AAPA 2019 SATELLITE SYMPOSIUM GUIDELINES

Transcription

1 AAPA 2019 SATELLITE SYMPOSIUM GUIDELINES Sunday, May 19 COLORADO CONVENTION CENTER Denver, CO May 18-22, 2019 aapa.rg/cnference

2 Cntents Cnduct a Satellite Sympsium at AAPA Applicatin... 3 Timelines... 4 Prgram Cntent... 5 Speakers/Faculty... 6 AAPA CME Accreditatin Applicatin Prcedures... 7 Live Activity at Cnference... 7 After-Prduct Enduring Material... 7 Satellite Sympsium Scheduling... 9 Dates, Times and Fees fr Satellite Sympsia... 9 Included in the AAPA Satellite Sympsium Fee... 9 Rm Set-up Signs Marketing Opprtunities Pre-shw Advertisement Attendee Bag Inserts Freestanding Meter Bards Pre-cnference Plicies On-site Obligatins f Prvider upn Acceptance f Applicatin:... 16

3 Pst-cnference Obligatins f Educatinal Prvider upn Acceptance f Applicatin: Cmmercial Supprt Guidelines Cancellatin Plicy Vilatins... 17

4 Cnduct a Satellite Sympsium at AAPA 2019 PAs are ne f the fastest-grwing ccupatins in healthcare. There were mre than 123,000 PAs in all 50 states and the District f Clumbia as f December 31, 2017, and the PA prfessin is expected t grw by 37% by At the AAPA 2019 Annual Cnference, yu will find unparalleled access t PAs f many different backgrunds and specialties. Over 6,000 PAs frm every practice setting will gather at AAPA 2019 fr 5 days f prfessinal educatin, career enhancement, and netwrking. Take advantage f this unbeatable pprtunity by prviding a custmized event t this key audience. Jin AAPA in Denver, CO May 18-22, 2019 and cnduct a satellite sympsium! These sessins are nt part f the fficial AAPA Cnference prgram and are planned slely by the educatinal prvider. Applicatin Deadline fr applicatins is February 15, Late r incmplete applicatins will nt be accepted. The applicatin can be fund here. Please pay clse attentin t each required cmpnent f the applicatin and make sure all infrmatin is accurate. Incmplete applicatins will nt be reviewed. AAPA must be ntified f any changes made after submissin deadline which include, but are nt limited t, change in the management cmpany, crprate supprter(s), speakers, and the title f prgram. Acceptance is based n tpic, scientific cntent and ther criteria, as determined by AAPA. All prpsals must prvide a practice perfrmance gap analysis related t PA practice. The prvider is the rganizatin respnsible fr the educatinal cntent and develpment f a CME prgram (e.g., cmmunicatins cmpany, medical educatin cmpany, public relatins agency, etc.). A cmmercial interest may nt act as a prvider.

5 Applicatins must be signed by representatives accepting respnsibility fr the prgram. By signing the applicatin, each representative agrees t take respnsibility fr fllwing the AAPA Satellite Sympsium Guidelines. Please designate ne cntact persn with whm AAPA shuld cmmunicate, and wh agrees t share infrmatin with ther prgram representatives. Applicants will be ntified by March 1, 2019 f their tentative apprval and a frmal AAPA agreement will be sent, in which the day, time, and lcatin fr the sessin will be established. Final apprval, hwever, is cntingent upn AAPA s review f all marketing materials, electrnic cpies f all slides, handut materials, and nline CME evaluatin questins. These items are due n later than April 1, 2019, and applicants shuld allw a minimum f 10 business days fr the review f all materials. Materials submitted after April 1, r nt reviewed and apprved by AAPA may nt be used. Timelines Due Date Item Due February 15, 2019 Satellite Sympsia applicatins due March 1, 2019 Tentative AAPA apprval f cntent and AAPA Agreement sent t apprved prgrams March 15, 2019 AAPA Categry 1 CME Accreditatin applicatin due fr apprved Satellite Sympsium (nte: separate fees apply) April 1, 2019 Signed AAPA Agreement with full satellite sympsium fee and cpy f crprate supprter /letter frm all cmmercial supprters due t AAPA Electrnic cpies f all first draft slides, handut materials, and nline CME evaluatin questins must be submitted fr initial review Anticipate 10 business days fr review f all submitted materials Materials received after the deadline will be reviewed at the discretin f AAPA Materials that have nt been reviewed and apprved by

