The American Society of Hematology (ASH) Annual Meeting & Exposition brings together more than 17,000 professional attendees committed to the diagnosis and treatment of hematologic diseases each December. This presents a prime opportunity for affiliates of ASH – exhibitors, corporate supporters, ASH members, patient groups, and nonprofit organizations – to hold meetings and events in connection with the four-day ASH annual meeting. ASH encourages affiliates to take advantage of this opportunity, and has established a set of guidelines to be followed when planning and hosting ancillary meetings during the ASH Annual Meeting. All ancillary meetings held in conjunction with the ASH Annual Meeting, from Thursday, December 8, 2011 through Tuesday, December 13, 2011 must adhere to these guidelines, regardless of the meeting location.

Ancillary Meeting Requests

The main contact for each ancillary meeting request is responsible for assuring that all vendors, speakers, and meeting invitees understand and comply with the following guidelines. A violation of these guidelines will be attributed to all parties related to that meeting request.

• All ancillary meetings held during the ASH annual meeting must be approved by ASH. To obtain approval, an Ancillary Meeting Room Request  must be completed and submitted to ASH.
• All Ancillary Meeting Requests must be submitted online here.
• Each Ancillary Meeting Room Request must include:
  • The identity of the sponsor requesting the ancillary meeting
  • The date, start time, and end time of the ancillary meeting
  • The names and affiliations of the persons speaking at the ancillary meeting
  • A brief description of the purpose and objectives of the ancillary meeting
  • A list of invitees to the ancillary meeting (only applicable to certain types of ancillary meetings as stated below)
  • The release and indemnification commitment described below.
   
• Meeting space is limited and Ancillary Meeting Room Requests that comply with these guidelines will be considered on a first-come, first-served basis. The deadline for Ancillary Meeting Room Requests is Friday, November 18, 2011.
• Space for ancillary meetings will be provided only to requestors who are affiliated with ASH, such as exhibitors, corporate sponsors, nonprofit organizations, ASH members, and annual meeting attendees.
• Hotels in the ASH room block will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the ASH annual meeting without prior approval from ASH.
• The main contact is responsible for all costs associated with the approved ancillary meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned hotel to make arrangements and finalize billing.

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Dates and Times of Ancillary Meetings

All ancillary meetings held in conjunction with the ASH annual meeting must adhere to these guidelines, regardless of location. ASH strictly enforces the blackout times at the request of our members, who often feel torn between ASH sessions and non-ASH meetings and events. ASH allows ancillary events to take place during the following dates and times:

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Ancillary Meeting Examples

Other than the pre-approved Friday Satellite Symposia (FSS), which are industry-sponsored, CME-certified meetings held on the day preceding the annual meeting, ASH will be the sole provider of all educational and scientific programming from Thursday, December 8 through Tuesday, December 13. Consequently, any ancillary meetings with an educational or scientific focus or intent are strictly prohibited during these six days. Examples of permissible ancillary meetings, provided that a suitable request has been submitted and approved in advance, include:

• Private food and beverage functions that are by "invitation only." Corporate/executive staff may speak about their products and services, but educational speakers are prohibited. A list of invitees must be provided to ASH prior to the meeting being approved.
• Investigator Meetings/Industry Updates that are by "invitation only." Investigators involved in conducting research for the company and individuals who have provided consultation for the company are appropriate speakers; prospective investigators and consultants are not appropriate. A list of invitees must be provided to ASH prior to the meeting being approved.
• Press briefings, provided that content is pre-approved, the briefing complies with any applicable embargo dates/times regarding ASH abstracts, and that briefings are not held at the convention center or conflict with any ASH-sponsored events. For more information on the press policies for the annual meeting, visit ASH's Corporate and Institutional Press Policies page. Questions regarding the correct embargo dates/times for ASH abstracts should be directed to Andrea Slesinski at aslesinski@hematology.org.
• ASH member meetings involving a group of special interest experts who are working on a joint project (e.g., NIA grantees working on a consortium for anemia and the elderly, sickle cell researchers, or hemophilia treatment center directors). A list of invitees must be provided to ASH prior to the meeting being approved.
• Patient group or nonprofit organization meetings (A list of invitees must be provided to ASH prior to the meeting being approved.)
• Exhibitor pre-conference meetings that are designed to prepare exhibit staff for exhibit participation. These meetings can be held at any time. 
• Internal sales, business, or staff meetings for exhibitors who are at the ASH Annual Meeting, provided that such meetings are closed to other ASH annual meeting attendees. These meetings can be held at any time.

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Promotion of Ancillary Meetings

• All promotional materials for ancillary meetings must include the following statement: This meeting is NOT an official program of the ASH Annual Meeting. The use of any ASH logo or likeness on promotional materials is strictly prohibited. Brochures, posters, or marketing materials of any kind that contain a schedule of ASH-sponsored events such as the Education Program, Scientific Program, and oral/poster sessions are also prohibited.
• Promotion of meetings is not permitted in/around the convention center, in the headquarter hotels, or through "room drops." ASH does not provide its mailing list for ancillary meeting use.
• Limited, modest, on-site directional signage for ancillary meeting attendees is allowed. Signage must be specific; signs should clearly state the name and location of the event and should be professional in nature.

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Release and Indemnification of ASH

The sponsor of any ancillary meeting must agree that: (a) it is solely responsible for the conduct and content of the ancillary meeting, and ASH has no such responsibility; (b) ASH’s approval of the ancillary meeting request signifies only that ASH will endeavor to provide space for the ancillary meeting and is not an endorsement of the conduct or content of the ancillary meeting; and (c) it will release, indemnify, defend, and hold harmless ASH and its officers, directors, employees, agents and contractors (collectively, the “Indemnified Parties”) from any loss, liability, costs or damages in connection with actual or threatened suits, claims or causes of action arising out of or relating in any way to any alleged act or omission at, during or concerning such ancillary meeting, including but not limited to claims asserted by any speaker or invitee at the ancillary meeting, the hotel (or other location) at which the ancillary meeting is held, or any other third party.

NOTE: ASH reserves the right to attend/monitor all ancillary meetings without notice. Violators will jeopardize participation in future ASH annual meetings and, if an exhibitor, their priority point standing may be impacted.

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Questions?

Please contact Kim Curtis at 703-679-3947 or kim.curtis@jspargo.comwith any questions or for more information.

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