Function space requests becomes available to all exhibitors that have. Function space application site closes

Transcription

1 and Industry In Conjunction With (ICW) events and function space rules and regulations Heart Rhythm 2013, 34 th Annual Scientific Sessions May 8 11, Denver, CO Application Timeline Important Dates November 2, 2012 December 9, 2012 January 28, 2013 April 19, 2013 Application Process Function space requests are available to exhibitors that have applied for exhibit space by the priority point booth deadline date (October 26, 2012). Function space requests becomes available to all exhibitors that have applied for exhibit space after the priority point booth deadline date. Confirmation of function space begins Approval of print material must be ed to: nneedel@hrsonline.org Function space application site closes Events Summary Heart Rhythm Society recognizes the need to meet with industry colleagues and staff while attending Scientific Sessions. The event rules and regulations apply to all exhibiting companies participating at Heart Rhythm 2013, 34th Annual Scientific Sessions. All exhibiting companies are responsible for having their company representatives and/or agents produce such events in compliance with the rules and regulations set forth by the Heart Rhythm Society ( The Society ). These events are not considered part of the Heart Rhythm 2013, 34 th Annual Scientific Sessions, as planned by the Heart Rhythm Society Scientific Sessions program, as planned by the Heart Rhythm Society Scientific Sessions Program Committee. In Conjunction With (ICWs) events refers to an activity independently organized by industry, exhibitors, universities, and non profit organizations, including but not limited to: o Committee meetings o Focus Group/Market Research/or Investigator Meetings o Staff/Business/Board Meetings o Hospitality/Social Activities

2 Educational events are not considered ICWs. These activities are CME/CE and Non CME/CE educational and/or promotional/product presentations including but not limited to: o Certified CME/CE Educational Event; o Heart Rhythm Society Certified CME/CE Educational Event; o Non CME/CE Educational Event o Industry Expert Presentations (Rhythm Theatre); o Learning Exchange; o International Meetings/Symposia The Society ICW Event definitions The ICW events, defined below, cannot offer medical education activities, CME/CE credit or non CME or promotion of product. These meetings are by invitation of approved applicant; access to The Society s approved promotional opportunities and attendee list are not permitted for promotion of ICW events. All approved applicants must be current exhibitors at the Annual Scientific Sessions, or a university or nonprofit organization. Please note, should an exhibiting company cancel its exhibit space, all function space reserved for that company will also be cancelled. There are no refunds for cancelled function space. Committee Meetings Meetings of committees, task forces, advisory or executive boards of exhibiting companies, universities, or non profit organizations in which business practice related to heart rhythm disorders is conducted. Focus Group/Market Research/Investigator Meetings An informal fact finding group brought together to assess the feasibility of a product, procedure, and results of such study. Hospitality/Social Activities Non educational activities that include receptions, dinners, breakfast, or other social gatherings of Heart Rhythm 2013 attendees. These activities cannot promote product. Staff/Business Meeting Attendance is limited to employees of the exhibiting company; not open to Heart Rhythm 2013 attendees.

3 ICW Events Overview All ICW events must receive The Society s approval. Consideration for event approval must be submitted electronically using the Heart Rhythm 2013 function space application All application information must be complete before The Society will review the application. Please submit one request for each event. ICW events can be held Monday, May 6 Saturday, May 11, 2013 during The Society s sanctioned time slots. The Society reserves the right to assign the best available function space at time of assignment. The Society will attempt to accommodate your preferred location requests but cannot guarantee the location due to space constraints. Applications will be reviewed on a first come, first served basis between November 2, 2012 and April 19, Confirmation of applications will be processed via notification at the time application is submitted. Meeting space is not available within the Colorado Convention Center. Event and Fee Schedules The Organization planning the event(s) will not schedule events during the official Heart Rhythm th Annual Scientific Sessions meeting or exhibit hours, including: policy making meetings; receptions and/or meal functions, with the exception of non attendee programs (e.g., exhibit staff training, pre con meetings, and post con meetings.) All application fees are non refundable and payable at the time of request with a valid credit card. All application fees are per individual ICW request. The approved times for ICW functions are identified below. The times identified are the inclusive times of all portions of your event with the exception of registration. Registration for the event may begin one half hour prior to the approved start time. These times are subject to change based on the Heart Rhythm 2013 final scientific program. All financial and logistical arrangements associated with planned events are the sole responsibility of the organization, third party, or provider and must be made directly with the assigned hotel. The Society assumes no financial or otherwise responsibility for any costs or damages incurred for such events.

