AUA Summit - Exhibitor Function Requests and Guidelines

advertisement

Exhibitor Function Requests and Guidelines

Exhibitor Central

I. Introduction

Exhibitors are permitted, with written AUA approval, to hold ancillary "exhibitor-sponsored" events during AUA2019 per the function guidelines in Section II below.

Events Held Outside of AUA Hotel Meeting Space

All events taking place outside of AUA hotel meeting space are subject to the Exhibitor-Sponsored Event Guidelines in Section II below and must be approved by the AUA. This includes any and all events that are taking place during AUA2019 on Thursday, May 2 – Monday, May 6, 2019 with AUA attendees present regardless of the location (restaurants, AUA official or unofficial hotels, special event venues, etc.) as well as company-wide meetings (staff offices, pre-con meeting space, etc.).

Events Held in AUA Hotel Meeting Space

AUA offers its assistance to exhibitors who wish to secure AUA contracted meeting space for functions taking place during AUA2019 on Thursday, May 2 – Monday, May 6, 2019. The AUA has reserved space at the following nearby hotels: Hilton Chicago, Hyatt Regency McCormack Place (co-headquarters) and Marriott Marquis McCormack Place (co-headquarters). Hotels will not reserve meeting rooms/function space to any group without prior written AUA approval.

How to Request Approval and/or Meeting Space
  • Read the Exhibitor Function Guidelines below—before you submit your form(s), you must acknowledge that you have read and understand the Exhibitor-Sponsored Event Guidelines.
  • Exhibitors must complete and submit the Exhibitor Sponsored Event Approval/Space Request Form located at the end of this document.
  • Requests for space shall be considered on a first-come, first-served basis beginning in December 2018.
  • The deadline to submit your form(s) is Friday, March 15, 2019.

Please note: Permission to hold exhibitor-sponsored events is restricted to companies who have a presence in the Science & Technology Hall and are therefore considered "exhibitors." If you do not currently have a presence in the Science & Technology Hall and would like more information on these opportunities, please contact exhibits@AUAnet.org.

II. Function Guidelines

1. Prohibited Events

Competing educational functions of any kind will not be allowed during the AUA Annual Meeting (Thursday, May 2 through Monday, May 6):

With the exception of AUA-approved "Permissible Educational Events," the AUA does not permit the development or implementation (in any media form) of symposia, educational activities or special programs supported by commercial firms, organizations, third-party firms or universities that are directed toward meeting attendees at any time during the Annual Meeting.

2. Types of Approved Meetings

Exhibitors may, with prior written AUA approval, hold certain types of exhibitor-sponsored events during AUA2019 in Chicago from Thursday, May 2 through Monday, May 6, 2019.

(Time restrictions also apply. Please see chart below in 3. Date and Time Restrictions for Exhibitor-Sponsored Events)

Types of permitted meetings include:

  1. Exhibit Company Staff Rooms
    1. Offices: Rooms reserved on a 24-hour basis for exhibit company staff to use as an office, workroom, hospitality suite or meal room. AUA2019 attendees are not permitted in this space unless they are a full-time employee of the exhibiting company for which the room is reserved.
    2. Meeting Rooms: Rooms reserved for exhibit company staff to use as a space to hold a pre-con meeting or a daily debrief meeting. AUA2019 attendees are not permitted in this space unless they are a full-time employee of the exhibiting company for which the room is reserved.
  2. Social Functions

    Social functions are networking events only with no educational components. This includes events such as receptions and dinners held at nearby restaurants or special event venues.
  3. Committee Meetings and Advisory Board Meetings

    Meetings of committees, task forces or advisory members, executive boards of exhibiting companies, universities, or nonprofit organizations, sponsored and financially supported by a pharmaceutical / biotech organization, academic center or nonprofit and focuses on genuine need, benefits patient welfare and documents outcomes and advances in Urology. Attendance is limited to 29 participants.
  4. Investigator/KOL/Thought Leader Meetings

