Embargoed For Release Until 4 P
2009 Annual Meeting: April 25-May 2, SEATTLE
Press Room and Media Relations Policies for Industry
The American Academy of Neurology (AAN), the world’s leading professional association of more than 21,000 neurologists and
neuroscience professionals, welcomes industry participation at its 2009 Annual Meeting. The AAN Annual Meeting Press Room serves
print, broadcast, and online reporters from around the world during its Annual Meeting and has the following policies in effect to help
facilitate news coverage of the more than 2,000 abstracts presented. The following are answers to frequently asked questions (FAQs) by
industry regarding their involvement in media and public relations at the AAN Annual Meeting.
Q: What is the embargo policy?
Q: May our company host an on-site or off-site press
A: The embargo for all non-late-breaking abstracts, which
conference for our client?
include more than 2,000 pieces of research, to be presented at the
A: No. This activity would count as taking the exhibit out of the
upcoming 2009 AAN Annual Meeting in Seattle, is 4 pm, ET,
Exhibit Hall, which is against AAN Annual Meeting policies and
Wednesday, February 25, 2009, which is the date and time all non-
guidelines. This includes conference calls, web-conferences,
late breaking abstracts will be posted online via www.aan.com.
Corporate Therapeutic Events, and similar organized events as
This embargo date and time applies to all non-late breaking
they relate to the press. Only press conferences organized by AAN
abstracts to be presented at the AAN Annual Meeting in Seattle,
staff may take place on-site or in off-site locations around the
April 25-May 1, 2009, unless otherwise noted by the AAN Media
meeting.
and Public Relations Department.
Q: Is it possible to obtain a copy of your press registration list?
The AAN strictly enforces its embargo policy, which prohibits the
A: No. The American Academy of Neurology doesn’t share its
distribution or publication of the contents of abstracts ahead of the
press registration list or its news release distribution list with
embargo date and time. Embargoed press releases on newsworthy
outside organizations.
non-late breaking scientific abstracts will be distributed to
credentialed journalists in early February.
Q: How can I find out when an abstract will be presented?
A: A separate, searchable website is created in advance of the
The embargo for late-breaking abstracts to be presented at the
AAN Annual Meeting that will include information on general
AAN Annual Meeting in Seattle remains in effect until the date
abstracts submitted for the 2009 Annual Meeting. However,
and time of the scientific presentation of the late-breaking abstract
information regarding late-breaking abstracts will not be posted
at the AAN Annual Meeting in Seattle, April 25-May 1, 2009, or
online in advance of the Annual Meeting. The embargo on late-
unless otherwise noted by the AAN Media and Public Relations
breaking abstracts remains the date and time of presentation at the
Department. Late-breaking abstracts are not posted online in
AAN Annual Meeting.
advance of the AAN Annual Meeting. Late-breaking abstracts are
accepted from neurologists, neuroscientists, and other researchers
Q: Does the AAN review outside press releases?
whose work is of major scientific importance, warranting
A: No. The AAN is not responsible for reviewing outside
expedited presentation and publication. Key aspects of the
materials, but will hold industry representatives accountable for
research must have been conducted after November 3, 2008.
misrepresentation of materials. Examples include: stating that a
study was presented during the meeting when it wasn’t selected as
Embargoed press releases on newsworthy late-breaking abstracts
part of the program, incorrectly stating an embargo date and/or
will be distributed to credentialed journalists in late April with
time, and so forth. The AAN has the right to refuse any materials.
press conferences taking place in Seattle during the week of the
Annual Meeting, April 25-May 1, 2009.
Q: Where can industry press releases be placed?
A: Industry representatives may display press releases only on a
For questions, please contact Jay Mac Bride in the AAN Media
designated table for industry press releases located outside the
and Public Relations Department at (651) 695-2795,
Press Room. Press materials must be related to research presented
jmacbride@aan.com.
at the AAN Annual Meeting. The embargo date and time of the
abstract featured in press release must be clearly labeled on the top
Please also see AAN Annual Meeting Embargo Policy and
of the press release. Press releases not labeled with embargo times
Sanctions at www.aan.com/go/pressroom.
and other materials, such as press kits, folders, brochures and fact
sheets, left on the designated table for industry press releases will
Q: Who can register for the Press Room at the AAN Annual
be discarded by AAN staff.
Meeting?
A: Credentialed reporters, writers, producers, and editors from
Q: Can I e-mail and/or mail a press release to AAN media
established print, online, or broadcast news organizations may
relations team to print out for the designated industry press
register for the Press Room. Representatives from industry, public
table?
relations firms, or medical communications companies are not
A: No. Industry representatives are responsible for the accuracy of
allowed to register or enter the AAN Annual Meeting Press Room
their materials and placing on the industry-marked table located
or Press Interview Room. Companies that are exhibitors may not
outside the Press Room.
request press credentials for their staff.
For questions regarding policies, please contact Jay Mac Bride
at (651) 695-2795, jmacbride@aan.com.
1080 Montreal Avenue • St. Paul, MN 55116
651-695-1940 • Fax 651-695-2791 • www.aan.com
