ESMO Congress 2023: Practical Information

Assistance with hotel bookings can be obtained at the Accommodation desk located in the Registration area, Hall 1.

During ESMO Congress 2023 your badge may be scanned outside session auditoria by ESMO for operational and statistical purposes. Badges scanned inside the Exhibition area by third parties may be for statistical or marketing purposes. Should you agree to have your badge scanned, the following information will be transferred: title, first name, last name, institute, department, profession, city, country, email address. Processing of personal data must be in line with the GDPR and other applicable data protection laws, and third parties are responsible for and must be able to demonstrate compliance with the principles relating to the processing of personal data (which includes having a legal basis for processing). Individuals have the right to refuse their badges being scanned.

The Certificate of attendance will be available online from Tuesday, 24 October 2023. You will have two weeks to access the ESMO website in the Congress section and print it from home. You will need the ESMO Username and Password to log in and then complete the evaluation questionnaire.

The cloakroom is located in Hall 1.

The ESMO Daily Reporter is the official Society’s newspaper freely available in digital format at this link. Stay up to date with the latest advances in oncology with daily news and commentaries from key opinion leaders on the scientific findings presented at the Congress. Go online and read fresh contents from Friday 20 to Tuesday 24 October 2023.

The currency in Spain is EUR (€).

ATM cash machines are available inside the Congress venue:

• One ATM in the lobby of the South Centre
• One ATM in the lobby of the North Centre
• One ATM along the Avenida, between Halls 3 & 5

The ESMO Examination is a valuable assessment tool for practicing medical oncologists and an excellent opportunity for medical oncologists in training to assess their knowledge. The ESMO Examination is the written part of the Board Certification in Medical Oncology in Switzerland and Slovenia. In all other countries the ESMO Examination certifies an excellent knowledge in the field of Medical Oncology according to the criteria of the European Society for Medical Oncology.

The ESMO Examination is accredited with 50 category 1 ESMO-MORA CME points.

Candidates registered to sit the ESMO Examination 2023 are reminded that the Examination will take place on Saturday, 21 October from 17:30 to 20:00 (CEST) at Marriott Auditorium Hotel Madrid.

Enrolment will start at 16:00. If you wish to register on-site for the Examination (only ESMO members), please visit the ESMO Registration area on Saturday, 21 October from 09:00 to 13:00. Please be aware that the seats available for ESMO members wishing to register on-site are limited and that the spaces available will be offered on a first come, first served basis.

Further information can be found at the following link.

ESMO Membership offers valuable educational resources and opportunities to collaborate as one oncology community. Find out about all the benefits included in Membership and join us while visiting one of the Membership Services points listed below.

ESMO Booth and Membership Services Centre

The Society Booth and the Membership Services Centre are located in the Exhibition area in Hall 5. Staff at the Booth will be happy to provide you with latest information about ESMO products and services, including our premium range of educational and scientific material and meetings. Staff will be pleased to help you join and renew your Membership, update your profile, and answer any questions.

ESMO Membership desks in the main Registration area

Dedicated Membership Services and Registration desks are located in the Registration area in Hall 1. If you wish to join or renew your Membership and benefit from the on-site discounted Congress registration fee, you can do so at these desks.

ESMO Member Lounge opening hours

The ESMO Member Lounge is located in Hall 10.

Lounge Facilities

• Membership Services desk 
• Working area with laptops, printers, power sockets to charge devices
• Seating and networking area, to relax and catch up with peers
• Light refreshments (N.B. snacks and drinks served, lunch found in the food courts)

Exclusive access to the Lounge is one of the benefits of being an ESMO Member. Even if accompanied by a Member, non-Members are not permitted to enter, but are welcome to join ESMO at the Membership Services desk found within the Lounge and gain immediate access to the area.

3 for 2 Membership Offer

Attendees at ESMO Congress 2023 can benefit from our special promotion: 3 years Membership for the price of 2! Stop by the ESMO Membership Services desks located in the Registration area, at the Booth or in the Member Lounge to find out more and apply.

