HOLD A MEETING OR EVENT AT NASS

Transcription

1 HOLD A MEETING OR EVENT AT NASS OBTAIN APPROVAL FROM NASS IN TWO EASY STEPS. STEP 1: Submit a Meeting Request Form. Exhibiting Companies: Exclusive period runs until August 15 Non-Exhibiting Companies: Apply after August 15 Hotels have been informed that space should not be held or contracted until approval has been granted by NASS. STEP 2: Your event is reviewed and approved by NASS in writing. You will work directly with the venue of your choice to finalize all details including the assignment of event space. NASS will provide venue contact information in the approval letter. It is the responsibility of the exhibiting company to ensure that all company personnel or third party agents involved in meeting arrangements are aware of and adhere to the meeting event regulations listed in this document and the NASS Exhibit Prospectus.

2 EVENT DETAILS EVENT CATEGORIES There are several categories of events: zstaff/company Meeting Attendance is limited to staff of the company (exhibit company, university or non-profit organization) holding the event. No NASS 2017 Annual Meeting attendees may attend unless the individual is an employee of the company holding the event or sits on the Board of said company. There are no date or time restrictions; however these meetings require approval from NASS. zeducational/symposia Event An activity that includes formal presentations, speakers, work shop, consultant training, equipment demonstrations or procedural instruction will be considered an educational event. The event may be sponsored by your company and run by a third party to educate attendees. CME may or may not be offered but CME accreditation will not be offered by NASS. zfocus Group/Market Research/Investigator This type of event targets a specific group of attendees to obtain specific data or share data on clinical trials. These are closed, invitation only events. Participation is limited to less than 50 attendees. zsocial Function Receptions, dinners, and other events where there is no educational programming offered to attendees. If a social event is held in conjunction with an educational program, the event would be considered a Symposia. zbusiness Meeting An event primarily focused on investors who are not medical professionals registered for the NASS 2017 Annual Meeting. This type of meeting may be held in the morning, lunch or evening. DATES AND TIMES Exhibitor functions are permitted at the following times: Tuesday October 24 Wednesday October 25 Thursday October 26 Friday October 27 All Day* 6:00 7:15 a.m. 6:00 7:15 a.m. 6:00 7:15 a.m. 5:30 p.m. Evening 5:30 p.m. Evening 5:00 p.m. Evening Do not begin registration or travel to the event earlier than the designated times. *A limited number of Instructional courses (ticketed events) organized by NASS will be held during the day. The NASS Welcome Reception will be held on Tuesday, October 24 from 6:00 8:00 p.m. CANCELLATION POLICY Once approved, NASS must be notified in writing of the event cancellation. Meeting venues may assess a cancellation fee. 2

3 OFF-SITE MEETING VENUES NASS HOTEL BLOCK Sleeping rooms have been contracted at the following hotels as part of the NASS official group housing block for the meeting. NASS is not holding meeting space at any of the listed properties specifically for company use. Meeting space is subject to availability based on hotel demand and current occupancy factors. Please note that any hotel you wish to select will require that you receive NASS approval of your Meeting Space Request prior to reserving function space. NASS cannot guarantee that a company s sleeping rooms will be assigned in the same hotel as the exhibitor meeting. 1 DoubleTree by Hilton Hotel Orlando at SeaWorld 2 Hilton Orlando 3 Hyatt Regency Orlando (HQ) 4 Renaissance Orlando at SeaWorld 5 Rosen Centre Hotel 6 Rosen Plaza Hotel Why does my company need to submit a meeting request form? All exhibitor sponsored meetings and events are reviewed to be ensure that the events do not conflict with the NASS educational program offerings. The meeting requests are reviewed in the order received. Events Held at Non-hotel Venues A Meeting Space Application is required for events held at local venues such as restaurants and museums. NASS will review the event details to ensure the event does not conflict with the official NASS program and social functions. Orange County Convention Center Rent an Exhibitor Business Suite to host your meeting right on the show floor. For information on rental click here. Meeting rooms are not available at the Orange County Convention Center. Hyatt Regency Orlando Arrange meeting space at this convenient venue that allows NASS attendees to utilize the newly opened skywalk bridge connecting to the West Concourse of the Orange County Convention Center. Click here to view customized seasonal menus, unique event space options, and other benefits for hosting your event at Hyatt Regency Orlando. Provide offer code: NASSAFILIATE to your Event Sales Manager to receive double World of Hyatt points. 3

