ESMO Policy on Media Activities Organised by Third Parties

This policy applies to all media activities, i.e. any activity involving press representatives organised by third parties, i.e. any entity which is not ESMO, during or in connection with any ESMO event.

Activities that are governed by this policy include, but are not limited to:

  • Press conferences, media briefings, educational sessions (e.g. tutorials) for press representatives, interviews (individual or in group); closed meetings with press representatives, filming;

Media material that is subject to this policy includes, but is not limited to:

  • Press releases, news, articles, blogs, interviews, video material, social media posts.

Media activities (Press conferences, media briefings, educational sessions (e.g. tutorials) for press representatives, interviews (individual or in group); closed meetings with press representatives, filming) cannot be organised by third parties during blackout times.

All media activities must abide by the embargo and confidentiality rules explained in this policy.  All third parties are kindly requested to inform the ESMO Press Office about any media activity in order to provide assistance in complying with this policy.

Blackout times are different for each ESMO event and will be published on each event website (Press & Media page). For a list of ESMO events see here

Third party media activities cannot be advertised as ESMO activities. ESMO does not endorse any third party media activity and will not contribute in any manner to their content or promotion.

All third parties are kindly requested to adhere to this policy, thank you. In case of non-compliance with the provisions of this media policy, ESMO reserves the right to bar the offenders from the event and any future event.

1. Important information to organise media activities

Timing

  • Studies included in the official ESMO Press Programme cannot be covered by third party’s media activities before the official ESMO press conference or press release
  • The ESMO Press Office will confirm the requested date or propose a different date/time depending on the inclusion of the abstract in the official ESMO Press Programme.
  • Studies not covered in the official ESMO Press Programme can be covered by third party’s media activities respecting ESMO Scientific Programme embargoes and blackout times, where relevant

Embargo

Abstracts are under embargo until published on the ESMO web site.

In general abstracts are released according to the following schedule

  1. Abstracts accepted for presentation as Poster – suffix P or TiP – will be published online around 10 days prior to the event (check exact date)
  2. Abstracts accepted for presentation as Proffered Paper (oral presentation) or Poster Discussion will be published online at the beginning of the event (check exact date)
  3. All Late-breaking abstracts will be made public at the start of the official session during which they are presented.
  4. The publication schedule of Abstracts and Late-breaking abstracts selected for inclusion in the event press programme will be made available approximately 10 days before the event.

 Embargo times vary for each ESMO event and will be stated on each event’s webpage (Press & Media page), as well as on individual press releases and related documents. For a list of ESMO events see here

PLEASE NOTE:  Data and information beyond what is included in the accepted abstracts (and in all the ones selected for the official Press Programme), eg full data sets, may only be made public at the start of the official programme session during which the study is presented.

2. Confidentiality

Abstracts submitted to ESMO events are considered confidential and under embargo until publicly released in connection with the relevant ESMO event. Prior to public release, the author, co-authors, research sponsors, journalists and others may not:

  • Make the information public or provide it to others who can make it public (e.g. press)
  • Publish or present the information or provide it to others who can make it public
  • Use the information for trading purposes or provide it to others who can use it for trading purposes

If information from the abstract or additional study data are disclosed in advance of public release in connection with the ESMO event, the abstract will no longer be eligible for inclusion in the ESMO Scientific Programme and/or will be subject to removal.

Confidentiality policy exceptions

According to the ESMO Confidentiality Policy, data and other information in a research abstract is confidential from the time the abstract is submitted to ESMO until public release in connection with the relevant ESMO event.

In the interest of effective peer-reviewed presentation of data at ESMO events, when a publicly traded company is required to disclose data or other information from a confidential abstract in advance of the public release to satisfy requirements of the US Securities and Exchange Commission (SEC) or a corresponding body in another country, the abstract is still eligible for inclusion in an ESMO event provided that the company submits, written notification of the requirement to issue information in accordance to SEC regulations to the  ESMO Programme Unit ( programme@esmo.org) and the ESMO Press Office ( media@esmo.org) in advance of the release.

ESMO recommends that the company’s press release adheres to the Qualitative Sample Press Release and:

  1. Summarises data cited in the abstract in a qualitative way rather than providing specific quantitative information, including exact figures on the study
  2. Avoids interpretations about the implications of the data for clinical practice
  3. Notes that full data has been submitted to, and will be presented at, the relevant ESMO event in an official programme session.

