These guidelines are designed to ensure that all sponsors enjoy safe, comfortable and successful participation in the ESOT activities. The guidelines are constantly updated to take into account changes in laws, codes of practice and regional regulations. With this in mind, we urge you to check that your understanding of the guidelines is current.
The ESOT Office is the main exhibition contact during the for the ESOT Congress together with its appointed PCO if applicable. For any other ESOT activity, a PCO may act as the main liaison.
Conditions of payment mentioned on the invoice / confirmation are valid. In any case, payment has to be made before opening the exhibition; if not, participation cannot be guaranteed and the rental fee remains due. All published prices are in Euro (€).
Exhibit space will be assigned on a ‘first come – first served’ basis except for its Major sponsors (Platinum and Gold sponsors), where spaces are usually allocated based on the level of investment.
Orders for technical installations and exhibition services are only accepted when confirmed in writing. For the application to be accepted, only products and services in direct connection to the topic of the activity are allowed to be presented. The exhibition organiser reserves the right to make changes of exhibition space after consulting the exhibitor involved. The booths may be used only for exhibiting and advertising the exhibitors’ own products in accordance with the host country’s applicable laws and regulations.
The commercial companies may suggest an adequate space is provided for their primary needs. Individual stand space allocation may be variable, but the following basic configuration is expected by the commercial companies for each Major Sponsor or exhibitor.
Any additional booth (not included in the primary space) booked by a Major Sponsor will be charged in addition at the standard exhibition price (cf. Sponsorship Prospectus).
Onsite marketing activities for affiliate/exhibitor events by the commercial organisation are restricted to the sponsor’s exhibition booth. Sponsor’s promotion of the affiliate/exhibitor or off site events is specifically forbidden in other areas of ESOT designated convention center.
The exhibition area and company booths are a promotional arena. If companies have presentations given from their booths these would have to be on-label and otherwise comply with the applicable codes. A non-product presentation about disease science is in general permitted, but the decisions on scientific worth and whether these constitute promotion is separate and additional costs will apply and will be defined by ESOT. Any such presentations require prior approval by ESOT both in terms of content and logistical setup. Furthermore, they need to be compliant with general exhibition guidelines and not cause disruption to other exhibitors.
The rules of the congress / meeting venue do apply and are binding to all exhibitors. Whoever does not follow these regulations will be excluded from the exhibition after a first warning. Copies of these regulations can be provided upon request.
Material safety and fire certificates of all stand materials must be available for controls during build-up. Representatives of the congress / meeting venue technical staff must be allowed access to your stand at all time.
Smoking is prohibited at all times.
Exhibitors are entirely liable for damages to third parties’ stands, properties, health (be injury or death). To this extent ESOT, its staff and providers as well as the congress /meeting venue are to be considered third parties. Exhibitors’ liabilities are extended to their personnel and / or other people working under their control. Since neither ESOT, and its staff nor the congress / meetings venue are liable for any damages and/ or loss suffered by the exhibitors during the exhibition, including installation and dismantling – it is mandatory that exhibitors arrange insurance accordingly.
Exhibitors and their subcontractors are entirely liable for damages to third party stands, properties (e.g. floors, walls and pillars), and health (be injury or death) during set-up, exhibition and dismantling periods. To this extent, ESOT, its staff, and providers as well as the staff at the congress / meetings venue are to be considered as third parties. Exhibitors’ liabilities are extended to their personnel and/or to other people working under their responsibility. While every reasonable precaution will be taken to protect the exhibitors’ property while on display at the exhibition, it must be clearly understood that the organisers, the congress venue, and the official contractors can accept NO liability for any loss or damage sustained. It is highly recommended that all exhibitors take a trade fair and exhibition risk insurance, including insurance against fire.
Companies are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organisers against all claims and expenses arising from any damages.
In addition to this, exhibitors should protect their expenditure against abandonment and cancellation or curtailment of the Congress / Meetings or events due to reasons beyond the organisers’ control. Please ensure that you have adequate insurance cover for the duration of the event.
