Educational Activities-- Satellite Symposia
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Satellite Symposia
Applications will be accepted beginning: February 4
Completed applications are due: May 2
Application fee: $50,000 per Satellite Symposium and $75,000 per Satellite Symposium accredited by ASM
Satellite Symposia (SS) are non-commercial scientific sessions supported by exhibitors for meeting attendees to complement the program. They may include one or a number of speakers and may cover one or several topics.
There are two types of symposia:
1. Satellite Symposia accredited by ASM
Fee: $75,000 (other costs apply)
Five opportunities are available for corporate support of Satellite Symposia that are accredited by ASM. ASM will develop the program and manage all aspects of the symposia in conjunction with its medical education partner. Supported by exhibitors, these symposia are scheduled in premier time slots at the meeting. The $75,000 management fee includes $25,000 for CME management and accreditation and $50,000 for the satellite symposium application. Additional charges for the event (honoraria, marketing, transportation, housing, AV, food/beverage, etc.,) apply. ASM’s accreditation is not available for symposia that are organized by a medical education company other than ASM’s designated company. The symposia will disseminate the most up-to-date information on emerging advances in the treatment of infectious diseases. Symposia presentations will be objective and balanced and provide a clear demarcation between product promotion and independent education.
2. Satellite Symposia (not accredited by ASM)
Fee: $50,000 (other costs apply)
Exhibitors may also conduct their own symposia and may employ a medical education company to organize the program and logistics. ASM and IDSA do not provide accreditation for these symposia. Only contracted exhibiting companies may sponsor a satellite symposium. If the symposium is being coordinated by anyone other than the exhibiting company, a Letter of Appointment must be completed and received by ASM/IDSA a week after the application is submitted online. To be considered, the application must be completed in its entirety, submitted by May 2, and accompanied by a check for $50,000 for each symposium application submitted.
Only contracted Joint Meeting exhibiting companies may sponsor a satellite symposium. If the satellite symposium is receiving support from multiple commercial supporters, all companies must be exhibitors and be named on the application.
Companies not exhibiting will not be named in official publications.
All Satellite Symposia must meet the standards and integrity of the meeting. Applications must be approved by the Program Committee. Presentations may not duplicate topics being presented at official symposia, workshops, meet-the-experts, meet-the-professors, slide, or poster sessions. The full Preliminary Program will be available at www.icaacidsa2008.org in March.
All meeting presentations and the information therein, are embargoed by ASM/IDSA until the conclusion of the referenced presentation. All sponsors, agents, and presenters must abide by all ASM/IDSA policies, including the embargo policy. All Satellite Symposia will be held at the Washington Convention Center and the Grand Hyatt Washington.
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.
The fee for a satellite symposium is $50,000 and includes:
- Application fee;
- Symposium room rental;
- Theater style, Fire Marshall-approved seating arrangement;
- Two six-foot skirted tables, two chairs, and a power strip for registration outside the assigned meeting room;
- One promotional sign (11” x 16”) displayed near main registration;
- Logistical oversight;
- Round trip shuttle transportation to and from most official facilities;
- Two mailing lists: early pre-registrants and final pre-registrants;
- Listing and description in the Satellite Symposia Guide and on www.icaacidsa2008.org;
- On-site traffic facilitators in key locations;
- Standard podium;
- On-site directional signage; and
- One podium sign and one door sign.
The fee does not include:
- Audio/visual equipment or support;
- Room set charges for crescent, banquet, or schoolroom style seating;
- Catering;
- Labor (Washington Convention Center, AVW, Champion Exposition Services, etc.);
- Speaker ready room charges (rental, catering, and audio/visual equipment or support);
- Shipping;
- Lead retrieval;
- Floral arrangements;
- Photography;
- Enduring material;
- Digital recording;
- Web casting (web cast is permitted after October 28);
- Lighting package;
- Advance staging;
- Audience response system; and
- Videotaping.
Special packaged pricing for a/v and catering will be available on an optional basis. Detailed information on all services will be included with the confirmation materials on the secure confirmation website.
Application Review Period and Notification
Please review the Activity Planner for detailed information about the application process and rules.
Date, Meeting, and Reception Space Assignment
Satellite Symposia will be scheduled during the six time slots designated by the Program Committee. They are as follows:
Friday, October 24 5:00 p.m. – 9:00 p.m.
Saturday, October 25 6:00 a.m. – 9:00 a.m.
7:30 p.m. – 10:30 p.m.
Sunday, October 26 7:30 p.m. – 10:30 p.m.
Monday, October 27 7:30 p.m. – 10:30 p.m.
Tuesday, October 28 6:00 a.m. – 9:00 a.m.
Satellite Symposia that are accredited by ASM will receive priority date/time assignments. The Program Committee will work with Joint Meeting staff to schedule the remaining Satellite Symposia with the goal of minimizing topic overlap. It is the prerogative of ASM/IDSA and the Program Committee to assign slots and distribute same-topic symposia throughout the schedule as deemed appropriate.
All Satellite Symposia will be held in session rooms at the Washington Convention Center and the Washington Grand Hyatt (located two blocks from the convention center).
Please review the Satellite Symposia section of the Activity Planner for additional information regarding space assignments.
A block of up to ten sleeping rooms will be available in official hotels for symposium speakers and organizers. Prepayment for the entire block (by check only) and arrival and departure dates, will be required September 12. Please note that prepayments are not refundable. Meeting registration and extended stays may be arranged for speakers if request is received by September 12.
Event services must be arranged through official vendors. Information about each company/service will be included with the confirmation web site.
The list of vendors is available for review in the Activity Planner posted in the right side bar of this site.
Under no circumstances may any of the event services to be subcontracted. Complete information and ordering instructions will be provided on the confirmation web site. All orders for event services must be complete by September 12. Advance payment for all event services is due, by check, made payable to ASM, in USD, by October 3. Wire transfers will only be accepted if arrangements have been made in advance. If payment is not received by October 3, the symposium will be canceled. A cancellation fee will be assessed for any service cancelled after October 3.
The following marketing opportunities are included in the satellite symposium fee:
- Two advance registration electronic mailing lists (approval of mailing piece is required);
- Listing in the Exhibit Guide;
- Listing and program description in the Satellite Symposia Guide;
- Listing and description on official web site; and
- One promotional sign.
Other marketing opportunities available for an additional fee:
- Door drops at official Joint Meeting hotels;
- Exhibit Guide advertisements;
- Additional mailing lists (two electronic mailing lists are included in application fee); and
- Registration bag inserts.
Following the event, organizers are required to forward a report detailing attendee evaluation results to ASM/IDSA.
Failure of the exhibiting/sponsoring company or its agents to follow the guidelines will result in the following:
(for exhibitors)
- Loss of eligibility to conduct symposium for a minimum of one year.
- Loss of priority exhibition points.
(for agents)
- Loss of ability to coordinate any activity for a minimum of one year.