SPS 2012 GUIDELINES FOR SPONSORED PRESENTATIONS/FUNCTIONS

Transcription

1 SPS 2012 GUIDELINES FOR SPONSORED PRESENTATIONS/FUNCTIONS Sponsored Presentations are commercially supported educational sessions held in conjunction with the SPS Annual Meeting to be held October 1-4, 2012 in Phoenix, Arizona. This document has been designed to guide you in the preparation of your application submission. Please review it thoroughly before submitting. Only companies who are exhibiting at the SPS Annual Meeting or those who are corporate sponsors may apply. Sponsored Presentations will be promoted by SPS in the Annual Meeting Program and on the SPS web site, and therefore must be open to all meeting attendees. Applications will be subject to approval by SPS Program Committee or its agents/staff. GENERAL REQUIREMENTS: The information presented in the sponsored presentation must be balanced and provide the attendee with an objective viewpoint. Proposals for sponsored presentations will be evaluated for the ability to provide educational content distinct from that in the official SPS Annual Meeting program. SPS may refuse to review any proposal that does not meet the criteria set forth in these guidelines. In order to maintain a balanced program, SPS will allow no more than one proposal per company per day. Fee: $1, Fee includes a listing of the Sponsored presentation / function on the SPS Web site, a listing in the Final SPS Program, and two pre-meeting announcements distributed by SPS Headquarters. Ancillary costs related to the EHS such as AV equipment, food and beverage, etc. will be responsibility of the hosting company. RULES AND REGULATIONS FOR EXHIBITOR HOSTED SESSIONS 1. The Safety Pharmacology Society name and logo are the exclusive property of, and trademarked by, the Safety Pharmacology Society (SPS). Aside from the approved wording (refer to Preparation of Promotional and Other Sponsored Presentation Materials section), the SPS name, insignia, logo, acronym or any reference to the SPS Scientific Meeting may not be used in mailing pieces, signs, advertising or promotions in any media or on descriptive product literature either inside or outside of the exhibit area, prior to, during or after the meeting without written consent of SPS.

2 2. SPS must approve mailings and other promotional items and activities employed to publicize any sponsored presentation to take place over the official conference dates. All brochures, invitations, announcements, posters, agendas, speaker descriptions, evaluations, postcards, web site listings, other promotional and meeting materials and enduring materials must be approved by SPS prior to printing or release. 3. SPS prohibits the distribution of any meeting announcements or promotional materials within any of the Annual Meeting affiliated hotels. Hotel room drops are strictly prohibited. Promotion from within your company s exhibit booth is permitted. The SPS mailing list is also available to rent for promotional purposes. 4. Sessions are limited to one (1) hour per session. 5. The use of hazardous materials and live animal testing during the sessions are prohibited. 6. Presentations must adhere to the following SPS Code of Ethics: I. Commit to providing the highest quality science with due regard for objectivity, integrity and confidentiality. II. To present scientific and/or professional opinions with full disclosure of the availability of all supportive data. III. To uphold all laws, regulations safety and ethical standards that applies to the welfare of coworkers, experimental procedures in animals, and the environment. IV. Refrain from making statements of professional judgment or becoming involved in situations that are directly or potentially subject to conflict of interest concerns. 7. Deadline for submission is July 23, 2012 to be included in the Final Program. 8. Full payment is due with application. The fee for the Sponsored Presentation / Function is $1000 and includes the following: a listing of the Sponsored presentation / function on the SPS Web site, a listing in the Final SPS Program, and two pre-meeting announcements distributed by SPS Headquarters. 9. If the Exhibitor Sponsored Presentation is cancelled for any reason prior to or on July 13, 2012, the full fee will be refunded if the slot can be reassigned. If the slot cannot be reassigned, 50% of the contribution will be refunded. No refunds will be granted after July 13, Application for a Sponsored Presentation signifies that you have read the guidelines and understand and agree to comply with the financial, administrative, and other responsibilities associated with this meeting. All session requests are subject to the approval of SPS. If the above rules are not adhered to in full, SPS reserves the right to cancel the event at any time. Send all materials by applicable deadlines to: Laura Helm, SPS Meeting and Exhibits Coordinator 1821 Michael Faraday Dr., Suite 300 Reston, VA lhelm@safetypharmacology.org Ph: Fax:

3 MEETING AND FUNCTION SPACE Sponsored presentations will be held in meeting rooms at the Phoenix Convention Center. Room names will be confirmed after acceptance of EHS application. Organizers may conduct pre-registration; however, no SPS attendee may be prohibited from attending the symposia. The supporting organizations should be prepared with enough materials and food and beverage (if desired) to accommodate any SPS meeting registrant who wishes to attend. Once a sponsored presentation is approved, SPS staff will provide details regarding logistics including appropriate contacts for audio/visual equipment and food and beverage. The organizer is responsible for all ancillary costs associated with the program, including food and beverage, audio/visual equipment and labor. PREPARATION OF PROMOTIONAL AND OTHER SPONSORED PRESENTATION MATERIALS All brochures, invitations, announcements, posters, agendas, speaker descriptions, evaluations, postcards, Web site listings, other promotional and meeting materials, and any enduring materials must be approved by SPS prior to printing or release. Please allow five business days for approval of promotional materials. All promotional and meeting materials and any enduring materials for the sponsored presentation must state the following (use this exact wording): This session is an Exhibitor Sponsored Presentation. Although not an official part of the SPS Annual Meeting scientific program, its presentation is permitted by the Society. This text must be placed in a prominent area on all materials associated with your program. MARKETING AND PROMOTION SPS will assist in the promotion of approved sponsored presentation in the following ways: A listing of the Sponsored presentation / function on the SPS Web site, a listing in the Final SPS Program, and two pre-meeting announcements distributed by SPS Headquarters. The SPS mailing list is also available to rent for one-time use and contains postal mailing addresses only (no addresses or fax numbers, per SPS privacy policy). Promotional Session Signs: Organizers may display promotional signs on the day of their session. Display signs should be no larger than 22 x 28 and may be placed as follows: One (1) sign placed outside the meeting room no more than 60 minutes before the start time of the function. One sign placed in your booth Flyers distributed from your booth Exact placement of signs will be at the discretion of the SPS Meetings and Exhibits Manager

4 Your personnel or agents may not distribute any literature directly to meeting attendees at the Convention Center, except from within the supporting company s exhibit booth. Organizers are welcomed and encouraged to promote their sponsored presentation from their exhibit booth in the SPS Exhibit Hall using the approved wording (refer to Preparation of Promotional and Other Sponsored Presentation Materials section). LIABILITY For all official Exhibitor Sponsored Presentations which SPS attendees may attend, your organization will take full responsibility for the session and will hold harmless SPS, agents and employees from any and all liability associated with the sponsored presentation. By the hosting company or their designee completing and submitting the application form, SPS is released from any and all liability.

5 SAFETY PHARMACOLOGY SOCIETY SPONSORED PRESENTATION / FUNCTION REQUEST FORM Organizations associated with SPS as exhibiting companies and/or sponsors are welcome to host sponsored presentations/functions. All Sponsor Presentations / Functions must be pre-approved by SPS Headquarters. The fee for the Sponsored Presentation / Function is $1000 and includes the following: a listing of the Sponsored presentation / function on the SPS Web site, a listing in the Final SPS Program, and two pre-meeting announcements distributed by SPS Headquarters. COMPANY NAME: STAFF CONTACT: PHONE: STREET ADDRESS: CITY: STATE: COUNTRY: POSTAL CODE: TITLE OF THE SESSION: DATE/TIME PREFERENCE: TUESDAY, OCTOBER 2 WEDNESDAY, OCTOBER 3 7:00 am 8:00 am 7:00 am 8:00 am 12:30 pm 1:30 pm 1:00 pm 2:00 pm 6:00 pm 7:00 pm 7:00 pm 8:00 pm ESTIMATED NUMBER OF PEOPLE: FOOD AND BEVERAGE SERVED: YES NO Session Description: (please submit a 50-word session description as it should appear on the SPS website and in the SPS Final Program) Signature of Agreement: I agree to abide by the SPS Rules and Regulations pertaining to Exhibitor Hosted Sessions, including those relating to liability. Signature: Title: Date: METHOD OF PAYMENT: CHECK CREDIT CARD: MASTERCARD VISA AMEX CREDIT CARD NUMBER: NAME ON CARD: EXPIRATION DATE: SIGNATURE: Deadline for your function to be included in the Final Program is July 23, Please return this form via to lhelm@safetypharmacology.org.