ESMO Policy on Press Activities

ESMO welcomes Press Representatives working for ESMO-Recognised Press Outlets interested in reporting on cancer issues.

This policy is aimed at regulating access to and the use of tailored ESMO resources and ESMO Communications Activities by Press Representatives.

It also regulates Press Representatives participation at Events and provides guidance and assistance when performing activities surrounding or referring to ESMO and Events.

Differently, any Third Parties Media Activities, involving, addressing or referring to ESMO and/or Events, ESMO representatives/presenter/speakers at Events, Press Representatives at Events, are subject to the ESMO Policy on Media Activities Organised by Third Parties.  (Further details at chapter 3 of the present policy)

Please check the following definitions for your reference:

1. MyESMO Press Area, Press Representatives access

The MyESMO Press Area provides Press Representatives with access to ESMO resources, Communication Activities and dedicated support systems.

Press Representatives can request access through an online form, made available on the MyESMO Press Area homepage or to be requested at press@esmo.org

The ESMO Press Office reserves the right to withhold approval of the applications if the applicant and/or the press outlet does not satisfy the eligibility criteria or if the application form is sent without the requested supporting documents.

The decision of the ESMO Press Office is final regarding all press applications. The provision of false information about affiliation or credentials may result in a ban from accessing the MyESMO Press Area and all ESMO Communication Activities.

Eligibility criteria to access the MyESMO Press Area for Press Representatives

Upon application and ESMO approval, complimentary access will only be granted to representatives of ESMO-Recognised Press Outlets.

A copy of a valid press card (if applicable) and some examples of previously written articles must be uploaded on to the application form. Company/outlet business cards and membership cards are not accepted as sole credentials.

2. Accreditation and participation of Press Representatives at Events for coverage purposes

Press Representatives must apply for accreditation to Events through an online form that can be found for each meeting at the specific “Press and Media” page or through the MyESMO Press Area or to be requested through press@esmo.org.  Application in advance is strongly recommended.

The ESMO Press Office reserves the right to withhold approval of press accreditation if the applicant and/or the outlet does not satisfy the eligibility criteria or if the accreditation form is sent without the requested supporting documents.

The decision of the ESMO Press Office is final regarding all press accreditation requests and the provision of false information about affiliation or credentials may result in a ban from current or all future Events.

Any badge issued as a result of an accreditation process is the property of ESMO, it is required for admittance to all Events and must be visible at all times. Please note that the badge is needed for security purposes and is non-transferable. Misuse of badges such as sharing with individuals who are not accredited for the Event will result in a ban from current and future Events for all parties involved. No refunds, if applicable, will be issued.

Press Representatives who are accredited for an Event and are unable to attend it, are kindly requested to inform the ESMO Press Office (press@esmo.org) as soon as possible.

Eligibility criteria for Press Representatives at Events

Upon application and ESMO approval, complimentary accreditation will only be granted to representatives of ESMO-Recognised Press Outlets.

A copy of a valid press card (if applicable), some examples of previously written articles and an official letter of assignment on press outlet’s letterhead, issued and signed by the Editor (including full name, email address, and phone number) of the assigning press outlet must be uploaded on to the accreditation form or printed and delivered if the application is performed onsite. Company/outlet business cards and membership cards are not accepted as sole credentials.

The press accreditation entitles the holder to:

• Access specific Events resources through the MyESMO Press Area
• Receive embargoed material
• Attend the official Events press conferences and press briefings, if relevant
• Attend all sessions in the official Events programme
• Access the Events webcasts
• Access the ESMO Press & Media Centre, including the ESMO Press Working Room and the ESMO Press Conference Room (both available at selected events held in person).
• Access the Filming Area or an equivalent space possibly equipped with electrical sockets, internet access and other facilities, the Meeting Point (a specific waiting space located within the Filming Area when available) and the Interview Rooms. At selected events, private interview rooms will be available upon request, on a first-come, first-served basis. A booking system will only be available onsite in the ESMO Press & Media Centre – pre-booking not permitted: use of interview rooms is regulated in half-hour increments and any other events such as small roundtables/ press briefings or small group discussions are not permitted in those rooms, unless agreed with ESMO in advance. Interview rooms layout and setup cannot be changed. These services are only available for selected Events held in person.

No more than 3 press badges in total will be granted per Press Outlet (including Press Filming Crew members) and limitations on the number of granted badges may be applied if necessary.

