ESC Media Policies
Embargo / Webcasts / Photography / Filming / Recording / Other
A. Overall Regulations
1. View the Embargo Policy for the ESC Congress
2. The ESC Press Committee has decided to organise a full press programme only for the ESC Congress. For all other ESC congresses or events, no press conferences or press area will be organised. For sub-specialty congresses, a press kit will be available on-line and on-site, with press releases and general information on the ESC and the relevant Association.
3. Non-press companies (industries and suppliers) must contact the ESC Press Office if they plan to issue press releases mentioning any ESC event, in order to ensure adherence to ESC embargoes and respect of ESC branding guidelines. Companies who break ESC embargoes or Industry Press Guidelines will be penalised.
4. Industry representatives may not pass out printed news releases or statements at ESC events, without prior approval from the ESC Press Office. Any press materials that companies may wish to release (press releases) must be sent in soft copy form for review by the ESC Press Office at least 1 week before the event.
5. The ESC does not make its press database or registration lists available to Industry.
6. Industry and their PR/communications agents must register for ESC events as Exhibitors under their company name. This service is available via the Industry Services Department. Press registration is not available to Industry PR, event management, marketing or communications representatives.
7. The ESC reserves the right to be the first communicators and set the embargoes for all data released at any ESC event (see Embargo Policy).
B. Embargo Policy
Embargo rules for press releases issued at ESC Events:
1. Results and information related to sessions at any meeting organised by the ESC, cannot be presented or announced in any forum prior to presentation in the session or press conference, whichever comes first (unless already released by the ESC itself).
2. Should circumstances arise in which the trial organisers consider prior disclosure, total or in part, it is imperative that the ESC is consulted (see point D below: “Other legal requirements”).
3. The embargo is lifted at the beginning of the ESC press briefing or scientific presentation, whichever comes first.
4. Signing of the ESC Embargo Policy is a prerequisite for the confirmation of a Press Registration.
5. Breaking of the embargo policy by a reporter leads to:
• Immediate suspension of the reporter’s media credentials
• Immediate barring of the reporter from the meeting premises
• Removal of the reporter’s name from the ESC Press distribution list for 1 year
• No access as a media representative to the following year’s ESC Congress
• No access as a media representative to any other congresses organized by the ESC for 1 year
• Media outlets that employ the reporter or who hired the freelancer to write for them will be barred from accessing next year’s ESC Congress and from sending reporters to any other ESC organised congress for 1 year.
Please do not hesitate to check with one of the ESC Press Office staff members if in doubt!
C. Webcasts / Photography / Filming / Recording
1. ESC Filming and Photography Policy for Press
1.1. Filming, recording and taking pictures will be strictly controlled. The ESC Press Office will approve requests on a case-by-case basis. Only registered news media will be allowed to film and take pictures at ESC events.
1.2. Media who wish to film, take photos or record must complete the filming request (including presenter’s signature) and email or hand it to the ESC Press Office. The ESC Press Office will exchange the form for a filming/photo credential intended for a specific presentation only.
1.3. It is not possible to film, take photos or record the Hot Line sessions, the Clinical Trial Updates or the Clinical Registry Highlight sessions.
1.4. It is not possible to film, take photos or record any scientific session or poster session, unless permission has been granted by the Press Office and the authors of the study being presented.
1.5. No permission is required for filming, taking photos nor recording within the Press Working Area, Press Interview Rooms, Registration Area and Entrance Hall.
1.6. Filmed or recorded interviews are not allowed in the Exhibition Hall. Taking pictures is not allowed either.
1.7. Films/photos/record taken by authorised media may only be used for non commercial purposes and not disseminated by social media.
1.8. Anyone caught infringing ESC filming policy, will be banned from the congress site and will not be able to participate at any ESC event during the following year. They will also be removed from our press release distribution list.
1.9. Local law applies to image rights. No presenter may be filmed without his consent (including smart phones, mobile devices, etc).
1.10. ESC Congress content is the property of the ESC.
1.11. No backstage filming will be allowed and filming during set-up is forbidden.
2. ESC Filming Policy for Non Media
2.1. Only exhibitors may apply for filming rights for their own satellite symposia. These will be granted by the ESC on a one to one basis. Completed film requests will be exchanged at the Press Office Help Desk for a filming pass.
2.2. Exhibitors may film, take photo or record their stands but will still need to get a filming card from the ESC Press Office.
2.3. Filmed or recorded interviews are not allowed in the Exhibition Hall. Taking pictures is not allowed either.
2.4. Industries are generally free to take photos, record and film in their own press conferences*. Any video transmissions or Webcasts taken at industry press conferences may only be published/ available online after the end of the scientific session they refer to.
2.5. Industries who are not sponsoring the ESC events will not receive rights for filming
2.6. Suppliers will also require a filming pass from the Press Office. Their requests will be granted on a case by case basis. No filming is allowed during set-up.
2.7. Sanctions: Anyone caught infringing ESC filming policy will be banned from the congress site and will not be able to participate at any ESC event during the following year. Infringement of this media policy will also be considered as a violation of the Guidelines for Industry Participation and penalties will include a loss of accrued points.
D. Other Legal Requirements
(ESC Guidelines to deal with SEC and other financial/ legal requirements for early disclosure of information by industries presenting data at one of ESC's events).
1. Publicly traded companies may ask to disclose information submitted to one of the ESC’s congresses, prior to embargo date. Prior public disclosure of certain abstract content 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. After close consideration of legal requirements, 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 the ESC Congress. Companies in this situation should send the ESC Press Office a written request including:
2.1. Reasons for requesting an exception to the ESC embargo policy
2.2. Detailed information about the release, including the data to be included, who it will be addressed to and the timing of the release
2.3. 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.
2.4 A draft of the intended press release
3. The press release should note that the abstract has been submitted (or accepted) for presentation at the ESC Congress.
4. 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 Congress.
5. 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. Revocation of Media Credentials
The ESC reserves the right to ban or to revoke the attendance of any registered participant, speaker, reporter or exhibitor, from any presentation, activity or ESC event.
If you have any questions, please contact the ESC Press Office:
press@escardio.org
+334 92 94 77 56