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Friday Satellite Symposia Guidelines

The Friday Satellite Symposia (FSS) are industry-supported, CME-accredited symposia that are offered the day preceding the American Society of Hematology (ASH) annual meeting. These sessions are not part of the official ASH annual meeting program and are planned solely by the organizing company.

The 2023 FSS will take place on Friday, December 8, 2023. Please review the guidelines below before beginning the FSS submission process.

Glossary of Terms

  • an organization accredited as a provider of continuing medical education. Accredited CME providers assume the responsibility and accountability for developing certified educational activities.
  • the company Organizer responsible for submitting the application and serving as the main point of contact. Examples include medical education companies, Accreditation Council for Continuing Medical Education (ACCME) accredited providers, or educational partners, etc. An Organizer cannot be an ACCME-defined commercial interest.
  • financial, or in-kind, contributions given by a commercial interest (the “Commercial Supporter”), which is used to pay all or part of the costs of a CME activity. A Commercial Supporter cannot be an Organizer or CME Provider.

Application

The application and a program proposal must be submitted at the FSS submission site by May 31, 2023, at 11:59 p.m. PST. Application site opens mid-February 2023.

IMPORTANT: Please retain your login credentials during the application process, as you will need them to edit the program content following the study section review and approval.

Applications must be signed by a single Organizer who accepts responsibility for the program and for following ASH’s FSS Guidelines. Please designate one point of contact on behalf of the Organizer with whom ASH should communicate and who agrees to share information with other stakeholders.

Incomplete applications will not be reviewed. Please be as accurate and detailed as possible, as ASH will email verbatim information contained in the applications of all accepted programs to all pre-registered attendees on three different occasions. ASH must be notified of any changes made after the submission deadline, including but not limited to, changes in the Organizer, CME provider, commercial supporter(s), speakers, topics, and the title of the program..

ASH will accept up to two applications featuring any one company as the sole commercial supporter of a symposium. ASH does not limit the number of applications from a company for multi-company-supported symposia. That is, as long as there are multiple commercial supporters on a symposium proposal, there is no limit to the number of applications featuring the same Organizer, CME Provider, or Commercial Supporter.

Time Slots

There are four time slots available:

  • 7:00 a.m. – 10:00 a.m. (nonprofit-sponsored symposia only)
  • 11:00 a.m. – 2:00 p.m.
  • 3:00 p.m. – 6:00 p.m.
  • 7:00 p.m. – 10:00 p.m.

FSS Fees for In-Person or Virtual-Only Programs

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

Number of Attendees Rate
300 attendees $43,000
400 attendees $44,000
500 attendees $50,000
600 attendees $58,000
700 attendees $63,000
800 attendees $68,000
  • Broadcast in-person FSS to the ASH virtual audience - $30,000. For the additional fee, simultaneously livestream of in-person FSS to the ASH virtual meeting platform. All expenses associated with the opportunity, such as audio-visual, are the sole responsibility of the FSS organizer. Program link submissions are due to ASH in November.

  • ASH is not responsible for any charges incurred for the symposium. All expenses associated with approved FSS programs, such as room set-up and clean-up, food and beverage, A/V, electrical, telephone, internet, shipping, etc., are the sole responsibility of the organizer. If you have questions, please contact Kelly Cade, ASH FSS Manager, Consultant, at [email protected]

  • ASH prioritizes non-profit organizations during the 7:00 a.m. to 10:00 a.m. time slot and offers a reduced rate for non-profit organizations that choose to participate in this time slot.
  • Any organization requesting the non-profit rates will be required to provide proof of non-profit status, such as an IRS Determination Letter, with the application.
  • If there is a co-organizer for the symposia, both companies must demonstrate non-profit status to take advantage of the discounted rate.
  • Non-profit organizations choosing the afternoon or evening time slots must pay the standard rate.
  • In special circumstances, pharmaceutical companies providing funding support for a non-profit-sponsored symposium may request that their program be held during the 7:00 a.m. to 10:00 a.m. time slot; however, the standard rate will apply.
  • FSS can be offered in-person, virtual only or both. FSS organizers are responsible for providing ASH with a link to the virtual program content. The virtual program fees are listed above and are scheduled during one of the four FSS time slots listed above.
  • In addition to appearing on the annual meeting’s virtual platform for registered participants, ASH will post program links on the FSS page of the ASH Annual Meeting webpage on hematology.org and on the ASH meeting mobile app.
  • On-demand FSS programming opportunities are available to FSS organizers of both in-person and virtual sessions. The duration of on-demand content posted corresponds with the fee assessed for the FSS session. For example, FSS fees paid in the lowest range, $43,000- $105,000, are posted the shortest duration. FSS fees paid in the highest range, $68,000-$153,000, are posted the longest duration. On-demand dates will be available at a later date.
  • All expenses associated with approved virtual FSS programs, such as audio-visual and non-ASH promotion are the sole responsibility of the FSS organizer. ASH is not responsible for any charges incurred for the symposium.
Number of Attendees Rate
300 attendees $105,000
400 attendees $110,000
500 attendees $121,000
600 attendees $132,000
700 attendees $142,000
800 attendees $153,000

 

Program Content

  • 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 invited panel of speakers and moderators are to be diverse from a gender, race and ethnicity, and geographic perspective.
  • The program cannot promote a specific drug product or service and must meet the policies and guidelines of the ACCME.
  • The content and format of the CME activity and its related materials must promote improvements or quality in health care and not a specific proprietary business interest.

