American Society of Hematology

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The Friday Satellite Symposia (FSS) are industry-sponsored, CME-certified symposia that are offered the day preceding the ASH annual meeting. These sessions are not part of the ASH official annual meeting program and are planned solely by the sponsoring company.

Application

Applications and proposals needed to be submitted to ASH Headquarters by March 29, 2013. Incomplete applications will not be reviewed so please pay close attention to each required component of the application. Please be as accurate and detailed as possible, as ASH will print the information contained in the applications of all accepted programs in a supplement to 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, CME provider, corporate supporter, speakers, symposium topics, and title of program.

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 FSS. Please designate one contact person with whom ASH should communicate and who agrees to share information with the other representatives.

Multiple Applications

ASH will accept up to two (2) applications from one company as a sole supporter of a symposium. However, new since 2012, ASH will no longer limit the number of applications of co-supported symposia. That is, so long as there are multiple supporting companies on a symposium proposal, there is no longer a limit to the number of applications submitted to ASH for consideration. Please keep in mind that each symposium should be unique and answer an unmet educational need.

FSS Fees

A payment to the American Society of Hematology is associated with each symposium. It is now necessary that funding be confirmed at the time of submission. Applicants are required to submit a funding commitment letter from all supporting companies in order for each company to be listed as a co-supporter in promotional materials. 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.

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)

Nonprofit Organizations

ASH limits symposia during the 7:00 a.m.-11:00 a.m. time slot for nonprofit organizations only. ASH has reduced the payment to 50 percent of the original fee for nonprofit organizations that choose to participate in this exclusive time slot.
Any organization requesting the reduced rate will be required to provide proof of nonprofit status such as a 501(c)(3) form with the application.
If there is a co-supporting company for the symposia, both companies must be nonprofit to take advantage of the discounted rate and time slot.
Nonprofit organizations choosing the afternoon or evening slot must pay the standard rate.
In special circumstances, pharmaceutical companies partnering with a nonprofit may request for their program to be held during the 7:00 a.m. – 11:00 a.m. time slot, however they will be required to pay the full fee.

CME Accreditation

Only organizations accredited by the Accreditation Council for Continuing Medical Education (ACCME) may sponsor CME activities and may award AMA PRA Category One (1) Credit^TM. 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 or speakers for activities for which it is not the accredited provider. ASH encourages all providers participating in the FSS 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 FSS must provide CME credit, and organizers are responsible for obtaining CME credit.
Speakers must disclose relevant conflicts of interest prior to the CME activity. This must be done orally immediately prior to the speaker presentation and a written disclosure slide must precede the presentation.
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.

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 whether the preferred time slot is assigned. ASH cannot guarantee the preferred time frame or a separate room for food functions. In addition, ASH cannot guarantee FSS will be scheduled during a different time from other presentations covering similar topics.
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 FSS).
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, audio/visual contacts, etc.), as well as an invoice and letter of agreement.

NOTE: Applicants for the FSS may not contact the study section, ASH members, or the ASH Executive Committee to influence selection for the FSS presentations. No recommendations and/or letters of support will be accepted for any application.

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 content.
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. The program 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 and format of the CME activity and its related materials must promote improvements or quality in healthcare and not a specific proprietary business interest.

Speakers

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

Executive Committee
Standing Committee Chairs and Editors
Committee on Educational Affairs
Scientific Program speakers
Education Program speakers
Trainee Event speakers
2013 Honorific Award Winners

Prohibited Speaker List

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 website in mid-February with weekly updates being made as additional annual meeting speakers are confirmed. It is critical that this list be reviewed one final time before submission of an FSS application.

Disclosure information for each speaker must be submitted to ASH with the application. There are no exceptions.

FSS participants (chairs, speakers, panelists, etc.) can participation in only one symposium. It is the responsibility of the FSS organizers 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 ASH expects that speakers will not substitute participation in a FSS for participation in ASH's Education or Scientific Committee sessions.

ASH strongly suggests that no more than six speakers present at each symposium.

Logistics

There are three time slots available to choose from:
All expenses associated with approved FSS programs such as: room set-up and clean-up, food and beverage, A/V, electrical, telephone, shipping, etc, are the sole responsibility of the FSS organizer.
ASH is not responsible for any charges incurred for the FSS.

