Press Regulations

I. General Media Regulations

Any media outlet or press representative (journalists, reporters, photographers, etc.) wishing to attend the annual congress of EAACI and/or other events of EAACI must adhere to the EAACI media and embargo policy.

Anyone who violates the EAACI media and embargo policy will be penalised. The penalty may be immediate revocation of press credentials, eviction from the EAACI event and a denial of access to all EAACI events for a year or more. See point V for more details.

EAACI and/or affiliated trademarks and logos are the property of EAACI. They cannot be used, reproduced or associated with any article or press release without the prior written permission of EAACI. To get the permission please send your request and the relevant material to communications@eaaci.org.

EAACI does not make its press database or registration lists available to third parties. Information regarding media registrations belongs to EAACI. Past and current media lists are not available to be given, rented or sold.

For any queries on EAACI Media and Embargo Policy please contact communications@eaaci.org

II. Accreditation, Registration and Access to EAACI Events

1. Press accreditation and registration is required to attend any EAACI event.

2. Press registration is free and includes the following services (offered at the EAACI congress and at some smaller EAACI events):

• Access to all scientific sessions (except Post-Graduate Courses /Learning Lounges);
• Access to exhibition halls;
• Press working area with WiFi, computer and printer for your exclusive use;
• Attendance to press conferences;
• Use of the interview room;
• Access to press material;
• Interviews arranged with EAACI spokespersons.

3. Pre-registration: Media registration in advance is strongly recommended. This year the press registration is online by following steps:

• Download the registration form here
• Create a free EAACI account here: https://my.eaaci.org/public/registration
• Go to “meetings”-> “ EAACI Hybrid Congress 2024”-> “Register” -> “Press Pass”
• Upload the filled registration form and required documents

After you have registered, you will receive your press pass which you need to print and bring it with you. We’ll need a copy of your press card within your arrival, along with two bylined articles. There will be a few printers on the spot but to make your arrival smoother we kindly ask you to print it beforehand.

4. Onsite registration is possible. A copy of a valid press card, official letter of assignment as well as all supporting documents stated above must be printed and carried if the registration is performed onsite. To get a free press pass onsite, please have a look at the media credentials needed for the different categories below.

If you are a print journalist – newspaper / magazine / scientific journal you need to provide:

• Two recent published articles by a recognised media outlet that you have written, with your by-line on the article. If these articles are published online, you may send the complete URL; OR
• A letter of assignment from your editor stating he or she supports your application;

AND

• A copy of your media card.

If you are a broadcast TV or radio journalist, you will need to provide:

• Two audio or video files of a broadcast programme you have worked on with your name mentioned or a piece to camera. You may send the complete URL;
• A letter from your editor stating that he or she supports your application; OR
• A copy of your media card.

If you are an online journalist (official news website) you will need to provide:

• The complete URLs of two articles you have written that have been published by a recognized media outlet, with your by-line on the article;
• A letter from your editor stating that he or she supports your application; OR
• A copy of your media card.

If you are a blogger, you will need to provide:

• The complete URLs of two blog posts you have written in the last year;
• A letter from your organization stating they support your application; OR
• A copy of your media card.

** This category will be marked on the quality and relevance of links provided. Being published on a blog does not automatically grant media accreditation.

If you are a freelance journalist, you will need to provide:

• The complete URLs of two bylined medical/health/science articles published within the previous year.
• A letter from your editor or organization stating they support your application; OR
• A copy of your media card.

If you are a photographer or camera crew member, please note the following restrictions:

• Access to the Press Working area and Press Conference room.
• Attendance at official EAACI Press conferences and briefings.
• Access to Interview Room in the Press Working area.
• Permission to film only in specified areas. Please contact communications@eaaci.org to request for permission.
• Video or audio recording during a scientific presentation or session during an EAACI event is strictly prohibited.
• Video recording or photography in the Exhibition Hall and Poster Area is strictly forbidden.
• No access to embargoed material.

If you are a company or organization producing publications, videos and other products intended for educational purposes (strictly without a commercial component):

• A press badge can be requested only for the actual reporter / editor / writer
• Access to the EAACI Press Centre including Working area and Press Conference Room
• Attendance to EAACI Press conferences and briefings
• Attendance to sessions listed in the scientific programme only. This does not include sessions from the educational programme.

If you are a representative of public relations companies, advertising agencies, marketing companies, pharmaceutical companies and their publications:

• Not allowed to register as journalists or to work in the press room.
• PR representatives from other organisations, whether commercial or non-commercial, are not allowed to register to work in the Press Working Area.

Please note Company, media outlet business cards are not accepted as credentials.

5. EAACI 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.

6. EAACI reserves the right to ban from a current or future meeting any person who provides false information about their affiliation or credentials.

7. The decision of the EAACI is final regarding all press registration requests.

Embargo policy

Accepted abstracts are made available to the public on the EAACI Media Library, EAACI website and on the EAACI App on the first day of the respective EAACI Event at 00:01 CEST. Hence, the embargo is lifted at 00:01hrs CEST on the starting day of the respective EAACI Event and can be reported from that time onwards.