Be recognised as an ESMO Member

All ESMO Members registered for the Congress and in good standing will have “ESMO Member” printed on their badge. You will need to be identified as an ESMO Member to access the Lounge and enjoy all your Member-exclusives.

If your Member acknowledgement is missing, please stop by one of the Membership Services desks located in the Registration area (Hall 1), at the Booth (Hall 5) or in the Member Lounge (Hall 10).

The on-site Exhibition is located in Halls 5 & 7.

The Congress content is the copyright of ESMO. It is strictly forbidden to record or capture in any way the official programme, the Exhibition and/or the posters presented during the meeting. Special rules apply to registered members of the Press. Please refer to the “Press & Third Party media activities” section for further details.

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.

Photographs and/or footage may be taken throughout the Congress by ESMO appointed photographers and cameramen. These might be used by ESMO in its own publications, on the website and social media channels. The subjects of the photographs and/or the footage are chosen at random. By attending the Congress participants consent to the fact that photographs and/or footage may be captured and used by ESMO.

If you are looking for an ideal meeting point, or if you just want to take a short break, the food court located in the Exhibition area in Hall 5 will suit you best. The food court will offer a variety of international delicacies.
Additionally, different snack bars/cafes will be available throughout the venue:

Furthermore, the Avenida offers a lot of additional F&B points during the Congress days, where is possible to enjoy a variety of different types of cuisine.

“Knife and fork” signs on the floor plans indicate the F&B outlets around the Congress venue.
At the Food Court and other F&B points you will be able to pay with Euro or by credit card.

IFEMA Madrid can be reached as follows:

Taxi

The venue can be reached by taxi:

• From Adolfo Suárez Madrid-Barajas Airport: many taxi spots available
• From Atocha train station: taxi station at the train station’s surroundings

We suggest specifying to the taxi driver "IFEMA South Access" as drop-off point

Metro

The nearest Metro station to IFEMA is “Feria de Madrid”, Línea 8 (direction Nuevos Ministerios-Aeropuerto T4). The exit is opposite IFEMA’s South Access.

Bus

• Línea 73: Diego de León – IFEMA Madrid
• Línea 112: Mar de Cristal – Barrio del Aeropuerto
• Línea 122: Avenida de América – IFEMA Madrid

It is each participant’s responsibility to check and comply with the latest health and travel regulations to ensure a smooth and safe journey from the Country of origin to the event venue, and back.  

During the event, ESMO will apply health and safety protocols according to the latest local authority guidelines and regulations. 

In general, ESMO recommends 

• To apply precautions and measures according to formal guidance and personal medical history 
• To stay up-to-date with the vaccination status 
• To perform a Rapid Antigen Test and wear a mask in case of symptoms 

Hand sanitisers will be available throughout the venue; use of mask is at own discretion in the absence of symptoms. 

Normal caution must be exercised by all. ESMO bears no responsibility for untoward events in connection with, before, during or after the Congress.

Internet kiosks, charging and app download stations are available throughout the venue.

Please refer to the main info point in Hall 1.

The Medical Centre is located on the Mezzanine floor between Hall 7 and Hall 9.
You can also refer to the main info point located in Hall 1 or to any Congress staff member.

Meet the Investigator Studio meetings are private sessions sponsored by Industry.
On-site sessions will take place in Cartagena Auditorium and Ronda Auditorium, located in the North Centre.
Virtual sessions will take place on the ESMO 2023 Virtual Congress Platform.
Attendance is upon invitation only.

The official language of the Congress is English.

Participants and exhibitors attending the Congress are welcome to attend the official Opening Session on Friday, 20 October 2023 from 12:00 to 13:45 in Madrid Auditorium, located in Hall 6 (time subject to change).

Should an auditorium be full, and you are not able to enter, please make your way to the dedicated overflow areas, hostesses can assist you in finding the right place, where you will be able to follow the session remotely via screens and headsets.

