CROI Conference embargo policies are designed to ensure that the entire scientific community receives full and accurate information about research presented at the conference simultaneously. Embargo violations can lead to misinformation or incomplete information about research presented at the conference. CROI requests that all conference participants familiarize themselves with these embargo policies, which will be strictly enforced.
Embargoes: All research presented at CROI is embargoed until the conclusion of the study’s presentation at the conference. For example, if a study is presented from 2:15 PM to 2:30 PM, as part of a session that begins at 2:00 PM and ends at 3:00 PM, the embargo on that study lifts at 2:30 PM.
Poster presentation embargoes: Embargoes on poster presentations lift at the beginning of the session in which the poster is presented.
Press conference embargoes: Embargoes on research presented in CROI press conferences lift at the end of the press conference panel or at the end of the presentation of the study in its regular conference session, whichever is earlier. For example, if a study is to be presented in a session at 3:00 PM, but that study is included in an official CROI press conference that concludes at 1:00 PM, the embargo on that study will lift at 1:00 PM.
Social media: No public dissemination of research information from the conference is permitted prior to the lifting of the conference embargo. CROI embargo policies apply to any public dissemination of research information presented at the conference, including electronic publications (e.g., blogs) or social media (eg, Twitter, Instagram, Facebook).
Abstract information, including titles, authors, sessions and numbers: The titles of conference presentations, author names and affiliations, session titles and abstract numbers are embargoed information until the CROI program is posted to the conference website, generally one week before the meeting opens. After the program is posted, abstract titles, authors, session titles and abstract numbers may be published. Please check the conference website to ensure that the CROI program has been posted before disseminating any of that information.
Media conversations with authors: This embargo policy does not prevent conversations between presenting authors and journalists in advance of the presentation. The embargo policy does prevent any media publication, including social media publication, of information about the study or results of conversations with authors prior to the CROI embargo lift.
Scope of the policy and consequences: This embargo policy applies to CROI attendees, abstract authors, contributors, media, and staff. Individuals or organizations that violate the conference embargo policy may have their conference presentations cancelled and credentials revoked, and may not be permitted to participate in future meetings.
CROI defines a “press release” as any material (print, electronic, video, or audio) designed to facilitate media coverage of a study presented at the conference, including media advisories, fact sheets, or other media materials.
Press releases on research studies presented at CROI may not be distributed until the news embargo on the study in question lifts (see CROI Embargo Policies for details). Press releases or other media materials may not be distributed on site at any time without the express prior approval of the Conference Organizer.
Releases that address several studies: If several studies are addressed in 1 release, that release may be made available at the time of the latest embargo lift.
“Material information” exceptions: Publicly traded companies that determine that they must disclose general findings of a research study to be presented at CROI in order to satisfy US Securities and Exchange Commission (SEC) requirements must notify the conference organizer at CROIabstracts@iasusa.org and provide a copy of their release and their distribution plans in advance. Such releases may include only general findings (not the full data to be presented at the meeting) and may not reference the Conference or the presentation by name.
Conference-dedicated publications: Any print or electronic publication devoted to the coverage of the Conference (eg, meeting highlights, online Conference proceedings or reporting, audio conferences, fax newsletters, and abstract compilations) must have the prior written approval of the Conference Organizer.
On-site distribution: Please note that no media materials of any type may be distributed at the Conference.
Publication of slides: Reproduction of slides presented at CROI is only permitted with the express, prior written consent of the author.