Under the name European Society for Medical Oncology (ESMO), hereafter also referred to as the Society, a society was established in 1975 in accordance with Article 60 & ss. of the Swiss Civil Code. ESMO is a non-political party, non-profit (not-for-profit) organization.

To top

The mission of the Society is:

• To improve the quality of prevention, diagnosis, treatment, supportive and palliative care, as well as the follow-up of patients with malignant disorders
• To advance the art, science, recognition, and practice of oncology
• To disseminate knowledge to cancer patients and the public
• To educate and train persons involved in clinical cancer care and research
• To ensure a high standard of qualification of medical oncologists within the multidisciplinary team
• To promote equal access to optimal cancer care of all cancer patients

To top

The Society was originally founded in 1975 under the name 'Société de Médicine Interne Cancérologique (SMIC)'. The Society has its domicile in Lugano, Switzerland, where it is registered with the Chamber of Commerce. Upon proposal of ESMO’s Executive Committee, the Society may establish auxiliary offices outside of Switzerland.

To top

The Society shall be the sole judge of the moral, ethical, and professional qualifications requisite for acceptance or termination of membership. Members of the Society include four (4) categories: Full members, Junior members, Associate members, Honorary members.

Application for membership must be made to the ESMO Head Office by means of a completed official ESMO Membership Application Form. Approval of the applications of Full and Junior members will be performed by the Membership Committee.

All members can terminate their membership at any time by sending a signed letter to the President of the Society.

A member can be suspended by the Executive Committee and subsequently excluded from the Society by a decision of the Executive Committee.

To top

Full membership: is open to healthcare professionals who spend at least half of their time and work on cancer care and/or cancer research.

Full members have the following rights:

• To vote
• To hold office and serve on committees
• To sponsor candidates for ESMO membership
• To submit and sponsor abstracts for each ESMO event where abstract submissions are accepted

Applications for full membership shall be sponsored by a Full member of the Society.

Junior members: are oncologists in training until they successfully conclude their official training program.

Junior members have the following rights:

• To vote
• To hold office and serve on committees, with the exception of the National Representatives Committee
• To submit and to sponsor abstracts each year for each ESMO event that accepts abstract submission provided they act as presenter and first author

Application for Junior membership shall be sponsored by a Full member of the Society.

Associate members: are healthcare professionals who do not meet the criteria for Full Membership.

Associate members have the following rights:

• To attend the General Assembly
• To submit and to sponsor abstracts each year for ESMO congresses

Associate members have no vote in the General Assembly and are not entitled to hold office in the Society.

Honorary members: are elected by the Board of Directors for their distinguished service to oncology. Honorary members have all the rights of Full members and are exempt from paying membership dues. All past presidents are automatically honored with this title.

To top

The Society encompasses the following bodies:

• General Assembly
• Executive Committee
• Board of Directors
• Permanent Committees

To top

The General Assembly is the supreme governing body of the Society and is composed of all members. Full members, Junior members and Honorary members have the right to vote at the General Assembly.

The General Assembly is ordinarily convened at least once a year by the President of the Society, with members being notified by mail in writing (either post or electronic) at least three (3) weeks prior to the meeting. The General Assembly may also be convened extraordinarily upon the request of the Executive Committee or a fifth (1/5) of the Society's members.

The General Assembly is chaired by the President or, if unavailable, by a Vice-President, and deliberates the points listed on the meeting agenda.

The decisions of the General Assembly, except for other statutory rules, are calculated by a simple majority with an open show of hands. Whenever a vote ends undecided, the Chairman of the General Assembly casts the deciding vote.

The General Assembly is responsible for:

• Approval and revision, either partial or total, of the Society's Bylaws
• Statutory nominations
• Decision of agenda proposals
• Amount of annual membership fees
• Approval of the Society's financial reports

For the revision of the Bylaws, a majority of two-thirds (2/3) of those present and eligible to vote at the time of voting, is required.

To top

The Executive Committee is the executive organ of the Society. The task of the Executive Committee is to apply and execute the decisions of the Board of Directors and of the General Assembly and to work with the Chief Executive on day to day matters..

The Executive Committee is composed of five (5) to nine (9) members.

Members of the Executive Committee are:

• the President,
• two Vice-Presidents (the immediate Past President and the President-Elect),
• the Treasurer,
• elected by all ESMO members eligible to vote, and in accordance with Article 12.

By right of their position, further members of the Executive Committee are:

• The Chairperson of the National Representatives Committee
• The Chairperson of the Educational Committee and, as a non-voting member,
• The Chief Executive (Secretary), appointed by the Executive Committee

The Executive Committee designates which of its members shall officially represent the Society, as well
as the signatory powers.

The Executive Committee shall meet at least three (3) times a year. The Committee may invite Chairpersons of other committees and other experts to the meetings as required. Resolutions may be taken by circular letter (including telefax and e-mail), provided no member of the Executive Committee opposes.

All resolutions will be made by simple majority vote of the members of the Executive Committee present. In case of a tie vote, the President of the Executive Committee shall have the casting vote.

