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Affiliated Events & Educational Activities
For additional information, please contact:
Francine Garner, Exhibits Manager | Phone: (202) 942-9240 | Fax: (202) 942-9340 | Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it.
ASM extends certain benefits to its ICAAC exhibitors, including the opportunity to conduct an activity (booth presentation, focus group, investigators Meeting, etc.) for the ICAAC audience. Only exhibitors (the corporate division with a booth at the ICAAC 2012) are eligible to conduct activities. This privilege does not extend to the exhibitor’s marketing partners, agents, contractors, or any other entities. ASM reserves the right to deny any request for content or submission or for any use that ASM deems to be incompatible with the purposes and activities of the Society.
To receive approval for an affiliated event, your company must be a paid exhibiting company and participate in the exhibition. If your company cancels the exhibit space, you will not be allowed to sponsor an affiliated event, social event, or any activity during the ICAAC 2012.
Date, Time, and Space Assignment
All affiliated and industry-sponsored events must be held during the restricted times listed below. No industry-sponsored activity can be scheduled during the official program of the ICAAC 2012.
- Sunday, September 9: before 8:00 a.m. and after 6:30 p.m.
- Monday, September 10: before 8:00 a.m. and after 6:30 p.m.
- Tuesday, September 11: before 8:00 a.m. and after 5:30 p.m.
Non-CME Educational Presentation in a Booth (Deadline: July 13, 2012)
Exhibitors with a booth of 2,500 square feet or larger may request permission to conduct an educational presentation in their booth during exhibit hall hours. These activities generally include short lecture presentations on scientific topics. CME can not be granted for these educational booth presentations.
The submission, which is approved by the ICAAC Program Committee, must include an outline of the program, a list of speakers, and a schematic of the booth (including dimensions, heights, etc) showing the location of all booth activities. The presentation area must be centrally located within the booth. If sound amplification is used the presentation area must be enclosed on three sides.
Additional information is available in the "Island Booth" section in the Booth Construction section of the online Exhibitor Information.
Allied Society or Alumni Meeting (Deadline: July 13, 2012)
Allied Societies or Alumni Organizations may hold internal committee meetings and Alumni Events during the meeting or membership meetings before or after the official meeting dates. Allied Societies or Alumni Organizations do not need to be exhibitors.
Exhibitor Staff Meeting (Deadline: July 13, 2012)
Staff Meetings are limited to the employed staff of the exhibiting company and are not open to the public or ICAAC attendees. All meetings are limited to the time periods designated on the activity Schedule-At-A-Glance and they may not conflict with exhibit hall hours or scientific program hours. If requesting staff meeting space, a letter must accompany the form stating only employees of the exhibiting company or organization will be in attendance, and that no registered attendees will be participating in this meeting. Continuing medical education, continuing education credits, and mailing list rentals are not available.
Focus Group (Deadline: July 13, 2012)
Focus Groups gather qualitative market research from a group of no more than 30 participants of common demographics, attitudes, or purchase or prescribing patterns, who are led through a discussion of a particular topic by a trained moderator. Focus groups may only be conducted during the time periods noted on the Activity Schedule-At-A-Glance. Mailing list rental is not available for this activity.
Hospitality Event (Deadline: July 13, 2012)
Hospitality/Reception events are strictly social activities and may not contain product demonstrations, scientific presentations, or educational programs.
Investigators Meetings (Deadline: July 13, 2012)
Exhibitors may request permission to conduct an investigator’s meeting only for their current employees or contractors to discuss the company’s current trials, investigations, and/or product(s). Investigators’ meetings are not open to the public. Continuing medical education credits and mailing list rentals are not available.
Business Suite (Deadline: July 13, 2012)
Custom built 15’x20’ suites are available on the show floor for rental by exhibiting companies. These suites can accommodate gatherings for staff meetings, business meetings; a quiet area off the main show floor for lunch, focus groups, VIP demos, investigator meetings, etc. Suites are available for rental by day starting Sunday, September 9 through Tuesday, September 11, for either one full day, or three full days, during exhibit hours. Full day rentals are $4,500 per day and three day rental is $10,000.
Abstract and/or Poster Compilation (Deadline: June 22, 2012; $500 fee per compilation)
Compilations are exact copies of selected abstracts as they appear on the Abstracts on CD-ROM and/or accurate reflections of selected poster displays. Product logos, promotional material, and trade names are not permitted. Compilations may be produced as booklets or as a CD-ROM. Abstract compilations must be reviewed and approved by the ICAAC Program Committee.
