17. Annual Meetings

In order to meet its aim to create a platform for the presentation and discussion of all aspects of reproductive medicine and science, the Society organises an Annual Meeting. The organisation of the Annual Meeting is primarily the responsibility of the Executive Committee. The Executive Committee will supervise the overall organisation of the Annual Meeting, and as such has the right:

  • to assign special and well-defined duties to one or more persons,
  • to take any decision with regard to the practical organisation of the meeting,
  • to have an insight in the income and expenditure account of the meeting.

The general organisation will be the responsibility of the Central Office in co-operation with the Local Organising Committee. The Central Office will be responsible for the overall coordination and organisation of the event. This implies the following duties:

  • site inspection
  • budgeting and accounting
  • coordinate the organisation of the scientific programme
    o ensure the availability of meeting rooms & technical facilities
    o prepare meetings of the Scientific Committee
    o invite speakers and arrange their travel and lodging
    o handle all administrative tasks in the process of abstract selection
    o prepare the final programme
  • coordinate the organisation of the technical exhibit
    o ensure the availability of adequate exhibition space
    o coordinate the distribution of stands
    o coordinate technical set-up with the congress centre and/or local sub-contractors
  • handle all other forms of sponsorship
  • handle pre- and on-site registrations
  • ensure the promotion of the meeting


The financial responsibility of the Annual Meeting rests with the Society. This means that the Central Office has to be in control of the expenditure and income accounts. No decisions that affect the financial balance of the organisation of the meeting can be made without the knowledge of the Central Office.

Special low registration fees will be offered to members of the Society.

All registrations received during the week prior to the starting date of the Annual Meeting, will be regarded as on-site registrations. Students will pay the same fees as Paramedical delegates. Although the prices for registrations may change in time, these general principles will be maintained for all Annual Meetings.

The Executive Committee adopted the general principle that no Annual Meeting would be organised outside Europe (see also below “Europe as defined by ESHRE”).

Each year the Annual Meeting will be held in a different European country. The Executive Committee will decide where the Annual Meeting will be held. Written applications for the organisation of the Annual Meeting by individual members (or other parties such as convention bureaus or congress centres) will be considered and need to be accompanied by information regarding the available congress facilities as outlined in the “Request for Proposal” application form.

Relevant applications will be followed by a site-visit upon which an assessment will be made of the available facilities. This report will then be submitted to the Executive Committee on the basis of which a decision will then be made.

The Annual Meeting will be held by the end of June, beginning of July of each year.

There will be no simultaneous translations. The official language is English for all Annual Meetings.

Each Annual Meeting will be held in the course of 4 days:

  • Sunday – Precongress courses
  • Monday – Main programme
  • Tuesday – Main programme
  • Wednesday – Main programme


On the preceding Saturday, certification exams are organised and Committee meetings are held. On the Thursday, following the last day of the Annual Meeting, a Debriefing meeting will be held.

Invited sessions
The Scientific Committee will consist of: the three Executive Chairs (any of whom can chair the Scientific Committee), the Special Interest Group Committee Chair, the Special Interest Group Coordinators, the Editors-in-Chief of the Human Reproduction Journals, and any other member(s) as the Executive Committee sees fit to include. A balance between clinicians and scientists is to be maintained.

In addition to members of the Scientific Committee, it was agreed to ask additional individuals to submit proposals. These will include: Special Interest Group Deputies, Committee of National Representatives members, Executive Committee members, Local Organising Committee members. Each member will be asked to propose 1 session only, comprising two titles for lectures + names of speakers. The proposed sessions and speakers should not have been covered in recent meetings (preceding 3 years).

The Scientific Committee will convene at least once to work out the final invited programme.

As a rule, there should be no more than 2 invited speakers per session . Invited speakers at the Annual Meeting (and all other scientific meetings organized by ESHRE) should be asked to declare interests by means of a DOI form as required by EACCME (as part of the CME requirements) and in a slide that is to be shown at the start of their lecture. Generally speaking, invited speakers are offered travel and accommodation, and free registration to the Annual Meeting and its social programme. There will be no honoraria.

Members of the Executive Committee – as well as members of the Scientific Committee and SIG Coordinators – should not be an invited speaker at the Annual Meeting during the course of their term of office, unless with the approval of the Scientific Committee . Neither shall they be allowed to speak at Company Symposia or related commercial and corporate organised sessions. This rule is not applicable for Precongress Courses.

As a rule, each invited lecture will be limited to 20 minutes + 10 minutes discussion . In addition, invited sessions should not be held in parallel to selected oral communication sessions.

Invited exchange sessions with other (inter)national societies should be considered.

