ESMO accepts third party representatives, interested in reporting on cancer issues from ESMO-organised events as well as ESMO partnership events with other organisations, whether held in-person or in a virtual format.
“Event“ refers to meetings, congresses and other types of events ESMO-organised events as well as ESMO Partnership events with other organisations, whether organised in-person or in a virtual format.
“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.
“Press Representatives”refers to professionals for whom journalism is the primary activity as well as to Press Filming Crew members (see below), both working for ESMO-Recognised Press Outlets and duly registered through the My ESMO 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.
For more details please refer to the ESMO Policy on Press Activities.
“Third Parties or TP” refers to any entity which is not ESMO nor ESMO-Recognised Press Outlets nor Press Representatives.
In particular it refers to representatives of (even if they have a press card):
- Public relations agencies
- 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)
- 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
- Public Affair Representatives (Public affairs officers of academic institutions, scientific societies, registered medical research charities or patient advocacy groups) provided they declare they plan to prepare and publish an official report and/or news from the ESMO 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 Event they are requesting accreditation for, must also be shared within 3 months after the Event.
“TP Media Activities” and “TP Media Material” refer respectively to any communications activities initiated by TP and to online and printed material produced by TP, involving, addressing or referring to:
- ESMO AND/OR
- Events AND/OR
- ESMO representatives AND/OR presenters/invited speakers at Events
“TP Filming Crews” and “TP Filming Activities” refer respectively a single professional or a group of camera operators, photographers, technicians, assistants, etc, appointed by or working for Third Parties AND 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.
“My ESMO Press Area” refers to the online platform managed by ESMO, accessible to Press Representatives upon application and eligibility confirmation by ESMO.
“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.
This policy is aimed at regulating access and the use of tailored ESMO Resources and ESMO Communications Activities by Third Parties, if relevant.
It also regulates Third Parties participation in Events and provides them with guidance and assistance when performing TP Media Activities.
Differently, any ESMO Communication Activities involving, addressing or referring to Press Representatives and any Press Activities initiated by Press Representatives and referring to ESMO and/or Events are regulated by the ESMO Policy on Press Activities.
TP Media Activities that are governed by this policy include, but are not limited to:
- Press conferences, media briefings, filming/photography activities, educational sessions, interviews (individual or in group) and closed meetings.
TP Media Material that is subject to this policy includes, but is not limited to:
- Press releases, news, articles, blogs, interviews, video/audio/visual material, social media posts, flyers, digital supports, etc. made available online, as printed publications, on corporate newsrooms, social media, videos, etc.
TP Media Activities cannot be advertised as ESMO activities. ESMO does not endorse any TP Media Activity and will not contribute in any manner to their content or promotion.
TP Media Activities must abide by the Events confidentiality, embargo and blackout rules explained in this policy. All Third Parties are requested to inform ESMO (media@esmo.org) about any planned TP Media Activities to ensure they receive assistance in complying with this policy.
In case of non-compliance with the provisions of the present policy, ESMO reserves the right to ban the subjects from current and future Events.
1. Confidentiality
Abstracts accepted for presentation at the Events must be considered confidential by the author, co-authors, institute(s), research sponsor(s) and ESMO until publicly released in connection with the Events.
In the event that any relevant party, including but not limited to, author, co-authors, institute(s), research sponsor(s), plans to issue a press release prior to presentation at the Events, ESMO requests that it adheres to the Sample Qualitative Press Release format by summarising abstract data in a qualitative rather than quantitative way, and avoiding interpretations about the implications of the data for clinical practice.
ESMO reserves the right to share material under embargo with Press Representatives who have agreed in writing to respect the ESMO embargo policy.
Copyright
ESMO holds copyright of all abstracts accepted for the Events. Reprints and ePrints of abstracts published online (“Abstract Book”) must be requested through ESMO (programme@esmo.org)
The content of slide decks and posters presented during the official Congress sessions is copyright of the Authors/Presenters, and written requests for reprints should be addressed to them directly.
2. Embargo
Abstracts are under embargo until published on the ESMO website.
Embargo times vary for each Event and for each ESMO Communication Activity: Third Parties are required to observe and respect them.
Embargo details will be stated on each event’s webpage (Press & Media page), as well as on any ESMO Communication Activities related documents.
- 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”.
- Data and information beyond what is included in all accepted abstracts, for example full data sets and manuscripts, may only be made public at the start of the official programme session during which the study is presented.
Third Parties press releases at Events
Timing
- Studies covered by ESMO Communication Actitvities cannot be covered by TP Media Activities first. The ESMO Communications Department will confirm the requested date or propose a different date/time for the TP Media Activities.
- Studies not covered by ESMO Communication Activities can be covered by TP Third Parties Activities respecting the Events Programme embargoes.
If re-publishing ESMO press releases, ESMO must be indicated as the source.
