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), 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 ESMO activities. ESMO does 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 ESMO Communications 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, ESMO reserves the right to ban the offenders from the event and any future event.
1. 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 Communications (media@esmo.org) in advance of the release.
ESMO recommends that the company’s press release adheres to the Qualitative Sample Press Release and:
- Summarises data cited in the abstract in a qualitative way rather than providing specific quantitative information, including exact figures on the study
- Avoids interpretations about the implications of the data for clinical practice
- 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 PR Activities, ESMO Communications will review the company’s press release (to be shared with ESMO Communications 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 covered by an official ESMO Press Release cannot be covered by third party’s press releases before the official ESMO press conference or press release.
- ESMO Communications will confirm the requested date or propose a different date/time for the distribution of the press release.
- Studies not covered by an ESMO Press Release can be covered by third party’s press releases respecting ESMO Scientific Programme embargoes.
Embargo
Abstracts are under embargo until published on the ESMO website.
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, 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 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 PR Activities 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 ESMO event and will be published on each event website (Press & Media page). For a list of ESMO events see here
Timing
- Studies covered by an ESMO Press Release cannot be covered by third party media events before the official ESMO press conference or press release.
- ESMO Communications will confirm the requested date or propose a different date/time for the media event, depending on the coverage of the abstract by an ESMO Press Release.
- Studies not covered by an ESMO Press Release can be covered by third party media event respecting ESMO Scientific Programme embargoes and blackout times.
Embargo
Abstracts are under embargo until published on the ESMO website.
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, 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 ESMO Communications 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 ESMO Communications (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 ESMO Media Policy, press badges may only be assigned to journalists working for recognised media organisations. Should communication agency or companies representatives require a badge for the purpose of preparing and/or developing third party media events or material at the ESMO event venue, please send an email to both ESMO Communications (media@esmo.org) and ESMO Registrations (registration@esmo.org) to purchase a dedicated badge. This badge allows 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.
5. Display material (applicable to events held in person)
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 ESMO Communications (media@esmo.org). 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.
6. Content capture
A specific policy applies for content captured by third parties, not registered through the press accreditation process. Please contact ESMO Communications (media@esmo.org).
7. 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)
8. 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
To learn about ESMO event logo adoption in third party activities, please check the ESMO Logo Policy or send your inquiry to ESMO Marketing (marketing@esmo.org) and ESMO Communications (media@esmo.org), clearly explaining your purpose.
The presence of the ESMO event logo on any third party media activity/material, doesn’t imply any endorsement from ESMO.
9. 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 ESMO Communications (media@esmo.org)
10. 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 25 May 2022. ESMO reserves the right to modify this policy at any time without prior notice.
Contacts
ESMO Communications
E-mail: media@esmo.org
Tel: +41 (0)91 973 19 04