Selected oral communication sessions
In addition to invited sessions, a given number of slots will be used to accommodate selected oral communication sessions. The sessions will consist of presentations that have been selected following an abstract submission and selection procedure.


Poster presentations
Abstracts that are not selected for oral presentation can be referred to the posters and will be included in the selection of abstracts that have been submitted for poster presentation only. As a rule, a total of 800 posters are selected. By default, all poster presenters have to submit an electronic poster. Poster presenters are offered the possibility to present a paper poster as well. The presentation of a paper poster is optional (i.e. not mandatory) and poster presenters will need to notify the Central Office that they want to present a paper poster within 3 weeks following the confirmation of acceptance.


Abstract submission, abstract selection and selected oral presentations
The abstracts for the Annual Meeting can be submitted by each individual who wants to report his/her research or clinical work. The following applies:

  • Abstracts will need to be submitted through a specifically designed, online abstract submission system following a specific procedure. Abstracts submitted in any other way or format will be ignored;
  • Abstracts must be submitted no later than the fixed deadline (normally 1 February of the year in which the Annual Meeting is held);
  • Any person submitting an abstract can only be the first author for one abstract. (i.e. each first author can only submit one abstract);
  • The first author should be the presenting author in case the abstract is selected for presentation;
  • At submission, abstracts should contain unpublished and original material, which has not yet been presented in any other meeting;
  • Abstracts should be submitted in English only;
  • Abbreviations can be used after defining them first;
  • The use of graphs, tables and images is strongly discouraged;
  • Authors should be listed with family name first, followed by initials (i.e. Jones, B.; Smith, J.; and Simpson, A.) Professional titles or degrees cannot be included. A maximum of 15 names will be allowed;
  • Authors are requested to mention a minimum of two and a maximum of five keywords;
  • The abstract title should reflect the contents and should be no longer than 25 words;
  • The abstract will need to be categorized by either one of the two following categories:
    o Basic science
    o Clinical science
    o Paramedical
  • When “Basic Science” or “Clinical Science” is selected the abstract will need to be categorized by one of the following topics:
    o Andrology / (incl. male (in)fertility, spermatogenesis, diagnostic tests, treatment, MESA,
                    TESA, TESE, sperm donation, environmental factors related to male fertility, immunology, male
                    contraception)
    o Early pregnancy (incl. miscarriage, recurrent miscarriages, abortion, termination of pregnancy,
                    ectopic pregnancy, molar pregnancy)
    o Embryology (incl. IVF/ICSI, gamete and embryo selection, culture, cryopreservation, vitrification,
                    developmental biology)
    o Endometriosis, endometrium, implantation and fallopian tube
    o Ethics and law
    o Female (in)fertility (incl. oogenesis, diagnostic tests, prognostic models, intrauterine insemination,
                    oocyte donation, body weight effects, smoking, ageing, immunology, sexually transmitted
                    diseases, female contraception)
    o Male and female fertility preservation (incl. oncofertility, medical indications, social freezing,
                    laboratory techniques)
    o Psychology and counselling
    o Quality and safety of ART therapies (incl. guidelines, accreditation, EUTCD, certification,
                    complications: premature labour, malformations, neonatal risks, multiple pregnancy, long term
                    follow-up of children)
    o Reproductive (epi)genetics (incl. (epi)genetic causes of infertility, PGD, PGS, prenatal diagnosis)
    o Reproductive endocrinology (incl. ovarian reserve testing, ovarian stimulation, IVM, POF, PCOS,
                    infancy, disorders of sexual development, puberty, adolescence, menopause)
    o Reproductive epidemiology, socio-cultural aspects and and health economy (incl. cross border &
                   developing countries)
    o Reproductive surgery (female and male)
    o Stem cells
  • When “Paramedical” is selected the abstract will need to be categorized by one of the following topics:
    o Laboratory
    o Nursing
  • All abstracts should be structured (mandatory!) according to the following sub-headings and should not exceed the maximum allowed words:
    o Title (maximum 25 words)
    o Study question (maximum 25 words)
    o Summary answer (maximum 25 words)
    o What is known already (maximum 100 words)
    o Study design, size, duration (maximum 75 words)
    o Participants/materials, setting, methods (maximum 75 words)
    o Main results and the role of chance (maximum 200 words)
    o Limitations, reasons for caution (maximum 50 words)
    o Wider implications of the findings (maximum 50 words)
    o Study funding/competing interest(s) (select one of the listed options. Mandatory!)
    o Trial registration number (maximum 25 words)

 

The abstracts will be reviewed (i.e. scored) by a designated number of appropriate reviewers who will cover - each according to his/her speciality - all fields and covering a relevant geographical spread. The selection process will be arranged as follows