If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organisers find it necessary to change the dates of the Exhibition, the organisers shall not be liable for any expenditure, damage or loss incurred in connection with the Exhibition.
The exhibitors and all service providers are required to ensure that any person working on the congress / meeting premises during set-up, exhibition and dismantling periods is observing the local work safety rules and regulations.
Any violations of this contract will, at ESOT’s option, constitute cause to terminate the contract, remove the exhibitor from the show and require exhibitor to forfeit all fees paid to ESOT.
NOTE that exhibitor booths will be offered on a space available basis. Gold and Platinum sponsors will be offered priority space. ESOT reserves the right to reject any exhibitor application for any reason as its discretion.
The following are basic rules that all sponsors/exhibitors commit to. Inspired by a number of sources, including EFPIA, these have been developed in the best interest of the ESOT activity, the delegates and sponsors/exhibitors. Abiding by these fundamental «fair play» rules will ultimately promote a more successful event for all participants.
Advertising is permitted only on the stand space (aisles excluded). Displays of printed matter or advertising outside this area but on the premises of the Congress / meeting are not allowed. No flyers, posters, handouts, etc. can be left on tables, in conference hotels, on buses, etc. unless it is explicitly agreed by the relevant operators. However, there are a number of sponsoring activities that offer selected opportunities to promote a brand or service beyond the exhibition hall. In addition, sponsors/exhibitors must comply with all applicable national and international rules and regulations related to advertising and promotion of all products and services as part of their stand. ESOT bears no responsibility for non-compliance by the Sponsor/Exhibitor.
Sponsors/exhibitors using audio devices must ensure that sound does not carry beyond their assigned space. ESOT reserves the right to determine what constitutes an acceptable sound level and may request the Sponsor/Exhibitor to take action to bring it to that level.
While ESOT will provide as much guidance as possible, it is the Exhibitor’s responsibility to comply with the local authority’s regulations, as well as others such as EFPIA (European Federation of Pharmaceuticals Industries & Associations) (www.efpia.org) and IFMPA (International Federation of Pharmaceutical Manufacturers & Associations) (www.ifpma.org) Code of Practice on the Promotion of Medicines. Please also refer to the event website to access the applicable National compliance rules and regulations.
It is the responsibility of the Sponsor/Exhibitor to ensure that all waste material from stand construction (including boxes for packaging) are completely removed from the exhibition area prior to the opening of the exhibition and at the end of the Congress / Meeting. Waste cleared by ESOT will be charged to the Sponsor/Exhibitor.
Items may be given out to delegates only within the limits of the assigned stand space only. The exhibitor must ensure that these are compliant before being submitted to ESOT for final approval.
While lotteries and other luck-based activities are not permitted, knowledge or skill-based games may however be organised with prior written approval from ESOT, both for the nature of the activity and the planned reward(s). At any rate, these must be low-key activities limited to the stand area.
All stand activity must be held on the stand. Any activity taking place outside of the allocated stand space will be reported and shall be made to cease immediately.
Surveys/market research conducted by sponsors/exhibitors must be confined to the assigned stand space.
ESOT reserves the right to take any on-site action necessary to correct any activity or behavior that is felt inappropriate or that creates prejudice to ESOT, delegates or other exhibitors, including but not limited to the cancellation of the Agreement without refund.
Once a Sponsorship Booking Form is received, a contract will be sent to you for signature after which an accompanying invoice will follow. This contract should be signed and returned. Upon receipt of the sponsorship booking form the organiser will reserve the items listed on it. Completion of the booking form by the sponsor shall be considered as a commitment to purchase the items indicated. The deposit for the booked items should be paid according to the deadlines specified on the invoice.
Satellite symposia are organised and entirely supported by the Industry. If requested by the company, ESOT can advice on the scientific content of the symposia. Their nature, including the selection of topics, must be educational and not promotional.
No commercial names may appear in the titles of the symposia nor in the topics of individual presentations. In symposia titles, only class names are allowed. Non-proprietary names of individual compounds are permitted in titles of individual presentations. Likewise, diagnostic material or procedures may not be called by their commercial names.
