Press Must Register Now to Cover Feb. Retroviruses Meeting; Dec. 29 Deadline

Next year's major AIDS research conference in the United States will be held at the Sheraton Chicago Hotel, February 1-5, 1998; reporters must register over a month in advance in order to be admitted. On December 1 the conference secretariat released a "Press Registration" memo with information about the conference, and a "Press Registration Information" sheet with specific instructions. Due to the delayed notice and the importance of the meeting, we include the instructions here (italics in original):
    5th Conference on Retroviruses and Opportunistic Infections, Press Registration Information:
    Press registration applications will be reviewed by members of the Scientific Program Committee. Applications from community newsletters will be reviewed by the Community Liaison Subcommittee. All press must preregister. There will be no on-site registration.
    Who May Register
    Representatives from the following media may register as press:
    * general-circulation newspapers or magazines
    * general-circulation medical/healthcare publications
    * broadcast news media
    * community-based newsletters
    Medical communications companies, financial press, biotechnology newsletters, public relations firms, and noneditorial staff such as publishers and representatives of sales, marketing, or advertising departments are not eligible for press registration. Individuals, agents, or contractors providing coverage for or being sponsored by industry may not register as press.
    Freelance writers should provide proper credentials as well as a letter of assignment from a publication. Unassigned freelance writers may not register as press.
    Any publication, supplement, or electronic product devoted exclusively to the coverage of the conference must have prior written approval of the Scientific Program Committee (e.g., meeting highlights, on-line conference proceedings/reporting, audio conferences, etc.). Media campaigns at the conference and distribution of company-sponsored press releases (both at the conference and off-site) are not permitted preceding or during the meeting dates.
    How Many May Register
    Press registration is limited to 180. Up to two reporters per publication, publication group or electronic news-media service may register as press. Applications for a second reporter will be considered after all other requests have been received, and registration privileges will be provided if the limit has not already been reached. Additional badges (above the allotment of 2 per media outlet) providing admittance to press conferences will be available for television crews.
    How To Register
    Requests for press registration should be submitted (preferably on the attached registration form) along with the materials listed below:
    Press who have been credentialed for the conference in the past 2 years should include:
    1. a letter from the editor (or masthead with reporter's name listed)
    2. sample of a recent article (preferably from the last Retrovirus Conference, demonstrating previous coverage, and with a byline)
    Press who have not registered for previous Retrovirus Conferences should include:
    1. a letter from the editor
    2. copy of one recent article (published within the past year and preferably with a byline)
    3. sample publication
    Send the above materials to:
    Press Registration
    Retrovirus Conference Secretariat
    211 N. Union St., Suite 100
    Alexandria, VA 22314
    (703) 684-4876 phone / (703) 684-4841 fax
    Deadline
    The deadline for press registration is December 29, 1997 (or until the press block has filled, whichever occurs sooner). All applications will be handled on a first-come, first-served basis. Within two weeks of receipt of press application and after press credentials have been reviewed and approved, a confirmation letter and housing information will be sent. A press kit and final program and abstracts book will be sent two weeks prior to the Conference to all preregistered press.

Note: There is no registration fee for press. But persons cannot register for this conference just by paying a fee; they must be a member of an allowed category, such as one of the press categories above. It is unclear where gay newspapers and perhaps certain other media will fit, and this may be a problem; our understanding is that "community-based newsletters" are expected to be AIDS-specific.

The 5th Conference on Retroviruses and Opportunistic Infections "is sponsored by the Foundation for Retrovirology and Human Health and is held in scientific collaboration with the National Institute of Allergy and Infectious Diseases (NIAID) and the Centers for Disease Control and Prevention (CDC)." The secretariat is the Westover Management Group, 703-684-4876, fax 703-684-4841.