The ESC Press Office gives the opportunity to industry to organise their own news conferences. The content of these conferences is at the responsibility of the organisers.
1. Description:
The Industry Press Conference Room is the recommended venue for Industry press conferences and press briefings relevant to the Congress proceedings. Industry officials are advised to hold Industry Press Conference on-site to facilitate matters for both speakers and press attendees, as well as availing from the promotion opportunities available from the ESC Press & PR Office. This year’s room for Munich 2008, has a capacity close to 80, extensive audiovisual facilities (listed below) and a full-time technician.
2. Location:
The Industry Press Conference Room is located next to the Industry Press Display Room and Industry Press Interview Room, next to the main ESC Press Zone.
Industry Press Conferences schedule
3. Access:
Entry to the Industry Press Conference Room is restricted to press attendees and Industry press conference organisers (Industry officials and their PR / event management representatives) during the booked periods.
4. Facilities:
The Industry Press Conference Room accommodates an audience of more than 80 in a theatre style set-up. The top table will be set up to allow for several speakers in a row, and can be extended / adjusted according to needs.
Speaker facilities:
- 1 speaker lectern with both cabled microphone and clip-on cabled microphone
- 1 computer (located at back of room close to and operated by the technician)
- 2 laptop plug-in connections at the speaker table
- 7 cabled microphones at the speaker table
- 2 audio monitors on speaker table
- 2 LCD monitors at speaker table/lectern to view projected presentations
- 1 laser pointer
Presentation facilities:
- 1 video data projector
- 1 flip chart with paper and pens
Press audience facilities:
- 4 microphones in the room for questions from the audience (cabled to minimise interference)
- Stage lights to facilitate video capture
- 8 audio lines from the sound board on a special platform at the back of the room for audio recordings
Staff:
- 1 full-time technician located at the back of the room in the projection cabin
- 1 full-time member of staff to check badges and generally oversee proceedings
Further resources:
- A badge reader/printer for the recording and printing out of press attendee contact information
5. ESC Promotion:
The ESC will promote the Industry Press Conference Room and list the exhibitors / press conferences both on-site in the ESC Press Centre and on-line via the ESC Virtual Press Office.
6. Materials:
Industry Press Conference Room clients may minimally decorate the room but should be advised that all periods of setting-up and dismantling must be booked and will be charged at the standard rental fee (and pro-rata for periods of less than an hour). Plans to dress the room should be forwarded to the ESC Press & PR Office for approval. All press materials (press packs and posters) to be distributed within the Industry Press Conference area must be sent in hard copy form for review by the ESC Press & PR Office by 15 August 2008 at the latest. Signage / room dressing may not extend beyond the room itself. No ESC logos may be used unless otherwise indicated. Please contact the ESC Press & PR Office if you have any queries over ESC logo usage.
7.Staff:
A member of staff dedicated to the Industry Press Conference Room will be available throughout the Congress period.
This member of staff will be responsible for badge-checking entrants of the room, the general upkeep of the room, the answering of press enquiries and the overseeing of the bookings and activities. This member of staff will not be responsible for Industry-related tasks such as photocopying or secretarial duties. Should you require any specific room decoration, you should organise your own staff to handle this directly.
8. Catering:
Industry press conference organisers requiring catering before, during or after their press conferences should contact the catering company (see details below) directly and keep the ESC Press & PR Office updated on all arrangements. Please note that time used for catering set-up and catering breaks within the room will be charged at the full room rental rate and the area is limited (e.g. small buffet capacity). Extension of the catering outside the room should be kept to a bare minimum to minimise disruption to the press activities being conducted nearby. Alcohol may not be served during day-time events.
Contact person: Andrea Müller
Email: an.mueller@feinkost-kaefer.de
9. Set-up and dismantling:
Time required for set-up, room dressing, pre-conference briefings and dismantling will be charged at the full rental rate. The pre- and post-conference time quotas required should therefore be indicated on the Booking Request Form.
10. Cost and payment:
Rental of the Industry Press Conference Room is charged at 1,210 EUR per hour.
The times required for set-up, pre-conference briefings and dismantling are also charged at the full rate and thus should be indicated on the Booking Request Form. The ESC will endeavour to fulfil these as much as possible according to other bookings and time restrictions. For peak hour bookings, please minimise your bookings to the shortest time required to ensure the room is available for other bookings.
Payment for the Industry Press Conference Room should be conducted by credit card, the details of which should be indicated on the Booking Request Form. Any cancellations received after 15 August 2008 will be subject to a 100% cancellation charge. Once you have confirmed the amount of time you will need for the press conference, you will be billed for that amount of time. If you find the press conference ends before expected, you will not receive a reduction in price; you must pay for the full amount of time booked.
Space is limited so bookings will be handled according to the Bookings Allocation Procedure outlined below.
Please use the appropriate Booking Request Form to formally apply for time slot(s) within the Industry Press Conference Room. Approval of this request and confirmation of the booking will be sent to all applicants by the ESC Press & PR Office. The approval notification should be brought to the Industry Press Conference Room and presented to the member of staff in order to enable entry and set-up.
11. Booking Allocation Procedure
Since only one Industry Press Conference Room is available on-site, bookings are competitive and thus are allocated according to the following 5 point procedure set by the ESC Press & PR Office. The word of the Press & PR Office is final regarding all booking allocations and no booking requests are official until confirmed in writing by the Press & PR Office.
1. Industry Press Conferences must not clash with the main ESC Press Conferences, which are held daily during the break times of the Congress.
2. If Industry Press Conferences relate specifically to a scientific session / presentation within the ESC Congress programme, these must only be held after the session itself.
3. If an ESC Press Conference is also to be held on the topic of the Industry Press Conference, the Industry Press Conference must take place after the ESC Press Conference.
4. Booking priority is treated on a first-come, first-served basis. This relates to the time of the initial enquiry (email receipt time) referring to the specific time requested.
5. In rare situations when two or more bookings are received at the same time and requesting the same booking slot, the ESC Press & PR Office will refer to the Accrued Points System and each Industry’s Points to date to resolve the issue. The Industry with the higher number of Points will be given priority.
The ESC press conferences will be confirmed in terms of topics and timings at a meeting in late May 2008, therefore it is envisaged that no press conference timing requests can be formally confirmed until June 2008 at the earliest.
12. Questions / queries:
If you would like to hold a press conference during the Congress, please fill in the 'Conference Room Request form' 
and e-mail it to the ESC Press & PR Office.
All queries regarding Industry Press Conference Room bookings and regulations should be directed to the Press Office: