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ESMO Policy on Press Activities

ESMO welcomes Press Representatives working for ESMO-Recognised Press Outlets interested in reporting on cancer issues.

This policy is aimed at regulating access to and the use of tailored ESMO resources and ESMO Communications Activities by Press Representatives.

It also regulates Press Representatives participation at Events and provides guidance and assistance when performing activities surrounding or referring to ESMO and Events.

Differently, any Third Parties Media Activities, involving, addressing or referring to ESMO and/or Events, ESMO representatives/presenter/speakers at Events, Press Representatives at Events, are subject to the ESMO Policy on Media Activities Organised by Third Parties.  (Further details at chapter 3 of the present policy)

Please check the following definitions for your reference:

“Event“ refers to meetings, congresses and other types of ESMO-organised events as well as ESMO Partnership events with other organisations, whether organised in-person or in a virtual format.

“ESMO Communication Activities” refers to all communication activities initiated by ESMO and targeting Press Representatives, including but not limited to: press releases, press briefings and conferences, interviews, articles, videos, etc.

“ESMO-Recognised Press Outlets” refers to trade and mainstream outlets regularly publishing independent and original news coverage or commentaries as primary activity.

The coverage must be produced by recognised Press Representatives (see below), avoiding educational content/CME or material intended for medical professionals.

In particular, ESMO-Recognised Press Outlets refers to:

  • Magazines, newspapers
  • News agencies and newswire services
  • Broadcast media (radio or TV)
  • Web sites consistently publishing editorial news coverage, provided they are widely accessible with complete editorial independence and freedom from sponsors/advertisers.

The outlet inclusion and eligibility criteria outlined above, are the only applicable policy and ESMO has total discretion in recognising such organisations.

Outlets not recognised by ESMO are subject to the definition of Third Party and details can be found in chapter 3 of this policy.

“Press Representatives” refers to professionals for whom journalism is the primary activity and to Press Filming Crew members (see below), both working for ESMO-Recognised Press Outlets and duly registered through the MyESMO Press Area (see below) and/or accredited by ESMO at Events.

“Press Activities” refers to activities carried out by above-mentioned Press Representatives

“Press Filming Crew” refers to a single professional or a group of camera operators, photographers, technicians, assistants, etc, appointed by or working for ESMO-Recognised Press Outlets.

“Press Filming Activities” refers to ESMO content captured through activities such as filming, audio recording and photography, performed by Press Filming Crews, involving, addressing or referring to:

  • ESMO AND/OR
  • Events AND/OR
  • ESMO representatives AND/OR presenters/invited speakers at Events

For more details, please refer to the ESMO Policy on Filming Activities.

“Third Parties, Third Parties Media Representatives or TP Media Representatives” refers to any entities which are not ESMO nor an ESMO-Recognised Press Outlet or a Press Representative.

“TP Media Activities” refers to media activities initiated by Third Parties.

For more details, please refer to the ESMO Policy on Media Activities Organised by Third Parties.

“TP Filming Crew” refers to a single professional or a group of camera operators, photographers, technicians, assistants, etc, appointed by or working for Third Parties.

“TP Filming Activities” refers to content captured during Events through activities such as filming, audio recording and photography initiated by TP Filming Crews, involving, addressing or referring to:  

  • ESMO AND/OR
  • Events AND/OR
  • ESMO representatives AND/OR presenters/invited speakers at Events

For more details, please refer to the ESMO Policy on Filming Activities.

MyESMO Press Area” refers to the online platform managed by ESMO, accessible to Press Representatives upon application and eligibility confirmation by ESMO.

1. MyESMO Press Area, Press Representatives access

The MyESMO Press Area provides Press Representatives with access to ESMO resources, Communication Activities and dedicated support systems.

Press Representatives can request access through an online form, made available on the MyESMO Press Area homepage or to be requested at press@esmo.org

The ESMO Press Office reserves the right to withhold approval of the applications if the applicant and/or the press outlet does not satisfy the eligibility criteria or if the application form is sent without the requested supporting documents.