The sponsoring company of the Satellite Symposium may select speakers and topics. Slides must be prepared by the speakers and not by the sponsoring companies. No company logos or brand names are allowed as part of the design. ‘Manicured’ presentations bearing the same design for all speakers are not welcome. Rehearsals are only allowed to coordinate presentations, and not to exert influence on the speakers towards biased presentations.
ESOT Executive Committee Members are not allowed to participate in any industry sponsored symposium during an ESOT Congress.
A maximum of one speaker belonging to the sponsoring company is allowed.
Any ESOT invited faculty cannot be involved in more than two industry symposia. Each company will be notified should one of their selected speakers already be involved in two other programmes. Invitations to the speakers may only be sent out, upon approval by the SPC and ESOT Leadership.
ESOT shall not contribute to any of the industry faculty expenses, even if speakers are also contributing to the ESOT Scientific Programme. The industry sponsor is expected to refund or to support all travel and accommodation expenses for their faculty.
The invitation of speakers and chairpersons is the responsibility of the Symposium organisers. Symposium organisers are obliged to register speakers and chairpersons as regular delegates and accept to bear all related costs such as registration, travel and accommodation expenses. If the respective arrangements have not been made prior to the event, the ESOT secretariat will invoice the companies for the respective costs 3–4 months after the activity.
The sponsoring organisation must submit a full symposium proposal to the ESOT Office upon the given deadline by ESOT. The final decision on the programme schedule however resides with the ESOT leadership who is responsible for balanced scientific content across all symposia.
In the case where the ESOT Leadership disapproves the Satellite Symposia programme, each party will be entitled to cancel the Satellite Symposia booking without any penalty fees for the cancellation or for any damages caused by the cancellation to the other party. Accordingly, upon such cancellation, neither of the parties will have any claims, demands or lawsuits towards the other.
Organising companies are allowed to host food and beverage receptions for participants for a maximum of 30 minutes prior to the start of the symposium. For catering needs, please contact the official catering partner directly.
The sponsor is permitted to produce printed matter (posters, programme, abstracts or proceedings). This material must be submitted for approval to the organiser at the latest 4 weeks before the start of the activity and must mention the approved ESOT sentence provided by the ESOT Office.
The sponsor is responsible for obtaining the speakers’ authorisation. Post-congress / meetings publications (print or electronic) are subject to the same rule. Printed matter can be mailed in advance and/or distributed at the sponsor’s exhibition booth, at the entrance of the lecture hall 30 minutes before the symposium, and in the sponsor’s assigned hotel. A sign with the title of the symposium and the logo of the sponsoring company at the lectern (Chair’s table) is permitted. Beyond the designated areas, no posters, signs or distribution of material is allowed in or around the congress / meeting center.
Symposia halls are assigned by the organisers according to the number of attendees expected by the company hosting the Symposia. Please note that all conference rooms will be set-up in theatre style.
Important: You will only have access to your lecture hall 30 minutes before the start of your Satellite Symposium. For any special requests or for additional set-up time please contact the ESOT Office.
Only registered delegates are entitled to access Symposia. Each Symposium organiser is responsible for controlling the access to their session and for restricting the access for competitors’ staff if they wish.
All company employees with an exhibitor badge will be granted access to the company Satellite Symposium.
The organisers will display the Industry Symposia programme on a panel in the Congress / meeting venue for the duration of the event.
Digital signage may be provided by the congress / meeting organiser. Additional signage by the Symposium organisers is allowed upon approval of the ESOT Secretariat.
It is the sponsors’ responsibility to remove flyers, banners or other promotion material that was not distributed during the symposium.
Sunday 09.00 – 18.00
Monday 07.30 – 19.00
Tuesday 07.30 – 19.00
Wednesday 07.30 – 11.00
Industry sponsored press events can be organised to coincide with ESOT programme but should not however conflict with the timing of the official scientific programme or the Official Press Conference organised by ESOT and must adhere to the ESOT media embargo rules outlined in the following pages.
