ASH is committed to the presentation of an objective Education and Scientific Program as well as peer-reviewed abstracts at its annual meeting. Therefore, from the commencement of the meeting on Saturday, December 4, 2010, to its conclusion on Tuesday, December 7, 2010, the Society will be the sole provider of all educational and scientific programming. Any ancillary meetings with an educational or scientific focus or intent will be prohibited.

Companies and nonprofit organizations that are supporters (exhibitors or corporate supporters) of ASH can apply to hold ancillary meetings during the 2010 ASH Annual Meeting and Exposition. ASH will not accept requests prior to late August 2010, and meeting space will then be assigned on a first-come, first-served basis. Ancillary meetings will not be permitted in hotel rooms or other private or public facilities during hours that conflict with ASH-sponsored education or scientific programming.

Friday Satellite Symposia (FSS) are allowed after selection by the FSS Study Section. No other educational meetings or symposia are allowed on Friday or at any other time during the ASH annual meeting. Hotels in the ASH room block will not reserve meeting rooms/function space for any individuals/organizations during the meeting dates without prior ASH approval.

All meeting room requests must be submitted online through the ASH website. The deadline for requests for meeting rooms and function space is Friday, November 5, 2010. For more information, contact Kim Curtis at 703-679-3947 or kim.curtis@jspargo.com.

Meeting Guidelines

All ancillary meetings held in conjunction with the ASH annual meeting must adhere to these guidelines, regardless of location. ASH expects that companies that are subject to the PhRMA code will adhere to that code during the ASH annual meeting. ASH recognizes that the intent of the PhRMA code is to separate marketing and education. The sponsoring company is responsible for assuring that all vendors understand and comply with the stated guidelines; a violation of the guidelines will be attributed to the sponsoring company, regardless of whether executed by that company or one of its vendor/subcontractors.

• Meeting space will only be provided to those corporate entities, exhibitors, and nonprofit organizations that are supporters of ASH.
• The function organizer is responsible for all costs associated with the approved meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the function organizer’s responsibility to work with the assigned hotel to make arrangements and finalize billing. The function organizer will also take full responsibility for the event/meeting and will hold harmless ASH, its Officers, agents, and employees from any and all liability associated with the ancillary meeting.
• Promotional materials for ancillary meetings must state that the meeting is not an official program of the ASH annual meeting. The use of any ASH logo or likeness on promotional materials is prohibited. Brochures, posters, or marketing materials of any kind that contain a schedule of ASH-sponsored events such as Education Program, Scientific Program, and poster sessions are not permitted.
• 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 reflect the professional nature of the ASH annual meeting.
• Ancillary events may not conflict with ASH-sponsored educational or scientific programming. 
• All proposed changes in date and/or time must be pre-authorized by ASH. 

Permissible Meetings 

• Exhibitor pre-con meetings that are designed to prepare exhibit staff for exhibit participation.
• Private food and beverage functions that are by invitation only. Corporate/executive staff can speak about their products and services, but educational speakers are prohibited.
• Internal sales, business, or staff meetings for exhibitors who are at the ASH annual meeting. These meetings are closed to ASH annual meeting attendees.
• Press briefings are permitted but content must be reviewed by ASH to ensure compliance with ASH rules and embargo policy. If you have any questions regarding the correctembargo dates/times for the ASH abstracts, please contact Jenifer Hamilton at jhamilton@hematology.org or 202-776-0544.
• Investigator/consultant updates, advisory board meetings, and roundtables are permitted but must be by invitation only. Investigators who are currently involved in conducting research for the company and individuals who have provided consultation for the company are appropriate; prospective investigators and consultants are not appropriate. A list of invitees must be provided to ASH prior to the meeting being approved. These meetings may only be held before or after ASH official program hours.
  
  When submitting a request to hold an investigator meeting, please provide the following information with the Meeting Room Request:
  • Program title
  • Program description
  • Presentation titles
  • Intended speaker names, including industry and academic affiliations
  • Program objectives
  • Definition of invited audience, including a list of invited attendees with names and affiliations

Expo suites are described in the Exhibitor Prospectus on the ASH website.

Note: Except for approved Friday Satellite Symposia programs, industry-supported educational symposia of any kind will not be allowed during the ASH annual meeting. ASH does not permit the development or implementation, in any media form, of symposia, educational activities, or special programs that are supported by commercial firms, organizations, third-party firms, or universities and directed toward attendees at any time during its annual meeting. ASH reserves the right to attend/monitor all ancillary meetings without notice. Violators of this policy may jeopardize priority-point standing, Corporate Council participation, and participation in future ASH annual meetings.

Questions?

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

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