The decision of the ESMO Press Office is final regarding all press applications. The provision of false information about affiliation or credentials may result in a ban from accessing the MyESMO Press Area and all ESMO Communication Activities.

Eligibility criteria to access the MyESMO Press Area for Press Representatives

Upon application and ESMO approval, complimentary access will only be granted to representatives of ESMO-Recognised Press Outlets.

A copy of a valid press card (if applicable) and some examples of previously written articles must be uploaded on to the application form. Company/outlet business cards and membership cards are not accepted as sole credentials.

2. Accreditation and participation of Press Representatives at Events for coverage purposes

Press Representatives must apply for accreditation to Events through an online form that can be found for each meeting at the specific “Press and Media” page or through the MyESMO Press Area or to be requested through press@esmo.org.  Application in advance is strongly recommended.

The ESMO Press Office reserves the right to withhold approval of press accreditation if the applicant and/or the outlet does not satisfy the eligibility criteria or if the accreditation form is sent without the requested supporting documents.

The decision of the ESMO Press Office is final regarding all press accreditation requests and the provision of false information about affiliation or credentials may result in a ban from current or all future Events.

Any badge issued as a result of an accreditation process is the property of ESMO, it is required for admittance to all Events and must be visible at all times. Please note that the badge is needed for security purposes and is non-transferable. Misuse of badges such as sharing with individuals who are not accredited for the Event will result in a ban from current and future Events for all parties involved. No refunds, if applicable, will be issued.

Press Representatives who are accredited for an Event and are unable to attend it, are kindly requested to inform the ESMO Press Office (press@esmo.org) as soon as possible.

Eligibility criteria for Press Representatives at Events

Upon application and ESMO approval, complimentary accreditation will only be granted to representatives of ESMO-Recognised Press Outlets.

A copy of a valid press card (if applicable), some examples of previously written articles and an official letter of assignment on press outlet’s letterhead, issued and signed by the Editor (including full name, email address, and phone number) of the assigning press outlet must be uploaded on to the accreditation form or printed and delivered if the application is performed onsite. Company/outlet business cards and membership cards are not accepted as sole credentials.

The press accreditation entitles the holder to:

  • Access specific Events resources through the MyESMO Press Area
  • Receive embargoed material
  • Attend the official Events press conferences and press briefings, if relevant
  • Attend all sessions in the official Events programme
  • Access the Events webcasts
  • Access the ESMO Press & Media Centre, including the ESMO Press Working Room and the ESMO Press Conference Room (both available at selected events held in person).
  • Access the Filming Area or an equivalent space possibly equipped with electrical sockets, internet access and other facilities, the Meeting Point (a specific waiting space located within the Filming Area when available) and the Interview Rooms. At selected events, private interview rooms will be available upon request, on a first-come, first-served basis. A booking system will only be available onsite in the ESMO Press & Media Centre – pre-booking not permitted: use of interview rooms is regulated in half-hour increments and any other events such as small roundtables/ press briefings or small group discussions are not permitted in those rooms, unless agreed with ESMO in advance. Interview rooms layout and setup cannot be changed. These services are only available for selected Events held in person.

No more than 3 press badges in total will be granted per Press Outlet (including Press Filming Crew members) and limitations on the number of granted badges may be applied if necessary.

Eligibility criteria for Press Filming Crew members and Press Filming activities at Events

Press Filming Crew members can obtain a press filming badge upon completion of the press accreditation form (see above), only if accompanying an accredited Press Representative (such as an editor, a reporter, etc.) or if appointed by an ESMO-Recognised Press Outlet in order to collect footage and pictures as supporting visual material for news coverage.   Press Filming Crew members will not have access to embargoed material

For all details concerning Press Filming activities at Events and to apply for a press filming badge, please check the ESMO Policy on Filming Activities (Chapter 1)