4 REGULATIONS INVITATION/PROMOTION CONTENT NASS must review and approve all promotional materials prior to printing and/or distribution posting. This includes announcements, invitations, including envelopes, advertising, Web sites, etc. NASS is not responsible for any costs incurred for changes that necessitate the reprinting of materials. Also, to avoid potential delays or misunderstandings, be certain that all employees of the CME Provider, Sponsor, Commercial Supporter, Activity Organizer and all agents are made aware of these policies. Distributing unapproved invitations may result in the cancellation of the event. Implied NASS Endorsement Prohibited/Use of NASS Name, Logo or Seal The NASS name, logo or seal may not be used in a company s promotional materials: You may use the NASS2017 Exhibitor Logo: There can be no implication in any promotional materials, on-site materials or after products, that they are presented in cooperation with NASS, or endorsed by NASS. Exhibitors may use phrases such as on their materials: Come see us at NASS2017, October 25-28, 2017 NASS2017 Visit us at NASS2017, Booth XXX BoothXXXX NASS2017 Always feel free to call and ask if you have alternate phrasing. In describing your events, you may not use phrases such as presented during, presented in conjunction with, preceding, or prior to the NASS2017. You may use the terminology while attending NASS2017. Educational event promotional materials must include the following statement on the front cover prominently and legibly: This event is not part of the official program as planned by the NASS 2017 Annual Meeting Program Committee. DISTRIBUTION OF APPROVED PROMOTIONAL MATERIALS All materials (signs, flyers, web information) regarding the industry sponsored events must be approved in advance by NASS. Submit your promotional materials for review to Cindy Tomala at ctomala@spine.org. Please allow two days for processing. Approved distribution methods for promotion materials: Advance mailings: A Mailing List Order Form will be posted at Within the confines of the exhibitor s booth The following distribution methods are not allowed: People posing as walking signs in the hotels or at the convention center Distributing materials outside of the exhibitor s booth, ie exhibit hall aisles, Convention Center lobbies, or hotel lobbies and restaurants. Hotel door drops EVENT MARKETING Advertising Companies hosting an event may purchase ad space in the Final Program to promote their event. Contact Jeff McCollian at , or jmccollian@spine.org Signage One 22 x 28 sign (provided by the exhibiting company) may be posted at the meeting room entrance where the event is being held, with the venue s approval CONDUCT OF MEETINGS Events must be contained within the room assigned and all costs associated, to include but not limited to meeting space rental, room resets, audio visual and food and beverage, are the responsibility of the host company. Registration outside of the meeting room is limited to no more than two tables. 4

5 REGULATIONS TRANSPORTATION FOR EXHIBITOR FUNCTIONS NASS shuttle buses cannot be used to transport attendees to or from exhibitor functions. To avoid confusion, exhibitor event shuttle buses may not use the NASS shuttle bus dropoff or pick-up areas at the convention center. CME ACTIVITIES CME activities must be planned in accordance with ACCME Essential Areas and Elements Criteria and the Standards for Commercial Support of Continuing Medical Education established by the ACCME. NASS does not provided CME accreditation for industry sponsored events. Funding In the event that a sponsor of an event receives outside funding, the sponsor must have a Letter of Agreement with any granting (supporting) company, acknowledge support received from industry, and disclose CME faculty and sponsor relationships of potential participants with the manufacturers of any commercial products discussed in an educational session. ACCME Standards require that individuals must disclose to learners any relevant financial relationships. Once the event has been approved, the CME provider and the commercial supporter(s) may not change. If the CME provider or the commercial supporter changes from what was approved on the application, approval of the event may be withdrawn. CME Event Violations Presenting content that is commercially biased; unbalanced or scientifically unsound, failure to make appropriate disclosures or maintain appropriate independence from the promotional goals/activities of commercial supporter(s), or other infractions of similar nature would be considered violations. Following notification of violation from NASS, the provider must send letters to the organizer, supporter(s) and speaker(s) of the activity outlining the infractions and penalties and emphasizing the importance of presenting unbiased, balanced and scientifically sound content with full disclosures and appropriate independence from the promotional goals and activities of commercial supporter(s). NASS will not reinstate the provider, following its probationary period, until this condition has been met. 5 MEETING EVENT VIOLATION POLICY To protect the integrity and the quality of company sponsored events and to ensure a successful outcome for all involved parties, NASS requires each event provider to agree that they, their employees, speaker(s) (if applicable), activity organizers and commercial supporters will observe all applicable NASS, ACCME, AMA and AdvaMed Guidelines. NASS reserves the right to restrict and/or dismiss at any time any event which it deems undesirable, in poor taste or offensive to attendees. CME Symposia: CME provider and sponsor are held responsible for the event. Promotional, Social Events or Focus Groups: The sponsor will be held responsible. Business Meetings: The company and sponsor will be held responsible. Sponsored events must be in compliance with the AMA s Ethical Opinion on Gifts to Physicians from Industry and AdvaMed. Although it is the responsibility of individual physicians to comply with this code, every effort should be made to ensure that attendees are not put in a situation that would be considered a violation of these guidelines. Penalties for Violation of Policy Any violation of the Rules and Regulations shall subject the sponsoring company to the following penalties determined by NASS: First Violation: Loss of the current year s priority points. Cancellation of event. Second Violation: Loss of one-half of the accrued points. Cancellation of event. Third Violation: Loss of the remainder of points.removal from the show floor. Cancellation of event and one year suspension of exhibiting privileges. Non-exhibiting companies: Cancellation of event and one year suspension of meeting/event privileges Failure to abide by these regulations can result in other actions deemed appropriate by NASS. Disciplinary action will be progressive according to the above sequence. However, a more severe penalty may be levied at the discretion of NASS without following the above sequence. NASS reserves the right to restrict and/or dismiss at any time any meeting/event that it