6 AAPA may nt be used April 15, 2019 Final infrmatin fr nline cnference scheduler due, including: Prgram title Funder acknwledgement Learning bjectives r educatinal gal Abstract Prgram faculty, credentials, and full disclsure infrmatin The fllwing materials are due fr final review and apprval: Marketing materials Syllabus cntent (electrnic r print) Signage (electrnic cpies) Final slides, handut materials, and nline CME evaluatin questins (electrnic cpies) Fr all materials: Anticipate a minimum f 10 business days fr the review f all submitted materials Materials received after the deadline will be reviewed at the discretin f AAPA Materials that have nt been reviewed and apprved by AAPA may nt be used Prgram Cntent Tpic selectin must be based n a needs assessment and that needs assessment must be prvided t AAPA. PA perfrmance gap analysis must be articulated. Final slides will be reviewed and apprved by AAPA fr scientific accuracy and t ensure that they cntain a fair discussin f available treatment ptins (see imprtant dates fr timelines and review perids). At least ne member f the faculty must be a PA.

7 All speakers, planners, and anyne in the psitin t cntrl cntent must disclse all financial relatinships with an ACCME-defined cmmercial interest ccurring within the past 12 mnths. As an additinal safeguard t mnitr the cnduct and cntent f the Satellite Sympsium, annymus bservers may be present in all sessins. These individuals will be charged with ensuring cmpliance with AAPA plicies. Speakers/Faculty AAPA excludes members f the fllwing grups frm participating as faculty r speakers: AAPA Bard f Directrs JAAPA Editrial Bard Cmmissin n Cntinuing Prfessinal Develpment and Educatin Applicatins including members f the abve grups will be disqualified. Disclsure infrmatin fr each speaker must als be submitted with the AAPA Categry 1 CME Accreditatin applicatin by March 15, There are n exceptins.

8 AAPA CME Accreditatin Applicatin Prcedures Live Activity at Cnference Prviders f Satellite CME events that are apprved t hld an event must apply fr AAPA Categry 1 credit and successfully cmplete the AAPA CME accreditatin prcess. An applicatin fr apprval f live activities fr CME credit must be submitted via the nline applicatin. The CME applicatin review prcess can take up t tw weeks, and CME prviders hsting satellites must be apprved fr AAPA Categry 1 credit prir t the satellite taking place. The CME accreditatin fee is separate frm the satellite sympsium administrative fee. Prviders must submit their activity fr AAPA CME credit nline by March 15, Questins abut the AAPA CME credit applicatin prcess may be directed t cmeapprval@aapa.rg. If the prgram cntent r title riginally described n the applicatin t hld a satellite event is different frm the prgram cntent submitted n the AAPA CME accreditatin applicatin frm, the AAPA reserves the right t deny the applicatin fr credit and the applicatin t hld a satellite event. After-Prduct Enduring Material Expand the reach f yur cntent by develping enduring material and distributing it via AAPA s Learning Central! Prviders may develp after-prduct enduring material(s) (nline, vide, CD ROM, mngraph, etc.) frm the cntent f the Satellite Sympsium and ptentially reach AAPA s entire PA database that includes ver 57,000 members and 40,000 nnmembers. Activities hsted within Learning Central typically receive anywhere between 500 and 3,000 additinal participants depending n the activity tpic. Fr a ttal fee f $13,600, this enduring material ptin includes: 12 mnths f hsting n Learning Central Integratin int the Learning Central CME Catalg and indexing fr ptimal expsure Peridic inclusin in the Featured CME sectin f Learning Central Quarterly participatin reprts

9 Final reprt f all assessment data CME Accreditatin apprval fr a perid f ne year N reference may be made t the AAPA 2019 Cnference when prmting the enduring material. Cntact cnferencecme@aapa.rg fr mre infrmatin n hsting enduring materials n Learning Central.

10 Satellite Sympsium Scheduling Space fr each seminar will be assigned by AAPA. Space assignments will be cnfirmed by March 1, Cntact Allie Levy at r alevy@aapa.rg fr additinal lgistical infrmatin Dates, Times and Fees fr Satellite Sympsia Satellite Sympsia will be scheduled n the fllwing dates/times at the Clrad Cnventin Center: Sunday, May 19, Mnday, May 20, and Tuesday, May 21 Dinner - 5:30-8 p.m. Fees The fee fr dinner sympsia is $75,000. AAPA des nt guarantee attendance, and n refunds r partial refunds will be made if the attendance is less than anticipated. Fr tentatively apprved activities, the prgram fee is due and payable t AAPA n later than April 1, Fees payable by check shuld be sent t: AAPA Attn: Satellite Sympsia 2318 Mill Rad, Suite 1300 Alexandria, VA Applicants are required t submit supprt statements frm all cmmercial supprters s that each cmpany may be listed as a supprter in meeting materials. Included in the AAPA Satellite Sympsium Fee Needs-based review

