Media Registration
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Media Registration Terms and Conditions
To register as media for WPC 2016, you need to review the Accreditation Guidelines below and send all materials by email or fax to:
Email: secretariat@worldpdcoalition.org  or Fax: 514.287.1248

Procedure:

1. Applicant send in materials for review by email or fax.
2. WPC reviews the applications.
3. Decision is made and applicant is notified.
4. If approved, registration link is supplied to applicant. 

 

These Terms & Conditions for Media Representatives are valid for every delegate registered as media representative to attend the 4th World Parkinson Congress (WPC 2016), to be held in Portland, OR, USA, from September 20 – 23, 2016 (hereinafter referred to as “the Congress").

Media Accreditation Guidelines
To be able to register as a media representative, you must be at least 18 years old by September 20, 2016. You may be asked to present an official identity card stating your age. There is no registration fee for accredited media representatives. However, to be accredited as media representative, you must submit the following:

Print journalists - Newspaper/magazine/or scientific journal:

  • Copies of three articles that have been published by a recognized media outlet that you have written, with your byline on the article. Do not send WORD documents – we require scanned or hard copies of the original published article. If these articles are published online, you may send the complete URL rather than scanned or hard copies of the article; AND
     
  • A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the Congress; AND
     
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Broadcast journalists and filmmakers:

  • Audio or video files of three broadcast programs you have worked on – you must upload a maximum of one minute of this file, which includes the section with your name on it. If this file is published online, you may send the complete URL rather than upload the film. If you are unable to upload the audio/video files, please send a CD ROM with the recordings to the WPC 2016 Secretariat, JPdL, 1555 Peel Street, 5th Floor, Montreal, QB, H3A 3L8, CANADA; AND
     
  • A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the congress; AND
     
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Internet journalists (Official news website):

  • The complete URL’s of three articles you have written that have been published by a recognized media outlet, with your byline on the article; AND

  • A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the Congress; AND
     
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Bloggers for organizations or associations:

This category will be marked on the quality and relevance of links provided. Being published on a blog does not automatically grant media accreditation.

  • The complete URL’s of three blog posts you have written in 2016 for the organization; AND
     
  • A letter from your organization stating that they support your application and that you have been assigned to cover the conference for their blog; AND
     
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Radio

This category will be marked on the quality and relevance of links provided. Being aired on a radio show does not automatically grant media accreditation.

  • A link to three stories you have produced in 2016; AND
     
  • A letter from your organization stating that they support your application and that you have been assigned to cover the conference for the radio station; AND
     
  • A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

All submitted credentials will be thoroughly checked and verified by the WPC 2016 Secretariat and additional credentials may be requested before accreditation is approved. You should therefore allow 14 to 21 days processing time before you receive confirmation of your registration. The WPC cannot take responsibility for delays or delivery failure of supporting documentation.

Each media house is granted a maximum of two media registrations except where the media house is able to justify in writing why they require more than two registrations.  

The number of media registrations for small newsletters (with a circulation of under 15,000) is limited to one person per organization, unless additional media registrations are justified in writing.

Your media registration will only be processed upon receipt of the fully completed registration form and verification of the above-mentioned credentials. As the number of media registrations is limited, the WPC reserves the right to refuse applications.

The registration for media representatives includes entry to all conference sessions, the exhibition and poster area, the opening and closing session and the media center. A congress bag and materials are also included. All congress bags and materials will be distributed onsite. Congress bags and materials will not be mailed to media representatives.

Registration confirmation
A registration confirmation will be sent by email after the WPC 2016 Registration Department has received the fully completed registration form and the applicant’s media credentials have been verified and confirmed. Media representatives may be requested to present this registration confirmation at the registration counter as proof of their registration.

Please note that access to the media center may be refused without this identification.


Registration name change
A name change to an existing media registration is not possible. The granted media registration must be cancelled and the new media representative must register and submit the required documents.


Cancellation policy
Notification of cancellation must be made in writing and sent to the WPC 2016 Registration Department by email. The cancellation will not be effective until a written acknowledgement from the WPC 2016 Registration Department is received.


Cancellation of conference
In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the conference organizers cannot be held liable by media representatives for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.


Modification of the program
The conference organizers reserve the right to modify the program, which is published as an indication only.


Lost name badge
The congress name badge must be worn at all times during the conference. Access to the congress facilities will not be granted without a proper name badge. If a media representative loses, misplaces or forgets the name badge, a handling fee of $50USD will be charged for a new name badge.


Letter of invitation
Individuals requiring an official Letter of Invitation from the conference organizers can acquire one through the online registration process. Once registered, the confirmation email will have a link to create an individualized Letter of Invitation.

The Letter of Invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference are the sole responsibility of the media representative.

Visa requirements

PLEASE NOTE THAT NON-USA MEDIA REPRESENTATIVES MAY NEED TO APPLY FOR A VISA
It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest US embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities at least 90 days before travelling to the U.S. (i.e. before July 1, 2013).

Delegate registration details might be shared with the USA immigration authorities to assist in the immigration process. However, the conference organizers and/or the WPC 2016 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.


Protection of confidentiality of WPC 2016 Delegates
Some Congress participants are people living with Parkinson’s, and for some, their disease status may be unknown to others. For this reason, we impose the following restrictions: in all conference sessions, media representatives who are permitted to film (video or photograph) the presenter/s of the session must obtain permission from all NON speakers who they photograph to secure that person's permission to broadcast/publish this information BEFORE it is broadcast/published. Session chairs may impose further restrictions regarding visual recording at their discretion.

 

WPC 2016 Media embargo policy
In the case of WPC 2016, as well as most scientific/medical conferences, all conference abstracts are embargoed until the date and time of the actual presentation.

Therefore all abstracts accepted for inclusion in WPC 2016 in any form may not be published or presented before the date and time of their presentation at the conference. A detailed breakdown of the variations for different types of abstracts is available below.


Hot Topics (oral talks on poster abstracts) and poster exhibition abstracts
Information about the abstracts may not be published or presented before they are presented at the WPC 2016.


For electronic posters/abstracts published on WPC 2016 CD-ROM only
Information about the abstracts may not be published or presented before Monday, September 19, 5:00PM ET. This time coincides with the opening of onsite registration at which point the CD-ROM containing the full text of all accepted abstracts will be distributed to delegates.  


Embargo breaks
Breaking of the embargo policy by a reporter leads to:

  • Immediate suspension of the reporter’s media conference credentials
  • Immediate barring of the reporter from the meeting premises
  • Removal of the reporter’s name from the WPC Media Distribution List
  • No access to the WPC 2016

If in any doubt, please contact the WPC 2016 secretariat at secretariat@worldpdcoalition.org

 

Background Resources

WPC 2016: Join the Conversation
Get the latest conference updates and share your thoughts and ideas through the WPC 2016 social media pages on Facebook, Twitter, LinkedIn, or Instagram.


@WorldPDcongress - using hashtag: #WPC2016 

Like the World Parkinson Congress on Facebook and stay in touch with the latest updates and developments. Tell us why you are coming to Portland and what you hope to gain from WPC 2016.

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