This page contains important information for corporate and institutional public relations professionals about ASCO Meetings.

2024 ASCO Annual Meeting

Key Dates

  • April 24, 2024: Abstract titles released at 10:00 AM (ET); early registration and hotel reservation deadline at 11:59 PM (ET)
  • May 23, 2024, at 5:00 PM ET: Embargo lifts and regular abstracts released; Late-Breaking Abstracts (LBAs) will be released at 7:00 AM (CT) on their day of presentation at the meeting
  • May 31-June 4, 2024: ASCO Annual Meeting

Meeting Information

Corporate and Institutional Public Relations Policies

Public Relations representatives are required to abide by the embargo and confidentiality policies governing ASCO Meetings. All inquiries must be submitted in writing to CommPolicies@asco.org.

EMBARGO POLICY
Abstracts will be posted at asco.org/abstracts at the time embargoes lift.

Abstracts

Embargo will lift:

Regular abstracts (those not designated as Late-Breaking), including Publish Only abstracts

 

5:00 PM (ET) on Thursday, May 23

Late-Breaking Abstracts (LBAs), including Plenary abstracts

7:00 AM (CT)/8:00 AM (ET) on the day of the scientific session containing the abstract presentation

 

If study results are reported prior to the embargo date and time without first receiving a formal exception, the abstract may be removed from the Meeting.

Confidentiality and Prior Publication/Presentation Policies

Once an abstract is submitted to an ASCO Meeting, the abstract and study data to be presented at the ASCO Meeting are confidential. For late-breaking placeholders, the Confidentiality Policy does not apply until the study data is submitted to ASCO. For abstracts previously presented in an ASCO Meeting, the Confidentiality Policy applies only to new or updated data or information in the study. 

Prior to the ASCO Meeting, the contents and conclusions of the abstract must not be presented at or published in conjunction with any scientific, medical, or educational meeting with some exceptions. In addition, contents and conclusions of the abstract must not be published in a scientific, medical, or educational publication (in any medium), in whole or in part, before the abstract is publicly released by ASCO. Pre‐prints (non‐peer‐reviewed online comment drafts) are permitted before the abstract is submitted.

The full Confidentiality Policy and information about requesting an exception to the policy are available online.

REGISTRATION
Public relations representatives may register for the ASCO Annual Meeting as regular attendees. 

Exception: Public Affairs representatives of National Cancer Institute- (NCI-) and Association of American Cancer Institutes- (AACI-) designated cancer centers are eligible for public affairs registration. Registration is limited to one representative per organization. If you think you qualify for this type of registration and would like more information on how to register, please contact the ASCO Media Team.

Press Releases on Annual Meeting Abstracts

PRESS RELEASES ANNOUNCING ABSTRACT ACCEPTANCE

Once an abstract has been officially accepted for presentation/publication as part of the Meeting, you are welcome to publicize the abstract’s acceptance. However, you cannot provide the abstract title or session/presentation information until ASCO has publicly released this information, so you may want to consider waiting to issue your release until then. ABSOLUTELY NO DATA OR STUDY RESULTS can be included in this type of press release.

DISTRIBUTING EMBARGOED MATERIALS

Leading up to the public release of abstracts, reasonable measures of care should be taken to ensure that the reporters are not only aware of, but agree to respect/abide by the embargo. Advance media outreach should be limited to 1) individual contact with only the most trusted reporter contacts, and 2) only within 24-48 hours of the embargo/abstract release date/time. Press releases may contain full information, including updated data, as long as they abide by the meeting’s embargo policy.

We strongly advise against the use of a distribution service to disseminate embargoed press releases. Any use of such services is at the risk of the issuing organization and abstract author/presenter. As always, press releases must prominently display the abstract number as well as the embargo date and time at the top of the release.

PUBLIC RELEASE OF ABSTRACTS

Once an abstract has been publicly released by ASCO and the embargo has lifted, you may widely distribute a press release containing the full data, including any additional data that will be presented at the meeting even if not included in the abstract itself.

THIRD PARTY PRESS RELEASES

For Regular and/or Publish Only Abstracts:

A Virtual Press Room will be designated within ASCO’s online Press Center for corporate and institutional press releases created by third-party organizations. Registered journalists attending the Meeting, as well as journalists covering the Meeting remotely, will have access to the press releases for the duration of the Meeting. For press releases to be displayed in the Virtual Press Room, the following criteria must be met:

  • Press releases must directly relate to abstracts being presented at the Meeting.
  • Press releases must prominently display the corresponding abstract number(s) and embargo date and time at the top of the first page. (Press Releases will only be posted once the embargo has lifted.)
  • Press packets and promotional/marketing materials (corporate reports, product promotions, giveaways) are prohibited.
  • The ASCO logo and/or graphic representations of the Meeting’s official name may not be used without written permission.

