Annual Meeting-American Society of Hematology

Friday Satellite Symposia

Friday Satellite Symposia (FSS) are industry-sponsored, CME-certified symposia that are offered the day preceding the ASH annual meeting. FSS are planned solely by the sponsoring company and are not part of the official ASH annual meeting program. This year's FSS will take place on Friday, December 5, 2008.

Application

The application and a proposal must be submitted to ASH Headquarters by April 11, 2008. Incomplete applications will not be reviewed. Please be as accurate and detailed as possible, as ASH will print the information from these applications as part of the Preliminary Program brochure if the program is selected. All information submitted along with the application is final, and no changes may be made once submitted. This includes, but is not limited to, changes in the management company, CME provider, corporate supporter, speakers, and 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 any
Name and contact information for the person who will be receiving all future correspondence
Must be signed by all appropriate people
Rationale summarizing the educational need for holding the symposium
Target audience
Learning objectives and goals
Narrative description of symposium
Complete agenda with confirmed speakers
Written plan for how evaluations and CME credit will be distributed on site
Sample evaluation form
Expected attendance
Preferred time slot
Audio/visual needs
Food and beverage details
Anticipated enduring products, if any

Applications must be signed by representatives of the funding company, the CME provider, and the meeting planning organization. By signing the application, each representative agrees to take responsibility for following ASH Guidelines for Friday Satellite Symposia. 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 FSS applications per company. If you choose to submit two applications, you must indicate which of the two applications is the top priority. This means that within each company there must be coordination when submitting these applications to ASH for consideration. If ASH receives two applications separately from one company without an indication as to which is the top priority, both applications will be returned until the top priority indication is provided. All top priority applications will be reviewed and scored against one another. Once all top priority applications have been assigned, any secondary applications submitted will be reviewed and assigned meeting space based on availability, score, and subsequent ranking within the group of secondary applications.

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.
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 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.

CME Accreditation

Only organizations accredited by the ACCME may sponsor CME activities and may award AMA PRA Category 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 of 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.

All of the FSS 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.

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 the symposia's placement.
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 (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 send 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) as well as an invoice and letter of agreement.

Speakers

ASH policy prohibits members of the following groups from participating in the FSS.

Executive Committee
Standing Committee Chairs and Editors
2008 or 2009 Co-Chairs of the Program Committee
Co-Chairs of the Ad Hoc Minority Committee
Scientific Program
Education Program
Special Lectures
Trainee Events
Any other ASH Special Session

Applications naming members of the above-named groups will be disqualified. A detailed list of individuals that are prohibited from speaking at Friday Satellite Symposia is provided. Speakers from the Meet-the-Expert Sessions are allowed to participate in the Friday Satellite Symposia.

Speaker disclosure information for each speaker must be submitted to ASH with the application.
FSS participants are limited to participation in one FSS. It is the responsibility of the symposium 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 speakers for the symposium indicate that the ASH Executive Committee expects that speakers will not substitute participation in FSS for participation in ASH's Education or Scientific Committee sessions.
Applicants for FSS may not contact the study section, ASH members, or the ASH Executive Committee to influence selection for FSS presentation. No recommendations and/or letters of support will be accepted for any application.

Logistics

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

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 FSS 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.

Nonprofit Organizations

ASH will allow nonprofit organizations to hold symposia during the 7:00 - 11:00 a.m. slot. ASH has reduced the educational grant by 50 percent for nonprofit organizations who choose the 7:00 - 11:00 a.m. slot.
Nonprofit companies choosing the afternoon or evening slot must pay the standard rate. Any company requesting the reduced rate will be required to provide proof of nonprofit status such as a 501(c)(3) form with the application.

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 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.

Registration

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

Audio/Visual

ASH requires all symposium organizers to use the official A/V vendor for all programs. Once your application is accepted, contact information will be sent to the organizer.
If organizers have a preferred A/V vendor, the ASH official A/V vendor will work with your vendor. However, the official vendor must retain the management of the event.
The A/V vendor can also assist with any multimedia needs.

Promotional Materials

ASH must review and approve all promotional materials produced in conjunction with the FSS, including invitations, announcements, flyers, Web sites, and signs. The deadline to submit promotional materials for ASH approval is November 7. 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 ASH's name or copyrighted material on any announcement, sign, publication, or other material requires prior written approval.

Benefits

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

Symposium listing, narrative description, location, and contact information in the Friday Satellite Symposia brochure, which is included with the Preliminary Program brochure.
One complimentary 2008 final attendee mailing list from ASH for one-time use only. ASH pre-approval is required for the mailing piece. Electronic mailing lists are not available. Sample mail pieces should be mailed along with the request form and check. Electronic files will only be accepted for second drafts. The deadline to submit your mailing piece for approval along with the mailing list request form is November 7.
Symposium listing and location on signage displayed in the registration area of the convention center.

Educational Materials

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 ASH'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.
ASH requests that one copy of all Friday Satellite Symposia educational and CME enduring materials be sent to the ASH Meetings Department immediately after production.
Because the FSS are not officially part of the ASH annual meeting, companies cannot reference their symposia in a way that implies the program is part of ASH's annual meeting or that it is an ASH event. It is acceptable to refer to the symposium as a "Friday Satellite Symposium on [title], preceding the 50th 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 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, 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 Symposium accreditation. If a 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.
FSS viewings prohibited within the exhibit hall.

Signage/Door Drops

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

As an added benefit, FSS 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 educational grants provided for FSS. Participants interested door drops will be provided contact information for this program upon approval.

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 any symposium is strictly prohibited.

One sign (no size limit) is permitted outside of symposium room.
One directional double-sided meter board (39" wide x 78.5" tall) is permitted in the assigned property.
Companies found violating these guidelines risk penalties from ASH. Management companies handling logistics are responsible for following these guidelines as well.

Evaluations

A summary of the results, copies of the individual evaluations, and the final attendance count from each FSS must be provided to ASH no later than January 30, 2009.
Companies that sponsor FSS at the 2008 ASH Annual Meeting and do not provide their evaluation results to ASH will not be eligible to host a symposium in 2009.
Complete detailed information regarding the ASH exposition can be found in the 2008 ASH Exhibitor Prospectus.

Educational Grants

Associated with each symposium is a contribution to ASH in the form of an educational grant. Each level of grant 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 educational grants will be used to offset expenses related to the ASH 50th Annual Meeting.

200 attendees – $40,000
300 attendees – $50,000
400 attendees – $55,000
500 attendees – $60,000
600 attendees – $65,000
700 attendees – $75,000 (maximum attendance)

Nonprofit companies will pay a reduced grant of 50 percent off the standard amount if they choose the 7:00 - 11:00 a.m. slot. In order to receive the discount, proof of nonprofit status such as a 501(c)(3) form must be submitted with the application. Nonprofit companies choosing the afternoon or evening slot must pay the standard rate.

Penalties for Violating ASH Policies

Violation of Point Reduction Notices will be distributed on the spot to companies not adhering to ASH policies. Penalties for violating companies may include:

Reduction of priority points
Inability to participate in future FSS
Inability to access ancillary meeting space in future years
Inability to participate as an exhibitor in future years