11 Cntent review Cmpliance review Psting n the AAPA Cnference 2019 website Psting n AAPA mbile app Listing in digital cnference materials Cmplimentary cnference registratin (nly fr day f sympsium) fr rganizers and faculty One cmplimentary pre-registratin mailing list (estimated number 2,000, dependent upn timing) fr use t prmte the sympsium. The list will be supplied by request and must be sent t a bnded mailing huse. The prvided list is fr ne-time use nly and will be mnitred fr additinal use. Lists include mailing addresses nly and d NOT include phne, fax r infrmatin. Lists with infrmatin and any subsequent lists must be purchased by cntacting Tny Manigrss (tmanigrss@aapa.rg). Tw sessin readers t be used fr scanning in attendees. Sessin reader units are picked up and returned t Jasn Arayata with Experient at the On-Site Registratin desk in the cnventin center as fllws. An rder frm fr additinal sessin reader units (at yur cst) will be prvided with the cuntersigned AAPA Agreement at yur request. Cmpany will respnsible fr any fees assciated with replacing missing units if they are lst r nt returned. Pick up prir t 5:00 p.m. the day f dinner sympsia Return the same evening Rm Set-up Rm set-up banquet style fr a maximum f 350 peple this des NOT guarantee an audience f 350 Access t assigned meeting rm Dinner sympsia - 3:30 p.m. day f sympsium Basic audi-visual setup including:

12 One screen LCD prjectr Cmbinatin slide advancer/laser pinter Sund Amplificatin Mixer Lavaliere micrphne Pdium micrphne Standing micrphne NOTE: Additinal staging and/r AV requests are at the expense f the sympsia rganizer. Arrangements must be made with the facility, and rm must be returned t riginal set at yur expense. Speaker ready rms will be available based n first cme-first served basis. Cntact Allie Levy at alevy@aapa.rg. Requests fr access t the assigned meeting rms earlier than tw hurs must be apprved directly with Allie Levy at alevy@aapa.rg. Sympsium lectures must be cntained within yur assigned rm. Vide verflw t ther rms will nt be permitted On-site registratin may nt begin prir t 5:15 p.m.

13 Signs One (1) 22x28 sign may be placed utside f the assigned rm. Invitatins, tickets, etc., may be distributed by mail, , r in the supprter's exhibit bth (if exhibiting). Any ther frm f distributin (including frm a htel r the cnventin center lbby) is strictly prhibited. This includes, but is nt limited t, hand distributin f invitatins r buttnhling PAs at htels r the cnventin center. Cntact the Cnventin Service Manager f yur assigned facility fr specific signage placement guidelines. Marketing Opprtunities Fr all marketing pprtunities, materials must als be apprved by yur AAPA Satellite Sympsium cntact prir t submissin with the applicable frm (satellite sympsium marketing applicatin frm, attendee bag inserts applicatin, r freestanding meter bards applicatin frm). Please allw a minimum f 10 business days fr apprval f the marketing materials. Cntact Tny Manigrss at r tmanigrss@aapa.rg t discuss marketing strategies fr yur event. Pre-shw Advertisement $5,125 Banner advertisements n the AAPA app reach the entire PA audience and run frm time f rder until July 1, Attendee Bag Inserts $5,250 each Bag inserts are the nly items that will be included in the cnventin bags aside frm the essential shw materials distributed t all registered attendees n site. Yu may prvide a print piece advertising yur satellite sympsium.

14 Freestanding Meter Bards $3,150 each/3 signs fr $12,500 Freestanding signs are an effective, affrdable way t cmmunicate with attendees. These tw sided signs display yur message in high traffic areas f the cnventin center, inspiring curisity abut yur satellite sympsium. Each sign is apprximately 1 meter wide by 2 meters tall. T learn mre abut AAPA s marketing pprtunities, visit the Spnsrship page r cntact Tny Manigrss at r tmanigrss@aapa.rg.