4 Beginning January 28, 2013, function space confirmation letters will be sent via to the contact person on the application. APPROVED ICW EVENT FUNCTION SCHEDULE Key: Unrestricted Times = * Time slot overlap with Heart Rhythm 2013 Scientific Educational programming EVENT TYPE FEE HOST MON MAY 6 $100 Univ/ Non Profit Committee Meeting TUES MAY 7 WED MAY 8 11 a.m. 1 p.m.* THU MAY 9 6:30 10 p.m. FRI MAY 10 SAT MAY 11 Focus Group/ Market Research/ Investigator Mtg. Hospitality/ Social Activities Staff Meeting (employees) $100 $100 $100 Univ/ Non Profit Univ /Non Profit Univ/ Non Profit 11 a.m. 1 p.m.* 11 a.m. 1 p.m.* 6:30 10 p.m. 6:30 10 p.m.

5 Event Marketing Guidelines Invitations/promotions to attend a function (as identified in event definitions ) must receive The Society s approval prior to printing. Materials must be submitted electronically to The Society. Deadline for approval April 19, :00 pm EST Material processing Approval of print material must be ed to: nneedel@hrsonline.org All materials must include the following: This meeting or event is not part of the Heart Rhythm 2013, 34th Annual Scientific Sessions, as planned by the Heart Rhythm Society Scientific Sessions Program Committee. This event is neither sponsored by nor endorsed by the Heart Rhythm Society. Requested materials shall receive a response from The Society within 72 hours of submission. All portions of the event must be contained within the assigned function room, with the exception of one registration table (6 long) and 2 chairs. On site signs are limited to one (1). Signs can be no larger than 28 x 44. Signs can only be placed at the entrance of the assigned function space and as determined by The Society. Signs, advertising, display articles, equipment, or information concerning events during the Annual Scientific Sessions may not be placed inside or around the Colorado Convention Center or throughout any hotels other than the one in which the event is taking place, and in that hotel only at the entrance to the assigned function space. Promotional materials of any kind may not use the Heart Rhythm Society or the Heart Rhythm 2013 logos. This rule applies to materials developed for use before, during, and after the Scientific Sessions. Disclaimer The Society reserves the right to attend and observe (without notice) any function held in conjunction with its Annual Scientific Sessions. Functions are to be consistent with the policies and requirements submitted in the application. Programs that deviate from the application descriptions may be subject to a penalty that includes denial of future group function space. The Society does not endorse or co sponsor Affiliate functions.

6 The opinions presented at ICW function(s) are solely those of the exhibiting company, university, or non profit organization sponsoring the function and do not imply that the function is presented in cooperation with The Society. Each exhibiting company, university, or non profit organization assumes full obligation for such event by signing the Function Space Application and dissolves the Heart Rhythm Society from any and all liability. The Society is not responsible for unsatisfactory attendance and/or marketing of this event. The Society will accept applications on a first come, first served basis. A change to original applications does not guarantee assignment of the same the hotel and/or event location. The Society assumes no responsibility for determining whether or not companies are considered competitors. The Society has the full authority to interpret or amend these rules, and its final decision. Each exhibiting company, university, non profit organization, or third party provider agrees to abide by any rules and regulations that may hereafter be adopted. Any issues not addressed in these rules are subject to the decision of The Society. Questions: Nancy Needel, Meeting Services Heart Rhythm Society nneedel@hrsonline.org On behalf of the Heart Rhythm Society thank you for your participation at Heart Rhythm 2013