Paper posters will be displayed in Hall 8 on a rotation basis for one day only (Saturday 21, Sunday 22 or Monday 23 October). 

The rotation scheme by category will be available by end July, however, the set-up schedule will apply as follows:

EONS paper posters will be available in Hall 8 from Saturday, 21 until Monday, 23 October.

ePosters will also be available on-site on searchable screens located in Hall 5 and via the ESMO 2023 Virtual Congress Platform.

All submitted ePosters will also be available online on the ESMO website as a post-Congress resource.

Invited Speakers, Proffered Paper and Mini Oral presenters are requested to deliver and check-in their PowerPoint presentation at the Speaker Centre located in Hall 3, no later than 3 hours before the start of the session. Content for first sessions in the morning should be delivered by 17:00 on the preceding day.
Presentations cannot be uploaded directly on laptops in the session rooms.

It is strictly mandatory that invited Speakers, Proffered Paper and Mini Oral presenters include a Declaration of Interest (DOI) disclosure slide at the start of their PowerPoint presentation/s.

All session Chairs, invited Speakers, Proffered Paper and Mini oral presenters must be in the Auditorium 10 minutes prior to start of their session in order to be briefed by technicians.

Appointments for Press Representatives

All ESMO press conferences will be held in the South Centre. Access is limited to accredited journalists wearing a “Press” badge.

Video, photography and audio recording for Press Representatives

ESMO press conferences and press briefings can be audio and video recorded. Video recording of the Congress sessions is only possible for few minutes (news coverage). Video recording of the Congress sessions without authorisation is prohibited.

Photographing during sessions by accredited journalists wearing a “Press” badge is allowed for personal and non-commercial use only, i.e., photos cannot be published or reproduced in any way.

If you are a member of the press and wish to have access to the ESMO Congress 2023 please check the dedicated page or contact press@esmo.org.

If you are a Third-Party representative and need assistance about Third-Party media activity and related queries please check the dedicated page or contact media@esmo.org.

The ESMO Press & Media Centre is located in the South Centre.

The Registration is located in Hall 1.

Subject to change

In-person participation includes:

• Admission to on-site scientific and educational sessions with the possibility to interact with Speakers, Chairs and panels
• On-site networking opportunity with Faculty and peers
• Entry to the Poster area
• Interaction with industry partners in the trade exhibition
• Participation in the Industry Satellite Symposia
• Access to the Virtual Congress Platform to follow sessions live and/or view content on-demand
• Post-event resources, except for On-site Daily passes

Online participation includes:

• Access to the Virtual Congress Platform, with live streaming of all sessions
• Possibility to interact through the chat live
• Access to e-Posters
• Entry to the Virtual Exhibition
• Participation in the Industry Satellite Symposia
• Post-event resources

The registration fee does not include

Accommodation, airport transfers and lunches/coffee breaks.

Delegate’s badge

The delegate’s badge is the only official evidence of registration. Thus, participants not wearing their badge do not have access to the Congress. Loss of badge is loss of registration, and a new badge can be issued only upon payment of the pro-rata fee. Further details about registration are available on the ESMO website.

Seating areas will be located throughout the venue.

The safety of all Congress attendees is of utmost importance to ESMO. IFEMA Madrid and ESMO have taken security precautions, including random controls of participants bags, to ensure the maximum possible safety for all ESMO 2023 delegates.

Safety advice when attending a congress:

• Always remove your Congress badge upon leaving the venue
• Be vigilant in crowds, restaurants and on public transportation; watch out for people creating distractions and diversions
• Be careful not to leave your luggage unattended in any public place, including the hotel and Congress venue; keep your personal belongings with you, both inside and outside the venue

In case of emergency:

• While inside the Congress venue, please call the 24-Hour Security Hotline +34 91 722 54 00 or refer to the security staff
• Within the City, please call 112

ESMO Congress 2023 and the concomitant Exhibition have been designated as no-smoking events throughout the entire venue, including all meeting halls, functions, Registration, and catering areas. All participants are kindly required to respect the no-smoking policy, which includes electronic cigarettes.

