ESMO World Congress on Gastrointestinal Cancer Press Registration Policies And Procedures

The ESMO WGI organisers welcome members of the media interested in reporting on cancer issues. Media representatives are required to observe and abide by the EMSO WGI Media Policy, which applies to all ESMO WGI-related communications activities.


Embargo Policy

Specific embargo details will be published ahead of the event on the related event’s web page (press room). Individual press releases and any related document will include the embargo details.

IMPORTANT: Data and information beyond what is included in the accepted abstract (including the abstracts selected for the official ESMO WGI PR Programme), i.e. full data sets and corresponding full manuscript, is embargoed until and can be made public at the start of the official programme session during which the study is presented.

Members of the media are required to observe and respect embargoes as indicated in each communication shared by the ESMO WGI organisers. This applies to all kinds of channels (online and printed outlets, newsrooms, social media, etc.). If publishing ESMO WGI press releases, the event should be indicated as the source.

The ESMO WGI organisers reserve the right to exclude any entity that fails to adhere to this policy from the current event, at its own complete cost, and from any future event.


Media registration

Media representatives must register through an online form, available for each meeting at the specific press page. You can also request the form through Media registration in advance is strongly recommended.

The ESMO WGI Press Office reserves the right to withhold approval of press registration if the applicant and/or the outlet does not satisfy the criteria for press registration or if the media registration form is sent without the requested supporting documents.

The ESMO WGI Press Office reserves the right to ban from a current or future meeting any person who provides false information about their affiliation or credentials.

The decision of the ESMO WGI Press Office is final regarding all press registration requests.

Media representatives who have pre-registered and are unable to attend the event they registered for, are kindly requested to inform the ESMO WGI Press Office as soon as possible.


Eligibility criteria, access and facilities

A copy of a valid press card, some examples of previously written articles and an official letter of assignment on outlet’s letterhead, issued and signed by the Editor (including full name, email address, and phone number) of the assigning publication must be uploaded on to the registration system or printed and carried if the registration is performed onsite in coincidence with the event held in person. Company, media outlet business cards and membership cards are not accepted as credentials.

Any type of issued registration and consequent badge, is property of the ESMO WGI organisers and is non-transferable. During events held in person the badge must be worn all times in the event venue.


Accreditation for reporters/correspondents/freelance journalists/editors/writers (Press accreditation)

ESMO WGI organisers will only accept letters of assignment by recognised trade and mainstream:

  • Magazines, newspapers;
  • Peer-reviewed journals publishing original manuscripts and having a regularly updated editorial news section or a supplemental conference news section;
  • News agencies and newswire services;
  • Broadcast media (radio or TV); and
  • Web sites consistently publishing editorial news coverage, provided they are widely accessible with complete editorial independence and freedom from sponsors/advertisers.

Companies or organisations producing publications, videos and other products intended for educational purposes (without a commercial component) can request one Press accreditation for the actual reporter/freelance journalist/editor/writer only.

The Press accreditation entitles the holder to:

  • Attend the official ESMO WGI press conferences and press briefings, if relevant
  • Attend all sessions in the official event programme
  • Access the event webcasts
  • Access the Press Centre, including the Press Working Room and the Press Conference room (both available at selected events held in person).


Complimentary registration for information officers of academic institutions, scientific societies, registered medical research charities or patient advocacy groups

Public affairs officers of academic institutions, scientific societies, registered medical research charities or patient advocacy groups can request one registration provided they declare they plan to prepare and publish an official report and/or news from the event. A copy of the report from previous meetings should be forwarded together with the media registration request. A copy of the report from the meeting they are requesting accreditation for, must also be shared within 3 months after the event dates. Public Affair Officers will not have access to embargoed material

The Public Affairs Officer registration entitles the holder to:

  • Attend all sessions in the official event programme
  • Access the event webcasts


Complimentary registration for photographers or camera crew members – applicable only for in person events

Photographers or camera crew members accompanying approved media representatives can obtain accreditation upon completion of the media registration form. Photographers and camera crew members will not have access to embargoed material. 

The Filming Crew registration entitles the holder to: 

  • Attend all sessions in the official Congress programme and official press conferences/briefings only accompanying an accredited reporter/correspondent/freelance journalist/editor/writer  


Categories not entitled to register as media

Representatives engaged in the following are NOT entitled to register as media, even if they have a valid press card, but are welcome to register as regular participants:

  • Public relations
  • Advertising, communications and media agencies
  • Sales and marketing
  • Financial analysis
  • Pharmaceutical companies
  • Foundations, charities, philanthropic organisations
  • Personal website (expressing personal opinions or not regularly writing about oncology)
  • Sponsored journalists (providing a letter of assignment/invitation issued by a company) as well as Publishers.

Media activities organised by these entities must abide by the ESMO WGI Policy on Media Activities Organised by Third Parties.