Concomitant activities such as internal meetings involving delegates, press and media activities involving press representatives, 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 Asia Congress programme are subject to ESMO approval.
Full description of meeting spaces regulations can be found in the ESMO Asia 2023 Industry Guidelines.
Meetings can be organized from Thursday, 30 November 2023 to Sunday, 3 December 2023 from 08:00 – 22:00. To book meeting rooms at the Congress Centre, please contact asiacongress@esmo.org.
If you book a meeting space independently, NOT through ESMO, you are requested to submit meeting approval to ESMO Asia 2023 Congress Secretariat (asiacongress@esmo.org).
Requirements
- Small meetings may be held in parallel to the official ESMO Asia Congress educational and scientific programme provided they do not exceed 35 participants (including any who may be connecting remotely)
- Larger meetings exceeding 35 participants (up to a maximum of 100 participants) are permitted, but may only take place outside of the blackout times. Such meetings are intended for company staff events only, if the meeting takes place outside of the venue an additional 30 minutes must be added to the blackout times
- Simultaneous meetings on the same topic, organised by the same company, are not allowed
- 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 centre or in any ESMO Asia 2023 publication or to be promoted online e.g. via social media
- ESMO Asia 2023 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
- No hybrid meetings are to be scheduled during the official ESMO Asia Congress educational and scientific programme
- Media should not be invited and are not permitted to attend the meetings
- No meetings are permitted during the Opening Session (Friday, 1 December from 09:30 to 10:30). Times subject to change
Important Notes
- Assignment: The spaces will be assigned on a first-come, first-served basis
- Layout: the meeting spaces 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. Changes of set-up are not included in rental fee
- AV/IT: the rental of the rooms will include basic AV/IT equipment (screen, projector, Wi-Fi). Additional technical equipment can be ordered through the official supplier, Unearthed Productions (engage@unearthedproductions.com.sg), via the online form
- 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 July 2023
- Anyone conducting filming activities and carrying professional equipment is requested to inform ESMO (filming@esmo.org) in order to receive clear guidance and secure a special vest to be worn all times while moving within the venue.
Meeting Rooms’ Technical Floorplans
Available in October 2023.
Access to meeting rooms at Suntec Singapore Convention & Exhibition Centre
Meeting’s attendees not registered to the Congress can access private meeting spaces with a day ticket.
Day tickets can be purchased online from November and if you need support, please contact registration@esmo.org.
Please note that attendees without a badge will not be able to access the congress venue for security reasons. If your meeting is scheduled very early in the morning, please make sure that badges are collected in advance.