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ESC Rules for Working Groups - Part 3

Corporate Identity - Organisation of Scientific Meetings, Symposia and The ESC Congress



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A corporate identity supported by a strong logo and visuals strengthens the image of the Working Group & ESC and supports all of its activities. When the corporate identity is presented consistently, a positive and lasting impression of the society is created. The value of the ESC’s brand symbol (logo and corporate identity) is therefore immeasurable and its value increases each time it is presented properly. The ESC logo is a registered trademark in 42 countries and its use is protected by international copyright laws.

The ESC logo is considered as one of the most valuable brand assets of the society and is a form of intellectual property. To ensure that the ESC logo is properly protected, the ESC has defined guidelines which indicate the appropriate use of the ESC logo under specific conditions. These guidelines are applicable to internal-external audiences.

Working Groups are the scientific backbone of the ESC and have been created to provide scientific expertise by excellence in a specific field. They are a vector of representation and communication of the ESC, Working Groups need to ensure that their initiatives enhance the credibility of the ESC.

Among others, the function of the Working Group is to “contribute to the organisation and preparation of the Annual ESC Congress and other scientific meetings and symposia”.

With respect to this specific function, several types and degrees of involvement of a Working Group in the organisation and preparation of a scientific meeting are possible. This will be outlined in the following with regards to the type and degree of scientific and potential financial implications.
IMPORTANT NOTE:

For any meetings, congress or specific event organised entirely or partially by the Working Group, the requester needs to submit his query to the Working Group chairperson.

ESC policies require full transparency in any relationship between the ESC (including its constituent bodies) and an external entity. If a Working Group product or meeting has been created or is being offered together with or by an external party, both the ESC and the external party need to be fully transparent about the nature and extent of the relationship.

This applies to any communications, whether an ESC or ESC Working Group logo is used, or not.

Working Groups must ensure proper mention of their name and/or LOGO on events programs, web pages.
The programme must be sent to the office for Working Group at least 1 month prior the event for approval on the use of Working Group logo.

The ESC Corporate Identity Rules and Regulations are applicable to both ESC & ESC Working Group logo. Please read them carefully to ensure proper usage and respect of ESC identity.

INVOLVEMENT OF A WORKING GROUP IN SCIENTIFIC MEETINGS

Scientific meetings have largely different characteristics with regards to their objectives, topics, numbers, types of participants and locations. In general, the following terms have conventionally been used for such meetings:

  • Conference
  • Workshop
  • (Scientific) Meeting
  • Symposium
  • Congress

The designation “European” or “International” may be added.

There is no general consensus on the use of these terms. For instance, a conference may range from a small meeting to a very large meeting involving hundreds or even thousands of participants. In general, the term “workshop” is used in a more unified way characterizing a relatively small meeting, mostly with limited attendance. By tradition, the ESC applies the term “congress” only for its own annual congress. No Working Group should become directly involved in any other congress, without prior consent from the ESC.

The involvement of a Working Group in a scientific meeting can be on several levels:

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- NEW -
CLICK HERE TO ACCESS A SUMMARY OF THE DIFFERENT TYPES  OF
MEETING INVOLVEMENT

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Sessions during the Congresses of the ESC:

The Working Groups are traditionally invited to make proposals for their own sessions during the congresses of the ESC. The selection of sessions and allocation within the time frame is made by the Congress Programme Committee (former Executive Scientific Committee) after consultation with the Working Groups. The nature of these sessions is indicated in the programme by giving the full name of the Working Group(s) responsible. There is no financial remuneration for these activities although limited support (for travel and accommodation) by the Society is available (if speakers from outside the circles normally interested to come to the Congress anyhow need to be invited for their special expertise).
Get more about the CPC here

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A Working Group organises a meeting by itself or delegate the organsiation of local meetings to a sub-nucleus committee who will act in the name of the Working Group and underthe supervision of the nucleus

The Nucleus of the Working Group has the full scientific, organisational and financial responsibility.
ESC financial and legal procedure applies and must be strictly followed.

There may be some capital available on the accounts of the Working Group (e.g. a surplus from similar previous activities) or educational grants may be provided specifically for this meeting by external groups (e.g., universities, foundations, and pharmaceutical or device companies). Another source of revenue may be via an exhibition or by entrance fees from participants.

The proposed budget for the meeting has to be balanced to avoid a deficit. The budget has to be submitted to and approved by the CEO and Finance Director of the ESC who will verify that the proposed budget is in balance.

If the support of an external Congress Organizer (so called PCO) or a hospital, there is an imperative need to:

  • Have a contract set up in advance with the institution or PCO in order to define financial responsibilities, including VAT and losses/surplus management.In addition this contract should define the legal frame including the responsibilities of both parties in case of problem
  • Have the final result of the event (profit or loss) booked in the ESC books

Any financial surplus will go back to the accounts of the Working Groups which may use it for further activities according to its funstion. The distribution of surplus should be decided early in the organisation of such a meeting.

