MEDIA POLICY FOR CSHL MEETINGS

The primary mission of the Meetings Program at Cold Spring Harbor Laboratory is to provide an intellectual exchange between scientists from around the world. Through our meetings, scientists are given the opportunity to discuss their current research, exchange information and ideas with other scientists, and gain knowledge about current and upcoming research trends. While members of the mainstream and scientific media are often welcome to attend meetings at Cold Spring Harbor Laboratory, several guidelines must be followed.

Confidentiality and Use of Information:
Often, during the course of a meeting, a scientist will discuss a discovery, method, or current project that is not yet complete or published. For this reason, we ask that any media covering these meetings use information heard in meeting sessions as background only, and refrain from reporting on any spoken or printed material gained from the meeting. For the most part, these meetings are "closed," to protect the freedom of exchange between the scientists. Please do not publish or report any information that you gain from our meetings, but feel free to collect information for background research or as a base for a future story. If a reporter wishes to report on something heard at the meeting, or wants to plan for a future story as a research project progresses, he or she may approach the relevant scientist out-of-session (i.e. during breaks, poster sessions, wine and cheese parties, etc.) to request an interview.

Limitations of Space:
The Meetings program at Cold Spring Harbor Laboratory brings together thousands of scientists from around the world each year. Unfortunately, meetings are often oversubscribed and closed due to space limitations to prospective registrants. This affects both scientists and the media. When you register, please note if a meeting has already been closed. Please remember that we must always give priority to the scientists at the meeting, and while we welcome members of the media, we must make scientific exchange our first priority. When meetings are oversubscribed, you may be unable to find a seat inside the auditorium. In such cases, we ask that you utilize the closed-circuit viewing areas set up for this overflow. Again, priority must be given to scientists, and we ask for your patience and understanding.

Session Participation:
As most of our scientists gather to exchange and discuss information, the actual time spent in the meetings is quite precious. We ask that the media refrain from engaging in questions or discussions during the sessions. However, we encourage members of media to approach individual scientists and meeting leaders after the sessions, during the session breaks, at meals and throughout the day to ask questions and gather information. Please be sure to identify yourself as a member of the media, get the scientist's permission to speak with him/her, and distinguish whether comments and quotes will be on- or off-record. Any quotations or citations you make must have the express consent of the scientist, or the appropriate principal investigator if your source is a post-doctoral or graduate student.
If you would like to arrange for a formal interview with a scientist, you may contact the Department of Public Affairs for assistance. We will be happy to help as much as possible.

Advance Information:
Meeting programs and abstracts are only distributed upon check-in.
____________________________________________________

If you have specific questions or advance needs, please contact CSHL Public Affairs.

Remember, we are prepared to answer your questions, clarify these guidelines or help you attain the information you need for your work. If necessary, call (516) 367-8455 to speak with one of our representatives.