications & Public Relations. Prior to scheduling a press event, organizers must present to SABCS a statement of purpose, a proposed agenda and an anticipated attendee list.
  • Media events may not be held on-site at the meeting location.
  • Media events may not be held during official Symposium hours.
  • Media events promoting data to be presented at the symposium must occur post-embargo. Embargoes lift at date/time of scientific presentation or SABCS press briefing, whichever comes first.
  • Organizers of unofficial press briefings must make clear in their press materials that the media activity is not an official press briefing of the Symposium . Press materials about data released during the meeting must state that the data "were presented during the San Antonio Breast Cancer Symposium."
  • All existing policies regarding press materials and embargoes apply.
  • Pursuant to Board policy, the Symposium does not permit any competing educational programming or satellite symposia during the Symposium.

The Symposium does not make available press registration lists.


General Information

All scientific sessions of the 2019 San Antonio Breast Cancer Symposium are open to registered press.

Registered journalists must wear press badges when attending the meeting and/or when covering symposium-sponsored events.

Photo and Video Policies
Still cameras are granted access to all areas of the Symposium. Flash photography is not allowed in order to minimize disturbance to attendees. Camera crews filming in meeting areas other than the press room or news briefing room, or immediate press room vicinity must be accompanied at all times by a press room staff member.

For information prior to and after the San Antonio Breast Cancer Symposium, contact:

Rachel Salis-Silverman
Telephone: 215-446-7159
Fax: 215-861-5937
Email: rachel.silverman@aacr.org

Jill Byrd
Telephone: 210-501-4288
Fax: 210-450-1560
Email: sabcs@uthscsa.edu


Violation of Symposium Policies

SABCS reserves the right to bar, from this and future symposia, any registered reporter or outlet who does not follow the above policies by engaging in behavior including but not limited to:

  • attempting to solicit manuscripts, advertising, or subscriptions from meeting exhibitors or attendees;
  • deliberately promoting the marketing objectives of a single company;
  • misusing media privileges to engage in activities other than journalistic pursuits.

Violation of embargo policies can also result in similar action.