Stage 1 - Pre-screening (i.e. first review)
The aim of the pre-screening will be:

  • to eliminate all abstracts that are of obvious poor quality
  • to assure that abstracts are generally designated to the correct topic category
  • to eliminate abstracts that deal with topics or subject matters that are unrelated to the meeting


For each topic category, two pre-screening reviewers - normally from the Special Interest Group Steering Committees or the Executive Committee - will be appointed to read through all abstracts in a specific topic category, in order:

  • to assess whether the abstracts are in the correct topic category
  • to give a score to each abstract

The scores will determine whether the abstracts are of sufficient quality to be passed on the second review process (see below) or whether they should be rejected.

An online system is set up to score the abstracts and to indicate whether a change of topic category is needed. The scores will be given by means of a visual analogue scale (VAS) with a scale going from “0” = “very poor” to “100” = “excellent”. All abstracts will be “blind” (no authors’ names or affiliations mentioned).

Stage 2 - Second Review
Following the pre-screening, all “pre-selected” abstracts are distributed among a large number of reviewers who are appointed to take part in the second reviewing process. Reviewers are selected (each according to his/her field of expertise) to cover all topic categories. The reviewers will judge only “blind” abstracts; i.e. abstracts that have no names of authors or institutes mentioned, neither will any references to grants be shown to the reviewers. The abstracts are divided among the reviewers in such a way that each abstract is reviewed by two different reviewers. Individuals who participated in the pre-screening will not be engaged in the second review process (since they already gave their scores, which are automatically taken into account in the second round).

The VAS system that is used in the pre-screening process will also be used for the second review.

The final score for each abstract will be the total of the four individual scores given by 4 reviewers (i.e. 2 pre-screening reviewers + 2 reviewers).

Stage 3 - Post-review and final selection of abstracts by the Scientific Committee
After the scoring procedure has been concluded, a “post-review session” is arranged before the meeting of the Programme Committee. During that “post-review session” the scoring/review results will be screened again by a number of experts from the different SIG’s to cover the different topics with the aim to detect possible problem cases. Special attention will have to be given to great deviations between scores given by the individual scores.

On the basis of the final scores and after the “Post review session”, the programme is then put together by the Scientific Committee. This Committee selects the best scoring abstracts within each topic category - bearing in mind the form of presentation (oral or poster) indicated by the authors - for either oral or poster communication and designates them to appropriate sessions. The number sessions allocated to each topic category, will have been pre-defined based on the number of submitted abstracts per topic category.

The Scientific Committee will also decide on the chairmen to be invited for each session (invited as well as selected oral communication sessions).

Abstracts that are not selected for either poster or oral presentation will be rejected.

It was agreed that for fraudulent abstracts, the presenting author should be banned for two years.

Authors who submit an abstract that is finally accepted for presentation, but who – for whatever reason - are unable to attend the meeting should arrange for one of the co-authors of the abstract to give the presentation. The Central Office should be notified as early as possible of such a replacement. Presenters who fail to show up without valid reason and without due notification – i.e. within 7 days from the confirmation of acceptance - will be banned for two years from presenting at the meeting.

The following is applicable for all Company Symposia / Company Sessions / Product Theatres. Companies who organise a symposium or session 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. The symposia or sessions will be held in parallel to non-competing sessions and will be allocated a time slot of 1 hour and 15 minutes in the case of Company Symposia and 1 hour in the case of Company Sessions and Product Theatres. Only one time slot per company is allowed. Announcements – be it in print or electronic - of the meeting will mention that there will be company symposia, but the title, lectures and speakers will not be mentioned within the official scientific programme, but in a separate section. Hence companies will be responsible to promote their own symposium. The abstracts of the sponsored symposia will not be included in the official abstract book.

In addition:

  • the number of Company Symposia during the main programme is limited to a maximum of 7 (three on Monday, three on Tuesday and one on Wednesday).
  • Allocation of all time slots will be determined by the place of the exhibitor/sponsor in the ranking order (i.e. the first sponsor on the ranking list will have first choice, the second sponsor on the ranking list will have second choice etc.) Slots that have not been booked by 15 December, will be available on a first-come-first serve basis.
  • Company Symposia cannot be arranged on Sunday, in parallel to the Pre-congress courses
  • members of the Executive Committee cannot accept to speak at any Company Symposium during the course of their mandate
  • The organisers of a Company Symposium / Company Session / Product Theatre are allowed to advertise the symposium or session by putting a sign board in front of the lecture hall one hour before the start of the symposium/session. Once the symposium/session is finished the sign board will be removed immediately.
  • • The programme of the Company Symposium / Company Session / Product Theatre will be announced in the Annual Meeting website on a separate dedicated webpage. This is in compliance with the regulations imposed by the European Union of Medical Specialists (UEMS) and the European Accreditation Council for CME (EACCME) saying that the programmes of industry sponsored sessions have to be separated from the official scientific programme. This strict separation will also be maintained for announcements in other publications.
  • All Company Symposia must be held at the congress centre during the official time slots offered by ESHRE. 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.

