ESTRO 37 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 37 from 20-24 April 2018, or using the congress website as a resource in their coverage of cancer issues. 

Registration

The conference is open to bona fide representatives of print and electronic media. Registration is free of charge to journalists who are in possession of a valid, recognised press card. Freelance journalists must present a commissioning letter on headed paper from a recognised news organisation or publication.

A copy of the press card or of the commissioning letter should be sent, together with the media registration form, to Cécile Hardon-Villard, ESTRO Communications manager, by email: chardon@estro.org (with scanned documents) or by fax to: +32 2 779 54 94. The media registration form can be downloaded by clicking here.

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.

Journalists must register in person. Applications for media registration made via pharmaceutical, marketing or public relations companies will not be considered. Media registration from representatives of CME publications is restricted to two people per publication only. Additional representatives should register as delegates. 

Media registration in advance is strongly recommended. This enables us to deal with any queries or problems in advance.

Representatives of public relations companies, advertising agencies, marketing companies, pharmaceutical companies and their publications are not allowed to register as journalists or to work in the press room. PR representatives from other organisations, whether commercial or non-commercial, are not allowed to register to work in the press office.   

Information regarding media registrations belongs to ESTRO. Past and current media lists are not available to be given, rented, or sold.

Embargoes

Please respect embargo times and dates on news stories.

The majority of the ESTRO 37 abstracts will go up on line on the congress website approximately one month before the congress at www.estro.org and can be reported from that time onwards. Abstracts that will form part of the media programme will not be published until the day of their presentation at the congress and will be embargoed to a time on that day. Please check with the ESTRO 37 media consultants, Emma Mason or Kerry Noble (email: info@ricemason.eu), for information about exact times of embargoes on these abstracts. Embargo dates and times will be clearly marked on any press releases.  

When asking for outside comment on releases before the embargo has lifted, journalists are requested to ensure that those consulted understand and accept the embargo conditions. 

Official media materials will be made available at the ESTRO 37 to registered journalists only.

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, email: chardon@estro.org. It is not permitted to schedule press events, either on or off site, to coincide with key the ESTRO 37 sessions. 

There are two types of media materials and events permitted at the ESTRO meeting: 

1.     Those that pertain to presentations being made to 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 Cécile Hardon-Villard 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 to the congress, and submitted to, and agreed by Cécile Hardon-Villard before they are issued to the media. Third party press releases relating to any abstracts that are being held back for publication online on the day of presentation to the congress (i.e. those that form part of the official media programme) must be embargoed to the same date and time as that on the official press release. Please check with Cécile Hardon-Villard for information about exact times of embargoes on these abstracts. 

Studies that form part of the official ESTRO media programme cannot be included by third parties in their own news briefings before the official ESTRO news briefing, if any.

Third party press materials are not permitted inside either the official Press Room or the official news conference room. A table or stand close to the official Press Room will be made available for companies to display a limited amount of materials that pertain to presentations being made to the meeting in oral or poster sessions, and that have been approved by ESTRO. No posters or banners from companies are permitted on or around the table or stand. 

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.  

ESTRO does not make media lists available to third party organisations.

2) Media materials relating to products/services offered by exhibiting companies 

Media materials that do not relate to an oral or poster presentation to 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 Cécile Hardon-Villard prior to the start of the meeting, and 2) they are distributed from the exhibitors’ stall. They will not be permitted to be displayed on the stand outside the official ESTRO press office.

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 Cécile Hardon-Villard at the earliest opportunity. The programme for any national society or local organisations’ news conference should be submitted to and agreed by Cécile Hardon-Villard 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 Cécile Hardon-Villard 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.

National societies and organisations press releases relating to any abstracts that are being held back for publication online on the day of presentation to the congress (i.e. those that form part of the official media programme) must be embargoed to the same date and time as that on the official press release. Please check with Cécile Hardon-Villard for information about exact times of embargoes on these abstracts. They must be submitted to, and agreed by Cécile Hardon-Villard before they can be issued to the media.

Studies that form part of the official ESTRO media programme cannot be included by third parties in their own news briefings before the official ESTRO news briefing, if any. 

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 Cécile Hardon-Villard and approved by her before any plans are finalised or media invitations issued. 

National societies and organisations press materials are not permitted inside either the official Press Room or the official news conference room.

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. 

ESTRO does not make media lists available to any third party organisations.  

Filming and recording 

Filming and recording of the ESTRO 37 sessions is allowed with the prior consent of the organisers.  

Please contact Cécile Hardon-Villard with any request to film or record sessions (chardon@estro.org).

Photography, filming and recording will be permitted in the official press conferences.

If you have any questions, contact Cécile Hardon-Villard (chardon@estro.org).

 

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