Press events or media briefings by the industry are only allowed within the congress / meeting venue for the duration of ESOT congress / meeting if booked through ESOT’s official Press Office. One room is available to be booked via ESOT’s Press Office to industry partners for press events; otherwise the industry will need to find alternative solutions and arrangements outside the Congress center / Meeting venue for media needs.
Industry events and press materials cannot use official ESOT and ESOT Congress / Meeting logos on any media materials or display signs. Media lists or lists of media attendees from previous ESOT Congresses and events are not made available to the industry or their communications representatives.
For the ESOT Congress, Press may register free of charge. In order to validate media registration, the congress organisers request proof of the journalist’s professional affiliation.
Photographs, as well as audio and video recordings, are not permitted at the ESOT official meeting sessions unless they are undertaken by ESOT. This regulation does not apply to industry sponsored satellite symposia or stands in the exhibition area (exhibitors may only take pictures of their own stands for documentation purposes).
Photography and filming will be allowed during official ESOT press events.
At all times, companies participating in ESOT activity as Sponsors or Exhibitors must ensure that their actions abide to the ESOT constitution, exhibition and sponsorship guidelines as well as this Code of Practice.
The use of ESOT’s and ESOT Activity name and logo are strictly subject to approval by the ESOT leadership. Any request to use the ESOT or ESOT Activity name and logo should be directed to the ESOT Office.
Organisers of approved Satellite Symposia may use the phrase ‘Integrated Symposium of ESOT Congress YEAR”.
Live webcasting is not permitted at ESOT Congress without consultation and approval by the Organising Secretariat, the ESOT Office. Any symposium and other industry sponsored meetings which a sponsoring company wishes to webcast needs to be approved by ESOT.
Onsite marketing activities for affiliate/exhibitor events by the commercial organisation are restricted to the sponsor’s exhibition booth. Sponsor’s promotion of the affiliate/exhibitor or off site events are specifically forbidden in other areas of ESOT designated convention centre.
(SUBJECT TO CHANGE)
ESOT abstracts (title, authors, and institution names) will be made publicly available on the congress / meeting / event website two weeks in advance of the activity. A large number of these abstracts will also have their corresponding data sets made available online and these abstracts are NOT under embargo.
A small number of abstracts may be selected and retained for use during official ESOT Press Office activities and/or in official ESOT Press Office materials, and data sets related to their presentation, will be under embargo until the date and time stipulated by the ESOT Scientific Programme Committee. The exact time and date that these abstracts will be made publicly available will be posted on the congress / meeting / event website in the weeks preceding ESOT activity.
Industry may issue a press release announcing that their abstract has been selected for inclusion in official ESOT Press Office activity or in official ESOT Press Office materials (abstract title only). Industry must not issue press releases, even under embargo, covering the data contained in abstracts selected to be highlighted during official ESOT Press Office activities or in official ESOT Press Office materials until the individual embargo for each data set lifts.
Media must not issue coverage of the data contained in abstracts selected to be highlighted during official ESOT Press Office activities or in official ESOT Press Office materials until the individual embargo for each data set lifts.
Journalists, industry, investigators and/or study sponsors must abide by the embargo times set by ESOT. Violation of the embargo will be taken seriously. Individuals and/or sponsors who violate ESOT’s embargo policies may face sanctions relating to current and future abstract submissions, presentations and visibility at ESOT Congress / Meeting / event. The ESOT leadership is at liberty to ban attendance and/or retract data.
Copyright for abstracts (both oral and poster) on the website and as made available during ESOT activity shall reside with the respective authors. No reproduction, re-use or transcription for any commercial purpose or use of the content is permitted without the written permission of the authors. Permission for re-use must be obtained directly from the author.
Industry sponsored press events can be organised to coincide with ESOT activity but should not conflict with the timing of the official scientific programme or the Official Press Conference organised by ESOT and must adhere to the ESOT media embargo rules outlined before.
Press events or media briefings by the industry are only allowed within the congress / meeting / event venue for the duration of ESOT congress / Meeting / event if booked through ESOT Office. One room is available to be booked via ESOT’s Press Office to industry partners for press events; otherwise the industry will need to find alternative solutions and arrangements outside the congress venue.