Particularly if the abstract has been tentatively included in the official ESMO Press Programme, the ESMO Press Office will review the company’s press release (to be shared with media@esmo.org at least 10 days before publication) to ensure it adheres to the Qualitative Sample Press Release and evaluate if the abstract can still be included.

3. Press release content

Press releases can be issued by third parties according to following criteria:

A) A press release issued BEFORE the official publication of abstracts by ESMO, to announce that a trial will be presented during an ESMO event, may not contain or reveal any of the scientific data or results of the trial.

It should mention: name of the event, abstract title and number (if available) session details, author’s name and top line qualitative information.

No data contained in the abstract or beyond the top line results can be included.  Please check the Sample Qualitative Press Release here.

The only exception is disclosure requirements for listed companies (please see above the Confidentiality Policy Exceptions).

B) A press release issued AFTER the official publication of abstracts by ESMO, but BEFORE the official presentation during the event’s scientific programme, may not contain or reveal any of the scientific data or results of the trial going beyond information contained in the abstract. It should mention: name of the event, abstract title, session details, author’s name and only quantitative information contained in the abstract.

C) A press release issued concurrently with the official session during which the abstract is presented, may mention data included in the abstract and data beyond it. It should also include: name of the event, abstract title and number, session details, author’s name and any peer-reviewed journal reference.

Embargo information (i.e. date and time of the presentation during the ESMO event) must be prominently displayed on all materials.

If the press release includes significantly more information than ESMO recommends, the abstract’s inclusion in the ESMO event is subject to change and it could be withdrawn from the official ESMO Press Programme and Scientific Programme.

Should the embargo be broken, both the third party and the journalist reporting about the trial will be held responsible

4. Logo usage

The “ESMO” logo is the property of ESMO and is protected by trademark. It must not be used, reproduced or associated with any event, article, website or press release

For further details about ESMO logo usage, please inquiry communication@esmo.org.

The presence of the ESMO event logo on any third party media activity, doesn’t imply any endorsement from ESMO.

5. How to request approval for media activities

Requests for media activities approval must be submitted to the ESMO Press Office two months before the event, including the following information:

  • Type and purpose of the meeting
  • Meeting initiator and/or sponsor
  • Topics and speakers proposed, with specific reference to any submitted abstract
  • Date and time requested
  • Type and number of expected participants

Please submit the first request for media activities to media@esmo.org, a link to a specific form will be shared.

6. How to request a badge

According to the ESMO Media Policy, press badges may only be assigned to journalists working for recognised media organisations. Should communication agency representatives require a badge for the purpose of preparing and/or developing third party media events or material at the ESMO event venue, please contact the ESMO Press Office (media@esmo.org) to obtain a dedicated badge. This badge allows temporary access to the activity room only.

Access to the ESMO Press Centre and attendance at the ESMO Press Conferences are limited to press representatives duly registered as such at ESMO events.

7. Display material

Third party media materials are permitted in the ESMO Press Centre only in a specific, clearly marked, location. Such material has to be notified to and approved by the ESMO Press Office. Third party media material will be removed if it does not conform to this policy

No posters, banners or markings by companies are permitted around the display location.

During events, the distribution of third party media materials and the advertisement of media activities outside of the ESMO Press Centre is not allowed.

8. Filming, photography and audio recording

A specific policy applies to photographers and video crews hired by third parties, not registered through the press accreditation process. Please contact media@esmo.org.

9. Abstract copyright reprints

ESMO holds copyright of all abstracts accepted for the ESMO events. Reprints and ePrints of abstracts published online in the ESMO Abstract Books must be requested through ESMO ( programme@esmo.org)

10. Press list

Contact details of journalists accredited to ESMO events are confidential and not made available to third parties. Information about outlets represented at previous events can be requested to media@esmo.org

11. Governing Law and Jurisdiction

All matters arising from or connected with the compliance to the ESMO Policy on Media Activities Organised by Third Parties and Embargo Policy 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

The present version of the ESMO Policy on Media Activities Organised by Third Parties was last updated on 12, September 2018. ESMO reserves the right to modify this policy at any time without prior notice.

Contacts

ALL INQUIRIES MUST BE SUBMITTED IN WRITING

Thomas Balasso
ESMO Press Office
Via Ginevra 4
CH-6900 Lugano

E-mail: media@esmo.org  
Tel: +41 (0)91 973 19 04