ESTRO 2023 NEWS MEDIA AND PUBLIC RELATIONS POLICY
ESTRO welcomes the interest of the press in cancer issues and is happy to provide assistance to journalists attending the ESTRO 2023 from 12-16 May 2023, or using the congress online platform, as a resource in their coverage of cancer issues.
I. PRESS REGISTRATION
The congress is open to bona fide representatives of print and electronic media. Press registration is free of charge to journalists who meet the criteria outlined in this section.
Journalists are required to submit appropriate supporting documents as part of the registration process including:
- a valid and recognised press card
- a commissioning letter on headed paper from a recognised news organisation or publication, and two recently published by-lined articles for freelancers.
Registration for the ON SITE congress in Vienna:
The original of the press card or of the commissioning letter will also have to be presented at the conference registration desk together with a valid passport or ID-card.
Media registration in advance is strongly recommended. The documents should be sent, together with the media registration form, to Cécile Hardon-Villard, Communication Manager at the ESTRO office, by email: chardon@estro.org (with scanned documents).
The media registration form can be downloaded by clicking here.
Press registration is not available to Industry or its public relations representatives or event management, nor to media outlet managers, marketing, sales or communication representatives. They are however welcome to register as regular attendees or visitors.
Business cards or membership cards from news media, communications, or writers’ organisations are not sufficient to establish eligibility.
Journalists must register in person. Applications for media registration made via pharmaceutical, marketing or public relations companies will not be considered.
Information regarding media registrations belongs to ESTRO. Past and current media lists are not available to be given, rented or sold.
The ESTRO Office reserves the right to withhold approval of press registration and press accreditation if the applicant does not satisfy the required criteria, or if the form is sent without the requested supporting documents. The decision of the ESTRO Press Office is final regarding all press registration requests.
- EMBARGOES
The ESTRO 2023 abstracts will go up online on the congress website one month before the congress at www.estro.org and can be reported from that time onwards.
- PICTURES, FILMING AND RECORDING
Video or audio recordings is:
- allowed in the common areas (entrance hall and corridors) with the prior consent of the organisers
- strictly prohibited in the exhibition and in the meeting rooms. All the sessions are recorded and available to anyone registered to the congress.
Photos and screenshots taken during the congress are subject to protection of intellectual property, image and privacy rights:
- Presenters are the sole proprietors of the content they disclose at ESTRO events (data, photographs, slides, etc) therefore any use of elements or data of their presentation must be referenced appropriately (citing the event, session and presenter name)
- It is the responsibility of presenters to notify the audience of any restrictions on photographing the content they are presenting. The announcement will be made at the beginning of each presentation.
Any public dissemination of photos or videos taken at ESTRO 2023 must mention the said event (e.g. ESTRO 2023 or ESTRO Congress). Commercial use of images taken at the congress is strictly forbidden.
The official ESTRO logo may not be added to any videos, recordings, photos etc. from the congress without the ESTRO’s prior written approval.
- SOCIAL MEDIA
Communicating about the ESTRO Congress by way of social media is encouraged within embargo restrictions.
The hashtag for the congress is #ESTRO23.
Follow ESTRO at:
- @ESTRO.org on Facebook
- ESTRO_org on Twitter
- European Society for Radiotherapy and Oncology (ESTRO) on LinkedIn
- THIRD PARTY PRESS EVENTS AND MATERIAL
Companies wishing to organise a news conference during the congress should send a request in writing to Cécile Hardon-Villard, Communication Manager at the ESTRO office, by email: chardon@estro.org. It is not permitted to schedule press events, either on or off site, to coincide with the key ESTRO 2023 sessions.
There are two types of media materials and events permitted at the ESTRO meeting:
1. Those that pertain to presentations being made at the meeting in oral or poster sessions
2. Those that relate to products/services offered by companies exhibiting at the meeting
1. Media materials pertaining to presentations in oral or poster sessions
The programme for any third-party news conference should be submitted to, and agreed by, the ESTRO Communication Office before any invitations are sent out. This applies to any media event, regardless of whether it is held on or off site.
Third party press releases must be labelled clearly with the abstract number, time and date of presentation at the congress, and submitted to, and agreed by, the ESTRO Communication Office before they are issued to the media.
Third party press materials are not permitted outside the exhibitor’s booth.
Third party media materials (including press releases, media invitations, flyers and posters) must not contain the logos of ESTRO, and they must not be presented in any way that could be construed as suggesting endorsement by ESTRO.
2. Media materials relating to products/services offered by exhibiting companies
Media materials that do not relate to an oral or poster presentation at the meeting, and instead are designed to give information about products that exhibiting companies wish to promote at the meeting are permitted on two conditions: 1) they are submitted to and approved by ESTRO Communication Office prior to the start of the meeting, and 2) they are distributed from the exhibitors’ stall.
These media materials must not contain the logos of ESTRO, and they must not be presented in any way that could be construed as suggesting endorsement by ESTRO.
- NATIONAL SOCIETIES AND ORGANISATIONS’ PRESS EVENTS
Any national society or local organisation planning to organise press activities needs to inform the ESTRO office at the earliest opportunity. The programme for any national society or local organisations’ news conference should be submitted to and agreed by the ESTRO Communication Office before any invitations are sent out. This applies to any media event, regardless of whether it is held on or off site.
National societies and organisations press releases must be labelled clearly with the abstract number, time and date of presentation to the congress, and submitted to, and agreed by, ESTRO Communication Office before they are issued to the media. If the press release is not in English, an outline of a few sentences in English will be requested.
If the media event and/or press release for a national society or local organisation is unrelated to a specific abstract or scientific session, then the content must be discussed with the ESTRO Communication Office and approved before any plans are finalised or media invitations issued. The ESTRO Communication Office’s decision on whether or not to allow these events to take place will be final.
National societies and organisations media materials (including press releases, media invitations, flyers and posters) must not contain the logos of ESTRO, and they must not be presented in any way that could be construed as suggesting endorsement by ESTRO unless they are part of a media programme joined with ESTRO.
ESTRO does not make media lists available to any third-party organisations.
If you have any questions, please contact Cécile Hardon-Villard, Communication Manager at the ESTRO office, by email: chardon@estro.org