Code of Practice

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The Annual Meeting of the European Society of Human Reproduction and Embryology (ESHRE) has become an important and highly visible event. Not only does the Annual Meeting aim to create a platform for the presentation and exchange of up-to-date scientific and clinical data and thus brings together specialists in the field of reproductive medicine from many countries, but it also seeks to create an opportunity for the commercial companies involved in reproductive care to interrelate face-to-face with the experts in the field.

ESHRE recognises that without the co-operation of the pharmaceutical and medical equipment industry the Annual Meeting would be less successful and indeed difficult to manage financially.
For these reasons, ESHRE has developed a “Code of Practice”, which aims to govern the relationship with the relevant industry representatives in the preparation of, during and after the Annual Meeting.

In an attempt to avoid some inappropriate occurrences, ESHRE proposes that, in a spirit to mutual cooperation, certain rules intended to secure high standards of promotional conduct during the meeting be accepted and adopted.

The following guidelines should therefore be adopted:

1. Organisation

The overall responsibility for the Annual Meeting lies with ESHRE. Certain parts of the organisational work may be attributed to a third party company (i.e. accommodation, social events, technical management of the exhibit, etc.) The third party company acts in the name and on behalf of ESHRE for all attributed activities.
Any written or recorded materials edited by ESHRE or related to the Annual Meeting programme, cannot be reproduced “in extenso” or in part without permission from the Executive Committee of the ESHRE.
Official data and information concerning the Annual Meeting can only be requested from, and released by ESHRE.

2. Participating Companies

All exhibiting and sponsoring companies shall inform their subsidiaries, affiliates, subcontractors and other third party companies etc. involved on its behalf of the rules and regulations of the “Code of Practice”. It is the exhibitors’/sponsors’ responsibility – being the official contract partner to ESHRE – that their subsidiaries, affiliates, subcontractors and other third party companies acting on their behalf, adhere to all rules and regulations. ESHRE will communicate only with clearly identified third party companies or subcontractors officially mandated by the participating exhibitors and sponsors. Questions and requests received from third party companies or subcontractors which do not clearly indicate which company they are representing will be ignored.

3. Exhibition

The exhibition area is regarded as a major forum for the pharmaceutical and medical equipment companies to promote their products. Activities that are not related to the practice of (reproductive) medicine are regarded inappropriate under this “Code of Practice”.

Exhibit space assignment

Stand assignment will be determined by a credit system that has been put in place to establish a ranking order of exhibitors/sponsors to the Annual Meeting. Exhibitors/sponsors will obtain credits for each item that is sponsored at the previously held meetings (since ESHRE 2003). The total number of credits that are accumulated by each exhibitor/sponsor will determine the place of the exhibitor/sponsor in the ranking order. Stand assignment will be determined according to the place in the ranking order (i.e. the first sponsor on the ranking list will have the first choice; the second sponsor on the ranking list will have the second choice etc.). In those cases where exhibitors/sponsors have the same number of credits, a “first come, first serve” policy will be maintained.

Use of rented space & height limitation

The use and branding of rented space may not exceed the rented surface. Height limitations as communicated in the “Exhibitor Prospectus” and “Exhibition Technical Manual” must be strictly observed.

Noise

Exhibitors may not produce noise and/or use sound amplification, which may interfere with ongoing sessions in neighbouring meeting rooms or which could create disturbance with attendees or other exhibitors. The volume level must not exceed 70dB at the boundaries of the exhibit stand. The organisers reserve the right to require exhibitors to take appropriate measures to stop sound or noise that would exceed this limit.

Stand activities

“Meet the expert” sessions, press briefings or other scientific activities at the exhibit stand or anywhere else within the meeting venue are not allowed during the official scientific programme, without prior approval from ESHRE. Other exhibit stand activities such as quizzes, contests, etc. can take place throughout the exhibition opening hours following approval by ESHRE.

Recording

Photographing and film recording is allowed 1 hour before the trade fair opens, and during the fair’s opening hours. Photographing or film recording could be allowed at other times by special agreement.

Give-aways and printed material

Give-aways and printed material may only be distributed at the exhibit booth in the exhibition hall, in hospitality suites, or at Company Symposia. No such material may be distributed in any of the official hotels used by ESHRE. Companies may only offer gifts (maximum value of EUR 20) preferably of educational or scientific value. Gifts with a value of not more than EUR 120 will be allowed for professional or patient education purpose. Textbooks and CDs will be allowed at this value. Product identification is permitted on give-aways. It is the company’s responsibility to also adhere to any restrictions and/or limitations which may be applicable according to the legislation of the host country of the congress. Contests, lotteries, raffles are subject to the approval by ESHRE.

