Embargo Policy for SMSNA Annual Fall Scientific Meetings Sessions & Abstracts
The SMSNA recognizes media are major contributors to health and medical coverage worldwide and have the responsibility to keep the general public informed. Distribution and use of advance materials from the SMSNA Annual Fall Scientific Meetings is covered under the SMSNA embargo policy, which is in place to ensure news reporters have the opportunity to write accurate and well-researched news stories on often complex scientific topics, while ensuring publicity does not appear prematurely.
All members of the press as well as abstract authors, public information officers, public relations firms, organizations, local academic or medical institutions and anyone else with access to abstract or research information are required to adhere to SMSNA’s embargo policy. The embargo includes coverage of all research being presented as well as all formats of release, including the Scientific Sessions online itinerary planner, App, Abstracts on CD, hard copy Abstract Book (including the supplement to the Journal of Sexual Medicine), online via the Association's website, and other presentations.
Embargo dates typically reflect the day and time the presentation, meeting or course begins. Coverage of the material is strictly prohibited before this date and time. Embargoed information is not to be made public in any format, including print, television, radio or the internet before the embargo date.
Journalists are not to redistribute the information within or outside their news organizations except for the following condition: journalists may share embargoed information with experts within the field for the purpose of obtaining relevant commentary or quotes. Journalists are responsible for ensuring all third parties honor the embargo date.
Any decision to lift an embargo early is at the sole discretion of the SMSNA. Journalists with questions about the date of an embargo, suspected embargo breaks or whether the embargo has been lifted for whatever reason should contact Tessa Benitez, SMSNA Associate Executive Director, at email@example.com immediately.
The embargo system is based on trust, and the SMSNA appreciates the vast majority of journalists respect the embargo. If you are an editor, please stress the terms of the embargo system with your reporters.
The purpose of the embargo policy is to protect the novelty and integrity of the abstract submissions presented at the Association's Scientific Sessions. This policy recognizes that all submissions are to be considered as preliminary until the time of presentation or authorized release. Premature release of information contained in any abstract will result in the individual, as well as the employer/affiliated company, institution, organization, etc. being removed from the Scientific Sessions.
Specific Embargo Dates and Times:
- Oral Presentations: Abstracts selected for oral presentation are embargoed from the time of submission until the date / time of presentation.
- Poster Presentations: Abstracts selected for both moderated as well as unmoderated poster presentation and the respective posters are embargoed from the time of submission until 2:00 p.m. (local time) of the 1st day of the SMSNA Annual Fall Scientific Meeting.
- Publication Only: Abstracts selected for publish only are embargoed from the time of submission until 2:00 p.m. (local time) of the 1st day of the SMSNA Annual Fall Scientific Meeting.
Exception to Embargo Policy–Publicly Traded Companies:
A pharmaceutical or device manufacturer that is publicly traded may be advised by its legal counsel that, in order to comply with requirements of the U.S. Securities Exchange Commission (S.E.C.) or a corresponding regulatory body in the country where the company's stock is traded, it must publicly disclose certain data from its submitted abstract prior to the Association's authorized release of the abstract.
Under such extenuating circumstances, and upon appropriate request, the SMSNA may grant an exception to its embargo policy and allow the company to release limited top line data from the abstract without jeopardizing its eligibility to be presented at the Association's Scientific Sessions. To request such an exception, a letter stating that disclosure of the information is necessary to comply with applicable securities laws needs to be sent via email to Tessa Benitez, SMSNA Associate Executive Director, at firstname.lastname@example.org, and copy the corresponding author of the abstract.
The Association will evaluate these requests on a case-by-case basis and reserves the right to change the type of presentation (from oral presentation to poster presentation) or remove the abstract from the meeting program if it determines that the released information may substantially detract from the novelty of the annual meeting presentation.
Questions regarding the correct embargo dates/times for the Association's Scientific Sessions should be addressed to Tessa Benitez, Associate Executive Director, at email@example.com.