15 Pre-cnference Plicies Upn acceptance f a Satellite Sympsium prpsal, the fllwing are additinal cnditins t which the prvider will be held accuntable: AAPA reviews all sympsia applicatins and prmtinal materials and reserves the right t reject tpics, frmats r materials deemed inapprpriate fr any reasn. The educatinal prvider is slely respnsible fr all marketing/prmtinal/audience generatin effrts. AAPA is nt respnsible fr audience generatin and des nt guarantee a minimum number f attendees. Prir t submitting invitatins r prmtinal mailing prfs t AAPA fr apprval, please make sure that the fllwing infrmatin is included: Name and cntact infrmatin f prvider fr questins. Acknwledgement f all cmmercial supprt. Disclaimer statement: This sympsium is neither supprted, spnsred, nr endrsed by AAPA. AAPA CME Accreditatin Statement: This prgram has been reviewed and is apprved fr a maximum f AAPA Categry 1 CME credits by the AAPA Review Panel. PAs shuld claim nly thse hurs actually spent participating in the CME activity. This prgram was planned in accrdance with AAPA CME Standards fr Live Prgrams and fr Cmmercial Supprt f Live Prgrams. This prgram was supprted by an educatinal grant frm. (Or ther statement, as required by funder) Educatinal prvider must final drafts f all prgram marketing materials t AAPA (cnferencecme@aapa.rg) fr apprval prir t printing and allw a minimum f 10 business days fr review. Materials received after the deadline will be reviewed at AAPA s discretin. Materials that have nt been reviewed and apprved by AAPA may nt be used.

16 If yur sympsium will nt include a meal, the fllwing phrase must be prminently included in bld fnt n all signage, marketing, and pre-sympsium materials distributed t ptential attendees and registrants: N meal r ther fd r beverage is prvided with attendance at this activity. Educatinal prvider will crdinate all speaker crrespndence and arrangements (AAPA must be ntified immediately in writing f any changes in speakers. Final speaker apprval is at the discretin f AAPA) AAPA staff des nt make travel and/r htel arrangements fr Satellite Sympsium speakers. Educatinal prvider is respnsible fr all seminar registratin, including temprary registratin persnnel nsite.

17 On-site Obligatins f Prvider upn Acceptance f Applicatin: Upn acceptance f a Satellite Sympsium prpsal, the fllwing represent the n-site cnditins t which the prvider must agree: Educatinal prvider must prvide print r electrnic prgram syllabus t participants. The syllabus cntent must be submitted t AAPA fr review and apprval n later than April 1, Allw a minimum f 10 business days fr review and apprval f all submitted materials. Materials received after the deadline will be reviewed at AAPA s discretin. Materials that have nt been reviewed and apprved by AAPA may nt be used. Educatinal prvider must prvide evaluatin mechanism/pprtunity t participants. The evaluatin must include questins that assess the degree t which the sessin cntained fair balance. AAPA reserves a minimum f 10 business days fr review f the evaluatin questins, and any late materials will nly be reviewed at AAPA s discretin. Any materials nt reviewed and apprved may nt be used in cnjunctin with the satellite. Pst-cnference Obligatins f Educatinal Prvider upn Acceptance f Applicatin: Upn acceptance f a Satellite Sympsium prpsal, the fllwing represent the pstcnference cnditins t which the prvider will be held accuntable: Educatinal prvider must prvide aggregate evaluatin t cnferencecme@aapa.rg n later than July 1, Cmmercial Supprt Guidelines Educatinal prviders are expected t abide by ACCME Standards fr Cmmercial Supprt and AAPA CME Criteria.

18 Please attach a cpy f yur acceptance ntificatin letter/ frm the cmmercial supprter with yur applicatin fr verificatin f cmmercial supprt. Cancellatin Plicy All cancellatins must be submitted t AAPA in writing t cnferencecme@aapa.rg. Cancellatins received in writing thrugh March 31, 2019 will incur a 10% cancellatin fee. Cancellatins received in writing April 1 thrugh April 14, 2019 will incur a 50% cancellatin fee. Cancellatins received in writing after April 15, 2019 will incur a 100% cancellatin fee and the hst will be issued n refund f any mnies received by AAPA fr cancellatin. Vilatins AAPA, at its sle discretin, reserves the right t revke privileges fr future Satellite Sympsia fr any r prvider invlved in planning a Sympsium wh des nt cmply with the abve-mentined guidelines. AAPA reserves the right t cancel sympsia f cmpanies wh vilate the guidelines n-site prir t their scheduled sympsia. AAPA reserves the right t apply ther remedies that AAPA determines are apprpriate.