Host a Virtual Independent Satellite Symposia at the ASH Meeting on Hematological Malignancies: A Virtual Experience

Guidelines for Virtual Independent Satellite Symposia

The Independent Satellite Symposia (ISS) are industry-sponsored, CME-certified programs offered 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. 

Application Requirements

Independent Satellite Symposia should be unique and answer an unmet educational need. ISS applications and proposals must be submitted online by the deadlines stipulated on the following page under “Host a Satellite Symposia”:

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 email notifications, and placement on the ASH website.

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

Submitting Multiple Applications

ASH will accept up to two 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.

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 “next steps” guidance, as well as an invoice and letter of agreement.

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

ISS Opportunities

Since MHM will be a virtual meeting in 2020, ASH will not limit the number of virtual ISS programs offered. Click on the link below for meeting information.

ISS Fee

A flat rate of $12,500 will be applicable for each ISS.

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.

All expenses associated with approved ISS virtual programs, such as audio-visual, website hosting, and non-ASH promotion are the sole responsibility of the ISS organizer. ASH is not responsible for any charges incurred for the symposium.

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

CME Accreditation

All ISS 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 CreditTM. 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 ISS 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 to [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 program listed below are strictly prohibited from participating in ISS. Click on the following link and navigate to the “Program Schedule” page on the meeting’s website for all confirmed program speakers.

Disclosure information for each ISS 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 an ISS for participation in ASH's Education or Scientific Committee sessions.

Educational Materials

A one-page evaluation summary report, including a final attendance count, must be sent to Kelly Cade, ASH Grants and Satellite Symposia Manager, Consultant, at [email protected] by the deadline stipulated on the appropriate meeting page 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 ISS accreditation (i.e., if an ISS 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 ISS

ASH must review and approve all promotional materials created by symposia organizers in conjunction with the ISS, including invitations, announcements, fliers, and websites (including banner advertisements on websites). 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 information on the following page:

All companies hosting an Independent 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, advertisement, publication, or other material requires prior written approval by ASH. To request approval, email [email protected].
  • Because ISS 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 an "Independent Satellite Symposium on [title].

As a promotional benefit to the companies hosting an ISS, ASH will provide the following:

  • A listing of each symposium, including narrative description, location, contact information, and registration hyperlinks placed on the ASH website and in the meeting’s virtual platform.
  • Email E-blasts to registered attendees, which will list the ISS title, time, and location. E-blast schedule will be listed closer to ASH meeting dates.
  • ASH will offer the registration list for this meeting for one-time purchase and use. The purchased mailing list will include each registrant’s contact name, degree, organization, and full address. The mailing piece must be approved by ASH prior to receiving the list.
  • Please refer to the individual meeting pages below for specific deadlines:

ISS Registration and Virtual Set-Up

  • ASH will be posting your pre-recorded video on the ISS page of the ASH MHM virtual experience platform. The video will be accessible for on demand viewing from August 27 through September 12, 2020.
  • Presentation 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 ISS program. The ISS organizer is responsible for the creation and delivery of the virtual ISS program, and for providing the link to ASH to post.
  • Pre-recorded video to be shared with Kelly Cade, as a link to an embedded video, no later than Thursday, August 20, 2020.
  • 20-30 minute live/interactive Q&A sessions must be hosted by ISS organizers on their host site on the following dates, only:
    • Wednesday, September 2
    • Friday, September 4
    • Monday, September 7
    • Wednesday, September 9
  • ASH meeting registration is not a requirement for admittance to ISS. Please note, the ISS organizer is ultimately responsible for marketing and promoting ISS programming.

Audio/Visual

The ISS organizer is responsible for arranging all necessary 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 following scale:

  • You will receive one (1) priority point for every $2,500 by supporting a symposium.

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 2018, 2019, and 2020. The ranking determines future exhibit booth placement and group housing block placement for the ASH Annual Meeting and Exposition.

Penalties for Violating ASH Policies

  • Priority points will be reduced.
  • The company may not be eligible for participation in future ISS.
  • 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 ISS cancellations must be submitted to ASH in writing to [email protected].

For specific cancellation deadlines for ISS events hosted at different ASH meetings, please review information on the pages below under “Host a Satellite Symposia”:

  • ASH Meeting on Hematologic Malignancies

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 ISS fee as possible, after due consideration of expenditures and commitments already made.

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