MEDIA POLICY

APRIL 21-24, 2025
WALTER E. WASHINGTON CONVENTION CENTER, WASHINGTON D.C.

The World Vaccine Congress Washington provides many opportunities for new stories. Approved members of media are eligible for a complimentary press pass to World Vaccine Congress Washington 2025, meeting updates and admission to the onsite media zone.

Media Registration is open to:

Affiliated and Credentialed Media

Working journalists, including photojournalists, videographers, web-based media and news staff from journals that publish regular news sections on vaccines and health.

You may be asked to provide valid press credentials which include official photo identification issued by your employing news agency or government. A copy of publication masthead listing your primary position as an editor or reporter.

Freelance Journalists

Freelancers may be required to provide a letter of assignment from an editorial publication up to 3 bylined health/science articles from the past year as proof of qualification. To be considered for a complimentary press pass, include a direct link to recent articles with your byline from an editorial outlet.

Complimentary press passes will not be granted to non-news editorial staff of publications, book writers or documentary filmmakers, advertising, marketing or publishing staff or administrative personnel, communications or public relations staff from (or representing) a for-profit company, organizations that primarily produce audio or video continuing education resources, or exhibitors.

To register for a press pass to the Congress, please contact Hidy Lee at hidy.lee@terrapinn.com or Charlotte Thom at charlotte.thom@terrapinn.com with your media credentials.

Onsite Policy

Upon arrival to the Congress, registered media must pick up their press pass at the registration desk. Press passes must be always worn and visible at the Congress all the time. Members of the press who have be granted the press passes are welcome to attend any presentations as well as visit the exhibition hall.

Amenities and Services

We offer media zone to registered media onsite. The media zone is open to registered media representatives only.

Shared interview space is available on the exhibition floor at the interview zone. The area is first come, first served – no reservations are needed. We are not providing any private rooms for interviews.

Filming and Photography

Requests for filming should be emailed to the World Vaccine Congress Washington team as soon as possible, but no later than 2 business days prior to the Congress session.

Media are not permitted to photograph or publish presenters’ slides unless permission has been acknowledged by the presenter.

Media are not permitted to live stream or otherwise broadcast sessions, posters or the exhibition hall.

Embargo Policy

The official release time for materials presented during the Congress is the date and time of the presentation. Registered media are responsible for verifying those times and publishing appropriately.

Media in violation of the embargo policy may be required to forfeit their press pass.

Interview Coordination

Presenters who are featured in news releases and other experts are available for interviews at the World Vaccine Congress Washington.

For assistance in arranging interview times with presenters, please contact Hidy.lee@terrapinn.com or Lauren.shepppard@terrapinn.com

Industry Supporters

As a convenience to journalists, news releases and other information from industry supporters may be displayed on a designated table in the media zone with prior approval from the WVC team. Please note that the Congress does not review the accuracy or endorse these materials supplied from these industry supporters.

All promotional materials may be brought to the media zone on the exhibition floor.

Press materials on sessions presented at the Congress must give attribution to the World Vaccine Congress with the following boilerplate:

The World Vaccine Congress is a series of conferences and exhibitions that have grown over 25 years to become the largest vaccine meetings of their kind across the globe. The event format allows for whole-sector topics with hundreds of speakers and covers the complete vaccine value chain, enabling thousands of attendees from science, government, and manufacturers to come together to create ground-breaking progress.

More information can be found at https://www.terrapinn.com/conference/world-vaccine-congress-washington/index.stm

Proper Attribution in Media Coverage

All media coverage, including articles, blogs, and news segments, must refer to the event as World Vaccine Congress Washington. Media must ensure that the Congress name is used accurately and consistently throughout their reporting. Any variations or abbreviations must receive prior approval from the WVC team

Social Media

Registered media may share quotes and photographs of presenters from their social media accounts.

Any photographs featuring slides from a presentation must be approved by the presenter before being shared.

Any social media shared about a presentation from the Congress must mention or tag the Congress.

Official hashtags for WVC 2025: #WVCUSA #WVC2025 #WVCDC

Follow The World Vaccine Congress on Linkedin and @vaccinenation on Twitter for meeting updates.

Use of Name Policy

The Congress does not allow the use of its name, logo, or the annual meeting name in promotional materials unless approval is granted by World Vaccine Congress Washington.

To obtain permission to use the World Vaccine Congress name for promotional materials please contact us.

Violation of Media Policy

By accepting a press pass for the Congress, registered media acknowledge that they will abide by the Congress media policy. Violation of the Congress media policy can result in expulsion from the meeting, revocation of a press pass for the current and subsequent meetings, and removal from meeting updates. It is the policy of the World Vaccine Congress not to share information about the registered media attendees.

For Sponsors and Exhibitors:

When Media Want to Talk With You:

Accredited reporters, photographers, and video crews covering World Vaccine Congress Washington 2025 will be issued clearly marked press badges. On the exhibit floor, photographers and video crews must obtain permission from exhibitors before capturing photos or videos of their booths. Exhibitors are encouraged to check press credentials, ask about the media outlet or program, and request a business card or official identification from reporters seeking interviews, photographs, or video footage.

For any questions regarding media activity, including filming and photography in booths or on the exhibit floor, please contact Hidy Lee at hidy.lee@terrapinn.com