    Sponsored and financially supported by a pharmaceutical / biotech organization, academic center, nonprofit organization or consortium. Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency approved protocol and must review or conduct results of a specific study, current clinical trial or products. Promotional meetings for data presentation or to launch a drug or study are prohibited. Attendance is limited to 29 participants.
  5. Permissible Education Events

    The AUA also allows "Permissible Educational Events," which are special events created for industry sponsorship by AUA. These events are of limited availability and must be reserved through AUA. Your program application for these events will suffice as your Exhibitor-Sponsored Event Approval Form. The content of "Permissible Educational Events" should not duplicate content presented in AUA-sponsored educational programs. These events are as follows:
    1. Satellite Symposia: CME Programming

      Satellite Symposia are strictly educational meetings that offer CME credit and a modest meal as defined by the American Medical Association guidelines. The AUA does not provide CME credit for these events; however, designation of AMA PRA Category 1™ credit is required. A support fee is attached to this event and additional benefits accompany this opportunity. For more information on this program, contact Mikayla Barlett at mbarlett@AUAnet.org.
    2. Industry Clinical Update Theaters (ICU Theater): Non-CME Programming

      The ICU Theater is the premiere venue for industry to hold non-CME educational programming regarding new products and services and the latest in data and research findings to meet patients' needs. A limited number of 60 minute timeslots will be available both inside the theater located within the Science & Technology Hall as well in a prominent meeting space within the convention center. There is a fee associated with this event which includes the theater space (seating for 400), a basic A/V package, as well as a generous promotional package. These events are heavily promoted by the AUA and open to all AUA2019 attendees. For more information, contact Keith Price at kprice@AUAnet.org.
    3. Business Bistros: Non-CME Programming

      Business Bistros are a smaller, less formal venue (seating for 75) located within the Science & Technology Hall for industry to hold non-CME educational programming. Timeslots are 30 minutes and each supporting company will have their choice of two. There is a fee associated with this event which includes the bistro space, light food and beverage, a basic A/V package, as well as a generous promotional package. These events are heavily promoted by the AUA and open to all AUA2019 attendees. For more information please contact Diana Vacchiano at dvacchiano@AUAnet.org.
    4. Industry Scientific Updates (ISU): Non-CME Programming

      The Industry Scientific Update is an opportunity for AUA exhibitors to hold invitation-only educational events. (This includes social events or meals with an educational component.) These events are private and will not be promoted by the AUA. A fee is attached to this event which includes meeting space in the convention center or an official AUA hotel and a basic A/V package. Fees vary based on anticipated attendance. For more information, contact Keith Price at kprice@AUAnet.org.

3. Date and Time Restrictions for Exhibitor-Sponsored Events

In order to maximize attendee engagement in the scientific program and the Science & Technology Hall, we limit the number of available ancillary exhibitor-sponsored events, as well as the times they are offered. Please see the chart below for a full list of exhibitor-sponsored events and the time restrictions associated with each.

Event

Thursday
May 2

Friday
May 3

Saturday
May 4

Sunday
May 5

Monday
May 6

Exhibit Company Staff Offices

Unrestricted

Unrestricted

Unrestricted

Unrestricted

Unrestricted

Exhibit Company Staff Meeting Rooms

Unrestricted

Unrestricted

Unrestricted

Unrestricted

Unrestricted

Social Functions (including transportation time)

After 7:30 p.m.

After 7:30 p.m.

After 7:30 p.m.

After 7:30 p.m.

After 7:30 p.m.

Committee Meetings and Advisory Boards

Unrestricted

Before 9 a.m.
After 4 p.m.

Before 9 a.m.
After 4 p.m.

Before 9 a.m.
After 4 p.m.

Before 9 a.m.
After 1 p.m.

Investigator Meetings/KOL/Thought Leader Meetings

Unrestricted

Before 9 a.m.
After 4 p.m.

Before 9 a.m.
After 4 p.m.

Before 9 a.m.
After 4 p.m.

Before 9 a.m.
After 1 p.m.

