Media and embargo policy

Find below information and policy details relating to:

• Eligibility
• Required credentials/documentation (to apply for free press registration)
• Access and facilities
• Embargoes
• Audio/visual recording and photography
• Third party press releases
• Other information

Note: Media outlets and press representatives are expected to abide by the full ERS media and embargo policy – ensuring that any member of staff or any third party acting on their behalf and/or under their authority, comply with what is outlined here.

The ERS Congress is open to bona fide representatives of print and electronic media who provide the required press credentials at the point of registration.

‘Press’ can be journalists, reporters, correspondents, editors, writers, associated technicians (for recording equipment) or freelance journalists working for/commissioned by recognised or mainstream magazines, journals, newspapers, news agencies, news wire services, broadcast media (radio or television), websites, newsletters or blogs that consistently publish editorial news coverage, provided they are widely accessible with complete editorial independence and freedom from sponsors/advertisers

A maximum of three representatives can attend per media outlet.

Press registration will not be granted to representatives of public relations companies, advertising agencies, marketing companies, pharmaceutical companies, or commercial e-learning platforms.

The ERS press office reserves the right to withhold approval of press registration if the applicant and/or the outlet do not satisfy the criteria for press registration or if the media registration form is sent without the requested supporting documents.

The ERS press office also reserves the right to ban any person (from a current or future meeting) who provides false information about their affiliation or credentials.

The decision of the ERS press office is final regarding all press registration requests.

PRINT JOURNALISTS (should provide):

• copies of two articles that have been published by a recognised media outlet that you have written, with your by-line on the article. You can provide either scanned copies or the full url if these articles are published online; AND
• a letter from your editor stating that he or she supports your application and that you have been assigned to cover the Congress; AND/OR
• a copy of your valid press/media card. (Note that company and media outlet business cards are not accepted as credentials).

BROADCAST JOURNALISTS (should provide):

• audio or video files of a broadcast programme you have worked on, which includes a section where you appear on camera or your name is mentioned in an audio clip. You may send the complete URL rather than upload the film. AND
• a letter from your editor stating that he or she supports your application and that you have been assigned to cover the congress; AND/OR
• a copy of your valid press/media card. (Note that company and media outlet business cards are not accepted as credentials).

ONLINE JOURNALISTS (should provide):

• the complete URLs of two articles you have written that have been published by a recognised media outlet, with your by-line on the article; AND
• a letter from your editor stating that he or she supports your application and that you have been assigned to cover the Congress; AND/OR
• a copy of your valid press/media card. (Note that company and media outlet business cards are not accepted as credentials).

BLOGGERS (should provide):

• the complete URLs of five blog posts you have written in the last year; AND
• a letter from your organisation stating that they support your application and that you have been assigned to cover the congress for their blog; AND/OR
• a copy of your valid press/media card (company/media outlet business cards are not accepted)(Note: This category will be marked on the quality and relevance of links provided. Being published on a blog does not automatically grant media accreditation.)

TECHNICIANS (supporting a journalist with recording equipment etc, should provide):

• Links to a programme you have worked on, AND
• a letter from the outlet editor stating that he or she supports your application and that you have been assigned to cover the congress alongside an assigned journalist. The name of the journalist you are accompanying must be stated in the letter. (Note: your application can only be processed after theirs is accepted.)

Press accreditation allows attendance of the ERS International Congress 2023 either in person or online. It grants access to:

• the ERS press centre
• the official ERS press briefings
• embargoed press materials, including a press pack with news releases and supplementary resources to assist your reporting
• all sessions within the ERS scientific programme (including all abstract presentations)
• Interview rooms onsite (as organised with the press office team during the event)
• Audio/visual recording pass (as requested onsite via the press office team and for use within ERS guidelines. See ‘Audio/visual recording and photography policy’ below).

The embargo for the majority of congress abstracts will be published in due course.

All embargo dates and times are given on official media releases. Official media materials will be made available to registered journalists only. When asking for third party comment on releases before the embargo has lifted, journalists are requested to ensure that those interviewed understand and accept the embargo conditions.

Please note: there may be a delay in the publication of abstract content on the virtual platform/programme due to technical reasons. In these cases, the embargo remains the same and abstract data can be reported on after the specified embargo date and time, but the content may not appear in the programme at the exact time the embargo is lifted.

To check the embargo on a specific abstract, please contact press@ersnet.org and include the following details in your request:

• Abstract name
• Abstract number
• Presenting author
• Date of presentation (if known)

If a media outlet breaks an embargo, the press representative who released the information will be held accountable. The organisation/media outlet that broke the embargo may also be penalised.

• Audio/visual recording and photography is permitted in some general areas within the Congress centre but permission passes must be sought from the onsite press office team in and the location must be agreed in advance of any recording.
• Recording equipment cannot obstruct walkways, Congress activities, or entrances/exits. ERS representatives reserve the right to interrupt filming and remove permission passes if filming is considered disruptive or dangerous.
• Only registered press can obtain an audio/visual recording pass.
• Press can utilise the dedicated interview rooms within the press centre for audio/visual recordings, but this allocation must be organised with the press office team onsite.
• Audio/visual recording and photography is strictly prohibited:
  • inside or against the backdrop of the Exhibition
  • during any Congress session/presentation/workshop
  • within the poster area
• Anyone found to be recording or taking photographs in these settings will be asked to delete content and leave. Registration may also be revoked for current and future events.
• No scientific session presenter or exhibitor may be photographed or recorded without their consent (including using smart phones and mobile devices).
• Presenters are the sole proprietors of the research disclosed (data, photographs, slides and so on) during the scientific and poster sessions and are able to authorise to what extent this information may be used.
• No specific permission is required for filming or photography outside the main entrance (but there should be no obstructions to the buidling/walkways) or within press working areas including the press conference room and the press interview rooms.

• Third-party press materials are only permitted in the dedicated industry press release display. Use of this display must be organisaed/agreed with the ERS Corporate Relations Department in advance of the event.
• All third-party press releases must be submitted to the ERS Corporate Relations contact in draft form by 14 August, 2023 for checking. Final versions must be submitted by 25 August, 2023. All releases will be reviewed by the ERS Press Office.
• Third-party press releases related to scientific presentations at the conference must be labelled clearly with the abstract number, time and date of presentation at the Congress, and they must be submitted to the ERS Corporate Relations contact to be agreed with the ERS Press Office before they are issued to the media.
• If a release is about an abstract that forms part of the media programme, the embargo must match that on the official press release. Please check with the ERS Press Office for information about exact times of embargoes on these abstracts.
• Third-party press releases relating to abstracts that are being held back for publication online on the day of presentation at the Congress (e.g. late breaking abstracts or those that form part of the official media programme) must be embargoed to the date of the presentation, with the earliest possible embargo time being 00.01hrs CEST on the day of presentation.
• Third-party media materials (including press releases, media invitations, flyers and posters) must not contain the ERS logo and must not be presented in any way that could be construed as suggesting endorsement by the ERS or the ERS International Congress.
• ERS does not make media lists available to third-party organisations.

• Information regarding media registrations belongs to ERS. Past and current media lists are not available to be given, rented or sold.