Educational Symposia And Affiliate Marketing Activities Guidelines
Educational Symposia and
Affiliate Marketing Activities
Guidelines
NATCO 34th Annual Meeting
August 2-5, 2009
Red Rock Resort – Las Vegas, NV
Introducing Two Sponsorship Opportunities
NATCO offers two unique opportunities for interacting and providing educational opportunities to
over 400 transplant professionals during the Annual Meeting.
EDUCATION
1. Symposia
Your organization can sponsor and provide an Educational Session with invited speakers on
specific topics of current issues to educate the NATCO Annual Meeting Attendees on
transplant/procurement practice. You may submit a symposium request based on the
guidelines on the following pages.
MARKETING
2. Affiliate Marketing Activities
If your organization would like to host a committee or company meeting, workshop, user group,
reception, hospitality suite or other promotional activity either at the conference hotel or at a
facility off-site, please complete the attached form included and return to the NATCO Executive
Office. Upon receipt of this form, NATCO will review your request, and upon approval, help to
determine the location of meeting space at the conference hotels (based on availability at time
of request). If you decide to have this event off site, it is your responsibility to secure space.
Instructions
Once your organization has determined which opportunity best fits your intended needs
please review the additional information regarding each of these opportunities and submit
the proper information and completed form to the NATCO Executive Office for review and
consideration. Please note that additional meeting space is limited at the host hotel, and
approval will be provided based on availability and consideration on a first come, first
served basis.
Please contact a member of the NATCO staff with specific questions/concerns.
Questions:
• Educational Sessions regarding Satellite Symposia
Christie Ross, CAE, Association Manager
cross@goAMP.com
(913) 895-4612 ext. 4776
• Logistical
Hotel/Space
Questions
Melissa Whitaker, Meeting Manager
mwhitaker@goAMP.com
(913) 895-4612 ext. 4785
Effective January 2009. Subject to change without notice.
2
EDUCATION
Symposia Guidelines
1.
The Sponsor will provide the proposed satellite symposium information to the
NATCO Executive Office no later than May 1, 2009 for consideration. This
information will include (see pages 8-10 for more details):
a.
Brief session description
b.
Tentative speaker(s) list
c.
Learning objectives
d.
Vested Interest/Biographic Data Form for each proposed speaker
e.
Educational Overview Form
2.
The NATCO Conference Planning Committee will review the educational program
and have the authority to approve/disapprove the date/time or content of the
symposium to ensure it does not conflict with any existing NATCO-planned events.
3.
The Sponsor is responsible for payment of honoraria and expenses directly to the
speaker(s).
4.
The Sponsor is responsible for all marketing costs and stand-alone brochures
advertising the symposium.
5.
The Sponsor will collect presentations from speakers, from which they will print,
collate, ship and distribute the symposium handouts.
6.
The Sponsor will provide all necessary information by the deadlines established by
NATCO for the contact hour application by May 1, 2009. If the information is not
received by May 1, the Sponsor will be responsible for submitting its own continuing
education application.
7.
NATCO will advertise the symposium in its Conference registration brochure (if
deadline is adhered to), on the association’s official website, www.natco1.org, and in
the official program book.
8.
NATCO will assign appropriate meeting space for the symposium.
9.
NATCO is responsible for all on-site logistical aspects of the event, unless sponsor
selects option 15.B. below. This includes coordinating all activities, including
ordering food and beverage and audio visual equipment, unless specific alternate
arrangements have been made between the parties.
10.
NATCO will handle all registrations for the symposium and provide a complete list of
participants to sponsor prior to and after the event, unless sponsor selects option
15.B. below. Please note that, unless other arrangements are made and special
permission granted, all conference attendees are eligible to attend this event.
11.
NATCO staff will provide a one-time use of the electronic membership mailing list to
the sponsor for advertising its satellite symposium.
12.
NATCO will pre-approve all advertising for the symposium and provide such
approval in writing to the sponsor.
Effective January 2009. Subject to change without notice.
3
Symposia Guidelines
13.
NATCO will provide contact hours for the satellite symposium, unless specific
alternate arrangements have been made between the parties, unless Sponsor
selects option 15.B. below, or the sponsor fails to submit the continuing education
information by May 1, 2009.
14.
NATCO will provide the sponsor with participant evaluations for the symposium and
will provide a full pre-registration and post-conference registration list upon request.
15.
Standard AV includes: Screen, LCD projector, laptop, standard speaker set, a
podium and lavaliere microphone for each speaker. ANY additional AV requirements
will be provided by NATCO’s AV vendor at the expense of the symposium sponsor.
16.
There are two administrative fee options associated with satellite symposia.
Option A. Each fee is inclusive of food and beverage costs and meeting space, and
audiovisual equipment as designated in #15 which the NATCO Executive Office staff
will coordinate unless specific alternate arrangements have been made between the
parties. The fee also includes continuing education application fees. The breakdown
is as follows:
Breakfast -- $30,000
Lunch -- $45,000
Dinner -- $65,000
Option B. NATCO will release the hotel space to the sponsor. The sponsor is
responsible for all contact with hotel regarding A/V, food and beverage and for
continuing education requirements, including submission of CE application and
certificates of attendance for its symposium. The breakdown is as follows:
Educational Session, including a meal (3,500 sq ft.) -- $5,000
Educational Session classroom setting (6,500 sq. ft.) -- $5,000
Information Sponsor must include in the Symposia proposal:
1.
Educational Overview Form to include objectives and an outline of the symposium
(copy attached).
2.
Proposed speakers and a Biographical Data/Vested Interest Form for each speaker
(copy attached).
3.
A 250 to 500-word abstract of the session that, when approved, can be used in the
meeting brochure.
4.
Name and contact information of the communications company handling the
symposium and contact information of the sponsor staff member who is responsible
for symposium details.
Effective January 2009. Subject to change without notice.
4
Symposia Guidelines
Advertising Regulations
1.
All advertising for the symposium must be approved by NATCO in writing prior to
printing.
2.
In accordance with NATCO policy, all advertising must bear the following statement:
“The symposium is supported through an unrestricted educational grant by (sponsor
name).”
3.
NATCO does not endorse satellite symposia and therefore no indication should be
made in the advertising that NATCO endorses the symposium.
4.
An accreditation statement must be included in all advertising. The following
statement must appear in advertising if NATCO is applying for continuing education
credits:
NATCO applies for continuing education credits for transplant coordinators
through the American Board for Transplant Certification and for nurses through
the American Nurses Credentialing Center’s Commission on Accreditation.
This activity is pending final approval for x.x contact hours (NATCO will provide
the number of contact hours) by an accredited provider of Continuing
Education in Nursing by the American Nurses Credentialing Center's
Commission on Accreditation.
Questions regarding satellite symposium or any portions of this document should be
directed to Christie Ross, CAE, Association Manager, at cross@goAMP.com or (913) 895-
4776.
Effective January 2009. Subject to change without notice.
5
MARKETING
Affiliate Marketing Activity Guidelines
If your organization would like to host a committee or company meeting, workshop, user
group, reception, hospitality suite or other promotional activity either at the conference hotel
or at a facility off-site, please complete this form, and return it to the NATCO Executive
Office. Upon receipt of this form, NATCO will review your request, and upon approval, help
to determine the location of meeting space at one of the conference hotels (based on
availability at time of request).
1. No unofficial activity can be held at a date or time that directly conflicts with the
official schedule of the NATCO Annual Meeting.
2. The Red Rock Resort will not release any meeting room assignments without
approval from the NATCO Executive Office. Once your request is approved by our
office, we will request meeting space for your event. No meeting space is
guaranteed and is based on availability at time of approval of the request. NATCO
does not hold meeting space for unofficial activities.
3. NATCO will not provide shuttles for unofficial activities held away from the
conference hotel.
4. All arrangements for hotel meeting room rental fees, room set-up, food and
beverage, audio-visual equipment and master account billing are the responsibility of
the sponsoring organization once approved.
5. These events are labeled as an “unofficial activity” to indicate that they are not
planned or sponsored by NATCO, therefore, there can be no implication in any
promotional materials, on-site materials or products that they are connected with the
NATCO Annual Meeting or endorsed by NATCO.
6. Upon approval, the administrative fee to hold an unofficial activity at the conference
hotel(s) in conjunction with the NATCO Annual Meeting is payable to NATCO as
follows:
Size of Room
Cost per event
Size of Room
Cost per event
Up to 500 square feet or in a Suite $450 1,501 to 2,000 square feet $1,200
501 to 1,000 square feet
$650 2, 001 square feet or more &
1,001 to 1,500 square feet
$900 Non-exhibiting/sponsoring company’s
$2,000
7. Upon approval, the administrative fee to hold an unofficial activity at a facility off-site
in conjunction with the Annual Meeting is payable to NATCO as follows:
Number of people expected to attend
Cost per event
Up
to
100
$450
100-500
$650
500-1,000
$900
Non-exhibiting/sponsoring companies
$2,000
Effective January 2009. Subject to change without notice.
6
Affiliate Marketing Activity Guidelines
Advertising Regulations
1. You may promote your activity through your own marketing methods or see
below for other suggestions. Signage to promote your activity can be placed
near the registration area at the conference hotel, but must be approved by
NATCO as to content and placement.
2. Mailing Labels – We offer a 60% discount on our attendee labels to those
companies who are a sponsor or exhibitor at the annual meeting. The normal
fee is $300, but your discounted fee is $120. You can order these by calling the
NATCO Executive Office at (913) 895-4612 by July 10.
3. Advertising - NATCO offers advertising in the final program. Camera-ready
artwork must be received by June 15. The rates are as follows:
4. ¼ page black & white ad - $300; ½ page black & white ad - $500; Full page black
& white ad - $1,000 (OR free with a minimum $3,000 sponsorship)
Effective January 2009. Subject to change without notice.