A dedicated meeting room is put to the disposal of these so called Company Sessions or Product Theatres. The meeting room will hold a limited number of delegates (± 300 – 400) in theatre style and will have a basic AV set-up and sound amplification. Only one time slot per company is allowed (i.e. one company cannot have two or more slots). Companies who already have booked a Company Symposium are not entitled to have a company session or product theatre in addition (and vice versa).

Possible Monday and Tuesday time slots:

  • 08:30 – 09:30
  • 10:00 – 11:00
  • 11:30 – 12:30
  • 13:00 – 14:00 (= during lunch break)
  • 14:30 – 15:30
  • 16:00 – 17:00


Allocation of all time slots will be determined by the place of the exhibitor/sponsor in the ranking order (i.e. the first sponsor on the ranking list will have first choice, the second sponsor on the ranking list will have second choice etc.) Slots that have not been booked by 1 November, will be available on a first-come-first serve basis.


Each year awards will be offered for the best presentations. Pre-selected candidates for some of these awards will only be considered if they submit an extended abstract and three slides to be presented in the event that they receive the award. All members of the Award Committees will then receive copies of the extended abstracts to prepare the final selection of the award winners. The names of the award-winners will be made public at the Closing Ceremony of the Annual Meeting.

The pre-selection will be done only on the basis of the scores that were given by the reviewers.

At each Annual Meeting the following Awards are extended :

  • Basic Science Award for Oral Presentation
  • Clinical Science Award for Oral Presentation
  • Basic Science Award for Poster Presentation
  • Clinical Science Award for Poster Presentation
  • Fertility Society of Australia Exchange Award
  • Nurses Award
  • ART Laboratory Award

Preferably, Special Interest Group Coordinators will be involved in the composition of the relevant Award Committees that will convene during the course of the Annual Meeting to decide on the award winners . Each Award Committee, will consist of 5 to 7 (maximum) members.

A scoring system is applicable for all the Award Committees to make the evaluation more objective and similar in each committee. Scores from 1 to 5 will be given to each of the following categories:

  • Significance
  • Originality
  • Design
  • Presentation
  • Discussion
  • Conclusion

 

Relevant scoring sheets and instructions will be prepared for all Award Committees. Each Award Committee chair should be given scoring sheets (including date, time, name of the author, session, location as well as the full title of the presentation and the scoring table) to distribute to all committee members.

Generally speaking, any form of behaviour by the audience that may disturb or disrupt presentations cannot be tolerated. It is the session Chairs’ responsibility to ensure that such behaviour is noted and reported.

Participants are to be instructed to mute or shut down their mobile phones or any other device that may produce sound or noise.

Taking photographs or making film recordings of the scientific sessions is not forbidden. However, participants are strongly discouraged to use flashlights which may be disturbing to the speaker and the audience.

Recordings by members of the press will be handled by the press officer and is part of the media policy.

As far as the Company Symposia, Company Sessions and Product Theatres are concerned, sponsors maintain the right to decide if they want to allow recordings to be made.

The social programme usually includes the following:

  • Opening ceremony on Sunday
  • Speaker's Dinner on Monday
  • Charity run on Monday
  • Congress Happening on Tuesday
  • Closing ceremony and reception on Wednesday

Local politicians will not be invited to give speeches at the Opening Ceremony. It was also agreed that the Chairman-elect should be the Master of Ceremony at the Opening Ceremony.

A commercial exhibition will be arranged at each Annual Meeting and as such a large and dedicated exhibit area will be a necessary prerequisite at each selected congress venue. Congress centres that do not offer such spaces, will be automatically excluded from any bidding process.

Apart from the exhibit, commercial companies will also be offered various sponsorship opportunities.

Contacts with commercial companies will be made primarily by the Central Office.

