Guidelines for Press/Media Representatives
The American Diabetes Association provides complimentary access to its Scientific Sessions and Exhibit Hall to
credentialed members of the media, including print, broadcast and online media for the express purpose of gathering
news and information to produce press coverage of the 77th Scientific Sessions. Representatives from qualified media
outlets must represent the editorial staff, not the advertising or marketing staff of their news organization. Publishers
of books and magazines, and representatives of sales, advertising or marketing departments of publications and
broadcast outlets are not considered part of the editorial staff and are not permitted to register as media. For
approved members of the media, the Association provides a staffed News Room featuring traditional amenities,
including internet access, coffee service, light snacks and other related services.
Embargo Policy
All science being presented at the Association’s 77th Scientific Sessions (this applies to all information included in
the abstract supplement of Diabetes) is embargoed and remains confidential/not for public information or release
until the conclusion of the session in which it is being presented.
All abstracts scheduled for oral presentation are embargoed until the conclusion of the session in which the abstract is
being presented at the 77th Scientific Sessions. All abstracts presented as Posters in the Poster Hall or Published Only
are embargoed until 10:00 a.m. PST, Saturday, June 10, 2017. The Embargo Policy applies to all abstracts regardless of
whether information is obtained from another source. Failure to abide by the Embargo Policy may result in
suspension of media credentials at the 77th Scientific Sessions as well as future meetings and may also impact the
ability to receive advance press materials for future meetings. Any abstracts in violation of the Embargo Policy will be
withdrawn from the Scientific Sessions.
Please note: Abstracts will be available for review online under embargo one week before the meeting, on Friday,
June 2, 2017 at 5:00 p.m. Eastern time. The early availability of the abstracts is for the sole purpose of assisting
attendees in creating their itineraries for the meeting; all science remains confidential/not for public information
until the applicable embargo lift time (See “Embargo Policy” section above). The Embargo Policy will be strictly
enforced. Media found to be in violation of the Embargo Policy will have their credentials revoked, and they will be
barred from future Scientific Sessions.
The Association reserves the right to adjust the embargo as needed.
Press Registration Requirements
All media planning to attend the Association’s Scientific Sessions must register with the Association’s Communications
and Public Relations Department. Media registration is limited to two individuals per news organization. Media are
asked to submit their registration request and send (via email) their valid press credentials no later than June 1, 2017.
On-site registration is permitted; however, pre-registration is strongly recommended. Based on the requirements
listed below, please submit your materials to [email protected]. Once approved for registration, you will receive
an email with specific instructions about how to register and secure housing.
To register as press, journalists covering the 77th Scientific Sessions of the American Diabetes Association must meet
the following criteria:
Updated 01/11/17
Page 1 of 4
For first-time attendees:
• Media identification;
• Letter of assignment from qualified news organization; and
• Two bylined articles.
For medical publishing companies, the publication must meet the following criteria:
• Must have a regular editorial news section;
• Must have multiple sponsors (no single-sponsored publications); and
• Must have complete editorial freedom from sponsors.
For online news outlets, including blogs, the news making organizations or private blogs must meet the following
criteria:
• The website must provide original, editorial news coverage;
• Editorial content must be independent of advertising and sponsorship;
• Advertising on the website must be clearly identified as such;
• Any sponsors of the website must be clearly identified as such and should be multiple in number (no
single-sponsored websites);
• Online media will not be considered separate from their parent media companies for purposes of media
registration;
• Blogs and websites must contain original, dated, industry-related news content above and beyond links,
forums, troubleshooting tips and reader contributions, and must be updated at least weekly;
• All websites and blogs must have been in operation for at least six months and have traffic of more than
7,000 page views per month;
• All applicants must submit traffic data from a third party (Sitemeter, Technorati, Feedburner, iTunes or an
equivalent) to be considered;
• In accepting the American Diabetes Association’s press credentials, website editors and bloggers agree to
provide the Association — within 30 days of publication — at least one article published before Sept. 30,
2017, containing information the writer gathered at this conference. Failure to do so will result in denial
of media credentials for the Association’s 2018 Scientific Sessions; and
• Online press credentials are subject to review by the Association’s Communications and Public Relations
office.
