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ELCC 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 the ELCC organisers, during or in connection with ELCC.

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

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

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.

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

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

In case of non-compliance with the provisions of this media policy, The ELCC organisers reserve the right to ban the offenders from the event and any future event.

1. Confidentiality

Abstracts submitted to ELCC are considered confidential and under embargo until publicly released in connection with the relevant edition. 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 event, the abstract will no longer be eligible for inclusion in the ELCC Scientific Programme and/or will be subject to removal.

Confidentiality policy exceptions

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

In the interest of effective peer-reviewed presentation of data at the 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 ELCC Programme Unit (programme@esmo.org) and the ELCC Press Office (media@esmo.org) in advance of the release.

The ELCC organisers recommend 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 ELCC event in an official programme session.

Particularly if the abstract has been tentatively included in the official ELCC Press Programme, the ELCC 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.

2. Press release content

Timing
  • Studies included in the official ELCC Press Programme cannot be covered by third party’s press releases before the official ELCC press conference or press release
  • The ELCC Press Office will confirm the requested date or propose a different date/time for the distribution of the press release, depending on the inclusion of the abstract in the official ELCC Press Programme
  • Studies not covered in the official ELCC Press Programme can be covered by third party’s press releases respecting ELCC Scientific Programme embargoes.
Embargo

Abstracts are under embargo until published on the ELCC website.

Embargo times vary for each edition and will be stated on each event’s webpage (Press & Media page), as well as on individual press releases and related documents.

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

Content criteria

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

A) A press release issued BEFORE the official publication of abstracts by the ELCC organisers, to announce that a trial will be presented during an ELCC 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 the ELCC organisers, 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 event) must be prominently displayed on all materials.

If the press release includes significantly more information than the ELCC organisers recommend, the abstract’s inclusion in the event is subject to change and it could be withdrawn from the official ELCC 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.

3. Media event organisation

Blackout times

Blackout times define time slots where activities involving media representatives (e.g. press briefings, roundtable, debates) cannot be organised by third parties. The slots are different for each edition and will be published on each event website (Press & Media page).

Timing
  • Studies included in the official ELCC Press Programme cannot be covered by third party media events before the official ELCC press conference or press release
  • The ELCC Press Office will confirm the requested date or propose a different date/time for the media event, depending on the inclusion of the abstract in the official ELCC Press Programme
  • Studies not covered in the official ELCC Press Programme can be covered by third party media event respecting ELCC Scientific Programme embargoes and blackout times.
Embargo

Abstracts are under embargo until published on the ELCC website.

Embargo times vary for each edition and will be stated on each event’s webpage (Press & Media page), as well as on individual press releases and related documents.

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

Request for approval

Requests for media events approval must be submitted to the ELCC 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.

4. How to request a badge (applicable to events held in person)

According to the ELCC Media Policy (link to newly prepared ELCC 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 ELCC event venue, please contact the ELCC Press Office (media@esmo.org) to obtain a dedicated badge. This badge allows temporary access to the activity room only.

Access to the Press Centre and attendance at the official Press Conferences are limited to press representatives duly registered.

5. Display material (applicable to events held in person)

Third party media materials are permitted in the Press Centre only in a specific, clearly marked, location. Such material has to be notified to and approved by the ELCC 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 Press Centre is not allowed.

6. Content capture

A specific policy applies for content captured by third parties, not registered through the press accreditation process. Please contact media@esmo.org.

7. Abstract copyright reprints

The ELCC organisers hold copyright of all abstracts accepted for ELCC. Reprints and ePrints of abstracts published online in the ELCC Abstract Books must be requested through the organisers (programme@esmo.org).

8. Logo usage

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.

For further details please inquiry media@esmo.org AND marketing@esmo.org.

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

9. Press list

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

10. Governing Law and Jurisdiction

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

Contacts

ELCC Press Office  

c/o ESMO Press Office
E-mail: media@esmo.org
Tel: +41 (0)91 973 19 04

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