All press releases must be submitted for review electronically to virtualpress@asco.org. Due to the high volume of submissions, please submit your press release(s) as soon as they are finalized.

Press releases submitted after Monday, May 20, cannot be guaranteed a 24-hour turnaround. Additional guidelines for the Virtual Press Room are outlined below.

For Late-Breaking Abstracts (LBAs):

An area of the on-site Press Room at the Annual Meeting will be designated for third-party press materials on Late-Breaking Abstracts (LBAs) only. Registered journalists will have daily access to these materials. To display a press release in the on-site Press Room the following criteria must be met:

  • Press releases must directly relate to LBAs being presented at the Meeting.
  • Press releases must prominently display the corresponding abstract number(s) and embargo date and time at the top of the first page.
  • Press packets and promotional/marketing materials (corporate reports, product promotions, giveaways) are prohibited.
  • The ASCO logo and/or graphic representations of the Meeting’s official name may not be used without written permission.
  • Press releases must be delivered in person during the Press Room’s operational hours.
  • ASCO will accept up to 50 copies of a press release each day. Press releases can be dropped off once a day each day of the Meeting. ASCO staff will not be able to monitor the number of copies of each press release in the Press Room and at the end of the day all remaining press release copies will be recycled.
  • ASCO cannot accept hard copy press releases for review or delivery prior to the start of the Meeting.

Press releases on LBAs may also be submitted for posting on the Virtual Press Room after the embargo has lifted. Please submit your press release to virtualpress@asco.org and it will be reviewed and posted as staff time allows.

ASCO does not endorse corporate or institutional press releases and will display these materials strictly as third-party literature.

Dissemination of literature in the areas outside the Press Room is strictly prohibited. Please refer to Conduct Regulations below for further information.

SOCIAL MEDIA POLICIES

Organizations may use social media to disseminate news and information regarding abstracts being presented at the Meeting. All information distributed through social media channels must adhere to the embargo policy.

Organizations promoting their research through social media are welcome to include the meeting hashtag: #ASCO24.

HOSTING MEDIA EVENTS
Organizations planning media events surrounding the Meeting, such as press conferences, satellite media tours and/or social events, are required to coordinate with ASCO. These events must not conflict with the Annual Meeting, specified black-out times, or ASCO policies. More information is available online.

Please note that companies sponsoring ancillary events during the Meeting are not permitted to promote these events to members of the press.

Media Lists

ASCO’s media lists (past and present) are proprietary and are not shared externally.

Photography, video, and audio

Any photography, filming, taping, recording, or reproduction in any medium, including via the use of tripod-based equipment, of any of the programs and/or posters presented at the Meeting without the express written consent of ASCO is strictly forbidden. Exceptions to this policy prohibition include non-flash photography, videography and audiotape recording—using hand-held equipment—for strictly personal and noncommercial use, which are permitted if not disruptive.

Exhibitors

Public relations professionals interested in obtaining permission to film within their exhibit space must obtain written permission from ASCO. More detailed information for exhibitors is available online.

Important Security and Attendee Conduct Information
ASCO is committed to providing a professional, collegial, safe, supportive, and respectful meeting environment. For more information, please visit ASCO’s Health and Safety page.

All registered attendees, including media, are subject to the ASCO Event Attendee Conduct Policy.

For security reasons, meeting badges:

  • Are required for admittance to all events and press facilities
  • Must be worn and visible at all times
  • Are the sole property of ASCO
  • Are non-transferable (may not be shared)

False certification of individuals as Media or paid meeting attendees, misuse of badges, assisting unauthorized persons to gain access to any ASCO meeting or co-sponsored symposia event or materials, or any inappropriate or unauthorized conduct will be just cause for:

  • Repossessing badges
  • Revoking media credentials of any individuals involved
  • Expelling all parties involved from the meeting without obligation for refund of any fees

In addition, individuals who attend or are part of an ASCO meeting or co-sponsored symposia may not engage in any demonstrations or other behavior that ASCO deems to be potentially disruptive to the conduct of the meeting. Violation of this rule is grounds for immediate dismissal from the meeting and/or ineligibility for attendance at future ASCO meetings and co-sponsored symposia.

Any individual dismissed from the meeting may request that ASCO review the matter, provided the individual understands that such dismissal will be effective immediately and will continue until and unless ASCO issues a contrary decision.

