Credentialed members of the ophthalmic and health care trade as well as health or science-focused mainstream/consumer media are invited to attend the Academy's annual meeting.
The Academy provides complimentary media registration to professional journalists representing media organizations for the express purpose of gathering news and information to produce media coverage of the meeting. Registered media will have full access to resources in the newsroom, including press kits, meals, special meeting information and updates.
We request that all journalists preregister. This will ensure that media attending the annual meeting receive embargoed press materials, invitations to press briefings and timely notifications of newsworthy events happening at the conference.
Any questions about guidelines can be sent to Public Relations Department at firstname.lastname@example.org.
Media Registration Qualifications and Required Documentation
Editorial staff of the following types of media outlets are invited to register:
- Ophthalmic or other health care trade publications
- Health or science reporters of general circulation newspapers, magazines, newsletters
- News services and syndicates
- Broadcast media
- Online news media
Journalists employed by accredited news organizations will be required to present a business card, masthead or some other acceptable form of identification listing their editorial title.
Freelance journalists are required to present a letter of assignment on letterhead from the editorial department of a recognized media outlet as well as two bylined articles published in the last nine months, or their coverage of the Academy’s last annual meeting.
Media representatives from news outlets that are exclusively online or blogs will need to provide a record of the outlet or blog’s ophthalmic coverage, which must be posted at least twice a month for the past six months. Online media outlets must maintain editorial freedom and, if sponsored, have multiple sponsors that are clearly identified.
Newsletter media are welcome to attend if their print and electronic circulation is 10,000 subscribers or more. They must submit electronic copies of the past three issues as well as their current circulation.
Job titles that are not acceptable include, but are not limited to: Principal, Partner, Account Executive, Public Relations Manager, Analyst, Sales Manager and Advertising Manager.
Any embargoes on information not included in abstracts will be clearly stated by the American Academy of Ophthalmology and must be adhered to by the media.
Registered media are allowed regular access to the newsroom during its open hours, which will be posted in the newsroom. With the exception of interviewees, no visitors are allowed.
Press badges will be distributed onsite in the newsroom. A press badge must be worn at all times to gain access to all sessions, subspecialty days, the exhibit hall, press briefings and the newsroom.
Registered media are prohibited from distributing anything (i.e., advertisements, product samples, handouts) in the exhibit hall or meetings rooms.
While attending on-site instruction courses, registered media should not take a seat until the course begins to ensure there are enough seats for Academy members.
Registered media are prohibited from asking questions of presenters until after a session is over and should always clearly identify themselves as media. The Academy’s Public Relations staff can assist in scheduling interviews with presenters.
Photography and Recording
Photography is allowed in the newsroom, during press briefings and when accompanied by Academy newsroom staff. Photography of any component of educational programs (including stills and video of presenters, materials, screens, etc.) is strictly prohibited without prior permission.
An Academy newsroom staff member must accompany all video and photography crews from news organizations when filming or photographing outside the newsroom or press briefing room. Please check with the newsroom staff, as scheduling is subject to their availability. Please ask permission before taking photos or videotaping an exhibitor's booths.
Any recorded or photographed material is for editorial use only in conjunction with a news story related to the Academy’s annual meeting.
Onsite media registration is permitted, but discouraged. Only those registered in advance will receive preview/embargoed press materials.
Ophthalmology Copyright Information
The American Academy of Ophthalmology's journal, Ophthalmology, retains copyright first right of refusal for all papers presented at the annual meeting. Please contact the researchers or the Academy's media team if you wish to confirm a certain paper's copyright information.
Information regarding media registrants is proprietary. The Academy does not give, rent or sell current or past media registration lists.
The Academy does not endorse products or services.
If you have any questions, please contact the Academy's Public Relations Department at email@example.com.
The Academy reserves the right to refuse or ask for the return of media credentials for any reason.