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ESC Media and Embargo Policy

Guidelines and Regulations for Media Outlets and Press Representatives



Preamble

Members of the media, investigators, organisations issuing press releases, sponsors and others with access to research accepted for presentation during an ESC event are required to abide by the ESC Media and Embargo policy. Anyone who violates the 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 or more.

Hot Line Studies, Basic and Translational Science, Clinical Trial, Registry Update, Oral and Poster abstract-based presentations are embargoed until the start of the session in which they are presented. Lead authors of these abstracts are responsible for notifying all authors and other relevant stakeholders of the embargo.

ESC and/or affiliated trademarks and logos are the property of the ESC. They cannot be used, reproduced or associated with any article or press release without the prior written permission of the ESC.

Photos/recordings taken during an ESC event are subject to protection of intellectual property, image and privacy rights.

The ESC does not make its press database or registration lists available to third parties.

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.

For any question about the ESC Media and Embargo Policy, please contact the ESC Press Office at: press@escardio.org.

Social Media

Communicating about the ESC by way of social media is encouraged within embargo restrictions. The Twitter hashtag for ESC Congress is #ESCCongress. Follow ESC at @Escardio and @ESCardioNews 

1. ESC Media and Embargo Policy for Press

A. Embargo

By accepting a media registration for any ESC event, or accepting ESC embargoed materials, journalists acknowledge that the embargoed information is for their use in preparing media coverage and they will not distribute or publish the information while the embargo is in effect. Embargoed materials, as well as results and information related to sessions at any meeting or event organized 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. The ESC Media and Embargo Policy also applies to news releases that include embargoed information scheduled for presentation at ESC Events.

Breaking of an ESC embargo by any media outlet, press representative, member of staff or any third party or person acting on their behalf, is a contractual breach. The person/entity who released the information will be held accountable and will be subjected to penalties.

B. Press Registration and Press Accreditation

Press registration is free and includes the following services (offered at ESC Congress and at some smaller ESC events): access to scientific sessions, exhibition halls, press working area, press conferences, use of interview rooms, press material and interviews arranged with ESC spokespersons, etc.

To be eligible for press registration, press representatives must be directly involved in the creation of news content for media outlets and meet these categories: journalists/reporters, freelance journalists (upon presentation of letter of assignment), broadcast media (TV, radio), open newsletters, publicly available medical blogs.

Journalists and media representatives can pre-register online or register on-site upon presentation of a valid press card (or appropriate letter of assignment) plus three recent published bylined articles.

Press registration is not available to Industry or its public relations representatives or event management, nor to media outlet managers, marketing, sales or communication representatives, even if they have a valid press card. Please check the event registration pages to find alternative registration options.

Please note that company, media outlet business cards or membership cards are not accepted as credentials.

Press representatives accredited by the ESC benefit from a two year press access to any ESC event.

The ESC Press Office reserves the right to withhold approval of press registration and press accreditation if the applicant does not satisfy the required criteria, or if the form is sent without the requested supporting documents. The decision of the ESC Press Office is final regarding all press registration requests.

Press registration is not available to Industry or its representatives even if they have a valid press card.

C. Photo/Video/Audio Recording Rules

Video or audio recording during a scientific presentation or session during an ESC event is strictly prohibited.

Video recording or photography in the Exhibition Halls and Poster Area is strictly forbidden.

The use of tripods or light stands at ESC events requires advanced written permission from the ESC Press Office.

Presenters are the sole proprietors of the content they disclose at ESC events (data, photographs, slides, etc.) It is the responsibility of presenters or speakers to notify the audience of any restrictions on photographing the content they are presenting.  The announcement must be made at the beginning of each presentation.

Any video transmission or webcast from an ESC event must adhere to the ESC Media and Embargo Policy and only be published/available online after the start of the scientific session it refers to.

Any public dissemination of photos or videos taken at an ESC event must mention the said event (ex. ESC Congress).  Commercial use of images taken at ESC events is strictly forbidden.

Breaking of the Photo/Video/Audio Recording Rules by any media outlet, press representative or any third party acting on their behalf is a contractual breach of the ESC Media and Embargo Policy that may lead to sanctions.

