A S T R O 5 5 T H A N N UA L M E E T I N G

PATIENTS Hope • Guide • HealMeeting Dates: September 22-25, 2013 • Exhibit Dates: September 22-24, 2013 • Georgia World Congress Center • Atlanta

PRESS POLICIES, HOUSING AND REGISTRATION FORM

Press Policies: Thank you for your interest in covering the 55th Annual Meeting of the American Society for Radiation Oncology (ASTRO) at the Georgia World Congress Center in Atlanta, September 22-25, 2013. If you have any questions regarding policies, press room operations or available resources, please contact Michelle Kirkwood in ASTRO’s Press Offi ce (press@astro.org). We look forward to working with you.

ASTRO provides complimentary registration to professional journalists representing media organizations for the express purpose of gathering news and information to produce press coverage of the meeting. Complimentary registration is open to representatives of print, broadcast and Web-based media, including health care trade media (collectively known as press), as well as public information offi cers from educational institutions, government agencies and nonprofi t cancer research organizations presenting research at ASTRO’s 2013 Annual Meeting.

Embargo Policy:All abstracts to be presented at ASTRO’s 55th Annual Meeting, September 22-25, 2013, are embargoed until the date and time of scientifi c presentation or presentation at an ASTRO News Briefi ng, whichever occurs fi rst. 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 credentials at ASTRO’s 2013 Annual Meeting as well as future meetings, and may also impact the ability to receive advance press materials for future meetings.

Press Registration Requirements:

To register as press, journalists covering the ASTRO Annual Meeting for the fi rst time must submit:

• Media identifi cation;

• Letter of assignment from their 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-sponsor publications); and

• Must have complete editorial freedom from their 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 identifi ed as such;

• Any sponsors of the website must be clearly identifi ed as such and should be multiple in number (no single-sponsored websites); and

• Online press credentials are subject to review by ASTRO’s Press Offi ce.

Freelance journalists must submit copies of three bylined, radiation oncology-related articles in addition to an offi cial 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. If a representative was registered as press at a previous ASTRO Annual Meeting, one of the issues submitted must illustrate the resulting editorial coverage.

Television and/or radio crews must present valid press credentials from their respective media outlets. Camera crews and photographers must be escorted on-site at all times by a member of ASTRO’s Press Offi ce. For more information, please review ASTRO’s Photography, Videotaping and Recording Policies (Pages 12-13 of the 2013 Annual Meeting Exhibitor Rules, Regulations and Policies).

Public information offi cers of educational institutions, government agencies and nonprofi t cancer research organizations presenting research at ASTRO’s Annual Meeting are welcome to receive complimentary registration as press. Please submit a completed Press Registration form and a business card, as well as the abstract title and the name of the presenting author of the study being presented at the 2013 Annual Meeting.

Exhibitors are not permitted to register as press unless they can provide proof of editorial assignment from an accredited news organization that meets the above criteria.

Public relations, marketing and/or advertising representatives, fi nancial analysts, book publishers and book authors, and individuals from communications, print or online promotion services may not register as press, but are welcome to register as regular attendees.

ASTRO reserves the right to bar from this and future meetings any journalist who fails to adhere to these policies or who misuses his/her press privileges to engage in activities other than journalistic pursuits.

Page 1

Contact Information (All fi elds are required)

WHAT IS INCLUDED IN MY REGISTRATION?• Access to the offi cial proceedings abstract

issue of the Red Journal.• Final Program.• Admission to all scientifi c sessions.• Admission to Exhibit Hall.• Presidential poster session and reception.

MEDIA KITSAll members of the press who register before September 13 will receive a link to the private virtual press kit prior to the meeting. Press who register after this date will gain access to the press kit in the Press Room at the Georgia World Congress Center.

PRESS BADGESBadges will not be mailed in advance. Please stop by the Press Room at the Georgia World Congress Center to pick up your media credentials and press materials. Badges are non-transferrable.

CANCELLATION AND CHANGE POLICYYou may cancel or make changes to your reservation in writing or online until 5:00 p.m. Eastern time on August 29, 2013. Written requests should be sent to the ASTRO Housing Center at astrohousing@jspargo.com and will be acknowledged with an email confi rmation within fi ve (5) business days. To change or cancel a reservation online, you will need your confi rmation number and the email address that you used to make your reservation. Online requests are acknowledged with an immediate email confi rmation.

If you do not receive your confi rmation, please contact the ASTRO Housing Center to verify that your request has been received and accepted.

Starting September 2, 2013, if you need to change or cancel your reservation, you must call your hotel directly. Cancellations must be made at least 72 hours prior to your scheduled arrival date or you will be assessed a cancellation fee equivalent to one night’s room and tax, which will be charged to your credit card.

This cancellation policy will be strictly enforced. Please retain the cancellation confi rmation from the ASTRO Housing Center or the cancellation number provided to you by the hotel, as this proof of cancellation will be required to resolve any credit card disputes.

How to Register/Questions?

MailASTRO Press offi ceAttn: Michelle Kirkwood8280 Willow Oaks Corporate DriveSuite 500Fairfax, VA 22031

Fax703-286-1601

Emailpress@astro.org

SPECIAL REQUESTS: Rollaway Bed Handicapped Accessible Triple/Quad Room

Specifi c Needs___________________________________________________

Please note: Most Atlanta hotels comply with the ADA as required by law. Hotels will not guarantee bed type or special requests. Please confi rm your request at check-in.

All hotel reservations require a credit card to guarantee the reservation. The credit card must have an expiration date of at least September 2013. Deposits can be made by check or credit card.

Please select your method of payment: American Express Discover MasterCard Visa

Card Number Expiration Date

Cardholder’s Name (as it appears on card)

Cardholder’s Signature Date

Billing Address – Street

City State Country Zip code

Hotel Payment Information

First Name Last Name Title

Publication/Station Frequency/Format

Street

City State Zip

Website Email

Phone Fax

Areas of Interest

Hotel PreferenceASTRO has a room block for the media. Hotel accommodations will be made on a fi rst-come, fi rst-served basis. If your preference is sold out, ASTRO will secure a hotel reservation at a hotel with a room rate similar to your hotel preference. Shuttle bus service is provided from the offi cial ASTRO hotels to the Georgia World Congress Center from Saturday, September 21, 2013 – Wednesday, September 25, 2013.

Hotel rates may increase if there is more than one person in a room. Reservation requests made directly with the hotel will not receive ASTRO’s discounted rates. The rates below are exclusive of tax and may change without notice.

HOTEL NAME SINGLE/DOUBLEAtlanta Marriott Marquis $216Sheraton Atlanta Hotel $199

SELECT ONE: Single (One Bed) Double (Two Beds) SELECT ONE: Smoking Non-smoking

Arrival Date Departure Date Sharing With

Newspaper

Magazine

Radio

Television

Freelance

Wire Service

Internet Publication

Other________

Profession (Please select no more than two.)

A S T R O 5 5 T H A N N UA L M E E T I N G

PATIENTS Hope • Guide • HealMeeting Dates: September 22-25, 2013 • Exhibit Dates: September 22-24, 2013 • Georgia World Congress Center • Atlanta

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PRESS POLICIES, HOUSING AND REGISTRATION FORM Page 2

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