Concomitant activities such as internal meetings involving delegates, educational or promotional activities taking place within or outside the congress centre and on the virtual congress platform and concomitant with or during breaks in the official ESMO Congress programme are subject to ESMO approval.
Full description of meeting spaces regulations can be found in the ESMO 2025 Industry Guidelines.
The Meeting Room Booking System will be available as of April 2025. A dedicated link will be available in due time on this page.
As of now you can start to submit your meeting approval requests.
Meeting approval is to be requested for any meeting taking place during the ESMO Congress 2025 at least 6 weeks prior to the event.
Please note: representatives interested in booking a meeting space for the purpose of holding media events or performing filming activities, are invited to check respectively the ESMO Policy On Media activities Organised by Third Parties and the ESMO Policy on Filming Activities.
Requirements
The following requirements must be respected:
- Small meetings may be held in parallel to the official ESMO Congress educational and scientific programme provided they do not exceed 35 participants
- Larger meetings exceeding 35 participants (maximum 100 participants) are permitted outside the blackout times and are intended for company staff only
- Simultaneous meetings organised by the same company (on different or same topic) are in principle not allowed and will be matter of approval from ESMO
- Meetings are “closed” and by invitation only
- Each company is responsible for the meeting content. ESMO does not endorse any private meeting
- Meetings are not to be promoted in the Congress venue or in any ESMO 2025 publication or to be promoted online e.g. via social media
- ESMO 2025 Faculty and Speakers, ESMO Executive Board and Council Members are not to be invited to participate in any private industry meetings to be held during the official programme or during the ESMO Presidential Dinner
- Hybrid meetings need to follow the above rules and total number of participants include the remote attendees as well. Any additional technical equipment to host a hybrid meeting is responsibility of the meeting organiser (meeting rooms will not be equipped by default to host such meetings)
Important notes:
- Assignment: The spaces will be assigned on a first-come, first-served basis. Companies are allowed to request up to a maximum of 10 meeting rooms for the duration of the Congress and final confirmation must be given to ESMO within 5 days from the official offer
- Layout: the meeting rooms will be given in a specific layout. Any set-up and dismantling time needed for the Private Industry Meeting must be included in the reserved slot of time
- Set-up changes: changes of set-up can be applied to multiple days reservations only. Such changes must not be taken for granted when submitting the meeting room request, and are not to be taken as approved before finalising the booking request. Any agreed change of set-up is not included in the rental fee and is to be arranged with the venue
- AV: No technical equipment is included unless specified otherwise in the Meeting Room Booking system
- IT: The Congress Wi-Fi will be available throughout the venue including the meeting rooms within the venue
- Signage: a roll-up can be placed outside the rooms for full day reservations only. For bookings for less than one day no signage is allowed. All the roll-ups should be removed at the end of the meeting. No other type of signage is allowed
Registration table outside the rooms will be subject to the venue’s approval - F&B: no F&B will be included in the rental. Further information regarding F&B orders will be available in May 2025
Meeting rooms’ venues:
Meeting spaces will be available at the Messe Berlin and at various downtown hotels.
Further information will be published within this page in due time.