The official sentence to use, in English,
“Meeting organised by” followed by the Working Group logo..

It should further be mentioned whether educational grants were received and whether another organisation, for instance a meeting organiser, will be involved.

NEW - ESC Support for the organisation of WG annual Meetings:  A registration and communication package”

In September 2009, ESC Working Groups have requested the support of the ESC Office for Working Groups to organise registration and communication for their annual meetings.
Those rather small meetings are usually organised by individuals with the help of travel agencies or universities which are not equipped to organise financial transactions.
The ESC has decided to answer positively to this demand by delivering the service described below:

Review of contracts with local agencies / Sponsors:

  • By the ESC Office for Working Groups
  • For legal and financial compliance with ESC rules.

Registration:

  • Online registration ONLY (onsite registration cannot be performed by the ESC)
  • Data proceeding & Badges
    - Weekly update (excel format) automatically sent to meeting organiser
    - Badges (with plastic badge holders) sent to meeting organiser 1 week before the meeting starts

Framework:

The offer is limited to:

  • WG meetings of less than 200 attendees
  • WG with financial balance of less than 50 Keuros

Cost:

The ESC office for WGs will entirely cover the cost of the above service by raising the overall allocated budget to WG activities.
The estimated budget reaches 7000 euros (based on 10 euros per capita for 700 participants a year)

Communication and Advertising:

  • Web page (or web link to an existing web site)
  • World cardio Agenda
  • Emailing Campaign / WG Newsletter / Web Teasers
  • PowerPoint templates and a set of slides (intersession slide show) 
  • WG Flyers for insertion in delegate bags
  • A set of brochures and promotional items (pens, pins, card holders..)
  • The presence of an ESC staff is not guaranteed.

This service package will run for two years (2010-2012) and will be re-evaluated and re-adapted to WG needs at that time

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Meeting "co-organised with a Sister Society:

An institution (University), organisation (Society, Foundation) or another ESC Working Group may wish to co-organise a meeting with a working group. It might be one another initiative.
In this case, the Working Group shares scientific, organisational and financial responsibility with co-organiser.
Sharing conditions (investments & revenues) must be defined prior the meeting by both parties and written under the format of a mutual agreement or contract.

The official sentence to use, in English, is
“Co-organised with/by” followed by the Working Group logo..

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Endorsement of the scientific programme of an external meeting by a Working Group

An institution, organisation or group may wish to organise a meeting which is in the area of interest of the Working Group and where the Working Group itself wishes to or has been asked by the organiser of that meeting to be involved in the design of the scientific programme but where the Working Group has no financial responsibility whatsoever (no benefits or losses, no investment).

By giving its name, the Working Group recognises that the scientific programme of the meeting has a high scientific impact on the progress in its own field or may be of great educational value. After careful evaluation of the programme, the Working Group may then grant approval to the meeting, hereby expressing its appreciation of the value of this meeting for the participants.

The full responsibility lies in the hands of the organisers of this meeting. There will be no financial involvement of the Working Group whatsoever, but its involvement is purely on an academic and scientific level.

There is no limitation in the number of events a Working Group can endorse during a year, but endorsement must be applied carefully to preserve ESC quality in terms of image.

How to proceed to endorse a meeting:

  1.  The Working Group must review and endorse the scientific programme or content of a meeting as well as related products (CD-Rom, Journal, Promotional items…)
  2. A written proof of endorsement of the Working Group must be provided by the chairperson to the ESC Board. This will be done through a specific form to be completed and sent back to the ESC Office for Working Groups.
  3. Once the approval from the ESC Board is received, the meeting can be recognized as endorsed.
  4. The Working Group logo must be inserted in both the meeting web site and printed version of the programme.
    (Corporate identity rules must be strictly followed -eg: no transparent background)
  5. The official sentence to be used, in English, is “Scientific Programme endorsed by” followed by the Working Group logo.

The ESC will advertise the endorsed meeting to its members following the ESC policies.

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Scientific Programme has been jointly organised with a Working Group

The entire scientific programme has been put together with the active input of an ESC Working Group:

The official sentence to be used, in English, is
“Scientific Programme jointly organised with” followed by the Working Group logo

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One or more session(s) organised by a Working Group

One or several sessions of an external meeting/congress were organised (exclusively) by an ESC Working Group:

The official sentence to be used, in English,
is “Session organised by ESC Working Group on…”.


The use of a Working Group logo is optional and depends on the proportion of the contribution.

 

IMPORTANT NOTE

It is important to note that the mention “organised under the auspices of the ESC” or any other similar phrasing would not be granted anymore.

CONTACT

For any general Working Groups request, please contact

  • Mrs Corine Gomez, email, Tel: +33 (0)4 89 87 20 16
  • Mrs Jenny Pena, email, Tel : +33 4 92 94 77 58

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