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ESC Media and Embargo Policy

Guidelines and Regulations for Media Outlets and Press Representatives



ESC Media and Embargo Policy

A. Overall Regulations

  1. Any Media outlet or Press representative (journalists, reporters, photographers, etc.) wishing to attend an ESC Event and/or to obtain official press releases from the ESC Press Office must adhere to the present ESC Media and Embargo Policy.
  2. Anyone who infringes the present ESC Media and Embargo Policy will be penalised. The penalty may be immediate revocation of press credentials, ejection from the ESC Event and a denial of access to all ESC Events for a year. See point E for more details.
  3. ESC and/or affiliated trademarks and logos are the full property of the ESC and/or affiliated. They cannot be used, reproduced or associated with any article or press release without the ESC and its affiliated prior approval.
  4. Signing of the ESC Media and Embargo Policy is a prerequisite for the confirmation of a Press Registration (whether online or on-site).
  5. The ESC does not make its press database or registration lists available to anyone. 

B. Registration and Access

1. Press registration is required to attend any ESC Event and/or to obtain official press releases for these events from the ESC Press Office.

Press registration is free and includes the following services (offered in priority at the “ESC Congress” and may not always be available for smaller ESC Events): Access to scientific sessions, exhibition halls, full press working area, press catering, press conferences, use of interview rooms, press book (USB key), and interviews arranged with ESC spokespersons etc.

2. Media outlets and Press representatives can pre-register online or register on-site upon presentation of:

  • A valid press card or appropriate letter of assignment with proof of three recent published articles (cardiology or health-related, or referring to a previous ESC Event) 

  • The filled in and signed ESC Embargo Form.  If the Media outlet or Press representative has previously attended an ESC Event, samples of the said event coverage should be scanned/emailed to the ESC Press Office. Media outlets or Press representatives may be required to provide samples of their work at any time.

  • Company, media outlet business cards or membership cards are not accepted as credentials

3. Press registration is open to any media outlet and/or its Press representative:

  • Journalists/reporters
  • Freelance journalists (must declare who they are representing)
  • Online media
  • Broadcast media (TV, radio)
  • Editors
  • Medical journals
  • Newsletters
  • Medical blogs

4. Press registration is not available to Industry or its Public Relations representatives, event management, marketing or communications representatives, even if they have a valid press card. Please check the event registration pages to find alternative registration options.

5. The decision of the ESC Press Office is final regarding all press registration requests.

C. Embargo Policy

1. Any media outlet or Press representative wishing to attend an ESC Event and/or to obtain official press releases from the ESC Press Office, commit to respecting the embargo set by the ESC for any embargoed materials. Press representatives who receive embargoed material from the ESC understand that it is for their personal use and will not distribute the embargoed information to anyone else prior to the embargo date.

Embargoed materials include - but are not limited to - original journal articles, abstracts from scientific meetings, written news releases, audio news releases, video news releases, slides and any other materials associated with the scientific information being presented or published.

2. Embargoed materials as well as results and information related to sessions at any meeting/event organised by the ESC, are strictly confidential and cannot be disclosed in any manner or for any purpose prior to the lifting of the embargo by the ESC.

3. The embargo is lifted at the beginning of the ESC Press Conference or scientific presentation, whichever comes first (unless already lifted by the ESC itself). The Press Book and ESC web pages should be consulted for embargo information.
 
For any questions related to embargoes, contact the ESC Press Office for clarification prior to releasing the information.

Abstracts are included in this Embargo Policy. It is therefore forbidden to release any abstract before the beginning of the ESC Press Conference or scientific presentation, whichever comes first.

4. Please note that embargoed materials (as defined in C.1) may be protected by copyright and cannot be reproduced without prior permission from the author.

5. Should circumstances arise in which publicly traded companies ask to disclose their data submitted to an ESC Event, prior to the ESC Event for legal reasons or in order to comply with Securities and Exchange Commission requirements, the ESC may grant exceptional permission to release specific data (top-line data).

The top-line data that will be approved for advance release can only be qualitative information (i.e. the primary endpoint was/was not met) but not quantitative (i.e. specific details about the study results). In any case, the ESC reserves all rights to determine what information will be released and to decline any requests.

The disclosure of any additional information, analysis or commentary is strictly forbidden and will be considered a breach of the Embargo Policy.

6. Media outlets and Press representatives, whether on-site or off-site, are expected to abide by the full ESC Media and Embargo Policy and ensure 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 Media and Embargo Policy.

7. Breaking of an ESC embargo by any media outlet, press representative, member of staff or any third party acting on behalf of and/or under the authority of any media outlet or press representative is a contractual breach. The person/entity who released the information (i.e. the press representative who wrote the story/conducted the interview) will be held accountable and will be subjected to the penalties listed below in Section E.

D. Filming/Photography/Recording Policy

1. Media outlets or press representatives who wish to film, take photos and/or record during scientific sessions, in the ESC Press Zone or other unrestricted areas must complete the filming request form and email it or otherwise deliver it to the ESC Press Office. The ESC Press Office will exchange the form for a filming/photo pass, for a specific time and location.