The official hashtag of the ESMO Congress 2023 is #ESMO23. Follow it to stay up to date and use it to take part in the conversation:

• Twitter
• LinkedIn
• Facebook
• Instagram
• YouTube

The Speaker Centre is located in Hall 3.

Access to the Speaker centre is restricted to the following persons (guests / accompanying persons are not permitted):

• Invited Speakers
• Proffered Paper and Mini Oral Presenters
• Scientific Committee members
• ESMO Executive Board, ESMO Council and ESMO Honorary members
• Designated representatives of companies using the official slide management system.
  A maximum of one person per presentation upload will be granted access.

ESMO is committed to doing business in a sustainable way, acting in a socially as well as environmentally responsible way.

A number of actions have been implemented towards minimising the environmental impact of the ESMO Congress 2023, including:

• The Congress can be followed remotely through the Live PLUS format
• Free city transportation pass for registered Congress delegates, to incentivise the use of public transportation
• Rationalised use of air conditioning and heating in the Congress centre
• No Congress Bags – The material usually provided in the bag will still be available through the Virtual Congress Bag on the Virtual Congress Platform
• No printed Programme Book – The online programme is accessible via the ESMO website, the Virtual Congress Platform as well as on the Congress App
• Reduction of Society’s printed material distributed on-site – Information is already available in digital format
• Environmentally friendly construction of the ESMO Booth and careful usage and disposal of construction and staging material throughout the event
• Recycling points available all around the venue, easily identifiable and clearly labelled, including special badge and lanyard disposable boxes
• Agreement to recycle the carpet used in the Congress venue
• Locally sourced food, in so far as is possible
• Water dispensers to refill own bottles

To learn more about the Society’s commitment towards a more environmentally friendly approach to ESMO activities, follow the work of the ESMO Climate Change Task Force.

Registered delegates* at the ESMO Congress 2023 will receive a free pass to the Madrid City Transportation System to easily travel to/from the Congress venue.

The public transport card covers all trips on all means of transport within the central, metropolitan area (Zona A), including both IFEMA Madrid and Madrid Airport.

ESMO would like to thank Bco Congresos for supporting this important sustainability initiative.

*Excluding registrations for students, exhibitors, private meetings, industry symposia, filming crews and daily tickets

The ESMO Congress 2023 will be held at the IFEMA MADRID.

IFEMA MADRID
Avda. Del Partenón, 5
28042 Madrid - Spain
www.ifema.es

Official sessions webcast

The Congress webcast will include all the sessions of the official programme and will be made available on the Virtual Congress Platform within 12 hours after they have taken place.

Once the platform is closed, the Congress resources will be available on OncologyPRO for ESMO members and registered delegates.

ESMO members who do not register for ESMO 2023 will have access to the Congress resources on OncologyPRO 3 months after the Virtual Congress Platform closure.

Non-member registered attendees will have access for only 6 months after the end Congress.

Satellite Symposia webcast

Where permission is granted, Satellite Symposia webcasts will be automatically uploaded onto the Virtual Congress Platform within 12 hours after the end of the session.

After the Virtual Congress Platform closure, Satellite Symposia webcasts will be available on OncologyPRO or ESMO website (only if permission has been granted by the Pharma Company) for ESMO members, both registered and non, and registered delegates.

Non-members registered attendees will have access only for 6 months after the Congress.

The ESMO 2023 Congress venue, IFEMA Madrid, is overall accessible with a wheelchair. All areas of the Congress Centre have either flat entrances or easily accessible elevators.

Wi-Fi internet access is a free service offered to all delegates during the ESMO Congress 2023.

Wi-Fi Network name (SSID): #ESMO2023 with no authentication needed.

Once the Wi-Fi SSID has been selected, the general Terms & Conditions needs to be accepted by the attendee to access the ESMO 2023 Wi-Fi.

The Wi-Fi will cover all the spaces in use during the Congress and to enjoy the best performances, we recommend using devices compatible with the 5GHz frequency.