Space integrity and promotional activities

Exhibitors are not allowed to publicise, distribute promotional materials or maintaining any promotional activities outside the exhibit space assigned to them.

Product disclaimer

The acceptance of a product or service for exhibition does not in any manner constitute an endorsement by ESHRE.

Exhibitor’s participation in sessions

In principle, exhibitors interested in attending any scientific session must register as regular congress participants. Exhibitors will receive complimentary exhibitor registrations, either giving access to the venue (including the exhibit area) and the scientific sessions or giving access only to the venue (including the exhibit area). The number of complimentary registrations depends on the size of the rented exhibit space.

4. Company symposia guideline

A limited number of time slots can be allocated to company symposia. Only one time slot per company is allowed and assignment of the date and time slot for each Company Symposium will be determined by the same credit system that has been put in place to establish the ranking order for the selection of exhibit spaces (see above). This means that assignment of the slot will be held according to the place in the ranking order (i.e. the first exhibit/sponsor on the ranking list will have the first choice; the second exhibitor/sponsor on the ranking list will have the second choice etc.). In those case where exhibitors/sponsors have the same number of credits, a “first come, first serve” policy will be maintained.

Companies who organise a Company Symposium will be responsible for the scientific content of that symposium (i.e. companies are free to choose the title, lectures, speakers and chairmen of their symposium). Companies will take on the costs (travel and hotel) for speakers (and chairmen). The meeting room assigned to the Company Symposia will be equipped with a set-up used for the ESHRE sessions. Additional audio visual equipment, decoration etc. will be covered by the organising company. Name tags for speakers and chairmen will also be provided by the organising company.

The organisers of Company Symposia are allowed to present the company by putting a sign board in front of the lecture hall one hour before the start of the symposium. Once the symposium is finished the sign board will be removed immediately.
The programme of the Company Symposia will be announced in the final programme that is distributed to all participants in the meeting and will also be announced on the ESHRE website. The abstracts of the Company Symposia will not be included in the abstract book. The organising company is allowed to insert a leaflet announcing their symposium in the delegate bags, free of charge.
All Company Symposia must be held at the congress centre during the official time slots offered by ESHRE (see “Exhibitor Prospectus”). Companies holding a Company Symposium outside the congress venue and/or outside the official Company Symposia slots and/or during the official Annual Meeting scientific programme will be penalised (see “Infractions and penalties” below)
A company holding a Company Symposium has the exclusive right to organise photos, filming and audio-recording of their own Company Symposium. Any such recording requires prior approval by ESHRE.

5. ESHRE’s Media & Press Policy

These guidelines are designed to contribute to the best possible cooperation between all media representatives, representatives of third party organisations and ESHRE before, during and after the ESHRE Annual Meeting.
All material presented during the scientific programme is the intellectual property of the authors and all rights reside with them.
 

Registration

ESHRE is pleased to offer access to its press centre and all conference presentations to bona fide journalists. Registration is free of charge for journalists in possession of a recognised press card.
Individuals, who do not have a press card but have been commissioned to cover the conference, should provide a commissioning letter on headed paper from the publication they are working for, together with a sample copy of the publication. A copy of the press card or of the commissioning letter should be sent, together with the media registration form to: Hanna Hanssen, Communication Manager, hanna@eshre.eu (scanned documents), or by fax to +32 (0)2 269 56 00.
The media registration form can be downloaded from the ESHRE website or obtain form the Communication Manager (Hanna Hanssen) at request.
Original press cards or the commissioning letters will have to be presented at the conference registration desk together with a valid passport or ID-card.
Advance registration is strongly recommended.
For safety and security reasons ESHRE badges will be required for admittance to all events. Badges should be worn at all times and are non-transferable. False certification of individuals, misuse of badges, any method of assisting unauthorised persons to gain access to any ESHRE Annual Meeting, or any other inappropriate or unauthorised conduct will be just cause for repossessing badges of any individuals involved, and will lead to the barring of all parties involved from the congress without obligation on ESHRE’s part to refund any fees.

Abstracts and embargoes

Abstracts are published in a special supplement to the ESHRE journal Human Reproduction ‘Abstract Book’, which will be available during the congress in print. Abstracts will also be available on the ESHRE website. Information contained in abstracts may not be released and made public until the date and time of the sessions when the abstracts are presented to the congress.
Embargoes for abstracts lift at the time of presentation to the meeting, unless otherwise stated. News releases from presentations at the conference are embargoed until the date and time of presentation or the official ESHRE news conference, whichever is earlier.
Official media materials will be made available to registered journalists only. Journalists are required to respect embargoes as indicated either by the press office or by the date/time of each session.
Breaking of the ESHRE embargo policy by a journalist will lead to the immediate suspension of the journalist’s media credentials, immediate barring of the journalist from the ESHRE conference premises, removal of the journalist’s name from ESHRE’s distribution list for one year and no access to next year’s Annual Meeting. Media outlets that employ the journalist will be banned from ESHRE’s next conference and from sending any other reporters. Breaking of embargoes by non-media parties will equally be pursued in the appropriate manner.

