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Third party media policy

The policy applies to all activities related to the news media during or in connection with ABC5.
The aim is to ensure that information distributed to the journalists is accurate and is issued at the correct times, complying with any embargoes that may be in place.

The policy applies to media events that are organised at the ABC5 venue and off-site, and all third parties are requested to adhere to it.

1. Third party events cannot be held to coincide with key conference sessions:

• Thursday, 14 November, 13:30 - 18:00 hrs GMT
• Friday, 15 November, 8:30 - 12:30, 13:30 - 18:00
• Saturday, 16 November, 08:30-10:30, 11:00-13:00

2. Any media event must pertain to presentations being made to the Conference in oral or poster sessions and not to satellite symposia alone. Reference to the ABC5 conference can only be made in connection with scientific presentations planned in the official programme of the meeting. This policy applies to any media event, regardless of whether it is held on or off site.
3. The programme and invitations for any third party media event should be submitted to and agreed by the ABC5 press officers before any invitations are sent out. Programme and invitations should be submitted by 31 October 2019.
4. Press releases relating to ABC5 presentations must be labelled clearly with the abstract number, time and date of presentation to the Conference and submitted to the ABC5 press officers for approval at least two weeks before the publication date.
5. Press releases relating to abstracts and/or presentations at ABC5 are embargoed until the start of Conference on 14 November 2019. The earliest time possible for embargoes to lift on these releases is 00:01 hrs GMT on 14 November 2019.
6. Some abstracts may be chosen to be part of the official media programme for ABC5. These will be embargoed to the day of presentation to the Conference and only the title, authors and date of presentation will be published in printed abstract book. The full abstracts will be published on the ABC5 website www.abc-lisbon.org when the embargoes lift. Embargoes for any third party releases on these abstracts must match those on the ABC5 official press releases. Please check with the ABC5 press officers about the embargo times for these releases.
7. Third party press materials are not permitted inside the official press room, but can be displayed in the designated display area. Posters or banners are not permitted.
8. Third party media materials must not contain the logo of ESO, ESMO or any of the ABC5 related societies and must not be presented in any way that could be construed as suggesting endorsement by the Conference, ESO, ESMO or any of the ABC5 related societies.
9. Filming, recording or photographing in the conference sessions:

All sessions, except the Consensus session:

• Filming, recording and non-flash photography of speakers is permitted;
• Filming, recording and photography of slides is not permitted without the presenter’s permission.

Consensus session:
• Filming, recording and photography is prohibited because the contents of the statements will be revised when
   published in the consensus paper.

Other areas of the conference:
• Filming, recording and photography is permitted if prior permission has been given by the press officers;
• Filming, recording and photography of posters is not permitted without the author’s permission.

Contact details

ABC5 Press Officers:
Emma Mason and Kerry Noble: info@ricemason.eu
Filipa Morais (for Portuguese media): fm@mpublicrelations.pt
ABC5 Organiser, European School of Oncology, Francesca Marangoni: Fmarangoni@eso.net