Minutes shall be kept on the consultations and resolutions of the Executive Committee for each meeting, which are to be signed by the President and the Chief Executive.

8.1 President: The President of the Executive Committee is the President of the Society and represents it officially. The President presides at all meetings of the Executive Committee and the Board of Directors.

8.2 Vice-Presidents: The Past President is the immediate past president. The Past President and the President-Elect shall serve as Vice-Presidents. They shall act for the President in the latter's absence and shall carry out such duties as may be assigned to them by the President.

8.3 Treasurer: The Treasurer shall be responsible for the financial administration of the Society. He/she shall prepare an annual financial report, together with the Chief Executive, and present it to the Executive Committee, the Board of Directors, and the General Assembly for approval.

8.4 Chief Executive: The Chief Executive shall be appointed by the Executive Committee. His/her duties consist in the execution of the activities of the Society as outlined by the Executive Committee.

To top

The Board of Directors shall advise on and deliberate the strategic affairs of the Society in accordance with the policies determined by the General Assembly and shall promote the purpose of the Society. It is composed of the Executive Committee and the National Representatives-Steering Committee. The Executive Committee has the mandate for determining the composition of the Board of Directors with a maximum of twenty (20) members.

The Board of Directors shall meet at least twice a year and be convened by the President. Resolutions may be taken by circular letter (including fax and e-mail), provided no member of the Board of Directors opposes.

All resolutions will be made by a simple majority vote of the members of the Board of Directors present. In case of a tie vote, the Chairperson shall have the casting vote.

Minutes shall be kept on the consultations and resolutions of the Board of Directors for each meeting.

To top

In addition to the ESMO Board of Directors and the Executive Committee, the Society has a number of Permanent Committees, each one presided by one (1) Chairperson who must be an ESMO Full Member.

The Chairperson is appointed by the Executive Committee after consultation with the previous Chairperson of the respective committee. The Committees are appointed by, and report to, the Executive Committee. The Permanent Committee Chairperson may create a Steering Committee to facilitate the daily business of the committee. These Chairpersons hold office for three (3) years and can be re-appointed once for a further term by the Executive Committee. In exceptional cases, to conclude an on- going project, their mandate may be prolonged by the Executive Committee. Their term of office begins on 1 January of the year immediately following the election.

The task and responsibilities of each of the following current Committees are as follows:

• 10.1 Educational Committee: The Educational Committee is responsible for the educational program of ESMO.


• 10.2 Ethics Committee: The Ethics Committee is responsible for ensuring the compliance of all ESMO's activities with high ethical standards.


• 10.3 Fellowship and Award Committee: The Fellowship & Award Committee is responsible for the selection of the candidates for the ESMO Fellowship Program and for the nominations for the various ESMO Awards.


• 10.4 Membership Committee: The Membership Committee is responsible for promoting ESMO Membership.


• 10.5 Multidisciplinary Oncology Committee: The Multidisciplinary Oncology Committee is responsible for the cooperation and coordination of different disciplines within Oncology.


• 10.6 Young Oncologists Committee: The Young Oncologists Committee is responsible for the high quality training and education of young oncologists, as well as the fostering and improving of career development opportunities.


• 10.7 National Representatives Committee: The National Representatives Committee is responsible for the coordination of information and projects on a European and international level. The Committee may be composed of one (1) National Representative from each country in Europe and one (1) Regional Representative from other regions in the world, as determined by the Executive Committee. The members of the National Representatives Committee are Full ESMO members. They hold office for three (3) years, and may be re-appointed once for a further term by the Executive Committee. Their term of office follows the calendar year.
  
  The members of the National Representatives Committee shall elect a Steering Committee composed of three (3) members who represent the Committee on the Board of Directors. The candidates for the National Representatives Steering Committee are proposed by the Chair of the National Representatives Committee after consultation with the Executive Committee. Their term on the Steering Committee of the ESMO Board of Directors follows their term as National or Regional Representative. Stepping down from the ESMO National Representatives Committee also implies no longer being a member of the Steering Committee.
  
  Candidates for the National Representatives Committee must be Full Membership members.
  
  The ballot for the position of National Representative shall include at least two (2) names. All ESMO members eligible to vote from that country/region vote for the candidate of their choice.
  
  Voting is organized by and the votes are counted under the responsibility of the ESMO Head Office.


• 10.8 Nominating Committee: The Nominating Committee is responsible for the proposal of candidates for the position of President-elect, Treasurer and all other positions to be elected.

To top

The Executive Committee may appoint Committees and different ad hoc Committees/Sub- Committees/Working Groups/Task Forces in accordance with the needs of the Society.

To top

The ESMO President's term, as well as all ESMO officers' and committee members' terms, shall follow the calendar year. If for some reason a vacancy occurs, the position may be temporarily filled until the end of the year through a nomination by the Executive Committee. However, the new position officially begins on 1st January of the following calendar year when a new candidate is selected according to the Bylaws. The President-Elect is elected by all ESMO members eligible to vote and holds office for two (2) years. His/her term begins on 1 January of the year immediately following the election. After serving for two (2) years as Vice-President (President-Elect), he/she serves for two (2) years as President, followed by two (2) years as Vice-President (Immediate Past President).