Freelance journalists must submit copies of three bylined health care/medical articles in addition to an official letter
of assignment from an accredited news organization.
Newsletter journalists must submit three issues of their newsletter containing at least one bylined article in each
issue.
Television and/or radio crews must present valid press credentials from the media outlet.
• Camera crews and photographers must be escorted on-site at all times by an Association staff member.
• Prior authorization is required for live coverage on-site, including truck parking. Requests must be made
with News Room Staff in advance. News vehicles needing electrical service or external cabling must apply
48 hours in advance for a limited use parking pass.
Updated 01/11/17
Page 2 of 4
•
Videotaping is restricted to the Association’s Press Briefings, interview rooms and selected areas within
the convention center. Media crews filming outside of these areas must be accompanied by an
Association News Room staff member.
Exhibitors are not permitted to register as press, unless they can provide proof of editorial assignment from an
accredited news organization that meets the criteria detailed above.
Public relations, marketing and/or advertising representatives, financial analysts, book publishers and book
authors, and individuals from communications, print or online promotion services may not register as media. These
individuals must register as regular attendees.
Social Media
The Association encourages the use of Twitter within embargo restrictions to update followers on the latest news
coming from the Sessions. The Twitter hashtag for the 2017 Scientific Sessions is #2017ADA. Reporters can follow
@AmDiabetesAssn for conference updates.
Interview Requests
The Association’s News Room staff will be available to facilitate interviews with Association representatives and
researchers, which can be scheduled on-site in the News Room.
Interview rooms are available for use by the media and can be arranged on an hourly basis with Association staff in
the News Room. Use of these rooms for purposes other than editorial news coverage of the Scientific Sessions is
prohibited.
Additional Guidelines
The American Diabetes Association does not provide complimentary access to its News Room to any media or
organizations that intend to gather information from the Scientific Sessions and Exhibit Floor for use in development
of continuing medical education materials or other programs. Additionally, the American Diabetes Association does
not provide complimentary access to its News Room to any media or organizations that attend on behalf of a forprofit organization (for example, a freelance reporter hired by a pharmaceutical company; a writer for a media outlet
that is developed or supported exclusively by for-profit companies; a writer representing the interests of an
advertiser; etc.). Companies or organizations producing publications, videos and/or other products intended for
marketing, advertising, financial analysis or public relations purposes may not register as media. Any media in
violation of these policies will have their credentials revoked, and they may face exclusion from future Association
events.
Registered media may not use their Scientific Sessions access to sell products or services to attendees or exhibitors.
Media may not distribute promotional materials of any kind during the Scientific Sessions, including materials related
to their respective media outlets. In addition, representatives wearing media badges may not work in any exhibit
sponsored by their publishing companies. Individuals who need to work in an exhibit are required to register as an
exhibitor. Media found in violation will lose media credentials for this and subsequent meetings.
Physicians covering the meeting for a media outlet may register as a regular attendee or as the representative of an
approved media organization, but not as both.
Updated 01/11/17
Page 3 of 4
No filming or photography is permitted in any sessions, the Exhibit Hall, including the Poster Hall and any posters.
Any requests for filming or photography must be submitted in writing, in advance of the meeting. If approved,
journalists will received appropriate credentials and may be accompanied by the Association’s News Room staff.
For security purposes, Scientific Sessions badges must be worn and visible at all times for entrance to any official
Association event. Any misuse of badges, media found providing assistance to unauthorized individuals in order to
gain access to restricted conference facilities, or inappropriate conduct by a representative of the media will result in
badge confiscation and expulsion from the conference. Individuals will also lose the ability to receive press credentials
at the Association’s 2018 Scientific Sessions.
Information regarding media registrants is proprietary. The Association does not give, rent or sell current or past
media registration lists.
Any issues not covered in this document are at the sole discretion of the American Diabetes Association staff. Should
any media representatives be found in violation of the above guidelines, they will be asked to leave the Scientific
Sessions and will be barred from attending Association future meetings. The Association reserves the right to reject
any application for press credentials for any reason.
If you have any questions, please contact Michelle Kirkwood, Director, Strategic Communications and Media
Relations, American Diabetes Association, [email protected].
###
Updated 01/11/17
Page 4 of 4