D. Revocation of Media Access

It is agreed that press representatives and media outlets are responsible for their actions during ESC events and for those of any third party acting on their behalf.  

Consequently, in the event of a breach of the present ESC Media and Embargo Policy, the ESC reserves the right to terminate immediately, without notice and without prejudice to any claim for damages, the agreement given to any registered participant and their representatives to attend an ESC event and/or to obtain official press material from the ESC Press Office.

Furthermore, breaking of any provision of the ESC Media and Embargo Policy is a contractual breach that may also lead to:

  • Immediate barring of the press representative from the event premises
  • Removal of the press representative and/or of its media outlet from the ESC Press Office distribution list for a full year or more starting from the time of the ESC Media and Embargo Policy break
  • No access for the press representative to any ESC event for a full year or more
  • The ESC Press Office may communicate the ESC Media and Embargo Policybreak and sanctions to its media lists
  • And any other measure deemed appropriate to preserve ESC rights (or member rights)

The ESC reserves the right to bar from its events any registered media representative who attempts to obtain advertising or subscriptions from any exhibitor or registrant, who promotes the marketing objectives of a single company or institution, or who otherwise misuses media privileges to engage in activities other than journalistic pursuits.

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.

2. ESC Media and Embargo Policy for Industry

Any Industry, session presenter, exhibitor or their representatives taking part in an ESC event must adhere to the present the ESC Media and Embargo Policy. It is agreed that Industry, session presenters and exhibitors are responsible for their actions related to 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, whether on-site or off-site.

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

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

Anyone who infringes the present ESC Media and Embargo 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.

A. Embargo

Any press materials that Industry, session presenters, exhibitors or their representatives wish to release related to ESC event and which refer to science to be presented at the ESC event, must be sent electronically for review by the ESC Press Office at least two weeks before the event.

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

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 session (unless the embargo has already been lifted by the ESC itself).

Should circumstances arise in which the trial organisers consider prior disclosure, total or in part, it is imperative that the ESC is consulted before dissemination (see section C).

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 D. 

B. Photo / Video / Audio Recording Rules 

Industry, exhibitors and/or their representatives may take photos or video recordings only of their own industry sponsored sessions, meeting rooms and/or stands. They are not allowed to record the activities of other exhibitors.

No other photography or recording is allowed in any other place at any time. The Industry representative responsible for the photographer or videographer must provide him/her with a valid entrance badge.

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

Any video transmissions or webcasts taken at an ESC event must abide by the ESC Media and Embargo Policy and may only be published/available online after the end of the scientific session they refer to.

Breaking of the Photo / Video / Recording Rules by any Industry, Session presenter and Exhibitor, as well as any member of staff or any third party acting on their behalf is a contractual breach that may lead to sanctions.

C. ESC Guidelines to deal with early disclosure of information

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 a regulatory body in the country where the company’s stock is traded.

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.

Companies in this situation should send the ESC Press Office a written request including:  reasons for requesting an exception to the ESC Media and Embargo Policy and detailed information about the release (the data that will be disclosed, who it will be sent to and the timing of the release).

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.

The ESC will evaluate these requests on a case-by-case basis and reserves the right to change the type of presentation 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.

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 scientific presentation.

D. Termination

In the event of a breach of any provision of the present ESC Media and Embargo Policy by any Industry, Session presenter, Exhibitor or any third party acting on the behalf, the ESC reserves the right to terminate immediately, without notice and without prejudice to any claim for damages, the agreement given to any registered participant and/or their representatives to present at the ESC event.

Furthermore, breaking of the ESC Media and Embargo Policy is a contractual breach that may also lead to:

  • Immediate barring 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 breach
  • Non-acceptance of future abstracts and/or clinical trials to the scientific programme for one full year
  • Loss of accrued points (see ESC Exhibition Guidelines)
  • And any other measure deemed appropriate to preserve ESC rights (or its members rights)

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

 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.

If you have any doubts or questions, please contact the ESC Press Office: press@escardio.org , +33(0)4 89 87 24 99