Continuing Medical Education (CME)

Only organizations accredited by the ACCME are permitted to sponsor CME activities and must award AMA PRA Category One (1) Credit™. These accredited providers are responsible for the content, quality, and scientific integrity of all CME-certified activities.

ASH does not suggest content or speakers for activities for which it is not the accredited provider. ASH encourages all CME 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.

  • There must be appropriate evaluation of symposium content and speakers, as well as a final attendance count. Please email the evaluation summary by January 31, 2023 to [email protected]
  • ASH requests that a one-page evaluation summary report, including a final attendance count, be sent to the ASH at [email protected] no later than January 31, 2023.
  • 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 must also have its own credit designation separate from the live activity (i.e., where a CME provider has certified the symposium for credit, the credit for the symposium does not translate or crossover to any enduring materials produced from content presented at the symposium).

FSS Promotion

  • 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 Friday, November 4, 2022. 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 FSS Manager, Consultant Kelly Cade at [email protected]
  • Because the 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 64th ASH Annual Meeting and Exposition.”

  • The company may not be eligible for participation in future FSS.
  • The company may not have access to ancillary meeting space in future years.
  • The company may not participate as an exhibitor in future years.
  • The company may incur a reduction in priority points.
  • One (1) 38”x87” meter panel easel back, poster, banner with an affixed box of program handouts per FSS program is permitted directly outside of symposium room.
  • Two (2) 22”x28” directional signs are permitted at approved locations. A map indicating approved public space locations will be shared in the fall.
  • No additional signage, nor promotional materials or structures will be allowed, including but not limited to logoed seating areas, furniture covers, gobos, video monitors, kiosks or projectors utilized outside of the meeting room to digitally promote a session. Organizers will be asked to remove additional promotional items found, or the items will be removed and discarded by ASH.
  • Signage may be set up the morning of the FSS program. Signage posted prior to December 9 will be removed and discarded by ASH.
  • Organizers, CME Providers, and Commercial Supporters will not be permitted to post promotional signs or literature in hotel or convention center lobbies.
  • Sandwich boards, human directional and/or persons handing out promotional materials are prohibited in all venue areas. Standing in the public areas of the convention center or hotel lobby and hallway to promote your symposium is strictly prohibited. This will be closely monitored during FSS, and companies found violating these guidelines risk penalties from ASH. The Organizer handling logistics is responsible for adhering to these guidelines as well.
  • Any signage found in non-approved locations will be removed and discarded by ASH.
  • Any signage not collected at the conclusion of your session may incur a fee from removal and disposal.
  • ASH must review and approve all signage produced in conjunction with the FSS. The deadline to submit promotional materials for ASH approval is Friday, November 4, 2022. Please submit to Kelly Cade at [email protected], and allow up to five business days for ASH to consider requests for approval.

Venue Information

All symposium rooms assigned are final. Assignments are based on the estimated number of attendees per the FSS application and set in banquet rounds. We are unable to accommodate deviations from this standard room set. Any questions regarding your room setup may be sent to Heather Winston at [email protected].

Speaker ready rooms are available based on the schedule outlined below. Please indicate whether you require a speaker ready room on your application. These rooms are set with conference tables for eight (8), and are typically shared between multiple groups, so requests for access to the speaker ready room outside of these times must be submitted at the time of your application and will be accommodated on a case-by-case basis pending space availability.

  • 7:00 - 10:00 a.m.: Thursday from 6:00 p.m. – 9:00 p.m.
  • 11:00 a.m. – 2:00 p.m. Symposia: Friday from 7:00 a.m. – 10:00 a.m.
  • 3:00 p.m. – 6:00 p.m. Symposia: Friday from 11:00 a.m. – 2:00 p.m.
  • 7:00 p.m. – 10:00 p.m. Symposia: Friday from 3:00 p.m. – 6:00 p.m.

Food & Beverage

  • One room will be provided to use for both the symposium and food and beverage. Please be as accurate as possible when submitting your attendance number so we can ensure the room size is adequate as changes to room assignment will not be possible once assignments are made.
  • All food service must occur within the assigned time frame.
  • It is the responsibility of the FSS organizer to make food service arrangements with their assigned venue contact, which will be provided by ASH following program approval.
  • Friday, November 4, 2022, is the submission deadline for catering.

Housing Information

Room blocks for FSS organizers may be secured online beginning in July 2022, date will be shared in the spring. All FSS room blocks are available on a prepaid, 100 percent non-refundable basis. For any additional housing questions, please contact the ASH Housing Center at [email protected].