2016 ASTRO Annual Meeting Press Kit

  • News Briefing Schedule
    Press Office Hours and Location
    Embargo Policy and Access to Abstracts
    Press Policies and Registration Form

    ASTRO’s Annual Meeting is the nation’s premier scientific meeting in radiation oncology and is expected to attract more than 11,000 attendees including oncologists from all disciplines, medical physicists, dosimetrists, radiation therapists, radiation oncology nurses and nurse practitioners, biologists, physician assistants, practice administrators, industry representatives and other health care professionals from around the world. Led by ASTRO President David C. Beyer, MD, FASTRO, the 2016 meeting is organized around the theme, “Enhancing Value, Improving Outcomes,” echoing growing calls from policy makers, physicians and patients for value-based health care. Dr. Beyer’s Presidential Symposium, “Prostate Cancer: Defining Value and Delivering It,” will feature Louis Potters, MD, FASTRO, and Jeff M. Michalski, MD, FASTRO, to highlight recent practice-changing landmark studies and current developments in the value-based care for prostate cancer.

    The four-day scientific meeting will feature presentation of nearly 2,400 abstracts, including more than 350 oral presentations. Three keynote addresses will examine various aspects of value in health care, such as safety, quality and access. Keynote speakers include Kathleen Sebelius, former U.S. Secretary of Health and Human Services (Monday, September 26); Thomas James Lynch Jr., MD, chair and chief executive officer, Massachusetts General Physicians Organization (Tuesday, September 27, 2016); and Jason Ragogna, general manager, SMS and Safety Alliances, Corporate Safety, Security, and Compliance, Delta Air Lines, Inc. (Wednesday, September 28, 2016). Concurrent with the scientific and educational program, more than 200 exhibitors will demonstrate the latest cutting-edge technology and medical device innovations for radiation oncology.

    News Briefing Schedule

    ASTRO news briefings will highlight research presented at the Annual Meeting. A news briefing on Sunday, September 25, 2016 with ASTRO President David C. Beyer, MD, FASTRO, will provide an overview of the meeting and report progress on ASTRO initiatives. News briefings on Monday and Tuesday, September 26 and 27, will feature top-rated abstracts selected from the general program. A final briefing schedule will be announced in September.

    Registered press working remotely will be able to access live audio and slides from the news briefings and ask questions virtually. All presenter slides, high resolution photos and an audio recording will be posted here following each briefing.

    Press Office Hours and Location

    Registered press are welcome in the on-site press office, located in room 151A of the Boston Convention and Exhibition Center. The on-site press office will be open during the following hours (all EST):

    • Sunday, September 25: 8:00 a.m. to 4:00 p.m
    • Monday, September 26: 8:00 a.m. to 4:00 p.m
    • Tuesday, September 27: 8:00 a.m. to 4:00 p.m
    • Wednesday, September 28: 8:00 a.m. to 12:00 noon

    Media inquiries and questions about the press program and press office may be directed to Liz Gardner, Media Relations Manager for ASTRO, 703-286-1600. The on-site press room in Scottsdale may be reached during open hours at 480-905-7934 or 480-905-7935.

    Embargo Policy and Access to Abstracts

    All abstracts to be presented at ASTRO’s 58th Annual Meeting, September 25-28, 2016, are embargoed until the date and time of scientific presentation or presentation at an ASTRO news briefing, whichever occurs first. 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 2016 Annual Meeting as well as future meetings and may also impact the ability to receive advance media materials for future meetings. If you have any questions about the embargo policy, please contact ASTRO’s Media Relations Manager, Liz Gardner at 703-286-1600.

    The full text of the abstracts selected for oral and poster presentation are available on the Annual Meeting Online Conference Planner and ASTROmobile beginning Sunday, September 25, 2016. All abstracts will be published in a supplement of the International Journal of Radiation Oncology•Biology•Physics (

    Press Policies and Registration Form

    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 symposium. 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 officers from educational institutions, government agencies and nonprofit cancer research organizations presenting research at the 2016 ASTRO Annual Meeting.

    Press Registration Form
    Press Housing Request

    To register as press, journalists must submit a completed press registration form and any additional information as specified below.

    • All journalists must submit (1) a letter of assignment from their news organization; and (2) two bylined articles.
    • Journalists covering an ASTRO meeting for the first time also must submit media identification (in addition to a letter of assignment and two bylined articles).
    • Freelance journalists must submit (1) two bylined, radiation oncology-related articles and (2) an official letter of assignment from an accredited news organization.
    • Newsletter journalists must submit copies of two issues of their newsletter containing at least one bylined article in each issue. If a representative was registered as press at a previous ASTRO meeting or symposium, 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 representative of ASTRO’s media relations team. For more information, please review ASTRO’s Photography, Videotaping and Recording Policies, available from
    • Public information officers of educational institutions, government agencies and nonprofit cancer research organizations presenting research at the 2016 ASTRO Annual Meeting are welcome to receive complimentary registration as press upon submitting (1) a completed press registration form; (2) a business card; and (3) the abstract title and presenting author name for the study being presented.
    • 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.

    For medical publishing companies, the publication must meet the following criteria to obtain press access:

    • 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 organization or private blog must meet the following criteria to obtain press access:

    • The website must provide original, editorial news coverage;
    • Editorial content must be independent of advertising and sponsorship;
    • Advertising on the website must be clearly identified as such;
    • Any sponsors of the website must be clearly identified as such and should be multiple in number (i.e., no single-sponsored websites); and
    • Online press credentials are subject to review by ASTRO’s media relations office.

    Public relations, marketing and/or advertising representatives, financial analysts, book publishers and book authors, and individuals from communications, print or online promotion services are welcome to register as regular attendees, however, they are not permitted to register as press.

    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.