The filming request form is available here.

Please note that all slides are copyrighted material and cannot be reproduced without prior permission from the author.

2. The ESC Press Office will approve requests on a case-by-case basis. Only registered media outlets or press representatives will be allowed to film, take photos and/or record at ESC Events. The ESC may interrupt any disruptive or hazardous filming.

3. No specific permission is required in order to film, take photos and/or record within the ESC Press Conference Room, Press Working Area, Press Interview Rooms, Registration Area, Entrance Hall and outside the Entrance Hall.

4. It is forbidden to film, take photos or record any scientific session or poster session at an ESC Event, unless a specific permission has been granted by the ESC Press Office.

Presenters are the sole proprietors of the content disclosed (data, photographs, slides and so on) during the said scientific and poster sessions and are able to authorise or refuse what can be filmed, photographed or recorded and to what extent this information may be used.

Consequently, permission will only be granted if the presenter of the study has authorised filming/photographing/recording of their session. Upon presentation of the presenter’s signature, a “Press Filming & Photography” pass will be issued by the ESC Press Office. 

Without this pass, no filming/photographing/recording is allowed.

Flash photography is not allowed during scientific presentations.

5. It is strictly forbidden to film, take photos or record Hot Line sessions, Clinical Trial Updates or Clinical Registry Highlight sessions of an ESC Event.

6. Filming, photographing or recording interviews is strictly forbidden in the Exhibition Halls at all times.

7. No scientific session presenter or exhibitor may be filmed, recorded or photographed without his consent (including smart phones, mobile devices, etc).

8. Films/photos/recordings are subject to protection of intellectual property, image and personality rights and shall only be used after express authorisation by the ESC Event speaker subject of the said films/photos/recording and only within the scope of the said authorisation.

9. Any film/photo/recording shall only be used for information and communication purposes and must mention the source of the material.

10. Any video transmission or webcast from an ESC Event may only be published/available online after the end of the scientific session they refer to.

11. Transmissions, webcasts, videos, recordings, photos etc from an ESC Event are not allowed to carry the ESC trademarks or logos without the ESC’s prior approval.

12. Media outlets and press representatives, are expected to abide by the full ESC Media and Embargo Policy, including the Filming/Photography/Recording Policy, and to make sure that any member of staff or any third party acting on their behalf and/or under their authority, comply with the said ESC Media and Embargo Policy.

13. If a media outlet breaks an embargo, the press representative who released the information (cameraman, photographer, editor, etc.) will be held accountable and will be subjected to the penalties listed in Section E. The organisation/media outlet that broke the embargo may also be penalised.
14. Breaking of the Filming/Photography/Recording Policy by any media outlet, press representative, member of staff or any third party acting on behalf of and/or under the authority of any Media outlet or Press representative is a contractual breach that may lead to sanctions under the conditions set up in section E.

E. Termination / Revocation of Media Credentials

1. It is agreed that press representatives are responsible for their actions during ESC Events and for those of any third party acting on their behalf and/or under their authority, whether on-site or off-site, and for any publication containing results and information related to an ESC Event.

Media outlets are also responsible for the action of the press representative, staff and any third party acting on their behalf and/or under their authority, whether on-site or off-site, and for any publication containing results and information related to an ESC Event.

2. Consequently, in the event of a breach of any provision of the present ESC Media and Embargo Policy by any media outlet, press representative, member of staff or any third party acting on behalf of and/or under the authority of any media outlet or press representative, 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 their representatives to attend an ESC Event and/or to obtain official press releases from the ESC Press Office, notwithstanding any other provision of the ESC Media and Embargo Policy.

3. Furthermore, breaking of any provision of the ESC Media and Embargo Policy by any media outlet, press representative, member of staff or any third party acting on behalf of and/or under the authority of any media outlet or press representative is a contractual breach, that may also lead to:

  • Immediate suspension of the press representative’s media credentials
  • Immediate barring of the press representative from the Event premises
  • Removal of the press representative’s name and/or of its media outlet from the ESC Press Office distribution list for up to one full year starting from the time of the ESC Media and Embargo Policy break
  • No access for the press representative to any ESC Event for up to one full year starting from the time of the ESC Media and Embargo Policy break
  • No access for any press representative of the media outlet that breached the embargo to any ESC Event for up to one full year starting from the time of the ESC Media and Embargo Policy break
  • The ESC Press Office may communicate the ESC Media and Embargo Policy break sanction to its media lists
  • 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. The absence of termination of the agreement and/or of any sanction from the ESC does not constitute an acknowledgment of the media outlet or press representative misconduct and the ESC reserves the right to proceed to the said termination and/or sanction at any time.

5. All matters arising from or connected with the compliance to the ESC Media and Embargo 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@escardio.org
+33(0)4 92 94 86 27

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.