Content criteria
Press releases can be issued by Third Parties according to following criteria:
A) A press release referred to a study to be presented at an Event, may not be issued BEFORE the official abstracts titles publication by ESMO.
B) A press release to announce that a trial will be presented during an Event, issued AFTER the official titles publication by ESMO but BEFORE the official publication of abstracts by ESMO, may not contain or reveal any of the scientific data or results of the trial.
It should only mention: name of the Event, abstract title - abstract number - Event 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.
C) A press release issued AFTER the official publication of titles and abstracts by ESMO, but BEFORE the official presentation session 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 only mention: name of the Event, abstract title, session details, author’s name and only quantitative information contained in the abstract.
D) A press release issued concurrently with the official session during which the study 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 (if applicable).
Embargo information (i.e. date and time of the presentation during the Event) must be prominently displayed on all materials.
The relevant party is to submit to ESMO (programme@esmo.org, cc: media@esmo.org) written notification of the intention to issue a press release in advance of the release itself.
A note stating that full data has been submitted for presentation at a specific Event should be added in the press release.
ESMO is available to provide guidance and feedback for the qualitative press release.
If the press release includes significantly more information than ESMO’s recommendations, the abstract’s placement in the Events is subject to change.
Should the embargo be broken, both the Third Parties and the Press Representatives reporting about the trial will be held responsible.
Social Media and use of official ESMO hashtags
Any Third Party, including, but not limited to, companies which are sponsors of or at an Event, may use the official hashtag of the Event (example: #ESMO23) in their social media posts, provided the information they disseminate via the social media platforms is compliant with the general Confidentiality and Embargo rules (see above).
The use of the official hashtag does not represent a form of endorsement by ESMO.
ESMO reserves the right to delete and/or request the removal of any post which should appear in breach of the above-mentioned rules.
3. Blackout times
Blackout times define time slots where specific TP Media Activities such as media events, cannot take place.
In particular:
- Press conferences and press briefings
- Roundtables
- Debates
Slots are different for each Event and will be published on each Event website (Press & Media page).
PLEASE NOTE: Third Parties press releases are not affected by Blackout times but must respect Embargo and official Programme rules.
4. TP Media events organisation at Events
Requests for Third Party media events approval must be submitted to ESMO 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 media@esmo.org.
No posters, banners, markings or TP Media Material are permitted within the ESMO Press and Media Centre.
Badge for TP media events organisation and management at Events
Should Third Parties, in particular communication agencies or company representatives, require a badge for the purpose of organising Third Parties media events at the Event venue, please send an email to ESMO Communications media@esmo.org (Cc: ESMO Registrations registration@esmo.org ) to purchase a dedicated badge.
This badge allows access to the activity space only.
According to the ESMO Policy on Press Activities press badges may only be granted to Press Representatives working for ESMO-Recognised Press Outlets.
Access to the ESMO Press Conferences and Press Representatives facilities is limited to Press Representatives.
Any badge issued as a result of a registration 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 all future Events for all parties involved. No refunds, if applicable, will be issued.
Limitations on the number of granted badges may occur as necessary.
5. TP Activities and TP Filming Activities at Events
Badge for TP Activities at Events
All TP Activities initiated during Events need written approval by ESMO (media@esmo.org) and Third Parties can request/purchase a specific badge.
To request/purchase a TP badge, please send an email to ESMO Communications media@esmo.org (Cc: ESMO Registrations registration@esmo.org)
Specific and different badges may be granted to Third Parties. These are subject to limitations and rules based on the purpose, the activity and the entity applying for the badge request.
Any badge issued as a result of a registration 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 all future Events for all parties involved. No refunds, if applicable, will be issued.
In particular, TP badges and activities allowed are different for representatives of:
Companies or organisations producing TP Media Material including, but not limited to, reports, commentaries, articles, editorials, interviews and other products intended for educational purposes (with or without a commercial component) and/or offering CME.
TP Activities are possible within:
- Events venue common spaces
- Private meeting rooms
- Exhibition: in a specific booth (if TP is a staff member of the company/organisation assigned with a booth OR if TP was recruited by the booth assignee).
Pharmaceutical companies or communication agencies acting on their behalf, producing TP Media Material including, but not limited to, reports, commentaries, articles, editorials, interviews and other corporate products for internal use or to be published on their corporate web site(s)/resources.
TP Activities are possible within:
- Events venue common spaces
- Private meeting rooms
- Exhibition: in a specific booth (if TP is a staff member of the company/agency assigned with a booth OR if TP was recruited by the booth assignee).
Public Affair Representatives producing TP Media Material including, but not limited to, reports, commentaries, articles, editorials, interviews and other products to be published on their specific channels.
