Press Guidelines & Policies

ASHG provides complimentary press registration to staff and working freelance journalists who wish to attend the 2015 Annual Meeting or cover it remotely from their offices.

Advance press registration is now closed. To register, individuals must apply on site at the Press Office in the Baltimore Convention Center (Room 301). If you plan to apply on site, please review the guidelines below to ensure you are eligible.


Eligibility Requirements

The following individuals are eligible for press registration:

  • Reporters, writers, producers, and editors as well as photographers and videographers with staff credentials from newspapers, magazines, online news services, wire services, and radio or television networks and stations
  • Freelancers with assignment letters from established, verifiable media outlets
  • Freelancers with at least one bylined article/report published online, in print, or broadcast by an established, verifiable media outlet during the six months prior to the meeting
  • Online news services or online outlets that provide daily or weekly coverage of health and science
  • Bloggers who frequently comment about health and science

The following individuals are not eligible for press registration:

  • Writers, editors, and public relations professionals affiliated with exhibitors
  • Industry representatives and financial or industry analysts
  • Writers and editors for industry publications and websites
  • Manuscript editors of journals
  • Representatives of public relations firms and the public relations/communications offices of industry, academic, government, and nonprofit organizations

These individuals must register for ASHG 2015 as regular attendees and pay the required registration fee, regardless of affiliation with a news or trade media organization, contracted exhibitor, scientific journal, or publishing company. They may not attend media briefings or work in the ASHG Press Room.


Press Badges

Journalists whose applications for ASHG 2015 press credentials are approved in advance of the conference must pick up their press badges and meeting materials upon arrival at the meeting in the ASHG Press Office (Room 301). Pre-registered press should bring business cards or other forms of identification to the Press Office.

Press who plan to register on site should bring identification, staff credentials, and assignment letters and/or bylined articles as appropriate.

While at ASHG 2015, journalists must:

  • Wear or display their official ASHG 2015 press badge at all times while on site
  • Not exchange, loan, or borrow ASHG 2015 press badges - Individuals who do so will be required to leave the meeting
  • Follow the same camera/recording policy as regular ASHG attendees - Attendees may not use cameras, including mobile phone and tablet cameras, or any other audio and/or video recording devices in meeting session rooms, on the Exhibit Hall floor, or in poster/oral presentations

Press Room Location and Hours

The ASHG Press Office is located in Room 301 of the Baltimore Convention Center, on the east end of Level 300. The Press Office will be open the following hours:

Tuesday, October 6: 12:00 pm - 6:00 pm

Wednesday, October 7: 8:30 am - 5:00 pm

Thursday, October 8: 8:30 am - 5:00 pm

Friday, October 9: 8:30 am - 5:00 pm

Saturday, October 10: 8:30 am - 4:00 pm


Embargo Guidelines

All abstracts, posters, presentations, symposia, and scientific and invited sessions at the ASHG 2015 Annual Meeting will be embargoed until the date and start time of presentation at the meeting. However, if the material is presented first at an ASHG press briefing, it will be embargoed until the date and start time of the press briefing.


Exhibitor Press Events and Use of Press Office

Exhibitors and other non-ASHG organizations may hold events for the press in connection with the meeting, as long as the following criteria are met:

  • Events may not be held in ASHG meeting space. This includes the Press Office.
  • Events may not conflict with ASHG’s official press briefing schedule. Thus, they should be held and completed before 9:00 am or after 5:00 pm.
  • Events may be promoted via materials left on a table in the Press Office designated for non-ASHG organizations. Such materials may not state or imply an endorsement by ASHG.

Exhibitors and representatives of academic institutions, federal agencies, and other organizations whose researchers are presenting at ASHG 2015 may leave press materials related to the meeting on a designated table in the Press Office. These individuals may not, however, work in the ASHG Press Office.

Please see our Exhibitors section for additional information about exhibiting at the ASHG Annual Meeting.

Questions? Email Nalini Padmanabhan, ASHG Communications Manager, at press@ashg.org.