|
|
|
Satellite Meetings
|
||
|
Definition: A satellite meeting is educational in nature and is held in the same location or at a facility near the location of an ISSX meeting, within a time period beginning two days prior to an ISSX meeting or immediately after the conclusion of an ISSX meeting and not held over the official ISSX meeting dates. A meeting is further defined as a satellite meeting based on its location, timing, and the overlap of the intended audience with that of an ISSX meeting, whether or not any coordination exists between the satellite meeting's organizers and ISSX.
It is recognized that ISSX meetings may attract the organizers of satellite meetings and, in principle, this is encouraged. ISSX approval is required for a meeting to be granted satellite status and to be publicized in association with a main meeting of the Society. Meetings selected as satellites will be in the same geographic vicinity as the main ISSX meetings and would be expected to enhance the ISSX meeting and to serve the interests of its attendees.
Proposals for satellite meetings must be received at least one year in advance of the main Society meeting. Approved satellite meeting organizers are required to submit a report of the satellite meeting to ISSX for printing in the ISSX Newsletter following the meeting. There should be no assumption that ISSX or the main meeting will assume any responsibility (financial or otherwise) or provide administrative services to a satellite meeting.
To be sanctioned by ISSX, the purpose of a satellite meeting must be aligned with the goals of ISSX which are:
The organizer is responsible for all costs associated with the satellite meeting, including function space rental, food & beverage, audio-visual equipment, music license fees, hotel labor costs, etc.
Approved satellite meetings are not developed, sponsored, or planned by the International Society for the Study of Xenobiotics. Any promotional materials developed for a satellite meeting must clearly state that the meeting is not an official part of the ISSX meeting.
ISSX prohibits the distribution of satellite event announcements or promotional materials within the convention center or hotel. In addition, hotel room drops are strictly prohibited.
The ISSX name and logo may not be used in any mailing pieces, signs, advertising, or promotion in any media form or on any descriptive product literature, whether inside or outside the exhibit area.
Approve satellite meetings MUST disclose the following on all promotional and printed materials:
“This session not an official part of the ISSX Meeting; however, this program has been reviewed and its presentation permitted by the Society.”
All requests for satellite meetings will be reviewed by the ISSX Scientific Affairs Committee.
Promoting Your Approved Satellite Meeting
Telephone or email ISSX for information regarding newsletter advertising or mailing list rental.
One sign for the satellite meeting may be posted in the hotel or convention center lobby at an ISSX meeting and, if the event is held at the same location as an ISSX meeting, one near the door to the meeting room beginning 24 hours in advance of the meeting. Signs may not be placed near the ISSX registration area or meeting rooms where education and scientific sessions are held. All signs must include the following language:
“This session not an official part of the ISSX Meeting; however, this program has been reviewed and its presentation permitted by the Society.”
Literature may be distributed at the meeting only in designated areas. To be specific, no literature or signs may be left outside or inside meeting rooms where educational or scientific sessions are being held, including the poster sessions. Literature may not be handed out on stairways or elevators. Literature may be distributed from the sponsoring company’s exhibit booth. All literature must include the language “This session not an official part of the ISSX Meeting; however, this program has been reviewed and its presentation permitted by the Society.” Satellite coordinators may not use "mail drops" in the hotel rooms of ISSX Meeting registrants.
Questions related to the ISSX satellite meeting program may be directed to information@issx.org or to (202) 367-1160.
|
