Organisaion

The overall responsibility for the annual meeting of ESPGHAN lies with Kenes International. This includes the complete organisational work, such as registration and accommodation, abstract handling, sponsoring activities, exhibition, etc. ESPGHAN is responsible for the scientific content of the annual meeting.

The exhibitor/sponsor company shall inform all subsidiaries, affiliates, third-party companies etc. involved on its behalf of the rules and regulations of the “Code of Conduct”. It is the exhibitor’s/sponsor’s responsibility – being the official contracted partner to Kenes International – that its subcontractors adhere to all rules and regulations. The organisers (Kenes International) will communicate exclusively with clearly identified third-party companies officially mandated by participating exhibitors and sponsors. Queries received from third party companies (i.e., communication and press agencies) which do not clearly indicate which company they are representing will not be answered.

The commercial exhibition is a major forum for the pharmaceutical, nutritional and medical equipment companies to create opportunities for presenting their company and their products to healthcare professionals and to researchers in related fields. Exhibition stands should therefore create the opportunity for the company to show and display information relevant to both the company and their products as well as other scientific information they may choose. Activities not related to the practice of medicine or biomedical research are deemed inappropriate under this Code of Conduct.

• Assignment of Space

Exhibition space will first be allocated to previous supporters and subsequently to other companies.

• Use of Rented Space & Height

Limitation The use and branding of rented space may not exceed the rented surface. The height limitation as communicated in the Exhibitors Service Kit must be respected both for physical and visual devices (e.g., lasers, gobos, etc.).

• Noise

Exhibitors may not produce noise and/or use amplification of music and/or voice which may be heard outside the space assigned to the exhibitors, or which may interfere with or be felt objectionable to attendees or other exhibitors. The volume level must not exceed 70dB (A) at the boundaries of the stand. The organisers reserve the right to require exhibitors to discontinue any such activity. Live presentations at the stand are not permitted without prior approval from the organisers.

•  Stand Activities

“Meet the expert” sessions or press briefings at the stand are not allowed during the official scientific program. Activities for a maximum of 15 participants during coffee breaks are accepted. A request to hold such sessions must be submitted to Kenes International for approval. Stand activities such as quizzes, contests, etc. can take place throughout the exhibition opening hours with a limitation of 15 simultaneous participants. Companies must provide headphones or soundproofing for activities to ensure no disruption to neighboring booths.Activities must be conducted within the company’s booth space only, and the company is responsible for accommodating all participants inside their booth.

• Recording

Taking pictures, filming and audio-recording in the exhibition halls is not allowed for exhibitors. Exhibitors may take pictures of their own stands but not of the stands of other exhibitors. All filming must be used solely for educational purposes and the copyright will be owned by ESPGHAN unless agreed otherwise in writing. The company should in writing inform the organisers (Kenes International) of their intention to film, describing the subject and the purpose of the activity. Filming and audio-recording will only be allowed once written confirmation is received by the applicant from the organisers.

• Give-aways and Printed Material

Give-aways and printed material may only be distributed within the space rented by the exhibitor in the exhibition hall or at satellite symposia. No such material may be distributed in any hotel used by the organisers (Kenes International). Printed announcements of sponsored events or other material may only be distributed beyond the exhibitor’s booth space with prior written agreement by the organisers (Kenes International).

• Exhibitor’s Participation in Sessions

Participants registered as exhibitors will not be permitted to attend scientific sessions at the congress. Exhibitors interested in attending any scientific session must register as regular congress participants.

Satellite symposia organised by pharmaceutical, medical device, or nutritional companies will have, as their main objective, the communication of scientific material, which will enhance the knowledge of attendees. There will be no material inducement or publication of a reward to attend the symposium. The programme of a satellite symposium must be of general scientific content. The satellite symposium programme must be submitted to the organisers (Kenes International) in advance of the event. Deadlines apply. The chairperson of the satellite symposium should not be employed by or otherwise dependent on the sponsoring company but be a health care professional or academician not employed by a company related to the symposium. The chairperson has a responsibility to oversee that the messages and conclusions presented during the symposium are based on available scientific data. The sponsor should inform the chairperson(s) of this responsibility. In addition, the holder of a satellite symposium and the chairperson are jointly responsible for adhering to the assigned time slot of the symposium. All satellite symposia must be held at the congress venue during the official time slots offered by the organisers (Kenes International). If any activities of a commercial partner are deemed to be in conflict with this policy or with the aims of the society, these will be assessed and treated in due course on a case-by-case basis.

Press conferences, briefings of any kind or similar group events organised directly or indirectly by the pharmaceutical company may not be held in the congress centre and not be organised during the official scientific programme hours. All such events with groups larger than 8 participants need the prior approval of the organisers (Kenes International). The use of the ESPGHAN name, ESPGHAN logo, and the congress logo in any fashion, by any commercial entity, for any purpose is expressly prohibited before, during and after the congress without prior written consent of ESPGHAN. The official congress logo without any modifications may be used on invitations for officially approved satellite symposia. It can be requested from Kenes International. The sponsor is obliged to submit a copy of the draft and of the final version of the invitation to the congress organisers. Picture taking, filming and recording of the Scientific Programme or any part of it is not allowed unless approved in writing by the organisers (Kenes International). Press and media interviews can be arranged on demand through the officially appointed ESPGHAN media agency (if applicable)

The guidelines for press, media and publications are likewise applicable for the publication of material and information on the internet. Given that all material presented at the congress is of public interest and not confidential anymore, ESPGHAN expects such publications to be accessible without prior registration to a site even if the registration is free.

The social programme of a congress is an important part of the event itself. It creates the opportunity for participants from different countries to get together, to network, and to exchange information outside the busy scientific programme of the congress. However, exhibitors/sponsors are reminded that social events must not be arranged during the official scientific programme hours. Transportation to social events must not depart prior to the end of the official scientific programme. Social events organised by the pharmaceutical or nutritional companies according to the “ESPGHAN Code of Conduct” may contain a “Welcome Introduction” not exceeding 15 minutes in total by a maximum of two speakers. This introduction may be referred to in the invitation to the social event as “Introduction to…[SUBJECT]” and must not contain any product placement.

Each exhibitor/sponsor is responsible for the material and information they make available at the congress. 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 congress. To summarise, 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.

All companies must comply with the ESPGHAN Code of Conduct and general congress guidelines. 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 the congress organisers (Kenes International).
• Once the alleged violation has been duly considered by Kenes International, a representative of the relevant company will be invited to present the company’s view.
• The final decision on the applicable penalty will be taken by the organisers (Kenes International).