Further Questions

For questions, please contact ASCO’s Communications Department.

ASCO Plenary Series

Key Dates

  • April 29, 2024, at 5:00 PM ET: Embargo on abstracts featured in the April session lifts
  • April 30, 2024, at 3:00 PM ET: April ASCO Plenary Series Session

Meeting Information​

Virtual Press Room Information

The Virtual Press Room will allow media to access corporate and institutional press releases pertaining to the ASCO Annual Meeting and co-sponsored thematic Symposia. Please refer to the meeting's Corporate and Institutional Public Relations Policies for the press release requirements. The link to the Virtual Press Room will be included in the press kit provided to media attending the meeting(s) and posted on ASCO’s online Press Center in lieu of being displayed onsite.

Virtual Press Room Guidelines

Due to the high volume of submissions, ASCO staff encourage you to submit your press release as soon as it is finalized. Please refer to the specific meeting tabs for the relevant submission deadlines for all press releases to be posted.

Press releases that meet the criteria outlined in the corresponding meeting's Corporate and Institutional Public Relations Policies will be permitted in the Virtual Press Room:

  • All materials for the Virtual Press Room must be emailed to the Virtual Press Room.
  • Following the 24-hour review period, ASCO staff will notify you that your release has been accepted for posting or that further changes are needed.
  • Press releases cannot be updated once they are posted but they can be removed.
  • ASCO reserves the right to make judgments and/or decisions about any issues that arise that are not covered in these guidelines.
  • Press releases must directly relate to meeting abstracts and fully adhere to ASCO’s embargo policies.
  • Press releases must prominently display the corresponding abstract number(s) at the top of the first page.
  • Press packets, and promotional/marketing materials (corporate reports, product promotions, giveaways) are prohibited.
  • ASCO’s logos and/or graphic representations of the ASCO name may not be used without written permission.

Contact Us

  • Email general questions regarding ASCO's corporate and institutional public relations policies
  • Email questions regarding abstract confidentiality policy exceptions
  • Email virtual Press Room inquiries/submissions

Public Relations Policies for ASCO Journals

General Embargo Policies

ASCO’s peer-reviewed journals follow a continuous publication schedule, publishing the newest content online on a daily basis. The embargo date and time of a journal article coincide with its online publication date and time. ASCO Communications Staff cannot provide publication dates. To request an estimated publication time frame (i.e., weeks, months, etc.) or specific publication date, please contact the journal directly:

Public affairs staff, authors, and/or study sponsors are responsible for ensuring their media outreach efforts do not result in an embargo violation. For this reason, widespread electronic distribution of embargoed press releases is strongly discouraged. ASCO does however permit the following media activities:

  • Public affairs staff, authors, and/or study sponsors may publicize in-press studies on an embargoed basis up to one week prior to the embargo (publication) date, provided the final publication date and time have been confirmed by the journal.
  • Embargoed interviews with journalists may be held during the one-week period only. Authors conducting interviews should reiterate the embargo (publication) date and time with journalists.

ASCO cannot provide public affairs staff, authors, and/or study sponsors with copies of journal articles until embargoes have lifted. Any media requests for embargoed copies of studies should be directed to the ASCO Media Team.

ASCO reserves the exclusive right to publicize issues of ASCO journals in their entirety; authors may only publicize their own manuscripts.

News Digest and Featured Article Studies

ASCO occasionally highlights select journal studies for media in one of two ways:

  • A press release, known as a News Digest
  • A brief, bulleted summary known as a Featured Article

Authors and their institutional public affairs representatives (if applicable) will be notified prior to publication should their study be selected for a News Digest or Featured Article. Once notified that a study has been selected for a News Digest or Featured Article, institutional public affairs representatives and/or authors must coordinate media outreach efforts with the ASCO Media Team.

For News Digest and Featured Article studies, the same general embargo policies as above apply with one exception:

  • Institutional public affairs staff and/or authors may request a copy of the embargoed study and accompanying News Digest or Featured Article summary up to one week prior to the embargo lift.

Prior Presentation Policy

Authors may submit study abstracts that have manuscripts in process with an ASCO journal to scientific meetings for presentation prior to the publication date. In these instances, authors may participate in official meeting press events so long as the events are organized by the meeting itself as opposed to the institution or the sponsor. Information shared with reporters should be limited to the information that is being shared in the scientific presentation, with the exception that authors are free to answer reporter questions that may fall outside the bounds of the presentation.

All questions regarding the embargo policies can be directed to ASCO’s Communications Department.