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ESC Industry Media Policy

Press Activity Guidelines for Industry, Session presenters and Exhibitors participating in ESC Events



Overall Regulations / Embargo Policy / Filming/Photography/Recording Policy / Other legal requirements / Termination - Breach

A. Overall Regulations

1. Any Industry, session presenter, exhibitor or their PR representatives taking part in an ESC event must adhere to the present ESC Industry Media Policy.

An ESC Industry Press event is defined as an event organised by Industry in order to communicate with the media during an ESC Event both within and outside ESC event premises.

2. Anyone who infringes the present ESC Industry Media Policy will be penalised.

The penalty may be ejection from the ESC event without reimbursement and a denial of access to all ESC events for a year. See section E for more details.

3. ESC trademarks and logos are the full property of the ESC. They cannot be used, reproduced or associated with any presentation or session without the ESC’s prior approval.

4. To organise an ESC Industry Press event, the Industry embargo form must be filled in and signed.

5. The ESC does not make its press database or registration lists available to anyone. 

B. Embargo policy

1. Industry, session presenters, exhibitors or their PR representatives, may not distribute press materials at ESC events, without prior written approval from the ESC Press Office.

Any press materials that Industry, session presenters, exhibitors or their PR representatives wish to release during an ESC event and which refer to the ESC, must be sent electronically for review by the ESC Press Office at least one week before the event.

2. Press materials subject to this embargo comprise any ESC related news releases or statements, including press releases, summaries, abstracts, findings, etc.

Industry, presenters, exhibitors or their PR representatives' press materials cannot include the ESC and/or affiliated trademarks or logos, without ESC approval.

3. Press materials may be released only once the embargo is lifted by the ESC.
Results and information related to sessions at any event organised by the ESC are strictly confidential and cannot be presented or announced in any manner or for any purpose whatsoever prior to presentation in the ESC scientific presentation or ESC press conference (unless the embargo has already been lifted by the ESC itself).

4. Should circumstances arise in which the trial organisers consider prior disclosure, total or in part, it is imperative that the ESC is consulted (see section D. “Other legal requirements”).

5. Industry, session presenters, exhibitors or their PR representatives, whether on-site or off-site, are expected to abide by the full ESC Industry Media Policy including the Embargo Policy, and to make sure that any member of staff or any third party acting on their behalf and/or under their authority, whether on-site or off-site, comply with the ESC Industry Media Policy.

6. Breaking of an ESC embargo by any Industry, session presenter, exhibitor or their PR representatives, as well as any member of staff or any third party acting on the behalf of and/or under the authority of any Industry, session presenter or exhibitor, is a contractual breach. The person/entity who released the information will be held accountable and will be subjected to the penalties listed in section E. 

C. Filming/Photography/Recording Policy

Only confirmed Industry sponsors and exhibitors may apply for an authorisation to film, take photos or record during an ESC event. Authorisation will be granted by the ESC on a one to one basis after official request is made to the ESC Press Office. Once the request has been approved, the Industry will be given a filming pass. Photographers/cameramen must be able to produce the filming pass upon request.

1. Industries who are not sponsoring ESC Events are not eligible for a filming pass.

2. Once duly authorised, Industry, exhibitors and/or their representatives may film, take photos or record only their own presentations, sessions or stands.

No other filming, photographing or recording is allowed in any other place (including the Exhibition Hall) at any time, even with a filming pass.

3. Industry representatives or PR/Communication agencies organising Industry Press Conferences or Industry-sponsored sessions are responsible for protecting their content and enforcing their rules.

4. Films/photos/recordings taken during an ESC event are subject to protection of intellectual property, image and personality rights.

Notably, slides from scientific sessions are copyrighted and may not be published without approval from the author.

5. Any video transmissions or webcasts taken at an ESC event may only be published/available online after the end of the scientific session they refer to.

Transmissions or webcasts of any video or picture taken at an ESC event are not allowed to carry the ESC trademark or logos without the ESC’s prior approval.

6. Material and furniture suppliers of the ESC will also require a filming pass in order to film, take photos or record during an ESC event. Their requests will be granted by the ESC Press Office on a case by case basis.

7. Industry, Session presenters and Exhibitors, are expected to abide by the full ESC Industry Media Policy, including the Filming/Photography/Recording Policy, and make sure that any member of staff or any third party acting on their behalf and/or under their authority, comply with the ESC Industry Media Policy.

8. Breaking of the Filming/Photography/Recording Policy by any Industry, Session presenter and Exhibitor, as well as any member of staff or any third party acting on the behalf of and/or under the authority of any Industry, Session presenter or Exhibitor, is a contractual breach that may lead to sanctions under the conditions set up in section E. below.

