Guidelines for In-Person and Virtual Satellite Symposia

The Satellite Symposia are industry-sponsored, CME-certified programs offered in-person or virtually in conjunction with virtual ASH specialty meetings. These events are not part of the official ASH meeting programming and are planned solely by the sponsoring company. 

The application will be available here in May 2022.

Application Requirements

Satellite Symposia should be unique and answer an unmet educational need. The application deadline is Friday, July 22, 2022 (by 11:59 p.m. PST). Satellite Symposia applications and proposals must be submitted online. The application will be available in May 2022.

Please pay close attention to each required component of the application, as incomplete applications will not be reviewed. All information submitted along with the application will be considered 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 program title.

Please be as accurate and detailed as possible, as ASH will provide this information to all registered and potential attendees through the meeting’s 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 Satellite Symposia. Please designate one contact person with whom ASH should communicate and who agrees to share information with other representatives.

Satellite Symposia Opportunities

ASH will accept up to two (2) applications from one company as a sole supporter of a symposium. ASH does not 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 limit to the number of applications that may be submitted to ASH for consideration.

In 2022, the ASH Meeting on Hematologic Malignancies will be an in-person program with a virtual component. As such, ASH will provide the following opportunities:

In-Person Opportunity - $13,500

ASH will limit the number of symposia programs offered in-person to one symposium, held from 6:00 – 8:00 p.m. CT on Friday, September 2, 2022.
The in-person symposium can be live-streamed for the additional fee of $13,500. All expenses associated with approved Satellite Symposia virtual programs, such as audio-visual, website hosting, and non-ASH promotion are the sole responsibility of the Satellite Symposia organizer. ASH is not responsible for any charges incurred for the symposium.

Virtual Opportunity - $13,500

ASH will limit the number of symposia programs offered virtually to one symposium, held from 6:00 - 8:00 p.m. CT on Thursday, September 1, 2022.
The virtual program will be posted on the ASH website and meeting platform.
All expenses associated with approved Satellite Symposia virtual programs, such as audio-visual, website hosting, and non-ASH promotion are the sole responsibility of the Satellite Symposia organizer. ASH is not responsible for any charges incurred for the symposium.

Please note, the study section score will determine which symposia are selected. All applications received prior to the deadline of July 22, 2022, at 11:59 p.m. PST will be reviewed and scored at the same time regardless of the order received.

Satellite Symposia Fees

A flat rate of $13,500 will be applicable for each Satellite Symposia program, and format: in-person, virtual or in-person with live-stream.

Payment must be made to the American Society of Hematology, and funding must be confirmed at the time of submission. Applicants are required to submit a funding commitment letter from all supporting companies for each company to be listed as a co-supporter in promotional materials.

Additional fees may apply for special requests. If you have questions, please contact Kelly Cade, ASH FSS Manager, Consultant, at [email protected].

CME Accreditation

All Satellite Symposia programs must provide CME credit; organizers are responsible for obtaining the proper accreditation.

Only organizations accredited by the Accreditation Council for Continuing Medical Education (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 or speakers for activities for which it is not the accredited provider. ASH encourages all providers participating in the Satellite Symposia to review the current ACCME Standards for Commercial Support. These standards, along with tools to implement them, can be found at www.accme.org.

Speakers must disclose relevant conflicts of interest prior to the CME activity. A written disclosure slide must precede each 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 as well as a final attendance count. Please email the evaluation summary [email protected]. no later than 30 days after the program has ended.

Program Content

The proposed program content must be unique and must offer the audience information not previously presented during other forums or meetings within 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 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.

Speakers

Program Speakers at the programs listed below are strictly prohibited from participating in Satellite Symposia. Click on the following links and navigate to the “Program Schedule” page on the website for all confirmed program speakers:

ASH Meeting on Hematologic Malignancies

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

ASH asks that the letters of invitation to the symposium speakers indicate ASH’s expectation that speakers will not substitute participation in a Satellite Symposia for participation in ASH’s Education or Scientific Committee sessions.

