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Rules and Regulations for Sponsors

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Application

The application and a proposal must be submitted to ASH Headquarters by April 12, 2010. Incomplete applications will not be reviewed. Funding should be confirmed at the time of submission. Please be as accurate and detailed as possible, as ASH will print the information contained in all applications chosen as part of the Preliminary Program brochure. All information submitted along with the application is final, and no changes may be made once submitted. This includes, but is not limited to, change in the management company, Continuing Medical Education (CME) provider, corporate supporter, speakers, symposium topics and title. Criteria for acceptance of the application include the following:

  • Symposium title
  • Name of the supporting company
  • Name of CME provider
  • Name of managing company, if applicable
  • Name and contact information for the person who will be receiving all future correspondence
  • Signatures of all responsible parties
  • Summary of the educational need for holding the symposium
  • Target audience
  • Learning objectives and goals
  • Narrative description of the symposium
  • Complete agenda with confirmed speakers and conflict-of-interest disclosures
  • Written plan for how evaluations and CME credit will be distributed on site
  • Expected attendance
  • Preferred time slot
  • Audio-visual needs
  • Food and beverage details
  • Anticipated enduring products, if any

Applications must be signed by representatives accepting responsibility for the program. By signing the application, each representative agrees to take responsibility for following ASH guidelines for the Friday Satellite Symposia. Please designate one contact person with whom ASH should communicate and who agrees to share information with the other representatives.

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Multiple Applications

ASH will accept up to two applications per supporting company for Friday Satellite Symposia.

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Program Content

  • The proposed program must be unique and must offer the audience information not previously presented during other forums or meetings involving the hematology/oncology community.
  • The proposed program title must be indicative of the symposium.
  • The proposed objectives should clearly meet the educational needs of the target audience.
  • The program must be presented in an objective, balanced and scientifically rigorous manner. It cannot promote a specific drug product or service and must meet the policies and guidelines of the Accreditation Council for Continuing Medical Education (ACCME).
  • The content or format of a CME activity or its related materials must promote improvements or quality in health care and not a specific proprietary business interest.

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CME Accreditation

Only organizations accredited by ACCME may sponsor CME activities and may award AMA PRA Category 1 CreditTM. These accredited providers are responsible for the content, quality, and scientific integrity of all CME activities certified for credit.

ASH does not suggest or approve content of speakers for activities for which it is not the accredited provider. ASH encourages all providers participating in the Friday Satellite Symposia to review the current ACCME Standards for Commercial Support. These Standards, along with tools to implement them, can be found at www.accme.org.

  • All of the Friday Satellite Symposia must provide CME credit, and organizers are responsible for obtaining CME credit.
  • Speakers must provide appropriate disclosures of non-FDA approved (off-label) uses for drugs and medical devices.
  • References must be included with data and slides.
  • There must be appropriate evaluation of symposium content and speakers.
  • Speakers must disclose relevant conflicts of interest prior to the CME activity.

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Scoring Process

  • Applications will be scored based on the information you provide, and this score will determine which Symposia are selected, as well as determine placement of the Symposia.
  • A formal study section will score applications based on the quality of the proposal. The study section will be looking for scientific merit, audience interest in the topic, and uniqueness of the symposium (i.e., not similar to any of the ASH education or scientific sessions or duplicating one of last year’s Friday Satellite Symposia).
  • The study section’s scores and comments are confidential and the decision of the study section is final.
  • All relevant information should be included in the written application. 
  • After the study section scores the applications, ASH will e-mail letters to each contact person listed on the application. The contact person for each approved symposium will also receive detailed instructions about logistics (room assignments, food functions, venue and audio/visual contacts, etc.), as well as an invoice and letter of agreement.

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Speakers

ASH policy prohibits members of the following groups from participating in the Friday Satellite Symposia.

Note: Speakers from the Meet-the-Expert-Sessions are allowed to participate in the Friday Satellite Symposia.

Applications naming members of the above named groups will be disqualified. A detailed list of speakers will be available on the ASH Web site in March. Speaker disclosure information for each speaker must be submitted to ASH with the application. There are no exceptions. Friday Satellite participants (chairs, speakers, panelists, etc.) are limited to participation in one symposium. It is the responsibility of the Symposia organizer to ensure that their speakers have not committed to speak at another symposium before submitting the application. If ASH receives two applications listing the same speaker, the symposium with the lower score will be rejected.