The Treasurer is elected by all ESMO members eligible to vote. He/she holds office for three (3) years. His/her term mandate may be extended for a further term by a vote of the ESMO members. His term begins on January 1 of the year immediately following the election.

The President-Elect and the Treasurer are elected based on the proposal by the Nominating Committee of at least two (2) candidates for each position. The Nominating Committee will be appointed by the President, with the advice and consent of the Executive Committee. It shall consist of five (5) members: the President, the President-Elect, and three members proposed by the National Representatives Committee.

The voting materials will be sent by mail (post or electronic) to the ESMO members with the right to vote no later than two (2) months prior to the General Assembly. The ballot will include the names of at least two (2) candidates proposed by the Nominating Committee for the office of President-Elect and/or Treasurer.

The Chairpersons of the Permanent Committees are appointed by the Executive Committee after consultation with the previous Chairperson of the respective committee.

Members of the committees, other than the National Representatives Committee, are proposed by the Committee Chairperson and approved by the Executive Committee for a period of three (3) years, and can be re-appointed by the Executive Committee. Their term of office begins on 1st January of the year immediately following the election. All ESMO committee members must be ESMO Full, Honorary, or Junior members and are required to attend committee meetings in person unless the Bylaws permit resolutions by circular letter.

To top

All members, with the exception of Honorary members, as stated in Article 5, shall pay annual membership dues as fixed by the General Assembly. Dues shall be paid to ESMO immediately upon election as a member of the Society (a pro rata reduction of 50% is applicable for the year of joining if the election takes place between 30th June and 1st January of each year. The annual fee will include a subscription to Annals of Oncology. Non-payment of dues after the deadline of the second reminder constitutes loss of benefits, with loss of membership at year-end, unless decided otherwise by the Executive Committee. The Executive Committee shall determine rules as to reinstatement.

The financial operations of the Society shall be guided by a budget that has been approved by the Executive Committee.

The financial year shall close each year on 31st December. An audit of the Society's accounts will be made annually by a certified public accountant. It will be presented to the Executive Committee, Board of Directors, and the General Assembly. A copy will be made available upon request to any member of the Society.

The liabilities and obligations of the Society towards third parties may be enforced only against its assets and all personal responsibility of individual members is excluded. The responsibility of a member towards the Society is limited to the annual membership dues fixed by the General Assembly.

To top

The ESMO Foundation supports ESMO's education and research mission worldwide, by funding initiatives in high-quality cancer care and prevention, career development, and patient education.

To top

The ESMO Congresses and other meetings are part of the main scientific and educational activity of the Society and the Executive Committee is responsible for their organization.

Congress Scientific Committee: The Congress Scientific Committee is an ad hoc committee that is elected for each congress to establish the content of the scientific program. The Chairperson, the Chair- elect (Chair of the following Congress) and ex officio members of the Scientific Committee are appointed by the Executive Committee, after consultation with the Chairs of the Scientific Committee of the previous congress.

To top

Officers of the Society are expected to act on a voluntary basis for each committee on which they serve. Their expenses related to ESMO activities will be reimbursed upon presentation of receipts. Additional reimbursement may be granted according to the ESMO Reimbursement Policy established by the Executive Committee.

To top

Proposed amendments to the Bylaws of the Society may originate with the Executive Committee or Board of Directors. Proposed amendments may also originate from any member of the Society, provided they have the endorsement of at least twenty (20) members of the Society in good standing, and are submitted in writing to the Board of Directors no later than four (4) months prior to the General Assembly and circulated to the members of the Society at least three (3) months prior to the General Assembly. Amendments properly proposed to the Board of Directors will be presented at the following General Assembly, accompanied by the recommendation of the Board of Directors. Such proposals must be included as an item on the agenda and should be available to the members three (3) months before the General Assembly. Adoption of amendments shall require the approval of more than two-thirds (2/3) of the members present and voting at the General Assembly.

To top

The Society shall be dissolved if a resolution to this effect is supported by an affirmative vote of two-thirds (2/3) of those cast by voting members at a General Assembly. Proposals of such resolutions must be submitted in writing to the Board of Directors at least six (6) months prior to the General Assembly and have the endorsement of at least twenty (20) members of the Society in good standing. Additionally, they must be circulated among the members at least three (3) months prior to the General Assembly. Such resolutions may contain provisions whereby any assets remaining after the satisfaction of all debts and liabilities shall not be paid to or distributed among the members of the Society, but shall be turned over to one or more similar organizations selected by the outgoing Board of Directors.

To top

These Bylaws shall be governed by and construed in accordance with Swiss law. The exclusive place of jurisdiction for all disputes arising in connection with or based on these bylaws shall be at the domicile of the Society.

This version of the Bylaws was approved by the 2009 ESMO General Assembly at its meeting on 21 September 2009, in Berlin, Germany and will take effect as from 1 January 2010.

To top