Scoring Process

Applications will be scored based on the information you provide. All relevant information should be included in the written application.

A formal study section will score applications based on the quality of the proposal. The group will be looking for scientific merit, audience interest in the topic, and uniqueness of the symposium. The study section’s scores are confidential, and the decision is final with no opportunity for appeal.

After the study section scores the applications, ASH will email each contact person listed on the application. The contact person for each approved symposium will also receive detailed instructions about logistics, as well as an invoice and letter of agreement.

The study section score will determine which symposia are selected. All applications received prior to the deadline of July 22, 2022, at 11:59 p.m. PST will be reviewed and scored at the same time regardless of the order received.

Please note: Applicants for the Satellite Symposia may not contact the study section, ASH members, or the ASH Executive Committee to influence the selection(s) for the Satellite Symposia presentations. No recommendations and/or letters of support will be accepted for any application.

Educational Materials

A one-page evaluation summary report, including a final attendance count, must be sent to Kelly Cade, ASH FSS Manager, Consultant, at [email protected].by the deadline outlined in the Important Dates and Deadline below.

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 CME credit separate from the Satellite Symposia accreditation (i.e., if an Satellite Symposia 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).

Promotion of Satellite Symposia

ASH must review and approve all promotional materials created by symposia organizers in conjunction with the Satellite Symposia, including invitations, announcements, fliers, websites, and signs. Please allow up to five business days for ASH to consider requests for approval.

For specific deadlines on submitting promotional and educational materials for approval by ASH, please review the Important Dates and Deadlines below.

All companies hosting a Satellite Symposium must abide by the following:

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. To request approval, email  [email protected].
Because Satellite Symposia are not officially part of any ASH meeting, companies cannot reference their symposia as part of the official ASH meeting or imply that they are ASH events. It is acceptable to refer to the event as a "Satellite Symposium on [title], following the adjournment of the first day of the [ASH meeting]."

Signage

One (1) 38”x87” meter panel, poster, or banner with affixed box of program handouts or projection is permitted directly outside of the symposium room.
One (1) 22”x28” directional sign is permitted at hotel-approved locations.
One (1) 22"x28" directional sign permitted at the exit of the MHM session rooms 30 minutes prior to program close.
No additional signage will be allowed. Any additional signage found will be removed and discarded by ASH.

Companies are not permitted to post promotional signs or literature in hotel lobbies. Sandwich boards and/or persons handing out promotional materials are prohibited. Standing in the public areas of the hotel lobby and hallway to promote your symposium is strictly prohibited. This will be closely monitored, and companies found violating these guidelines risk penalties from ASH. Management companies handling logistics are responsible for following these guidelines as well.

Please note, the Satellite Symposia organizer is ultimately responsible for marketing and promoting Satellite Symposia programming. As a promotional benefit to the companies hosting a Satellite Symposia, ASH will provide the following:

The pre-registration attendee list will also be available for purchase. For mailing list inquiries and orders, please contact Kelly Cade at [email protected].
A listing of each symposium, including narrative description, location, contact information, and registration and program related hyperlinks placed on the ASH website and on the meeting platform.
Three email blasts to registered attendees, which will list the Satellite Symposia title, time, and location. E-blast schedule will be listed closer to ASH meeting dates.

In addition, the pre-registration attendee mailing list will be available for purchase for $250. ASH pre-approval of all mailing pieces is required. Sample mail pieces must be emailed along with the mailing request form to Kelly Cade, ASH Grants and Satellite Symposia Manager, Consultant, at [email protected]. Please review the Important Dates and Deadlines below.

Satellite Symposia Program Requirements

In-person Opportunity

ASH meeting registration is not a requirement for admittance to Satellite Symposia. Please note, the organizer is ultimately responsible for marketing and promoting programming.
ASH requires that on-site registration (outside the symposium room) be limited to one six-foot table.
The room will be set to accommodate the space capacity. Any requested changes to the room set must be arranged directly with the hotel.
Symposium presentations must be contained within your assigned room. Video overflow to adjacent rooms will not be permitted.
Registration and food functions may not begin prior to or be held after the assigned time frame.

