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ELCC Media Policy

This policy is aimed at regulating the participation of media representatives at the European Lung Cancer Congress.

The ELCC organisers welcome media interested in reporting on cancer issues. Media representatives are required to observe and abide by the ELCC Media Policy, which applies to all ELCC-related communications activities.

Embargo Policy

Specific embargo details will be published ahead of the event on the related event’s web page (Press & Media page). Individual press releases and any related document will include the embargo details.

IMPORTANT: Data and information beyond what is included in the accepted abstract (including the abstracts selected for the official ELCC Press Programme), i.e. full data sets and corresponding full manuscript, is embargoed until and can be made public at the start of the official programme session during which the study is presented.

Journalists are required to observe and respect embargoes as indicated in each communication shared by the ELCC organisers. This applies to all kind of channels (online and printed outlets, newsrooms, social media, etc.). If publishing ELCC press releases, the event should be indicated as the source.

The ELCC organisers reserve the right to exclude any entity that fails to adhere to this policy from the current event, at its own complete cost, and from any future event.

Media registration

Media representatives must register through an online form, available for each meeting at the specific press page. You can also request the form through media@esmo.org. Media registration in advance is strongly recommended.

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

The ELCC Press Office reserves the right to ban from a current or future meeting any person who provides false information about their affiliation or credentials.

The decision of the ELCC Press Office is final regarding all press registration requests.

Media representatives who have pre-registered and are unable to attend the event they registered for, are kindly requested to inform the ELCC Press Office as soon as possible.

Eligibility criteria, access and facilities

A copy of a valid press card, some examples of previously written articles and an official letter of assignment on outlet’s letterhead, issued and signed by the Editor (including full name, email address, and phone number) of the assigning publication must be uploaded on to the registration system or printed and carried if the registration is performed onsite in coincidence with the event held in person. Company, media outlet business cards and membership cards are not accepted as credentials.

Any type of issued registration and consequent badge, is property of the ELCC organisers and is non-transferable. During events held in person the badge must be worn all times in the event venue.

ESMO will only accept letters of assignment by recognised trade and mainstream:

  • Magazines, newspapers
  • Peer-reviewed journals publishing original manuscripts and having a regularly updated editorial news section or a supplemental conference news section
  • 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.

Companies or organisations producing publications, videos and other products intended for educational purposes (without a commercial component) can request one Press accreditation for the actual reporter/freelance journalist/editor/writer only.

The Press accreditation entitles the holder to:

  • Attend the official ELCC press conferences and press briefings, if relevant
  • Attend all sessions in the official event programme
  • Access the event webcasts
  • Access the Press Centre, including the Press Working Room and the Press Conference room (both available at selected events held in person).
  • Access the Filming Area (a dedicated space equipped with electrical sockets, internet access and other facilities), the Meeting Point (a specific and comfortable waiting space located within the Filming Area) 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 Press Centre - pre-booking not permitted: use of interview rooms is regulated in half-hour increments. These services are only available for selected events held in person).

Public affairs officers of academic institutions, scientific societies, registered medical research charities or patient advocacy groups can request one Public Affairs Officer registration provided they declare they plan to prepare and publish an official report and/or news from the event. A copy of the report from previous meetings should be forwarded together with the media registration request. A copy of the report from the meeting they are requesting accreditation for, must also be shared within 3 months after the event dates. Public Affair Officers will not have access to embargoed material.

The Public Affairs Officer registration entitles the holder to:

  • Attend all sessions in the official event programme
  • Access the event webcasts
  • Access the Filming Area (a dedicated space equipped with electrical sockets, internet access and other facilities), the Meeting Point (a specific and comfortable waiting space located within the Filming Area) 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 Press Centre - pre-booking not permitted: use of interview rooms is regulated in half-hour increments. These services are only available for selected events held in person).

Photographers or camera crew members accompanying approved media representatives can obtain a Filming Crew badge upon completion of the media registration form. Photographers and camera crew members will not have access to embargoed material. 

The Filming Crew registration entitles the holder to: 

  • Access the Filming Area (a dedicated space equipped with electrical sockets, internet access and other facilities), the Meeting Point (a specific and comfortable waiting space located within the Filming Area) 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 Press Centre - pre-booking not permitted: use of interview rooms is regulated in half-hour increments. These services are only available for selected events held in person)
  • Attend all sessions in the official Congress programme and official press conferences/briefings only accompanying an accredited reporter/correspondent/freelance journalist/editor/writer.

Representatives engaged in the following are NOT entitled to register as media, even if they have a valid press card, but are welcome to register as regular participants:

  • Public relations
  • Advertising, communications and media agencies
  • Sales and marketing
  • Financial analysis
  • Pharmaceutical companies
  • Foundations, charities, philanthropic organisations
  • Personal website (expressing personal opinions or not regularly writing about oncology)
  • Sponsored journalists (providing a letter of assignment/invitation issued by a company) as well as Publishers.

Media activities organised by these entities must abide by the ELCC Policy on Media Activities Organised by Third Parties.

Filming, audio recording and photography policy for accredited media representatives

Video and/or audio recording of Congress sessions requires written authorisation from the ELCC Press Office, the session chair and the speaker being recorded, and is only possible for few minutes for news coverage purposes (commercial or educational use of recordings is strictly forbidden).

Any type of content captured during sessions is only allowed for news coverage purposes (commercial or educational use of photos is strictly forbidden).

For events held in person: Only camera crews duly accredited (see above) can attend press conferences and press briefings. 

An official Filming Area is available for accredited filming crews (see above). Filming outside of the official Filming Area is subject to authorisation by the ELCC Press Office. A written request must be sent two weeks in advance to the ELCC Press Office (media@esmo.org). Requests will be approved on a case-by-case basis. Filming crews will have to be accompanied by an ELCC Press Office representative. 

Use of logos

The “ELCC” logo is the property of the ELCC organisers and is protected by trademark. It must not be used, reproduced or associated with any event, article, website or press release without the prior written approval of the ELCC organisers.

Please don’t hesitate to contact media@esmo.org AND marketing@esmo.org  

Governing Law and Jurisdiction

All matters arising from or connected with the compliance to the ELCC Media 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 ELCC Media Policy was last updated on 3 December 2020. The ELCC organisers reserve the right to modify this policy at any time without prior notice.

Contact

All inquiries must be submitted in writing:

ELCC Press Office
c/o ESMO Press Office
E-mail: media@esmo.org
Tel:  +41 (0)91 973 55 71

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