TP Activities are possible within:
- Events venue common spaces
- Official Events Sessions
- Press & Media Centre (ESMO Press Working Room only)
- Private meeting rooms
- Exhibition: within the Society Hub spot only (if TP is a staff member of OR if TP was recruited by a National Society assigned with a spot). Filming is possible towards the assigned spot only
One (1) free-of-charge Public Affair Representative badge will be granted per outlet.
Limitations on the number of granted badges may occur as necessary.
Badge for TP Filming Activities at Events
All TP Filming Activities initiated during Events need written approval by ESMO (filming@esmo.org) and TP Filming Crews can request/purchase a specific filming badge.
Specific and different filming permissions may be granted to Third Parties. These are subject to limitations and rules based on the purpose, the activity and the entity applying for the badge request.
To request/purchase a TP Filming badge, please send an email to ESMO Filming filming@esmo.org (Cc: ESMO Registrations registration@esmo.org)
Any badge issued as a result of a registration 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 all future Events for all parties involved. No refunds, if applicable, will be issued.
In particular, TP Filming badges and allowed activities are different for representatives of:
Companies or organisations producing TP Media Material including, but not limited to, videos, video interviews, round tables, briefings and other products intended for educational purposes (with or without a commercial component) and/or offering CME.
TP Filming Activities are possible within:
- Events venue common spaces, provided bulky equipment doesn’t obstruct the path
- Registration Area (quick footage, light equipment, no settlement, no interviews)
- Private meeting rooms
- Exhibition: in a specific booth (if TP is a staff member of the company/organisation assigned with a booth OR if TP was recruited by the booth assignee). Filming is possible towards the booth only
- Filming Area (If a Filming Area is set and upon filming spot pre-reservation)
Pharmaceutical companies or communication agencies acting on their behalf, in order to produce corporate video material for internal use or to be published on their corporate web site(s)/resources.
TP Filming Activities are possible within:
- Events venue common spaces (provided bulky equipment doesn’t obstruct the path)
- Registration Area (quick footage, light equipment, no settlement, no interviews)
- Private meeting rooms
- Exhibition: in a specific booth (if TP is a staff member of the company/agency assigned with a booth OR if TP was recruited by the booth assignee). Filming is possible towards the booth only
- Filming Area (If a Filming Area is set and upon filming spot pre-reservation)
Public Affair Representatives in order to produce video material to be published on their channels
TP Filming Activities are possible within:
- Events venue common spaces, provided bulky equipment doesn’t obstruct the path
- Registration Area (quick footage, light equipment, no settlement, no interviews)
- Press & Media Centre (ESMO Interview rooms only)
- Private meeting rooms
- Exhibition: within the Society Hub spot only (if TP is a staff member of OR if TP was recruited by a National Society assigned with a spot). Filming is possible towards the assigned spot only
- Filming Area (If a Filming Area is set and upon filming spot pre-reservation)
One (1) free-of-charge Public Affair Representative badge will be granted per outlet.
Limitations on the number of granted badges may occur as necessary.
In any case TP Filming Crews are not allowed to film within:
- Official ESMO Event press conferences and press briefings
- Official Events sessions and Industry Symposia
- The Press and Media Centre (unless differently specified)
Entities different from the ones listed above, when planning TP Filming Activities, are kindly requested to contact ESMO (filming@esmo.org) before applying.
When an official Filming Area or an equivalent space is made available at Events, the possibility to film in a different area is subject to a temporary and specific authorisation from ESMO.
A written request must be sent two weeks in advance to filming@esmo.org .
Requests will be approved on a case-by-case basis and TP Filming Crews will have to be accompanied by an ESMO representative.
Anyone carrying filming equipment at Events is requested to wear at all times a specific vest distributed onsite together with the badge.
TP Filming Crews must respect privacy and common sense and should not obstruct circulation and/or infringe safety regulations.
To avoid interferences with Events session’s microphones, the use radio frequencies for wireless microphones by TP Filming Crews is not allowed, unless a specific request is sent to and validated by filming@esmo.org and/or a specific bandwidth is assigned.
Activities carried out by TP Filming Crews must abide by the ESMO Policy on Filming Activities.
6. Logo usage
The corporate “ESMO” logo is the property of ESMO and is protected by trademark.
It must not be used, reproduced or associated with any TP event or TP Media Material/Activities, without the prior written approval of ESMO.
To learn about "ESMO Events" logo adoption in TP Media Material/Activities and TP Filming Material/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 TP Media Material/Activities, doesn't imply any endorsement from ESMO.
7. Press Representatives list
Contact details of Press Representatives accredited to 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)
8. Governing Law and Jurisdiction
All matters arising from or connected with the compliance to the ESMO Policy on Media Activities Organised by Third Parties 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.
Terms and Conditions details may be found here.
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 Policy on Media Activities Organised by Third Parties was last updated on 07 May 2023. ESMO reserves the right to modify this policy at any time without prior notice.
Contacts
All inquiries must be submitted in writing to
ESMO Communication Department
E-mail: media@esmo.org