The exhibit area will be subdivided in units of 9m2 (3m x 3m). Stand spaces are sold at a minimum of 1 unit of 9m2 and a maximum of 405 m2 (i.e. total of 45 units of 9m2). The following will be included in the rental of an exhibit space:

  • Complimentary registrations for exhibitors’ representatives (depending on booth size)
  • Access to Opening Ceremony and Welcome Reception on Sunday evening
  • Complimentary coffee and lunch breaks
  • A 100-word company/product profile will be published in the exhibitors’ guide

Stand assignment is determined by a credit system whereby each exhibiting company/sponsor will obtain credits for each item that is sponsored at the past 3 previously held meetings. The total number of credits that are accumulated for the past 3 years by each exhibitor/sponsor will determine the place of the exhibitor/sponsor in the ranking order. Stands will be assigned according to the place in the ranking order (i.e. the first sponsor on the ranking list will have first choice, the second sponsor on the ranking list will have second choice etc.). In those cases where exhibitors/sponsors have the same number of credits or for companies that have not yet exhibited at the Annual Meetings (i.e. that have no credits), a “first come - first serve” policy will be maintained. Companies that have not exhibited for the past 3 consecutive years will automatically lose all credits. The ranking order will apply only to those companies who send in their stand application form before a given deadline. A “first come - first serve” policy will apply to all bookings and the place on the ranking list will no longer apply after the given deadline.

The exhibitor may, free of charge, cancel a booking of a stand space for a stand within 20 (twenty) days from the date of order confirmation. If a cancellation is made later than 20 (twenty) days from the date of order confirmation, the exhibitor is charged 100 (one hundred) % of the rent for the stand space. Stand spaces cannot, fully or partly, be assigned or sublet by the exhibitor without ESHRE’s approval.

It is the Sponsor’s / Exhibitor’s responsibility to comply with the local authority’s regulations, 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.

ESHRE reserves the right to accept or decline offers of sponsorship and application for exhibition space.

ESHRE also reserves the right to amend the published floor plan should it be felt that such an amendment would be necessary for the benefit of the exhibition and the Annual Meeting as a whole.

All custom designed exhibition stand must be officially approved and should comply to the building and safety restrictions.

Further stipulations as mentioned in a Code of Practice need to be adhered to. This Code of Practice aims to govern the relationship with the relevant commercial companies’ representatives in the preparation of, during and after the Annual Meeting.

 

The following guidelines/principles are included in the Code of Practice and should therefore be adopted by all commercial partners:

  • 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.)

  • 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 ESHRE.

  • Official data and information concerning the Annual Meeting can only be requested from, and released by ESHRE.

  • 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 – to ensure 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.

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

  • The use and branding of rented space may not exceed the rented surface. Height limitations as communicated must be strictly observed.

  • 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.

  • “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.

  • Give-aways and printed material may only be distributed at the exhibit booth in the exhibition hall, in hospitality suites, or at Company Symposia, Company Sessions or Product Theatres. No such material may be distributed in any of the official hotels used by ESHRE. Companies may only offer gifts (maximum value of EUR 120) 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 electronic media (such as USB sticks, CD’s) 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. In other words, it is the sponsors’ and/or exhibitors’ responsibility to comply with the local authority’s regulations, 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.

  • Exhibitors are not allowed to publicise, distribute promotional materials or maintaining any promotional activities outside the exhibit space assigned to them, unless explicitly authorized by ESHRE.

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

  • 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.

  • For safety and security reasons official badges will be required for admittance to the official venue. 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.

A set of 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.

  • ESHRE offers 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 or other official press credentials. Individuals, who do not have a press card or relevant press credentials 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 the Communications Manager. The media registration form can be downloaded from the ESHRE website or obtain form the Communications Manager 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.

  • Abstracts are published in a special supplement to the ESHRE journal Human Reproduction Abstract Book, which will be available before, during and after the congress in electronic format. 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 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.

  • 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, 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 Communications 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 Communications Manager.

  • 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 Communications 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.

  • The Local Organising Committee is composed of local ESHRE members; maximum 6 and minimum 3 individuals. The responsibility of this committee is to assist and advise the Central Office in matters that are specifically local, and primarily related to the organisation of social activities.

  • A so called National Committee will be composed with a maximum of 30 local ESHRE members, whose tasks mainly consists in assisting with the review of abstracts and chairing sessions.

  • Accommodation and travel will be the responsibility of an officially appointed (local) agency (such as a Destination Management company, Congress Organising company or travel agent) to deal with hotel bookings, travel arrangements and possibly the social programme of the congress. All the other practical arrangements will be the responsibility of the Central Office that has the right to assign special tasks to individuals or partners (local or international) if necessary.

As a general policy, ESHRE will never organize joint Annual Meetings with other Societies. It was also agreed that the meetings will always be held within the boundaries of Europe. Nevertheless, the Executive Committee did not exclude the possible organization of special joint activities such as pre-congress courses, exchange sessions and/or other small focused meetings outside Europe.