Criteria
Only abstracts accepted for presentation at the Meeting may be included. Abstracts must be reproduced exactly as submitted for publication in the official Abstracts on CD-ROM. All compilations are to consist of three (and only three) parts: a cover, a table of contents, and the abstracts or posters. Compilation front and back covers must be presented in black and white and must follow the sample below. Companies distributing unapproved compilations on site or using unapproved covers will receive violation notices, and the compilations will be removed.
The table of contents is to include the abstract titles and presentation numbers as displayed on the Abstracts on CD-ROM. Please note that abstract confirmation numbers are not the same as the assigned presentation number. Presentation numbers must be obtained from the abstract submitter.
Display
Display or distribution of approved compilations may not begin before the official opening of exhibits on Sunday, September 9, 2012, at 11:30 a.m. ASM will provide a kiosk in or near the poster area for distribution of approved abstract compilations and this is the only approved area (other than the company’s exhibit booth) for distribution. Exhibiting companies will be assigned a limited amount of kiosk space and are responsible for the storing and stocking of their company’s abstract compilations. Compilation distributed from any other location will be immediatly removed and stored until the conclusion of the meeting.
Sample Cover Artwork (The cover artwork must follow the format below)
Insert Product Class or Generic Name here
Presented at ICAAC 2012
September 9-12, 2012
San Francisco, California, USA
This compilation produced by (Insert company logo here)
Satellite Symposia
Satellite Symposia (SS) are independent non-commercial scientific sessions supported by companies for meeting attendees to complement the official ICAAC 2012 educational program. They may include one or a number of speakers and may cover one or several topics. These symposia may offer continuing education credits.
Companies may conduct their own symposia and may employ a medical education company to organize the program and logistics. ASM does not provide accreditation for these symposia. If the symposium is being coordinated by a third party organization, a Letter of Appointment must be completed and received by ASM when the application is submitted. To be considered, the application must be complete in its entirety by June 22, 2012 and accompanied by a check for $35,000 for each symposium application submitted. Symposia opportunities are not exclusive.
Criteria and Embargo Notice
All Satellite Symposia must meet the standards and integrity of the meeting. Applications must be approved by the ICAAC Program Committee. Presentations may not duplicate topics being presented at official symposia, workshops, slide, or poster sessions during the ICAAC 2012.
All ASM presentations and the information therein, are embargoed by ASM until the conclusion of the referenced presentation. All sponsors, agents, and presenters must abide by all ASM policies, including the embargo policy. Scientific data being presented at the ICAAC 2012 may not be presented at a satellite symposium until after it is presented at its official ICAAC date and time. Penalties (financial and otherwise) will apply to both the company and the presenter if the embargo policy is ignored.
The content of Satellite Symposia must be non-commercial and offer objectivity in the presentation. It is the responsibility of the organizers to ensure that proper disclosure is provided to the audience regarding any industry-related financial ties of the faculty and any off-label uses of products discussed.
All Satellite Symposia will be held either in session rooms at an ASM affiliated hotel or The Moscone Center, based on availability.
Symposium Fee
The fee for a satellite symposium is $35,000 and includes:
- Application fee
- Two lead retrieval machines
- One symposia announcement in ICAAC 2012 Registration Bag
- One listing in the ICAAC 2012 Meeting & Exhibit Guide and a listing on www.icaac.org
- Two mailing lists: early pre-registrants and final pre-registrants, per approval of mailer by ASM
- One promotional sign (22”x28”) displayed near main registration
The fee does not include:
- Audio visual equipment and labor for meeting room
- Room set charges for crescent, banquet, or schoolroom style seating
- Catering
- Labor (Moscone Center, Freeman Audiovisual, Freeman Exposition Services, etc.)
- Speaker ready room charges (rental, catering, and audio/visual equipment or support)
- Shipping
- Floral arrangements
- Photography
- Enduring material
- Digital recording
- Web casting
- Lighting package
- Advance staging
- Audience response system
- Videotaping
- Signage
Application Review Period and Notification
The organizer will receive acknowledgement for the receipt of the Satellite Symposia application within 48 hours. By June 22, 2012, all Satellite Symposia applications must be complete with payment, full program description and speaker list.
Application Withdrawal and Cancellation Policy
If the application is cancelled or the symposium withdrawn, a processing fee will be assessed as follows:
- 50% ($17,500) processing fee assessed if cancellation received on or before June 22, 2012
- 100% ($35,000) retained for cancellations received after June 22, 2012. No refunds will be given for symposium/event cancellations after this date unless the ASM cancels the event.