Media restrictions

Representatives of public relations companies, advertising agencies, marketing companies, pharmaceutical companies and their publications are not permitted to register as journalists, to work in the press room, or to attend press conferences. PR representatives from other organisations, whether commercial or non-commercial, are not allowed to register or to work in the press office. Only PR representatives from non-commercial organisations may attend press conferences.
ESHRE reserves the right to bar, or eject, from any meeting (and future meetings) any person who provides false information regarding their affiliation or who deliberately promotes the view of any one company / organisation / product, or who engages in promotional discussions within the official press areas.

Filming and recording

Filming, recording, and photography of conference sessions and press conferences (including PowerPoint presentations) are not allowed without the prior consent of the organisers. Please approach the ESHRE Communication Manager with any request to photograph, film or record ESHRE sessions. In all cases camera crews must first receive permission from the press office before taping or broadcasting on ESHRE’s grounds during the Annual Meeting. With prior notice, and approval from the session chairs, we can arrange for a camera crew to attend a news conference or a session, tape a live event or conduct interviews.
Interview rooms may be booked to carry out film or radio interviews, or to have privacy when interviewing. These rooms must be booked prior to use by contacting ESHRE’s Communication Manager.

Third Party Media Events

Requests to hold third party media events must be made in advance to ESHRE. Such media events must not take place simultaneously with the official ESHRE news conferences, or key conference sessions. They must pertain to presentations being made at the conference in oral or poster sessions (not simply at Company Symposia). The programme for any third party media event should be submitted to and agreed by the ESHRE Communication Manager before any invitations are sent out. This applies to any media event, regardless of whether it is held on or off site.
Third party press materials and product information may be distributed during officially-authorised Company Symposia and industry press conferences but must not be left in the press room. A table will be made available outside the press room for such material to be put on display. No posters or banners from companies are permitted on or around the table or stand.

Third party press releases must be embargoed for the date and time of presentation, unless agreed otherwise with the Communication Manager. They must be labelled clearly with the abstract number, date and embargo, and submitted to and agreed by the ESHRE press officers before they are disseminated.
Third party media materials must not contain the ESHRE logo and must not be presented in any way that could be construed as suggesting endorsement by ESHRE.
ESHRE does not make media lists available to third party organisations.

All queries related to press & media should be directed to:

Hanna Hanssen
ESHRE Communications Manager
Tel (direct): +32 (0) 2 263 64 66
Mobile: +32 (0) 473 35 33 81
Email: hanna@eshre.eu

6. Social events

The social programme of the Annual Meeting is an important part of the event itself. It creates the opportunity for participants from different countries to get together outside the busy scientific programme of the Annual Meeting. However, exhibitors/sponsors are reminded that social events must not be arranged during the official scientific programme hours (see programme). Transportation to social events must not depart during the official scientific programme hours.
Exhibiting companies/sponsors are recommended not to organise social activities during the official Opening Ceremony (Sunday evening) and the official congress party (Tuesday evening). Date and time of these two official social events can be found in the Annual Meeting programme announcements and ESHRE website.
 

7. Legal Issues

Each exhibitor/sponsor is responsible for the material and information they make available at the Annual Meeting. Exhibitors/sponsors should only present material and information which has been approved by their legal departments and which is in compliance with the legislation of the host country of the Annual Meeting. Exhibitors/sponsors should address these issues and any conflicts arising from such matters directly among themselves as the organisers will never intervene or arbitrate in any way in legal issues.

8. Code of Practice enforcement

All companies must comply with the ESHRE Code of Practice and other related congress guidelines and regulation. Penalties will be applied when violations occur. The procedure for policing and enforcing the violation system is as follows:
Alleged violations will be reported to ESHRE.
Once the alleged violation has been duly considered by ESHRE, a representative of the relevant company will be invited to present the company’s viewpoint. The final decision on the applicable penalty will be taken by ESHRE.

9. Infraction and penalties

All companies must adhere to the “Code of practice” and other related rules and regulations as described in the “Exhibitor prospectus” or “Exhibit technical manual”.
When violations occur, penalties will apply. Penalties will be decided by the ESHRE Central Office in consultation with the Chairman and Executive Committee members.
Penalties are as follows:

• 1st violation – Cancellation of acquired credit points for the year of violation
• 2nd violation – Cancellation of 50% of all accumulated credit points at date of violation
• 3rd violation – Loss of all accumulated credit points