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Symposium and Affiliate Activities Form
To ensure your understanding of the guidelines related to holding an Educational Symposia
or Affiliate Marketing Activity, please fill in the information and sign below.
Submission for:
Educational Symposia
Option A
Option B
Affiliate Marketing Activity
Name of Organization/Company:
Contact Name:
Phone:
Email:
Our organization requests to hold the following activity at the NATCO Annual Meeting:
Educational Symposium:
Education Session with Meal
Education Session in Classroom Setting
Affiliate Marketing Activity:
User Group/Advisory Board
Company/Committee Meeting
Hospitality Suite
Other:
Purpose:
Preferred Date:
Preferred Time:
Size of Meeting Space Requested:
Anticipated Number of Attendees:
Room Set-Up (Classroom, Rounds, Conference, Reception, etc.):
Our organization/company agrees not to schedule or conduct any outside activity, including,
but not limited to, receptions, seminars, symposia, workshops, user groups, hospitality
suites or other activity that are in conflict with the official NATCO Annual Meeting program,
whether such activities are held at or away from the conference hotel, except with written
approval of conference management. Our organization/company will submit to conference
management any program we intend to hold for written approval as to time and place, via
this form. Upon approval of event(s), we further agree to pay, in full, the administrative fee
as listed above.
Signature of Authorized Contact Listed Above
Date
NATCO looks forward to working with you as plans are made for your event. Let us know at
any time if we can be of assistance. We realize that your decision to conduct an unofficial
activity represents a large investment of time and money and is a benefit to the NATCO
Annual Meeting attendees.
Return this form to NATCO Executive Office by May 1,
natco-info@goAMP.com, FAX (913) 895-4652.
Effective January 2009. Subject to change without notice.
8
Planner
Presenter
VESTED INTEREST/BIOGRAPHICAL DATA FORM
Return no later than May 1, 2009
NATCO Executive Office – (913) 895-4652 or natco-info@goamp.com
Name (with degrees and
credentials):
Street Address:
City, State, Zip Code:
Daytime Telephone:
Fax:
E-mail Address:
Educational Background (include basic preparation through the highest degree
held):
Institution
Degree Year
Awarded
Major Area of Study
(Name, City, State)
Planners – describe your familiarity with the target audience:
Presenters – describe your expertise in this topic:
Effective January 2009. Subject to change without notice.
9
Name:
Vested Interests of Faculty
Having an interest in an organization does not prevent a speaker from making a presentation, but the audience
must be informed of this relationship prior to the start of the activity and any potential conflict must be resolved.
In order to ensure balance, independence, objectivity and scientific rigor at all programs, the planners and
faculty must make full disclosure indicating whether the planner, faculty or content specialist and/or his/her
immediate family members have any relationships with sources of commercial support, e.g. pharmaceutical
companies. Biomedical device manufacturers and/or corporations whose products or services are related to
pertinent therapeutic areas. All planners, faculty and content specialists participating in CE activities must
disclose to the audience any:
A.
Relationship with companies who manufacture products used in the
treatment of the subjects under discussion.
B.
Relationship between the planner, faculty, or content specialist and
commercial supporter(s) of the activity and/or
C.
Intent to discuss unlabeled uses of a commercial product, or an
investigational use of a product not yet approved for this purpose.
All information disclosed must be shared with the audience either on the program handouts, advertising and/or
audiovisual presentation
Is there a relationship with companies who manufacture products used in the treatment of the subjects under
discussion:
Yes
No
If yes, please list the companies and type of relationship:
Relationship
Name of Commercial Company
Research Support
Speakers’ Bureau
Consultant
Shareholder
Other Support
Large Gift(s)
D. Is there a discussion of unlabeled uses?
Yes
No
If yes, you must disclose this information during your presentation. How will you do this?
Verbal statement during the presentation
Information provided on handouts
Information provided in audiovisuals (slides, overhead, etc.)
Other (please describe):
Description
of
the-off
label
or
investigational
use:
E. How will any conflict of interest be resolved?
Signature:
Electronic Signatures are Acceptable
Effective January 2009. Subject to change without notice.
10
EDUCATIONAL ACTIVITY OVERVIEW
Return no later than May 1, 2009
NATCO Executive Office – (913) 895-4652 or natco-info@goamp.com
Presenter:
Session
Title:
Date/Time:
TIME
TEACHING
OBJECTIVES CONTENT
(Topics)
PRESENTER
FRAME
METHODS
State the
Describe the teaching
At the end of this
Provide an outline of the content for
time
methods, strategies,
session the
List the faculty for
each objective. It must be more than
frame for
materials, and
participant will be
each objective.
a re-statement of the objective.
each
resources for each
able to:
objective.
objective.
Presentation outline that correlates
with objectives.
Effective January 2009. Subject to change without notice.
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