ESMO Congress 2024: Private Industry Meetings

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 2024 Industry Guidelines.

Requirements

We kindly remind you the following requirements:

• 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 centre or in any ESMO 2024 publication or to be promoted online e.g. via social media
• ESMO 2024 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
• No hybrid meetings are allowed

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 April 2024

Meeting rooms’ venues:

Meeting spaces available at Fira Barcelona Gran Via:

• Barcelona Suite - floorplans
• Europa Suite - floorplans
• CC7 - floorplans
• CC8 - floorplans

Additional meeting spaces available nearby the Congress venue:

• Hotel Porta Fira – 3 minutes walking distance - floorplans
• Alexandre Hotel Fira Congress – 5 minutes walking distance - floorplans
• Hotel SB Plaza Europa – 10 minutes walking distance - floorplans

Access to meeting rooms at Fira Barcelona Gran Via:

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 venue for security reasons. If your meeting is scheduled very early in the morning, please make sure that badges are collected in advance.