ASH asks that the letters of invitation to the speakers for the symposium indicate that the ASH expects that speakers will not substitute participation in the Friday Satellite Symposia for participation in ASH's Education or Scientific Committee sessions. ASH strongly suggests that no more than six speakers present at each symposium. Applicants for the Friday Satellite Symposia may not contact the study section, ASH members, or the ASH Executive Committee to influence selection for the Friday Satellite Symposia presentation. No recommendations and/or letters of support will be accepted for any application.

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Logistics

  • All expenses associated with room set-up and clean-up, food and beverage, A/V, electrical, telephone, shipping, etc., are the sole responsibility of the symposium organizer.
  • ASH is not responsible for any charges incurred for the Friday Satellite Symposia.

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Signage

Companies will not be permitted to post promotional signs or literature in hotel or convention center lobbies. Sandwich boards and/or persons handing out promotional materials are prohibited. Standing in the public areas of the convention center or hotel lobby and hallway to promote your symposium is strictly prohibited.

  • One sign is permitted outside of the symposium room. No size specification.
  • One directional sign is permitted in the assigned property. No size specification.
  • Companies found violating these guidelines risk penalties from ASH. Management companies handling logistics are responsible for following these guidelines as well.

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Assignments

  • Priority points do not affect the assignment of symposium locations, unless there is a conflict between two or more companies with the same score that request the same time frame and set-up.
  • The application score will determine priority in assigning Symposia meeting space. ASH cannot guarantee a separate room for food functions or the preferred time frame.
  • Symposia assigned times will be 12:30 - 4:30 p.m. and 6:00 - 10:00 p.m.

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Non Profit Organizations

  • ASH will allow non profit organizations to hold Symposia during the 7:00 - 11:00 a.m. time slot. ASH has reduced the payment to 50 percent of the original fee. Non profit organizations will be eligible for the reduced fee only if they choose the 7:00 - 11:00 a.m. slot. 
  • Non profit organizations choosing the afternoon or evening slot must pay the standard rate. Any organization requesting the reduced rate will be required to provide proof of non profit status, such as a 501(C)3 form, with the application. 
  • If there is a co-supporting company for the symposium, both companies must be non profit to take advantage of the discounted rate and time slot.

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Room Set-Up

  • All symposium rooms will be set theater style. This will ensure the maximum potential attendance for your event.
  • Symposium lectures must be contained within your assigned symposium room. Video overflow to adjacent rooms will not be permitted.
  • A separate room or a foyer area will be assigned to those companies wishing to serve food and beverages. ASH will set the maximum number of seats in banquet rounds and/or cocktail rounds. The room set-up may be changed at the expense of the symposium organizer.
  • All registration and food functions must occur within your assigned symposium time frame. Functions may not begin prior to or be held after the assigned time frame.
  • Symposium participants serving meals must supply a confirmation or meal ticket prior to the symposium to avoid long lines and/or to prevent individuals obtaining meals but not attending the symposium.

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Registration

  • Registration at the annual meeting is not a requirement for admittance into the Friday Satellite Symposia.
  • ASH requires that any registration outside of the symposium room be limited to two six-foot tables.

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Audio/Visual

  • ASH requires all Friday Satellite organizers use the official A/V company for all programs. Once your application is accepted, contact information will be sent to all organizers.  
  • If organizers have a preferred A/V company, the official ASH A/V company will work with your company. However, the official vendor must retain the management of the event.
  • The official A/V company can also assist with any multimedia (ie., CD-ROMs, webcasts, and publications) needs.

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Promotional Materials

  • ASH must review and approve all promotional materials produced in conjunction with the Friday Satellite Symposia, including invitations, announcements, flyers, Web sites, and signs.  The deadline to submit promotional materials for ASH approval is November 5. Please allow at least five business days for ASH to consider requests for approval.
  • The ASH logo may not be used on any promotional or other materials produced by companies other than ASH itself.
  • Use of the American Society of Hematology’s name or copyrighted material on any announcement, sign, publication, or other material requires prior written approval by ASH.

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Benefits

As a promotional benefit to the companies hosting a Friday Satellite Symposium, ASH will provide:

  • Symposium listing, narrative description, location, and contact information to be included in the Preliminary Program brochure and the Program Book.
  • One complimentary 2009 final attendee mailing list from ASH for one-time use only. ASH pre-approval of mailing piece is required. Electronic mailing lists are not available. Sample mail pieces should be mailed along with the request form and check. The deadline to submit your mailing piece for approval along with the mailing list request form is November 5.
  • Flyers listing the symposium information will be placed in registration areas of the convention center.