D. Other legal requirements

ESC Guidelines to deal with early disclosure of information

Securities and Exchange Commission and other financial/legal requirements for Industry presenting data at one of ESC Events

1. Publicly traded companies may ask to disclose information submitted to one of the ESC events, prior to embargo date. Public disclosure of certain abstract content prior to the ESC event may be recommended by legal counsel in order to comply with requirements of the U.S. Securities and Exchange Commission or a corresponding regulatory body in the country where the company’s stock is traded.

2. If this occurs, the ESC may grant an exception to its embargo rules and allow the company to release limited top-line data (i.e., general findings with no additional analysis, commentary, investigator quotes, etc.) from the abstract without jeopardizing its eligibility for presentation at ESC Events.

3. Companies in this situation should send the ESC Press Office a written request including:

  • Reasons for requesting an exception to the ESC Embargo Policy
  • Detailed information about the release, including the data that will be included, who it will be sent to and the timing of the release
  • A letter explaining which applicable securities laws necessitate the required early disclosure and guaranteeing that the information contained in the release is only the minimum necessary to ensure such compliance

4. If the ESC grants permission for the top-line data to be released, the press release should note that the abstract has been submitted (or accepted) for presentation at an ESC Event.

5. The ESC will evaluate these requests on a case-by-case basis and reserves the right to change the type of presentation (e.g., from oral to poster) or remove the abstract from the scientific programme if the released information is judged to substantially detract from the novelty of the presentation at the ESC Event.

6. Any additional information from the abstract (e.g., additional analysis, commentary, or updated information from those individuals and companies involved in the study) is embargoed until the time of the presentation or ESC Press Conference, whichever comes first.

E. Termination - Breach

1. It is agreed that Industry, session presenters and exhibitors are responsible for their actions during ESC events and for any publication or press material containing results and information related to an ESC event.

Industry, session presenters and exhibitors are also responsible for the action of members of their staff or any third party acting on their behalf and/or under their authority, whether on-site or off-site.

2. Consequently, in the event of a breach of any provision of the present ESC Industry Media Policy including the Embargo and Filming Policy by any Industry, Session presenter, Exhibitor as well as member of their staff or any third party acting on the behalf of and/or under the authority of any Industry, session presenter or exhibitor, the ESC reserves the right to terminate immediately, without notice and without prejudice to any claim for damages or other remedy by any third party, the agreement given to any registered participant and/or their representatives to present at the ESC event, notwithstanding any other provision of the ESC Industry Media Policy.

3. Furthermore, breaking of the ESC Industry Media Policy by any Industry, session presenter, exhibitor, member of staff or any third party acting on the behalf of and/or under the authority of any Industry, session presenters or exhibitors is a contractual breach that may also lead  to:

  • Immediate barring of the Industry, session presenter or exhibitor presentation from the scientific programme
  • Withdrawal of the abstract(s) from the scientific programme
  • Restrictions on future scientific work submission for one full year starting from the time of the ESC Industry Media Policy break
  • Non-acceptance of future abstracts and/or clinical trials to the scientific programme for one full year starting from the time of the ESC Industry Media Policy break
  • Loss of accrued points (see ESC Exhibition Guidelines)
  • And any other measure deemed appropriate to preserve ESC rights (or its members rights) without prejudice to any claim for damages or other remedy by any third party.

4. In the event of a breach of any provision of the present ESC Industry Media Policy and the enforcement of the above-mentioned sanctions, any financial obligations to the ESC must be honoured.

5. The absence of termination of the agreement and/or of any sanction from the ESC does not constitute an acknowledgment of the Industry, session presenter or exhibitor misconduct and the ESC reserves the right to proceed to the said termination and/or sanction at any time.

6. Any matter arising from or connected with the compliance to the ESC Industry Media Policy including the Embargo and Filming Policy will be governed by French law, without reference to the conflict of laws principles. Any dispute arising out of this commitment shall be brought before the Court of Grasse, France.

 

 

If you have any doubts or questions, please contact the ESC Press Office:

press-services@escardio.org
+33(0)4 89 87 24 83

Personal Data Privacy
The European Society of Cardiology uses computerised processes to handle its press and journalist contacts.
In accordance with French Law N°78-17 of January 6, 1978, amended in 2004, relating to the protection of individuals with regard to the processing of personal data, you have a right to access and rectify information concerning you, which you can exercise by contacting (including proof of identity):

ESC Press Office
European Society of Cardiology
Les Templiers
2035 Route des Colles
06903 Sophia Antipolis
France

You can also, for legitimate reasons, oppose the processing your data.