Embargo Policy

Please review our complete, revised embargo policy at http://newsroom.heart.org/newsmedia/embargo-policy. The statements below include only part of our policy. Companies/corporate sponsors of studies, news media, and AHA/ASA Scientific Statements and Guidelines Writing Committee members should refer to the complete policy. Those with questions about Sessions embargoes should also refer to the complete policy.

Embargo Policies for Researchers/Scientists/Spokespersons:

• Abstracts or manuscripts accepted for presentation at AHA/ASA scientific meetings or to be published in an AHA journal may not be presented at other meetings or published in other journals prior to the embargo time set by the AHA/ASA.
• Any researcher associated with an abstract being presented at an AHA/ASA scientific meeting or with a manuscript being published in an AHA journal must comply with the embargo policies of the AHA/ASA. Researchers may not distribute embargoed written or visual information (slides, manuscript, etc.) to the news media prior to expiration of the embargo period; however, they are allowed to conduct embargoed media interviews as long as the embargo date and time are emphasized to the news media. The researcher’s institution may issue an embargoed release on non-late-breaking studies but they are not allowed to issue any embargoed information on late-breaking trials being presented at AHA/ASA scientific meetings (see Embargo Policies for Medical Institutions/Universities).
• If the news media breaks an embargo as a result of a researcher conducting an embargoed interview or as the result of their public relations department /agency or institution providing them with written or visual information, the researcher risks having his study pulled from being published or presented at an AHA/ASA scientific meeting. No individual, institution, agency or organization, other than the AHA/ASA, may distribute written or visual media materials relating to the scientific information prior to the AHA/ASA embargo time.
• Failure to honor embargoes may also jeopardize future acceptance of studies and/or exhibition at AHA/ASA scientific meetings or acceptance of manuscripts for publication in AHA scientific journals.
• Researchers who are co-authors of a study to be presented at an AHA/ASA news conference may attend a news conference as guests as long as their name appears on the abstract being presented at the news conference.

Embargo Policies for Medical Institutions/Universities/Health Organizations:

• Studies published in AHA/ASA journals: Universities, medical institutions and health organizations who are involved in a study may distribute their own embargoed news releases 2 business days prior to the embargo and authors of studies and representatives from the institution may conduct embargoed media interviews during the embargo period. However, no one other than AHA is allowed to issue embargoed media materials pertaining to scientific statements, guidelines or late-breaking clinical trials.
• Scientific statements and guidelines: Universities, medical institutions or health organizations are not allowed to issue/distribute embargoed news releases or other information about AHA/ASA scientific statements or guidelines prior to embargo.
• Late-breaking clinical trials presented at AHA/ASA scientific meetings: Universities, medical institutions or health organizations may not issue any embargoed news releases or other information prior to the embargo. The embargo time for late-breaking trials is at the beginning of the plenary session at an AHA/ASA scientific meeting. However, since AHA provides the news media with embargoed information on late-breaking clinical trials, representatives from universities, medical institutions or health organizations may conduct embargoed interview upon receiving media requests.
• No individual, institution, agency or organization, other than the AHA/ASA, may distribute the study’s manuscript, abstract or presentation materials, such as slides, that include specific information about the study prior to the AHA/ASA embargo time. Media must contact the AHA/ASA News Media relations office at 214-706-1173 or [email protected] to request manuscripts or presentation materials.
• Universities and medical institutions must alert the AHA/ASA News Media Relations Dept about their release by providing the name of the study, the lead/first author’s name and the journal or meeting where the study is being published or presented. AHA asks that the universities/medical institutions include the name of the AHA journal where the study is being published or the name of the AHA’s scientific meeting where the study is being presented in their news release. The news release along with the author information should be sent to AHA/ASA News Media Relations Dept. at [email protected] or call (214) 706-1173.
• Upon request, AHA/ASA may make the institution/university/organization’s embargoed news release available in the news conference/media briefing room as well as the working newsroom for studies presented at an AHA/ASA scientific meeting news conference or embargoed media briefing. For AHA/ASA scientific meetings, the embargo time for a late-breaking study is the beginning of the late-breaking plenary session. For a non-late-breaking studies, the embargo time is time of presentation or news conference, whichever comes first.
• Universities, medical institutions and health organizations who need to confirm embargo dates and times should contact AHA/ASA News Media Relations Dept (214) 706-1173 or (SMR EMAIL).
• Universities, medical institutions and health organizations must obtain specific study information from the researcher. AHA/ASA will only provide the embargo date and time and will not provide anyone with study information unless the researcher contacts the AHA/ASA asking them to provide the information.
• Universities, medical institutions and health organizations whose information is being presented at an AHA/ASA scientific meeting may not conduct any embargoed promotional media activities other than sending out an embargoed news release and conducting individual embargoed media interviews. Promotional media activities refer to any activity that may involve multiple news media outlets, including media briefings/news conferences, satellite media tours, corporate receptions, investigator meetings, etc.
• At AHA Scientific Sessions, universities and medical institutions may register to have their media materials displayed in the Industry Newsroom for a fee (see Industry Newsroom section for more information).
• If media break an embargo as a result of a university, medical institution or health organization issuing information or conducting an interview, the AHA/ASA may enforce sanctions against the reporter/media outlet, the researcher/scientist and university/institution/company as appropriate.
• Questions about media embargoes should be directed to Bridgette McNeill, Senior Communications Manager, Corporate & Media Communications, AHA National Center, 7272 Greenville Avenue, Dallas, TX 75231-4596; Tel: 214-706-1135; Email: [email protected].
• Although the Editorial Office will endeavor to notify authors of the anticipated publication date/time, neither the Editorial Office nor the AHA/ASA will be responsible for any consequences of early online posting with regard to the intellectual property rights. To safeguard their intellectual property, authors should ensure that appropriate reports of invention and patent applications have been filed before the manuscript is accepted.