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Press Information

News media interested in covering the latest from AAO-HNS/F can find information on embargoes, Annual Meeting press registration and more below. Please direct any interview requests or policy questions to our media and public relations staff at newsroom@entnet.org

Annual Meeting & OTO Experience

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General
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The 2018 Annual Meeting & OTO Experience will be held in Atlanta, Georgia, October 7-10. The AAO-HNSF Annual Meeting Media Policy provides journalists and public relations representatives with rules for covering the Scientific Program. Questions about these policies may be directed to newsroom@entnet.org

Social Media
Communicating about the Annual Meeting by way of social media is encouraged within embargo restrictions. The Twitter hashtag for the 2018 Annual Meeting & OTO Experience is #OTOMTG18. Follow @AAOHNS for meeting updates. 

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Embargo Policy
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The 2018 Official Program Abstracts are published in advance of the Annual Meeting & OTO Experience as a supplement to the October 2018 issue of Otolaryngology—Head and Neck Surgery. The program abstracts are published online at www.otojournal.org.

Only abstracts are available in advance of the meeting. Presentation content and author interviews are embargoed until the date and time of presentation at the Annual Meeting & OTO Experience. 

Interested news media may request author interviews in advance of and during the meeting by contacting newsroom@entnet.org. In-depth content and quotes collected from author interviews are embargoed until the time and date of presentation at the meeting. News media are responsible for verifying those times and publishing appropriately.

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Press Registration & Guidelines
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The American Academy of Otolaryngology—Head and Neck Surgery Foundation (AAO-HNSF) welcomes all media who are employed by an accredited news organization* to apply for press registration to cover the AAO-HNSF 2018 Annual Meeting. 

For Onsite News Media 
To register, please submit press credentials, via the press registration online registration site. Acceptable credentials: business card, publication masthead, letter of assignment from an editor, or a formal press badge from an organization like the National Association of Science Writers (NASW).

Members of the media planning to be onsite are encouraged to pre-register online.

Press badges will be available for pick up at the newsroom in the Georgia World Congress Center Building B, B310. Registrants must pick-up their own badges. Those who have not pre-registered online may register in person at the newsrooms onsite.

For Remote News Media
Members of the media who are employed by accredited news organizations and are planning to develop editorial news coverage of the Annual Meeting & OTO Experience off-site should contact newsroom@entnet.org to be added to the AAO-HNSF media distribution list and cleared in advance for author interview requests. Media identification will be required.

Press registration at AAO-HNSF Annual Meetings & OTO Experience is extended to:

  1. Journalists, photo journalists, videographers, producers, and writers of the general, health, and medical press, with appropriate credentials, who are employed by accredited news organizations*. 
  2. Journalism educators and students who are covering the meeting as part of their training in science/medical journalism, by prior arrangement. 

All other’s requesting a press pass will be reviewed on a case-by-case basis.

*AAO-HNSF considers an accredited news organization to be one that features original editorial news coverage that has editorial freedom from advertisers and/or sponsors, and in which advertisers and/or sponsors are clearly identified as such. To be eligible, applicants must write exclusively about the AAO-HNSF 2018 Annual Meeting & OTO Experience for the news organization that has provided the letter of assignment, unless otherwise noted.

Press registration at AAO-HNSF Annual Meetings & OTO Experience is NOT extended to:

  1. Representatives of lobbying, special interest, or advocacy organizations
  2. Representatives from single-sponsored, investment, corporate, and institutional newsletters
  3. Administrative personnel 
  4. Representatives from companies that post videos of scientific sessions for medical education purpose of creating continuing medical education (CME) or other commercial content (e.g., webcasts, online or printed educational modules, etc.)
  5. Companies or organizations producing publications, videos, and/or other electronic media intended for internal use, marketing, advertising, financial analysis, or public relations purposes
  6. Exhibitors or the exhibitor’s media/PR staff: a table will be made available outside of the newsroom for vendors/exhibitors to place their press materials**
  7. Sales, advertising, marketing, or public relations professionals

**Unless otherwise established.

AAO-HNSF Press Guidelines and Policies

Members of the press who are non-compliant with the following guidelines will forfeit their press credentials and admittance to the 2018 Annual Meeting and possibly future AAO-HNS/F meetings:

  1. Information presented at the Annual Meeting is the responsibility of the presenting authors and is not intended to represent the views, policies, or positions of AAO-HNS/F. Any press representative who has been hired or invited to cover an event not listed in the Annual Meeting program should not report its proceedings as happening in association with or as having any relationship to AAO-HNS/F. 
  2. Education programming content is embargoed until local DATE AND TIME of the individual session. 
  3. Camera crews are prohibited from wandering unescorted through any part of the convention center and/or meeting space to obtain b-roll or to conduct interviews. All camera crews must report to the newsroom to obtain credentials prior to covering any event and must be escorted by an Academy staff member. 
  4. Registered press may audio/videotape/photograph except when patient confidentiality might be compromised, or a presenter specifically requests that no audio/videotaping/photography by the media be permitted. 
  5. Registered press may attend scientific sessions, including, Expert Series, International Symposia, Masters of Surgery Video Presentations, Guests Lectures, Scientific Oral Presentations, Scientific Posters, and Panel Presentations, as observers, not participants. Interaction with presenters and/or other attendees is permitted only before and after the session.
  6. Registered press are required to wear their press credentials at all times while on-site at the meeting.

Violation of AAO-HNSF Press Policies

AAO-HNSF reserves the right to deny or revoke press credentials and/or bar, from this and future Annual Meetings, any registered media who violate these press policies, or who misuse media privileges to engage in activities other than journalistic pursuits. This includes, but is not limited to, the following:

  • Transferring a press badge to an individual not registered as media
  • Misrepresentation of role or activities to obtain press registration
  • Misusing media access on behalf of publications not disclosed in the media registration request, or not writing for the credentialed outlet
  • Accessing the newsroom without credentials for the purpose of providing company press releases to reporters
  • Attempting to obtain advertising or subscriptions from any exhibitor or registrant
  • Deliberately promoting the marketing objectives of a single company or institution
  • Use of the AAO-HNS/F logo on an outlet’s website, publication, or step-and-repeat banner without explicit written permission from AAO-HNS/F


Registering On-site

Those who have not pre-registered online may register on-site in the newsroom during scheduled hours. Press credentials will be required to receive a registration press badge. Each registrant must pick up his or her own press badge. Identification will be required at the time of registration. AAO-HNS/F staff reserves the right to deny press passes, as well as access to the newsroom, to non-credentialed press.

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Newsroom
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The Annual Meeting newsroom functions as a media briefing room and workspace for registered, credentialed members of the press to arrange interviews, prepare copy, make telephone calls, or check email between education programming. It is managed and staffed by the AAO-HNS/F Communications Unit.

Newsroom Hours of Operation (please note that all times are eastern time):

Georgia World Congress Center, Build B, B310

Saturday, October 6, 1:00 – 5:00 pm
Sunday, October 7, 7:30 am – 5:00 pm
Monday, October 8, 7:00 am - 5:00 pm
Tuesday, October 9, 7:00 am - 5:00 PM
Wednesday, October 10, 7:00 am – Noon

For more information, please contact the media relations staff:

Tina Maggio
Senior Manager, Media and Public Relations
Phone: 1-703-535-3762
Email: newsroom@entnet.org

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Industry & Public Relations Representatives
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Access to Press Registration List
The AAO-HNSF will release its press registration list to registered exhibitors only. The list will be available by request starting September 17. Distribution lists of AAO-HNSF press materials will not be released.

Hosting of Onsite Media Event
No outside organizations may host press conferences onsite or in relation to the Annual Meeting & OTO Experience. If an exhibitor has a request to film in the Exhibit Hall for their future promotional purposes, the camera must remain focused on the individual exhibitor’s booth and products. An Academy staff member must be present at the time of filming; contact newsroom@entnet.org to make arrangements.

Industry Press Releases
A table outside of the newsroom will be made available for press kits from registered exhibitors (unless otherwise established). 

Journal Embargo Policy

Otolaryngology—Head and Neck Surgery employs an embargo system. All articles in the journal are embargoed until they are published, including OnlineFirst publication. OnlineFirst allows forthcoming articles to be published online at http://oto.sagepub.com before they are scheduled to appear in print. Otolaryngology—Head and Neck Surgery offers OnlineFirst so that content can reach its audience more quickly and research can be utilized sooner. OnlineFirst articles may be cited and may be reported on by the news media.

The volume of OnlineFirst articles that are released each Tuesday varies. News media may be notified of select newly released articles via EurekAlert, Twitter (#OtoJournal) or e-mail.

Not all content is published OnlineFirst. Some articles, such as guideline executive summaries, are released more formally coinciding with monthly online and print publication. Articles not published OnlineFirst are embargoed for release until published, unless otherwise specified. Members of the media are responsible for confirming the embargo day and time, and are subject to penalties for embargo breaks.

Interview requests for journal authors can be directed to newsroom@entnet.org.  

Press Contact

Tina Maggio
Sr. Manager, Media and Public Relations
newsroom@entnet.org