Eligibility criteria for Press Filming Crew members and Press Filming activities at Events

Press Filming Crew members can obtain a press filming badge upon completion of the press accreditation form (see above), only if accompanying an accredited Press Representative (such as an editor, a reporter, etc.) or if appointed by an ESMO-Recognised Press Outlet in order to collect footage and pictures as supporting visual material for news coverage.   Press Filming Crew members will not have access to embargoed material

For all details concerning Press Filming activities at Events and to apply for a press filming badge, please check the ESMO Policy on Filming Activities (Chapter 1)

3. Outlets and entities ascribable to Third Parties 

Representatives engaged in the following are considered Third Party Media and are NOT entitled to access the MyESMO Press Area nor to apply as Press Representatives and access ESMO Communication Activities (even if they have a valid press card). These are welcome to visit other ESMO resources and request/purchase a different badge at Events:

• Public relations agencies
• Advertising, communications and media agencies
• Sales and marketing
• Professionals involved in financial analysis and/or conference reports production
• Pharmaceutical companies
• Foundations, charities, philanthropic organisations
• Personal websites and/or blog (expressing personal opinions or not regularly writing about oncology)
• Sponsored Press Representatives (producing a letter of assignment/invitation issued by a company or a third party)
• Companies or organisations producing publications, videos and other products intended for educational purposes (with or without a commercial component) and/or offering CME.
• Filming crews or photographers, representing or hired by organisations other than the ESMO-Recognised Press Outlets or by ESMO
• Peer-reviewed journals as well as Publishers
• Public Affairs Representatives (public affairs officers of academic institutions, scientific societies, registered medical research charities or patient advocacy groups)

Third Parties performing communications and Media Activities must abide by the ESMO Policy on Media Activities Organised by Third Parties.

4. Embargo

Embargo times on studies presented at Events vary for each specific Event and for each ESMO Communication Activity. By requesting and obtaining an accreditation, Press Representatives agree not to share and/or publish any information under Embargo.

This applies to all kinds of media channels (online and printed press outlets, newsrooms, social media, videos, etc.). If re-publishing ESMO press releases, ESMO must be indicated as the source.

As a general rule:

• Press releases and material supporting ESMO Communication Activities will include the Embargo details.
• At Events, data and information included in the accepted abstracts are under Embargo until the relevant Embargo release date cited in the “Publication schedule for accepted abstracts”.   This schedule is published on the ESMO web site, on the specific Event related "Press & Media" page.
• At Events, data and information beyond what is included in all accepted abstracts, for example full data sets or manuscripts, may only be made public at the start of the official programme session during which the study is presented.

5. Social Media and use of official ESMO hashtags

To check the official hashtag for a specific Event, please visit the ESMO Meetings Calendar and check the related Social Media sub-page.
Permission is not needed to use the hashtag.
Statements or opinions expressed in third-party posts reflect the views of the contributor and do not necessarily reflect the official views of ESMO, unless otherwise noted.
ESMO’s shares, likes and other forms of engagement do not equal official endorsement of that content by ESMO. Accounts that ESMO follows or is followed by ESMO are not an indication of the ESMO's endorsement of these accounts or the content they produce. 

6. Use of logos

The corporate “ESMO” logo is the property of ESMO and is protected by trademark.

It must not be used, reproduced or associated with any event, article, video, website, press release, etc without the prior written approval of ESMO.

To learn about "ESMO Events" logo adoption in Press and Filming Activities, please check the ESMO Logo Policy  or send your inquiry to marketing@esmo.org (Cc: media@esmo.org) clearly explaining your purpose.

The presence of the ESMO Events logo on any Press Material/Activity, doesn't imply any endorsement from ESMO.

7. Governing Law and Jurisdiction

All matters arising from or connected with the compliance to the ESMO Policy on Press Activities and Embargo rules will be governed by Swiss Law, without reference to the conflict of laws principles. Any dispute arising out of this commitment shall be brought before the Court of Lugano, Switzerland.
Please check Terms and Conditions.

ESMO reserves the right to exclude any entity that fails to adhere to this policy from future events, at the entity’s own complete cost.

The present version of the ESMO Press Policy was last updated on 17 July 2024. ESMO reserves the right to modify this policy at any time without prior notice.

Contact

All inquiries must be submitted in writing to

ESMO Press Office
E-mail: press@esmo.org