Affiliate Events Applications are now CLOSED.
Beginning Wednesday, November 2, you may inquire on-site for availability. Contact Lucy Beckett at the ACR on-site staff office, Room W177, McCormick West, (312) 808-2100.
All Affiliate Events Guidelines must be adhered to. ACR Physicians and Health Professionals cannot meet with Industry during ACR educational session hours. These types of events will not be approved, unless followed by the online schedule.
One-on-one media type interviews throughout the congress are not allowed. Press conference information can be found at the ACR Newsroom.
GO! Take advantage of meeting while your employees and key stakeholders are all in one place.
Exhibitor-sponsored meetings and events organized by university, government, non-profit entities and ACR/ARHP members, may be conducted in conjunction with the ACR annual meeting under the following guidelines and with the approval of ACR.
+ AFFILIATE EVENT DEFINITIONS
- AFFILIATE EVENT DEFINITIONS
These events encompass any function not planned or sponsored by the ACR that may or may not include registered annual meeting attendees. Affiliate events include, but are not limited to, the following:
- Advisory Boards: Restricted to fewer than 25 individuals. Sponsored and financially supported by a pharmaceutical/biotech organization, academic center, nonprofit organization or consortium that focuses on a genuine need, benefits patient welfare, documents outcomes and advances the field of rheumatology.
- All participants must have a signed contract with the sponsor.
- Advisory Board meetings may not be held for more than four hours during the approved times.
- Meeting attendees may not be compensated for travel or lodging to the annual meeting.
- Compensation for lodging expenses outside the annual meeting dates is acceptable.
- Analyst/Financial Meetings: These events are not recognized by the ACR and cannot occur during official hours of the meeting or on properties contracted by the ACR.
- Committee Meetings: Small meetings restricted to fewer than 50 individuals. Meetings may not exceed eight hours in length during the approved time. Please note that there are different time slots for industry vs. non-industry committee meetings.
- Fellows/Trainees/Medical Students Events: Any event or activity outside the ACR Fellows Education Fund is prohibited.
- Focus Groups: Meetings that target specific individuals or groups of attendees to obtain specific data
- Hospitality Suites: Small social gatherings sponsored and financially supported by a 2011 exhibiting organization. These events must be held in hotel hospitality suites. Educational activities of any kind are not permitted.
- To obtain a hospitality suite, contact ACR Housing & Registration; Convention Management Resources; 33 New Montgomery, Suite 1100, San Francisco, CA 94105; or by telephone at (800) 990-2446 or (415) 979-2286; 6:00 AM-6:00 PM, Pacific Time; by fax at (415) 293-5231 or by e-mail at
- Investigator Meetings: Restricted to fewer than 150 individuals and sponsored and/or financially supported by a pharmaceutical/biotech organization, academic center, nonprofit organization or consortium.
- Investigator meetings must focus on institutional review board or regulatory agency-approved protocol and serve to review conduct or results of a specific study. Such studies must benefit patient welfare, document outcomes and advance the practice of rheumatology.
- Promotional meetings for data presentation or to launch a drug or study are prohibited.
- Investigator meetings may not be held for more than four hours.
- Investigators and other study personnel attending the investigator meetings may not receive honoraria or be compensated for travel or lodging to the annual meeting.
- Compensation for lodging expenses outside the annual meeting dates is acceptable.
- Staff Meetings: Attendance is limited to the staff of the exhibiting company only and should not include professional attendees unless they are full-time employees of the exhibiting company.
- Symposia: Any event where CME or scientific educational programming is being presented. For complete guidelines, see Industry-Supported Symposia.
- Social Events (pharmaceutical/biotech organizations): A reception, dinner, etc., where there is no CME educational programming and which is sponsored and financially supported by an exhibiting organization. Speakers may be engaged provided they are full-time employees of the supporting organization. The ACR does not regulate, endorse or support social events. The ACR strongly discourages large social events.
- Social Event (university, government or nonprofit): Events organized, sponsored and financially supported by a university or nonprofit organization.
+ SCHEDULE
- SCHEDULE
Affiliate events may be held during the times below. Restricted times are reserved for ACR programming, policy-making meetings or other ACR functions. Registration for affiliate events may not begin before the approved event time. See attached schedule of affiliate events.
+ ELIGIBILITY
- ELIGIBILITY
To submit an application to hold an affiliate event, you must be one of the following:
- a 2011 exhibitor
- a non-profit organization
- a university, college or school of medicine
- a division of the government
- an ACR or ARHP member
+ HOUSING FOR AFFILIATE EVENTS
- HOUSING FOR AFFILIATE EVENTS
Requests for hotel rooms must be made by the supporting organization through the online exhibitor housing process. Organizers of affiliate events should contact the exhibiting company's official contact person to reserve hotel accommodations. For more information, see the exhibitor housing section of the Exhibitor Prospectus.
+ SIGNS
- SIGNS
- The ACR does not allow signs or banners in lobbies and public areas of hotels and the convention center publicizing affiliate events. However, one sign placed directly outside the assigned meeting room is permitted.
- If transportation is being provided (see below), up to three persons holding hand-held signs in the lobby of the assigned venue to direct individuals is permitted 15 minutes prior to departure. Individuals holding hand-held signs must be professionally attired. No costumed staff or other non-professional images are permitted.
- No reference to the ACR, the ARHP or the REF may be included.
- The ACR does not allow information desks in public spaces of the official ACR hotels and the convention center for exhibitors, affiliate events or groups.
+ TRANSPORTATION
- TRANSPORTATION
Affiliates interested in private transportation options, please contact our approved Destination Management Company:
Chicago Travel Consultants, Inc. (CTC)
Attn: Jillene Szostak, DMCP
Email:
Phone: 773-880-5878
Any affiliates requiring transfers to/from McCormick West (separate from the ACR official shuttles) must utilize Gate 41 for those transfers. Gates 43 & 44 are exclusive for ACR official shuttles.
GO to the premier meeting in rheumatology in CHICAGO!