6 REGULATIONS deems undesirable. In addition, infractions can also result in losing the privilege to participate in future meeting events held in conjunction with NASS Annual Meeting. If a commercial supporter, activity organizer or speaker is involved in one or more events where infractions such as those described previously are cited and a trend is apparent, or if a single infraction is particularly offensive, NASS reserves the right to restrict the commercial supporter(s), the activity organizer(s), or the speaker(s) from participating in future satellite events held in conjunction with NASS Annual Meetings. Upon completion of the post-event evaluation process, NASS will issue a written notice outlining all infractions and consequent penalties to the provider/ sponsor, which is the entity ultimately held responsible for the event. Warnings and penalties from prior years may be taken into account. NASS reserves the right to terminate an event, at its discretion. In the event of such restriction or eviction, NASS will not be liable for any refunds or rentals or other program expenses. On-Site Monitoring Physician and staff monitors representing NASS may attend the industry sponsored events to audit compliance with these guidelines. CONTACT INFORMATION Cindy Tomala, NASS Exhibits Manager Phone: ctomala@spine.org 6

7 INDUSTRY SPONSORED MEETINGS AND EVENTS REQUEST FORM Meeting Dates: October 24-28, 2017 Any exhibitor that plans to hold an event or function that will take place during the NASS Annual Meeting must secure approval from NASS. Activities that include NASS Annual Meeting attendees cannot be scheduled during NASS scientific programming hours and may only be scheduled as listed below: Date Approved event times for industry functions Form not required if Tuesday, October 24 All Day renting a Business Suite Wednesday Thursday, October :00 7:15 a.m. and 5:30 p.m. Evening on the show floor. Friday, October 27 6:00 7:15 a.m. and 5:00 p.m. Evening Saturday, October 28 6:00 7:15 a.m. and 12:00 11:59 p.m. List all meetings, educational and social functions that your company is planning during the above dates. Complete one form per function; duplicate this form as often as needed. COMPANY INFORMATION Company: Contact Name: Address: City, State, ZIP: Phone: EVENT INFORMATION Title of Event: Preferred Venue: Date: Tuesday, Oct. 24 Wednesday, Oct. 25 Thursday, Oct. 26 Friday, Oct. 27 Saturday, Oct. 28 Function Hours: Start Time: End Time: Expected Attendance: Audience: Company Personnel Distributors Physicians Other: Event Type: Staff Meeting Social Event Focus Group/Investigator/Market Research Food service: Include food & beverage cost estimates per person for any event including food: Complete the following for educational events (events with formal presentations, speakers or product demonstrations) Educational Event: Intended Audience: Educational Function: Symposium Product Demonstration Will CME credit be offered? Yes No I accept the terms of the rules and regulations. Signature Written confirmation regarding approval will be sent to the individual listed above. Return completed form to: Cindy Tomala ctomala@spine.org or NASS, 7075 Veterans Blvd., Burr Ridge, IL USA NASS will provide venue contact information in the approval letter. Venues will confirm function space directly with applicant.