Industry events and press materials cannot use official ESOT and ESOT activity logos on any media materials or display signs. Media lists or lists of media attendees from previous ESOT Congresses, meetings and events are not made available to the industry or their communications representatives.
The official language of all ESOT activities is English.
Press may register for ESOT Congresses, meetings and events free of charge. In order to validate media registration, the congress organisers request proof of the journalist’s professional affiliation.
Photographs, as well as audio and video recordings, are not permitted at the ESOT official meeting sessions unless done by ESOT. This regulation does not apply to industry sponsored satellite symposia or stands in the exhibition area (exhibitors may only take pictures of their own stands for documentation purposes). Photography and filming will be allowed during official ESOT press events.
Application to participate will be considered only if submitted on the appropriate forms, duly completed, signed and accompanied by the necessary payment. Registration will be confirmed insofar as space is available. Applicants will be informed in writing of the acceptance or refusal of their application. In case of refusal, all payments shall be fully refunded within 60 days upon notification of refusal.
ESOT reserves the right to accept or reject this application (the «Application») at its own discretion.
Upon acceptance, a copy of the countersigned Application (being the sponsorship agreement, hereinafter the «Agreement») and an invoice will be sent to the Sponsor/Exhibitor. The first instalment must be paid within 21 days upon receipt of the invoice by the Sponsor/Exhibitor.
Cancellation of part of the Agreement does not automatically result in the entire Agreement being terminated.
ESOT reserves the right to amend the Conference programme with a possible direct or indirect effect on sponsoring activities. If this is the case, ESOT will ensure that any changes cause as little hindrance as possible to the Sponsor/Exhibitor. Such amendments are not causing for cancellation of the present Agreement.
In case of cancellation resulting from a «force majeure» clause, ESOT’s responsibility will be determined according to the terms of the contract signed with every sponsor / exhibitor.
Cancellation should be made in writing as per the conditions issued in the signed agreement
For ESOT Congress, pharmaceutical companies will have to comply with regulations applicable to Congresses in Italy. All activities that pharmaceutical companies plan to undertake that are considered an interaction with healthcare professionals will have to be declared and approved by the Italian Medicines Agency (AIFA). AIFA follows a strict timeline and all requests must be made, at the very latest, 60 days prior to the Congress. With this in mind and to help us through this process we have mandated the AIM Group agency who will coordinate the entire application on behalf of all pharmaceutical companies wishing to participate in the Congress in Milan. There will be a small surcharge (to be communicated with the agency AIM directly) to guide you through the process and make sure you deliver the requested documents and information on time.
AIM Group contact details
Mrs. Valentina Disabato / Mrs. Cristina Ghidoli
Companies are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organisers against all claims and expenses arising from any damages. For the ESOT Congress specifically, it is therefore required that all exhibitors and their subcontractors have a minimum of EUR 2’000’000 public liability insurance.
The sponsoring organisation must submit a full symposium proposal to the ESOT Office. The final decision on the programme schedule however resides with the ESOT leadership who is responsible for balanced scientific content across all symposia.
Topics, speakers and chairs of integrated symposia must be approved by the ESOT leadership.
The sponsor is permitted to produce printed matter (posters, programme, abstracts or proceedings). This material must be submitted for approval to the organiser at the latest 4 weeks before the start of the congress and must mention the approved ESOT sentence provided by the ESOT Office
‘Integrated Industry Symposium of ESOT Congress ”
Accept that no ESOT Executive Committee Member will participate in any sponsors’ public activities during the ESOT bi-annual Congress.
Use of name for the ESOT Congress
Organisers of approved Satellite Symposia may use the phrase ‘Integrated Symposium of ESOT Congress”.
Live webcasting is not permitted at ESOT Congress without consultation and approval by the Organising Secretariat, the ESOT Office. Any symposium and other industry sponsored meetings which a sponsoring company wishes to webcast needs to be approved by ESOT.