Media Information

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, ejection 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.

II. Accreditation, Registration and Access to EAACI Events

• Press accreditation and registration is required to attend any EAACI event. 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 PG/LL), exhibition halls, press working area with wifi, computer and printer for your exclusive use, press conferences, use of the interview room, press material and interviews arranged with EAACI spokespersons etc.
• Media outlets and press representatives are asked to pre-register. To get a free press pass they are requested to send the following to communications@eaaci.org:
  A valid press card or an appropriate letter of assignment with two recent published articles (allergy/clinical immunology or health-related, or referring to a previous EAACI events). Company, media outlet business cards are not accepted as credentials
  The completed press registration form can be downloaded here: press registration form.
• Press registration is not available to industry or its public relations representatives, event management, marketing or communications representatives, even if they have a valid press card. Please check the registration page to find alternative registration options.

III. Embargo Policy

• Any media outlet or press representative wishing to attend an EAACI event and/or to obtain official press releases from EAACI, must commit to respecting any and all embargoes set by EAACI. Press representatives who receive embargoed material from EAACI understand that it is for their individual use and will not distribute the embargoed information to anyone else prior to the embargo release. Embargoed materials include – but are not limited to – original journal articles, abstracts from scientific meetings, written news releases, audio news releases, video news releases, slides and any other materials associated with the scientific information being presented or published.
• 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.
• For all sort of presentations at EAACI events, (e.g. highlights sessions, hot topic sessions, KOL insights sessions, (oral) abstract sessions, (thematic) poster (discussion) sessions, plenaries, pro & con sessions) the embargo is lifted with the ending of the scientific session in which the concerned presentation/study is scheduled. Abstracts are included in this embargo policy. For any questions related to embargoes, please contact the EAACI communications team for clarification prior to releasing the information.
• Please note that embargoed materials may be protected by copyright and cannot be reproduced without prior permission from the author.
• Media outlets and press representatives, whether on-site or off site, are expected to abide by the full EAACI media and embargo policy and ensure that any member of staff or any third party acting on their behalf and/or under their authority, whether on site or offsite, comply with the EAACI media and embargo policy.
• Breaking of an EAACI embargo 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 is a contractual breach. The person/entity who released the information (i.e. the press representative who wrote the story/conducted the interview etc.) will be held accountable and will be subjected to the penalties listed below in Section V.

IV. Filming, Photography, Recording Policy at EAACI Events

• Media outlets or press representatives who wish to film, take photos and/or record during scientific sessions or other unrestricted areas must have permission to do so. The EAACI communications team will exchange the form for a filming/photo pass, for a specific time and location. 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.
• The EAACI communications team 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.
• No specific permission is required in order to film, take photos and/or record within the EAACI press room, press working area, press interview rooms, registration area, entrance hall and outside the entrance hall.
• It is forbidden to film, take photos or record any scientific session or poster session at an EAACI event, unless a specific permission has been granted by EAACI. Without this pass, no filming/photographing/recording is allowed. It is strictly forbidden to film, take photos or record any kind of sessions and presentations of an EAACI event.
• Filming, photographing or recording interviews is strictly forbidden in the exhibition halls at all times.
• No scientific session presenter or exhibitor may be filmed, recorded or photographed without his/her consent (including the use of smart phones, mobile devices, etc.).
• Media outlets and press representatives, are expected to abide by the full EAACI media and embargo policy, including the filming/photography/recording policy, 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 EAACI media and embargo policy.
• 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 listed in Section V. The organisation/media outlet that broke the embargo may also be penalised.
• Breaking of the filming/photography/recording 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 is a contractual breach that may lead to sanctions under the conditions set up in section V.

V. 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.

VI. Policy on Press Activities for Pharmaceutical and Commercial Companies

Pharmaceutical and other commercial companies are welcome to promote their products as exhibitors at EAACI Congress and/or events and may wish to invite journalists to attend. However, please be informed that the EAACI media and embargo policies is valid for all press activities.

Whether a pharmaceutical or other commercial company is a sponsor or an exhibitor, the following rules apply to companies and their public relations consultants for their press activities and access to the press area at the EAACI Congress and/or other EAACI events:

• Registered journalists
  Pharmaceutical and commercial companies are welcome to invite journalists. All journalists have to register as described in II.
• Press conferences
  Companies may arrange press conferences, preferably onsite. Press conferences must be scheduled through the organisers – communications@eaaci.org. Costs for meeting rooms and equipment will apply.
• Embargo Policy
  Industry, session presenters, exhibitors or their PR representatives, may not distribute press materials at EAACI events.
  Press materials subject to this embargo comprise any EAACI related news releases or statements, including press releases, summaries, abstracts, findings, etc.
  Industry, presenters, exhibitors or their PR representatives’ press materials cannot include the EAACI and/or affiliated trademarks or logos, without EAACI approval.
  Press materials may be released only once the embargo is lifted by EAACI. Results and information related to sessions at any event organised by EAACI are strictly confidential and cannot be presented or announced in any manner or for any purpose whatsoever prior to presentation in the EAACI scientific session.
  Industry, session presenters, exhibitors or their PR representatives, whether on-site or off-site, are expected to abide by the full EAACI industry media policy including the embargo policy, and to make sure that any member of staff or any third party acting on their behalf and/or under their authority, whether on-site or off-site, comply with the EAACI industry media policy.
  Breaking of an EAACI embargo by any industry, session presenter, exhibitor or their PR representatives, as well as any member of staff or any third party acting on the behalf of and/or under the authority of any Industry, session presenter or exhibitor, is a contractual breach. The person/entity who released the information will be held accountable and will be subjected to the penalties listed in V.

For all media inquiries please contact:
EAACI Headquarters
Hagenholztrasse 111
3rd Floor
8050 Zurich – Switzerland
Tel: + 41 44 205 55 33
communications@eaaci.org