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Guidelines and Application

Satellite Symposium Guidelines and Application Information

Location

Symposia will be held at official Summer Meetings hotels. All space requests must be approved and coordinated through ASHP. Space will be available on a first-come, first-served basis, based on hotel availability.

Schedule

Sessions may be conducted Saturday through Wednesday during times that do not conflict with ASHP programming and exhibits.


Permissible Times      

Morning programs

  • Saturday -any time before 2:00 p.m.

  • Sunday, Monday, Tuesday, Wednesday -any time before 7:45 a.m.  All programs must conclude by 7:45 a.m.

Evening programs

  • Saturday - anytime after 4:00 p.m.

  • Monday and Tuesday - anytime after 5:30 p.m.  -ASHP sessions conclude at 5:00 p.m. and a 5:30 p.m. start time is recommended.
           

Cost

$3,670 per CE hour for exhibiting companies
$7,310 per CE hour for non-exhibiting companies

Note: If there are multiple supporters of a satellite symposium program, all must be exhibiting to qualify for the exhibit rate.

Full payment must be submitted online using a credit card. Specify the required number of CE hours as your quantity during your online purchase. Time is charged in one-hour increments. Do not include mealtime as part of your fees, unless you have a speaker during the meal. Organizations will incur charges from the hotel for food and beverage, audiovisual, and the meeting room rental.

Meeting Room, Audio Visual and Food/Beverage

ASHP will assist with placement of your program in official ASHP meeting hotels. For food and beverage, organizers may consult directly with the hotel once meeting space has been assigned. For audiovisual and computer needs, contact PSAV, the exclusive provider of audiovisual and computer vendor needs. You may contact Matt Thomas, with PSAV, at 214-210-8028 or mwthomas@psav.com.

Speakers

Meeting badges are not included in the symposium cost. All speakers, moderators and organizer's staff for commercially supported events must be registered for the ASHP 2020 Summer Meetings and Exhibition. To be admitted to the meeting room, they must be wearing their ASHP meeting badges. The organization coordinating the commercially supported event is responsible for ensuring all speakers and moderators are registered in advance of the session. A one-day meeting registration rate is available.

Signs

One professionally produced sign, not to exceed 30"x40", may be displayed outside your assigned meeting room. ASHP does not permit the distribution or placement of symposium flyers or signs in any other area of the convention center or meeting hotels. The commercial supporter or organizer may display a sign in their exhibit booth. ASHP reserves the right to discard signs and flyers of any organization violating this policy.

Symposium Promotion

Activity brochures, signage, and other printed material must include the following phrase, “A Symposium Conducted at the ASHP 2020 Summer Meetings and Exhibition.” No other phrase or reference to ASHP or the ASHP Summer Meetings is permitted. Activity organizers may not use the ASHP logo or ASHP Summer Meetings graphics on symposium materials and may not list ASHP as a co-sponsor of the activity. If preregistering attendees, all  material must indicate preregistration is for planning purposes only and seating will be available on a first-come, first-served basis. Program information will be published in ASHP materials according to the scheduled deadlines. Visit our Advertising and Marketing page to learn more about lead retrieval, preregistrant mailing lists, registration bag inserts, and other promotions. Symposia will be published on the meeting website as soon as they are approved by ASHP and the meeting hotel. You must click Yes to Publish within the application for it to appear in the online listing.

CE Credits

All commercially supported symposia must offer ACPE-approved continuing pharmacy education credit. It is the responsibility of the organization planning and conducting the program to arrange for an ACPE-accredited provider to serve as the provider for the program. ASHP will not assume responsibility for providing continuing education credit for a commercially supported symposium. A commercially supported symposium must be conducted in accordance with the ACPE Criteria for Quality, the ACCME Standards for Commercial Support, and the FDA Guidelines for Commercially-Supported Scientific and Educational Activities.

Approval and Confirmation

Commercial supporters using meeting planning or medical education companies to coordinate their programs must email a letter to confirm funding of the symposium and authorize the company to serve as their agent to Michelle Rasnick Tyler at mrasnicktyler@ashp.org. This letter must be on the commercial supporter’s letterhead and must be received the same day the application is submitted. All applications are subject to ASHP approval. Confirmation of meeting space and room assignments will be made by the hotel directly to the applicant. Confirmation of assigned day, time, and hotel will be available online after the application has been submitted and approved. Applications are processed on a first-come, first-served basis, based on hotel availability. Allow at least 10 business days for confirmation of space.

Changes/Withdrawals

Changes to your original schedule (date, time, hotel, attendance) must be submitted in writing to Michelle Rasnick Tyler at mrasnicktyler@ashp.org. Activity organizers who cancel programs by March 5, 2020, will receive a refund of 50% of the full price of the symposium. After March 5, 2020, ASHP will retain the full price of the symposium.

Application

The symposium application will be available online early February.