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ESMO 2026 CLOSED INDUSTRY MEETINGS - RULES & REGULATIONS

Closed Industry Meetings can be organised from Thursday, 22 October 2026 to Tuesday, 27 October 2026, from 07:00 to 20:30. Meeting rooms can be requested via the Meeting Rooms Booking system only. 

Please take carefully note: on Tuesday, 27 October 2026 the rental of meeting spaces is foreseen until 12:30 only. 

The following requirements must be respected:

• Small meetings may be held in parallel to the official ESMO Congress educational and scientific programme provided they do not exceed 35 participants

• Larger meetings exceeding 35 participants (maximum 100 participants) are permitted outside the blackout times and are intended for company staff only

• Simultaneous meetings organised by the same company (on different or same topic) are in principle not allowed and will be matter of approval from ESMO

• Meetings are “closed” and by invitation only

• Each company is responsible for the meeting content. ESMO does not endorse any private meeting

• Meetings are not to be promoted in the congress centre or in any ESMO 2026 publication or to be promoted online e.g. via social media

• ESMO 2026 Faculty and Speakers, ESMO Executive Board and Council Members are not to be invited to participate in any private industry meetings to be held during the official programme or during the ESMO Presidential Dinner

• Hybrid meetings need to follow the above rules and total number of participants include the remote attendees as well. Any additional technical equipment to host a hybrid meeting is responsibility of the meeting organiser (meeting rooms will not be equipped by default to host such meetings)

• IMPORTANT TO NOTE: No meetings are permitted during the Opening Session (Friday 23 October from 12:00 to 13:45) and the Presidential sessions (Saturday 24, Sunday 25 and Monday 26 October from 16:30 to 18:15). Times subject to change

Clear identification of meeting organiser, meeting purpose, number of participants, date and time must be submitted for approval to ESMO at least 6 weeks prior to the event.

IMPORTANT NOTES:

• Assignment: The spaces will be assigned on a first-come, first-served basis. Companies are allowed to request up to a maximum of 5 meeting rooms for the duration of the Congress and final confirmation must be given to ESMO within 5 days from the official offer

• Layout: the meeting rooms will be given in a specific layout. Any set-up and dismantling time needed for the Private Industry Meeting must be included in the reserved slot of time

• Set-up changes: changes of set-up can be applied to multiple days reservations only. Such changes must not be taken for granted when submitting the meeting room request, and are not to be taken as approved before finalising the booking request. Any agreed change of set-up is not included in the rental fee and is to be arranged with the venue

• AV: No technical equipment is included unless specified otherwise in the Meeting Room Booking system

• IT: The Congress Wi-Fi will be available throughout the venue including the meeting rooms within the venue

• Signage: a roll-up can be placed outside the rooms for full day reservations only. For bookings for less than one day no signage is allowed. All the roll-ups should be removed at the end of the meeting. No other type of signage is allowed. Registration table outside the rooms will be subject to the venue’s approval

• F&B: no F&B will be included in the rental. Further information regarding F&B orders will be available late spring 2026

• The given capacities are based on set-ups considering standard technical equipment and catering services. Any variation to either technical equipment or catering services might affect the maximum capacities of the chosen rooms

ACCESS TO MEETING ROOMS AT IFEMA AND PALACIO MUNICIPAL

Please note that a badge is mandatory to enter both venues.

Meetings' attendees not registered to the Congress can access private meeting spaces with a private meeting badge or a daily ticket, which can be purchased online from March 2026.

If you need support, please contact registration@esmo.org.

Please note that attendees without a badge will not be able to access the venue for security reasons. If your meeting is scheduled very early in the morning, please make sure that badges are collected in advance.

PRIVATE MEETING ROOMS DESK

A dedicated desk for private meetings will be available on-site in the Registration Area from Wednesday, 21 October 2026 to Tuesday, 27 October 2026.

TECHNICAL ADVICE

We recommend using this platform with the latest version of Internet browsers (Google Chrome, Firefox, Microsoft Edge, Safari or Internet Explorer). Using an out-of-date browser or a version of Internet Explorer less than 10 might cause issues with the booking process.

If you still experiencing technical issues please clear your browser cache & cookies.

Once your booking request is submitted, you will receive a summary e-mail. Be sure to check also your Junk inbox.