Satellite Symposia

Per contract with AUA

Per contract with AUA

Per contract with AUA

Per contract with AUA

Per contract with AUA

Industry Clinical Update Theaters (inside the S&T Hall)

Unavailable

Per contract with AUA

Per contract with AUA

Per contract with AUA

Unavailable

Industry Clinical Update Theaters (outside the S&T Hall)

Per contract with AUA

Per contract with AUA

Per contract with AUA

Per contract with AUA

Per contract with AUA

Business Bistros

Unavailable

Per contract with AUA

Per contract with AUA

Per contract with AUA

Unavailable

Industry Scientific Updates

Unavailable

Before 8 a.m.
After 6 p.m.

Before 8 a.m.
After 6 p.m.

Before 8 a.m.
After 6 p.m.

Before 8 a.m.
After 6 p.m.

4. AUA Speaker/Faculty Guidelines

AUA Speaker/Faculty Guidelines for Participating in Industry-Sponsored Programs at the Annual Meeting

  1. Key AUA Leadership is not permitted to participate in industry-sponsored programs of any kind.

    Key leadership includes the AUA Board of Directors, Chair of Education, Chair of Global Initiatives, Editor of The Journal of Urology®, Chair of Publications, Chair of Public Policy Council, Chair of Science & Quality Council, Chair of Coding and Reimbursement Committee, Chair of Practice Guidelines Committee, and Chair of Judicial and Ethics Committee.
  2. Plenary Session participants may not speak at an industry exhibit booth, Industry Scientific Update Program*, or Official AUA Non-CME Industry Program** during the official days of the Annual Meeting. A pre-taped video presentation at an exhibit booth is acceptable.

    Plenary Session participants are allowed to present data at AUA press conferences at the Annual Meeting.
  3. Select AUA CME program moderators, directors, chairs, and faculty (see attached list of included AUA programs) may not speak at an industry exhibit booth or at an Industry Scientific Update program*. A pre-taped video presentation at an exhibit booth is acceptable.

    Presentations may be made at Official AUA Non-CME Industry Programs**, provided the following criteria are met:
    1. Proper disclosure of any relationship the presenter has with the supporting company
    2. The presentation is original and not duplicated during the official AUA Annual Meeting
    3. The presentation is based on scientific principles that are generally accepted as valid by the urology profession
  4. Podium Presenters, Poster Presenters, Abstract Authors and Abstract Co-Authors may speak at an industry exhibit booth and Official AUA Non-CME Industry Programs**(provided these presentations conform to a. – c. as referenced above). A pre-taped video presentation at an exhibit booth is acceptable.

Speaker/
Faculty Role

May Give a Live Presentation at an Exhibit Booth in the Science & Technology Hall

May Appear in a Pre-taped Video at
an Exhibit Booth

May Give a Live Presentation at an Industry Scientific
Update Program
*

May Give a Live Presentation at an Official AUA Non-CME Industry Program **

Key AUA Leadership

NO

NO

NO

NO

Plenary Session Presenter/Moderator/Participant

NO

YES

NO

NO

Poster/Podium/Video Session Moderator

NO

YES

YES

YES

IC Course/Hands-on Course Director or Faculty

NO

YES

NO

YES

Forum Chair or Director

NO

YES

NO

YES

Urologic Care for the Advanced Practice Providers Course Director/Faculty

NO

YES

NO

YES

Poster/Podium Session Presenter

YES

YES

YES

YES

Abstract Author or Co-Author

YES

YES

YES

YES

Definitions

* Industry Scientific Update: A non-official, non-CME industry program held in conjunction with the AUA Annual Meeting. These programs are invitation only, are limited in the number of participants, and are not promoted by AUA as part of the non-CME educational programming. Private investigator meetings held by medical non-profit organizations are subject to AUA Secretary approval.
** Official AUA Non-CME Industry Program: Includes Industry Clinical Update Theater and Evening programs, Business Bistros, Skills Workshops, sponsored Clinical Trials activities and any other non-CME industry supported programming (except Industry Scientific Updates).