3. Outlets and entities ascribable to Third Parties 

Representatives engaged in the following are considered Third Parties and are NOT entitled to access the MyESMO Press Area nor to apply as Press Representatives and access ESMO Communication Activities (even if they have a valid press card). These are welcome to visit other ESMO resources and request/purchase a different badge at Events:

  • Public relations agencies
  • Advertising, communications and media agencies
  • Sales and marketing
  • Financial analysis
  • Pharmaceutical companies
  • Foundations, charities, philanthropic organisations
  • Public Affair Representatives (Public affairs officers of academic institutions, scientific societies, registered medical research charities or patient advocacy groups)
  • Personal websites and/or blog (expressing personal opinions or not regularly writing about oncology)
  • Sponsored journalists (providing a letter of assignment/invitation issued by a company)
  • Companies or organisations producing publications, videos and other products intended for educational purposes (with or without a commercial component) and/or offering CME.
  • Filming crews or photographers, represented or hired by organisations other than the ESMO-Recognised Press Outlets nor ESMO
  • Peer-reviewed journals as well as Publishers

Third Parties performing communications and Media Activities must abide by the ESMO Policy on Media Activities Organised by Third Parties.

4. Embargo

Embargo times vary for each Event and for each ESMO Communication Activity. Press representatives are required to observe and respect them.

This applies to all kinds of media channels (online and printed press outlets, newsrooms, social media, videos, etc.). If re-publishing ESMO press releases, ESMO must be indicated as the source.

As a general rule:

  • Press releases and material supporting ESMO Communication Activities will include the Embargo details.
  • At Events, data and information included in the accepted abstracts are under Embargo until the relevant Embargo release date cited in the “Publication schedule for accepted abstracts” page.   Specific Embargo details will be published ahead on the related web page.
  • At Events, data and information beyond what is included in all accepted abstracts, for example full data sets or manuscripts, may only be made public at the start of the official programme session during which the study is presented.

5. Social Media and use of official ESMO hashtags

ESMO welcomes discussions related to cancer issues on social media. 

Press Representatives may use the official hashtag of the Event (example: #ESMO24) in their social media posts to allow for increased visibility and engagement during Events, provided the information they disseminate via the social media platforms is compliant with the general Confidentiality and Embargo rules included in the ESMO Policy on Media Activities Organised by Third Parties.   To check the official hashtag for a specific Event, please visit the ESMO Meetings Calendar and check the related Social Media sub-page.

Statements or opinions expressed in posts reflect the views of the contributor, and do not reflect the official views of ESMO, unless otherwise noted. ESMO cannot respond to every comment. The use of the official hashtag does not represent a form of endorsement by ESMO. Likes and follows on social media channels are not endorsements as well. ESMO assumes no liability for sensitive information posted by users.

ESMO reserves the right to delete and/or request the removal of any post which should appear in breach of the above-mentioned rules.

6. Use of logos

The corporate “ESMO” logo is the property of ESMO and is protected by trademark.

It must not be used, reproduced or associated with any event, article, video, website, press release, etc without the prior written approval of ESMO.

To learn about "ESMO Events" logo adoption in Press and Filming Activities, please check the ESMO Logo Policy  or send your inquiry to marketing@esmo.org (Cc: media@esmo.org) clearly explaining your purpose.

The presence of the ESMO Events logo on any Press Material/Activity, doesn't imply any endorsement from ESMO.

7. Governing Law and Jurisdiction

All matters arising from or connected with the compliance to the ESMO Policy on Press Activities and Embargo rules will be governed by Swiss Law, without reference to the conflict of laws principles. Any dispute arising out of this commitment shall be brought before the Court of Lugano, Switzerland.
Please check Terms and Conditions.

ESMO reserves the right to exclude any entity that fails to adhere to this policy from  future events, at the entity’s own complete cost.

The present version of the ESMO Press Policy was last updated on 27 February 2024. ESMO reserves the right to modify this policy at any time without prior notice.

Contact

All inquiries must be submitted in writing to

ESMO Press Office
E-mail: press@esmo.org

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