Due to legal regulations regarding internet usage, internet connections must be monitored.

Should you experience any connection issues with the Wi-Fi, a technician will be on-site to assist you and can be contacted at the main info point situated in Hall 1.

Your email address is your username. If you have more than one email, make sure to insert the email address used to create your account.

Please follow these steps:

1. Go to esmo.org
2. On the top right of the page click login
3. Below the login box, click forgot password.
4. Enter your email address and press ‘Reset Password’
5. Check your email and click the reset password link
6. Create a new password

Notes:

• You need to enter the email address linked to your ESMO account and to check that email box for the reset password link
• If you don’t receive the email after 20 minutes, please contact us

• Clear your cookies and cache: If you experience any issues accessing the platform we suggest you clear your cookies and cache following the instructions found here.
• Internet browsers: For the best user-experience ESMO recommends the most recent version of Google Chrome, second to this would be Firefox, Safari and Opera. Internet Explorer is not recommended. Please note that ad blockers can prevent content from loading and new tabs from opening.
• Bandwidth: While there are no virtual platform access restrictions, it would be best to have a 5mb/s connection for best results with live streaming.
• Firewalls: Use of a VPN is possible, if in line with the legal conditions of your country, but content is accessible without a VPN by default. ESMO is not responsible for the default restrictions of your institute or company internet provider, network or state.
• Device: The Virtual Congress Platform is accessible with any device that can connect to the internet through a browser and the experience is fully responsive to all devices.

The virtual congress platform supports the following web browsers: Chrome, Edge, Firefox and Safari. Please make sure that your browser is updated to the latest available version, to assure an optimal experience and compatibility. You can check if you are running the latest version via the following link.

The link to access the ESMO 2023 Virtual Congress Platform will be available on the ESMO website.

All scientific sessions will take place on-site in Madrid and will be live streamed on the Virtual Congress Platform.

Official sessions webcast

The Congress webcast will include all the sessions of the official programme and will be made available on the Virtual Congress Platform within 12 hours after they have taken place.   

Once the platform is closed, the Congress resources will be available on OncologyPRO for ESMO members and registered delegates.

ESMO members who do not register for ESMO 2023 will have access to the Congress resources on OncologyPRO 3 months after the Virtual Congress Platform closure.

Non-member registered attendees will have access for only 6 months after the end Congress.

Satellite Symposia webcast

Where permission is granted, Satellite Symposia webcasts will be automatically uploaded onto the Virtual Congress Platform within 12 hours after the end of the session.

After the Virtual Congress Platform closure, Satellite Symposia webcasts will be available on OncologyPRO or ESMO website (only if permission has been granted by the Pharma Company) for ESMO members, both registered and non, and registered delegates.

Non-members registered attendees will have access only for 6 months after the Congress.

Live Q&A feature will be available throughout the event.

Yes, the Virtual Exhibition is accessible from Friday, 20 October until Wednesday, 8 November 2023, from the navigation bar on the Virtual Congress Platform.

Yes, the ESMO Booth is accessible from the Exhibition tab, visit us to receive all the information you need and find out about all our Member-exclusives. Join or renew your Membership at the Booth and benefit from our special 3 for 2 offer: 3 years Membership for the price of 2.

Virtual attendees can interact through the platform one-to-one messaging mailbox.

Please follow these steps to activate this feature:

1. During your first login or afterwards in “My Networking Settings”, please select your areas of interest and allow other attendees to contact you via the platform messaging system
2. Go to “My Network” (available in “My Congress”) and you will find recommended Programme sessions and attendees with similar interest that can be contacted based on the areas of interest you have selected.
3. Access your messaging mailbox via the interactive bar (always visible on the right side of your screen) or via “My Messages” (available in “My Congress”) and send a message to other attendees from the “Find Users” box on the right side.
4. Any time you can go back to your networking setup in “My Networking Settings “or from the three wheels icon of the interactive bar, to select or modify your areas of interest and/or the way you want to interact with other attendees.