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 Congress programme are subject to ESMO approval.
Full description of meeting spaces regulations can be found in the ESMO 2023 Industry Guidelines Addendum.
The Meeting Room Booking System is now closed.
If you book a meeting space independently, NOT through ESMO, you are requested to submit meeting approval:
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 (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 2023 publication or to be promoted online e.g. via social media
- ESMO 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 Congress educational and scientific programme
- Media should not be invited and are not permitted to attend the meetings
- 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’ venues and floorplans:
Meeting spaces available at IFEMA and Palacio Municipal:
- South Centre and Avenida, Mezzanine Level - floorplans
- North Centre and Avenida, Mezzanine Level - floorplans
- Palacio Municipal - floorplans
Additional meeting spaces available nearby the Congress venue:
- Hotel Novotel Madrid Campo de las Naciones - 5 minutes walking distance from IFEMA - floorplans
- Hotel Pullman Madrid Airport & Feria - 5 minutes walking distance from IFEMA - floorplans
- Hotel Axor Barajas and Axor Feria - 10 minutes by car/shuttle from IFEMA - floorplans
- Hotel Melia Avenida America - 7 minutes by car/shuttle from IFEMA - floorplans
- Hotel Melia Barajas - 5 minutes by car/shuttle from IFEMA - floorplans
Access to meeting rooms at IFEMA and Palacio Municipal:
Meeting’s attendees not registered to the Congress can access private meeting spaces with a day ticket.
Day tickets can be purchased online from mid-August and if you need support, please contact registration@esmo.org
Please note that attendees without a badge will not be able to access the above venues for security reasons. If your meeting is scheduled very early in the morning, please make sure that badges are collected in advance.