Virtual Opportunity

ASH meeting registration is not a requirement for admittance to Satellite Symposia. Please note, the Satellite Symposia organizer is ultimately responsible for marketing and promoting Satellite Symposia programming.
The virtual Satellite Symposia can be either a pre-recorded or live session. It is the responsibility of the Satellite Symposia organizer to provide ASH with a link to the program content.
ASH will be posting your pre-recorded or live program link on the Satellite Symposia page of the ASH MHM webpage on hematology.org.
The program may be up to 60-70 minutes in length and may include one 20-30 minute live/interactive question and answer (Q&A) session, for a total of a 90 minute Satellite Symposia program. The Satellite Symposia organizer is responsible for the creation and delivery of the virtual Satellite Symposia program, and for providing the link to ASH to post.
Pre-recorded video, as a link to an embedded video, or live program link to be shared with Kelly Cade, no later than August 22, 2022.

Audio/Visual

The in-person Satellite Symposia organizer is responsible for arranging their audio-visual needs directly with the hotel’s in-house provider or via a hotel-approved third-party vendor. It is the organizer’s responsibility to confirm any/all outside vendors directly with the hotel.

The virtual Satellite Symposia organizer is responsible for arranging their audio-visual needs.

Priority Points

Every partnership is important to ASH. In exchange for your company’s support, ASH ensures appropriate acknowledgment of all contributions and assigns exhibitor priority points according to the scale below. The combination of three years of support make up your company’s ranking. Specifically, the annual meeting ranking will be determined by points accumulated in 2020, 2021, and 2022. The ranking determines future exhibit booth placement and group housing block placement for the ASH Annual Meeting and Exposition.

You will receive one priority point for every $2,500 by supporting a symposium.

Penalties for Violating ASH Policies

Priority points will be reduced.
The company may not be eligible for participation in future Satellite Symposia.
The company may not have access to ancillary meeting space in future years.
The company may not participate as an exhibitor in future years.

Cancellation Policy

All Satellite Symposia cancellations must be submitted to in writing to [email protected].

Any cancellation requests received on or after August 5, 2022, will incur a 100 percent cancellation penalty. The Satellite Symposia host will be issued no refund of any monies received by ASH for cancellation.

Cancellation of Meeting

It is mutually agreed that in the event of cancellation of this meeting as a result of strikes, acts of God, war, terrorism, disaster, government regulations or other causes that prevent its scheduled opening or continuance, this agreement will be terminated immediately. ASH shall determine an equitable basis for refund of a portion of the Satellite Symposia fee as possible, after due consideration of expenditures and commitments already made.

Important Dates and Deadlines

July 22, 2022 (by 11:59 p.m. PST)

Deadline Satellite Symposia application submissions

August 1, 2022

Acceptance letters emailed by ASH; following acceptance, please submit your Satellite Symposia registration site links to ASH at your earliest convenience in order to post them on the program website
Deadline to submit mailing list request form to [email protected]. (your mailing piece(s) must be pre-approved by ASH)

August 5, 2022

Satellite Symposia signed letter of agreement due to ASH via [email protected].

August 8, 2022

Satellite Symposia payments are due to ASH.

August 22, 2022

Last day to submit listing updates for the ASH website and meeting platform.
Last day to submit registration site links for ASH to post on the website and meeting platform.
Deadline to submit all promotional and educational materials (invitations, websites, etc.) to ASH for review and approval

October 3, 2022 (by 11:59 p.m. PST)

Deadline to submit a one-page summary evaluation and final attendance count to ASH at [email protected].

Questions?

Please contact Kelly Cade, ASH Grants and Satellite Symposia Manager, Consultant, at [email protected].