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Educational Materials

  • ASH requests that copies of all Friday Satellite Symposia educational and CME enduring materials be sent to the ASH Meetings Department immediately after production.
  • Because the Friday Satellite Symposia is not officially part of the ASH annual meeting, companies cannot reference their symposium as part of ASH’s annual meeting or imply that it is an ASH event. It is acceptable to refer to the symposium as a “Friday Satellite Symposium on [title], preceding the 52nd ASH Annual Meeting.”
  • Please keep in mind that CME enduring materials are different from syllabus materials or other printed or electronic records of the symposium. Enduring materials are printed, recorded, or computer-assisted educational materials which may be used over time at various locations and which in and of themselves constitute a planned CME activity. An enduring material, as a self-contained educational activity, would have its own needs assessment, educational objectives, content, evaluation instrument, and opportunity for physician learner interaction and discussion.
  • As a separate educational activity, an enduring material also would require its own CME credit separate from the Friday Satellite Symposia accreditation (i.e., if a Friday Satellite symposium organizer obtains CME credit for the symposium, the credit for the symposium does not translate or cross over to any enduring materials produced from content presented at the symposium).
  • The ASH logo (or a graphic designed to mimic the ASH logo) may not be used on any educational or other materials produced by companies other than ASH itself. Use of the American Society of Hematology’s name or copyrighted material on any Web site, print publication, A/V product, or other materials requires prior written approval by Arthinia Morgan, ASH Exhibits Specialist, at amorgan@hematology.org.
  • Friday Satellite Symposia viewings and all other scientific and/or educational presentations are prohibited within the exhibit hall.

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Door Drops (Marketing Opportunity)

Friday Satellite Symposia organizers will have the opportunity to have door drops (placing promotional material at the doors of hotel guests) to promote their event. Participants must first have prior approval from ASH of the promotional piece. ASH will arrange the delivery of the piece to be placed outside of guest rooms on Thursday night and mid -Friday morning preceding the annual meeting. 

As an added benefit, Symposia participants that are also exhibiting will be able to include a promotional piece (also pre-approved by ASH) promoting their booth space. The fee for door drops is separate from payments provided for the Friday Satellite Symposia. Participants interested in door drops will be provided contact information for this marketing opportunity upon approval.

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Evaluations

  • A summary of the results, copies of the individual evaluations, and the final attendance count from each Friday Satellite Symposium must be provided to ASH no later than January 31, 2011.
  • Companies that sponsor Friday Satellite Symposia at the 2010 ASH annual meeting and do not provide their evaluation results to ASH will not be eligible to host a symposium in 2011.

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Fees

Associated with each symposium is a contribution to the American Society of Hematology. It is necessary that funding is confirmed at the time of submission. Each amount is based on the estimated attendance; however, please note that if the actual attendance exceeds the estimate, ASH will re-invoice as necessary. No refunds will be made if the attendance is less than anticipated. The payments will be used to offset expenses related to the ASH 52nd Annual Meeting.

  • 300 attendees - $55,000
  • 400 attendees - $60,000
  • 500 attendees - $70,000
  • 600 attendees - $80,000
  • 700 attendees - $90,000
  • 800 attendees - $100,000 (maximum attendance)

Non profit companies will be allowed 50 percent off of the fee if they choose the 7:00 - 11:00 a.m. slot. In order to receive the discount, proof of non profit status, such as a 501(C)3 form, must be submitted with the application. Non profit organizations choosing the afternoon or evening slot must pay the standard rate.

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Penalties for Violating ASH Policies

If a company violates any Friday Satellite Symposia policies, ASH may:

  • Reduce the violating company’s priority points
    • Violation/Point Reduction Notices will be distributed on the spot to companies not adhering to ASH policies
  • Prevent participation in future Friday Satellite Symposia
  • Prevent access to ancillary meeting space in future years
  • Prevent the company from participating as an exhibitor in future years

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Important Dates and Deadlines

Tuesday, April 12, 2010

Friday, May 7, 2010

  • Acceptance letters e-mailed

Friday, May 21, 2010

  • FSS payment and signed letter of agreement due to ASH
  • Cancellation deadline for Friday Satellite Symposia

Friday, June 25, 2010

  • Friday Satellite Symposia Staff Hotel Reservation form due
  • Speaker Ready Room/Staff Office Request form due

Friday, November 5, 2010

  • Final deadline for approval of promotional and educational materials (invitations, handouts, signs, flyers, etc.) by ASH (please allow five business days for ASH to respond)
  • Final deadline for mailing label request (mailing piece(s) must be approved first)

Friday, January 31, 2011

  • Final deadline for submission of CME enduring materials, monographs, or recordings of the symposium to ASH
  • Summary of the symposium evaluations and final attendance count due to ASH (copies of the original evaluations should be submitted to ASH along with summaries)

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