Guidance for Social Media Campaigns: Meeting attendees active on social media on behalf of a commercial organization are subject to adherence of AUA Speaker Guidelines. Participants active in social media campaigns that are not part of an official AUA activity must follow the guidance noted in column 1, Participants active in social media campaigns that are part of an official AUA activity must follow the guidance noted in column 4.

Reviewed and Approved by AUA Secretary and AUA Chair, Office of Education, 7/21/2017
Program List Updated 8/31/18

2019 Annual Meeting CME Program List for Speaker/Faculty Guidelines Covered AUA CME Programs Include:

Plenary Sessions: Prime Time and Next Frontier

Moderated Poster Sessions

Podium Sessions

Video Sessions

Courses

  • Instructional Courses
  • Hands-on Courses (HO)

Forums

  • Basic Sciences Symposium
  • Challenges for Urologic Research
  • Clinical Controversies in Men's Health
  • Funding Opportunities and Grantwriting Guidance for Early Career Investigators Workshop
  • History of Urology Forum
  • International Prostate Forum
  • Research Forum, "Early Career Investigators Showcase"
  • Urologic Oncology Research Symposium
  • Urologic Care for the Advanced Practice Provider

The Following Programs are Exempt from the Speaker/Faculty Guidelines:

  • Residents Forum
  • Residents Bowl
  • Young Urologist Forum
  • Subspecialty Society Programs
  • Practice Management Conference

5. Promotional Materials

The AUA does not co-sponsor exhibitor programs. Announcements and/or invitations must clearly indicate the name(s) of the sponsor(s) and/or exhibitor(s). Proposed copy for announcements and invitations must be submitted to the AUA Industry Relations Department for review prior to printing. Announcements and invitations may include the AUA Annual Meeting logo only (never the AUA corporate logo) with prior written permission. Please submit promotional materials for approval to Keith Price at kprice@AUAnet.org.

6. Responsibility for Charges and Services*

Any and all charges for services levied by the hotels or other venues are the responsibility of the function sponsor. AUA is not responsible for payment for any services connected with the event. AUA has no authority over any service charges, rental fees, food & beverage minimums, set-up fees, labor contracts, etc., that are required by any venue.

*Please see individual contracts for permissible educational events for a detailed outline of what is included with the support fee.

7. Official Vendors

There are various vendors that are affiliated with the convention center and each individual hotel. A list of exclusive vendors will be provided to you upon assignment of meeting space. Any outside vendors that are not included within this list are prohibited unless prior written approval was given by both the AUA and the venue.

8. Compliance with Exhibitor Function Guidelines

  1. The Exhibitors requesting space or approval to hold an event are responsible for the actions of anyone affiliated with this event and will be expected to follow all rules and guidelines outlined in the "Exhibitor-Sponsored Event Guidelines." It is the Exhibitor's responsibility to distribute copies of this information to the appropriate company personnel and/or any agents, representatives or contractors involved in planning activities at the AUA Annual Meeting. (This includes 3rd party planners, advertising and PR agencies, contractors, staff, etc.)
  2. Groups occupying space in the hotels must provide appropriate staff to coordinate all such activities.
  3. Functions found to be in violation of these Guidelines shall be immediately discontinued.
  4. The Exhibitor waives any rights to claims of damages arising out of the enforcement of these Guidelines.
  5. The AUA reserves the right to attend any exhibitor-sponsored function without notice.
  6. Violators of this policy will jeopardize their ability, as well as any 3rd parties associated with planning their event, to participate in future AUA Annual Meetings.
  7. Violations may also result in the loss of priority points.
  8. All matters and questions not covered by the above guidelines are subject to the discretion of AUA.
  9. These AUA guidelines may be amended at any time by AUA, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by AUA to such parties. The Exhibitor shall protect, indemnify, hold harmless and defend AUA, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys' fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of AUA, its officers, directors, agents or employees.

III. Forms

Once you have submitted your request, please do not attempt to make changes by submitting a new form. For questions, or if you need to make changes to your function, please contact Katelyn Rubright, Conventions & Meetings Coordinator at krubright@AUAnet.org. Remember to print a copy for your records.