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 three six-foot tables.

Room Set-Up

All symposium rooms will be set-up theater style. This will ensure the accommodation of the maximum potential attendance for your event.
Symposium lectures must be contained within your assigned 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-up the maximum number of seats in banquet rounds and/or cocktail rounds. The room set-up may be changed at the expense of the FSS organizer.
Registration and all food functions may not begin prior to or be held after the assigned symposium time frame.
FSS organizers serving meals must supply a confirmation or meal ticket to attendees prior to the symposium to avoid long lines and/or to prevent individuals who don't attend the symposium from obtaining meals.

Audio/Visual

ASH requires all FSS organizers to use the official audio/visual (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, ASH's official vendor must retain the management of the event.
ASH's official A/V company can also assist with any multimedia (CD-ROMs, webcasts, and publications) needs.

Educational Materials

ASH requests that copies of all FSS educational and CME enduring materials be sent to the ASH Development Department immediately after production.
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 that may be used over time at various locations and that in and of themselves constitute a planned CME activity. An enduring material, as a self-contained educational activity, must 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 must have its own CME credit separate from the FSS accreditation (i.e., if a FSS 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).

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 Friday, January 31, 2014.
Companies that sponsor FSS at the 2013 ASH Annual Meeting and do not provide their evaluation results to ASH will not be eligible to host a symposium in 2014.

Signage

One (1) sign is permitted outside of symposium room.
One (1) directional sign is permitted in the assigned property. Requests for one additional sign based on location can be made to Ryan Washabaugh.
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.
Companies found violating these guidelines risk penalties from ASH. Management companies handling logistics are responsible for following these guidelines as well.

Promotion of FSS

ASH must review and approve all promotional materials produced in conjunction with the FSS, including invitations, announcements, flyers, websites, and signs. The deadline to submit promotional materials for ASH approval is Monday, November 4, 2013. Please allow up to five business days for ASH to consider requests for approval.
The ASH logo (or a graphic designed to mimic the ASH logo) may not be used on any promotion or other materials (including enduring materials) produced by companies other than ASH.
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. Please submit requests to Ryan Washabaugh.
Because FSS 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 55th ASH Annual Meeting.”

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

Registration site links on the ASH website for all FSS for easy access to attendees;
A listing of each symposia, including narrative description, location, and contact information, in the Preliminary Program brochure and the Program Book;
One complimentary 2012 ASH Annual Meeting attendee mailing list for one-time use only. The 2013 pre-registration attendee list and the ASH membership list will also be available for purchase. ASH pre-approval of all mailing pieces is required. Sample mail pieces should be emailed along with the request form to Ryan Washabaugh, ASH Corporate Relations Coordinator.The deadline to submit your mailing piece for approval along with the mailing list request form is Monday, November 4, 2013.
Flyers listing the FSS schedule will be placed in registration areas at the convention center on Thursday, December 5^th and Friday, December 6^th.

Use of the ASH mailing lists is for one-time use to promote the FSS only. This will be closely monitored and any companies found to have used the list more than once will face significant penalties.

Door Drops

FSS organizers will have the opportunity to promote their symposia through door drops (placing promotional material at the doors of hotel guests). Organizers 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 Friday morning preceding the annual meeting.

As an added benefit, FSS organizers 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 FSS. Participants interested in door drops will be provided contact information for this marketing opportunity upon approval.

Possible Penalties for Violating ASH Policies

The violating company’s priority points will be reduced.
The company will not be eligible for participation in future FSS.
The company will not have access to ancillary meeting space in future years.
The company may not participate as an exhibitor in future years.

To secure Door drops please contact Eileen McGill.

Important Dates and Deadlines

Friday, March 29

Deadline for application submission

Monday, April 29

Acceptance letters e-mailed
Following acceptance, please submit registration site links to ASH to post on the website for all FSS at your earliest convenience

Wednesday, May 29

FSS payment and signed letter of agreement due to ASH
Cancellation deadline for FSS

Friday, June 21

FSS Staff Hotel Reservation form due

Wednesday, November 6

Final deadline for approval of promotional and educational materials (invitations, handouts, signs, flyers, etc.) by ASH
Final deadline for mailing list request (mailing piece(s) must be pre-approved by ASH)

Thursday, January 31, 2014

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 summary)