All presented abstracts (except “On-site posters”) will also be published in the Allergy Journal after the EAACI Congress.

EAACI and Wiley hold copyright of all accepted abstracts for the EAACI Congress and therefore abstracts cannot be made public prior to official release. Copyright is only lifted if the abstract is not accepted for publication in the Allergy Journal after the EAACI Congress.

Violation of the embargo may result in the abstract being withdrawn from the respective EAACI Event and/or other measures deemed appropriate. It is not considered a violation of this policy if an abstract or information thereof is presented elsewhere or is part of a manuscript that has already been submitted, if acceptance is still pending at the time of the regular abstract submission deadline of the respective EAACI Event. Upon abstract acceptance for the respective EAACI Event, withdrawal from other publications is mandatory.

Embargoed materials as well as results and information related to sessions at any meeting or event organised by EAACI, are strictly confidential and cannot be disclosed in any manner or for any purpose prior to the lifting of the embargo by EAACI. Only basic information such as title, presenter, and time/place of the presentation may be published before the embargo is lifted.

Press Releases

All embargo dates and times are given on the official press releases. 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.

For any questions related to specific embargoes, please contact the EAACI communications team for clarification.

Filming, Photography, Recording Policy at EAACI Events

• Media outlets or press representatives who wish to film, take photos and/or record at the EAACI Congress and Events in restricted areas must complete a filming request form. The EAACI Press Office will exchange the form for a filming/photo pass, for a specific time and location. EAACI welcomes a maximum of two camera crew members per media outlet. Please contact communications@eaaci.org to get the permission. Please note that all slides are copyrighted material and cannot be reproduced without prior permission from the author. Only registered press delegates are entitled to apply for and receive a filming and photography access. The EAACI Press Office will approve requests on a case-by-case basis. Only registered media outlets or press representatives will be allowed to film, take photos and / or record at EAACI events. EAACI may interrupt any disruptive or hazardous filming.
• No specific permission is required to film, take photos and / or record outside the main entrance hall (non-obstructive of doors and walkways), registration area, or within press working areas including the press conference room and the press interview rooms.
• Filming in any other part of the Congress Centre within session rooms, is strictly prohibited without prior consent from EAACI, and anyone found filming without consent will be evicted.
• No scientific session presenter or exhibitor may be photo/video/audio recorded without the presenter’s consent (including smart phones and mobile devices). Consequently, permission will only be granted if the presenter of the study has authorised photo/video/audio recording of their session. Upon presentation of the presenter’s signature, a letter will be issued by the EAACI Press Office with the details of the date, time and session in which you have permission to photo/video/audio record.
• Film and photography is strictly forbidden in the Exhibition Hall, NAS Village and Poster Area at all times. No members of the press or crew are permitted to film or take photos of Exhibition stands. Any individuals found doing so may be ejected from the Congress.
• Any film/photo/recording shall only be used for information and communication purposes and must mention the source of the material.
• Media outlets and press representatives are expected to abide by the full EAACI Media and Embargo Policy, including the Photo/Video/Audio recording rules, and to make sure that any member of staff or any third party acting on their behalf and / or under their authority, comply with the said Policy.
• Breaking of the Photo/Video/Audio recording rules by any media outlet, press representative, member of staff or any third party acting on behalf of and/or under the authority of any Media outlet or Press representative may be penalised. If a media outlet breaks an embargo, the press representative who released the information (cameraman, photographer, editor, etc.) will be held accountable and will be subjected to the penalties. The organisation/media outlet that broke the embargo may also be penalised.

Termination/ Revocation of Media Credentials

• It is agreed that press representatives are responsible for their actions during EAACI events and for those of any third party acting on their behalf and/or under their authority, whether on site or offsite, and for any publication or other communication containing results and information related to an EAACI event. Media outlets are also responsible for the action of the press representative, staff and any third party acting on their behalf and/or under their authority, whether on-site or off-site, and for any publication containing results and information related to an EAACI Event.
• Consequently, in the event of a breach of any provision of the present EAACI media and embargo policy by any media outlet, press representative, member of staff or any third party acting on behalf of and/or under the authority of any media outlet or press representative, EAACI reserves the right to terminate immediately, without notice and without prejudice to any claim for damages or other remedy by any third party, the agreement given to any registered participant and their representatives to attend an EAACI event.
• The absence of termination of the agreement and/or of any sanction from EAACI does not constitute an acknowledgment of the media outlet or press representative misconduct and EAACI reserves the right to proceed to the said termination and/or sanction at any time.
• All matters arising from or connected with the compliance to the EAACI media and embargo policy will be governed by Swiss Law, without reference to the conflict of laws principles. Any dispute arising out of this commitment shall be brought before the Court of Zurich, Switzerland.

For all media inquiries please contact: EAACI Marketing and Communications Junior Specialist, Yaozi Moreno, yaozi.moreno@eaaci.org