Affiliate Meeting Request - Boston 2017

International Society for Pharmacoeconomics and Outcomes Research (ISPOR) where possible will offer Ancillary/Affiliate Meeting in conjunction with the ISPOR Event.

Definition of an Ancillary/Affiliate Event
·  Ancillary events are non-ISPOR sponsored events such as business meetings, focus/research groups, exhibitor staff meetings, alumni gatherings, receptions, and event dinners. All participants of your affiliate meeting MUST be registered to attend the ISPOR event and must wear their name badge to gain access to the venue and meeting areas.

Approved Dates and Times of Ancillary/Affiliate Meetings
· ISPOR strictly enforces the blackout dates/times at the request of our members and affiliates, who often feel torn between ISPOR sessions and non-ISPOR meetings and events. Ancillary events must not overlap with scientific sessions or poster presentations or designated ISPOR programming. Please refer to the event website program by day to view the daily activity hours. Ancillary events held in the venue must be scheduled during hours the venue is open where no additional cost is incurred by ISPOR.

Guidelines for Ancillary/Affiliate Meeting Requests
·  Space for ancillary meetings will be provided only to requestors who are affiliated with ISPOR, who are exhibitors, corporate supporters, sponsors, symposia hosts and educational forum hosts. Meeting requests are not granted for participants that are solely presenting or speaking at the event.

·  Requests will be limited to one meeting room per day per organization so that we may accommodate as many possible requests.

· Invitation only events and hospitality suites up to 35 people are generally permitted throughout the meeting. Open events or events for more than 50 people cannot be held during any ISPOR meeting session (including short courses, research poster discussion hours, symposia, and the ISPOR social event). Please refer to the ISPOR website for the meeting program.

·   All ancillary meetings held during the annual meeting must be approved by ISPOR.

·   Meeting space is limited and Ancillary Meeting/Event Room Requests that comply with these guidelines will be considered on a first-come, first-served basis. A violation of these guidelines will be attributed to all parties related to that meeting/event request.

·    All ancillary meetings held in conjunction with the ISPOR Event and must adhere to these guidelines, regardless of the meeting location.

·   Affiliate groups requesting space are responsible for the actions of their employees and/or attendees and will be expected to follow all rules and guidelines outlined.

·   Marketing efforts associated with the affiliate group function space shall include the following messaging: “This is not an official ISPOR event, not sponsored or endorsed by ISPOR.”

·  Affiliate Meetings may have one small sign outside their meeting room door to identify the company/organization and may not place any additional signage or collateral materials in other areas of the venue unless approved by ISPOR.

Once your request is approved, contact information for all service providers will be forwarded with acceptance of your affiliate space request. This approval does not guarantee availability of space. The affiliate contact is responsible for all the meeting room rental fee and costs associated with the approved ancillary meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned venue to make arrangements and finalize billing.

Disclaimers:
All matters and questions not covered by the above guidelines are subject to the discretion of ISPOR. These guidelines may be amended at any time by ISPOR, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by ISPOR to contracted parties.

The affiliate group shall protect, indemnify, hold harmless and defend ISPOR, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys’ fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of ISPOR, its officer, directors, agents or employees.

By submitting this form, the requestor understands that this meeting/event may not be approved should it be in conflict with any ISPOR Event function. There is no guarantee of venue requested. Meeting space will be assigned based on availability. All expenses associated with the above mentioned meeting are the sole responsibility of the company listed; not ISPOR. ISPOR reserves the right to attend/monitor all ancillary meetings without notice. Violators will jeopardize participation in future ISPOR Events.