If you plan to host an event during the 34th Annual Meeting & Pre-Conference Programs (SITC 2019), carefully review the event policy and complete an Ancillary Event Request form, with a non-refundable application fee.
SITC requires that all groups respect the educational focus of our meeting by coordinating all ancillary events (regardless of location) through the society. This ensures that the society is aware of every activity, so we can better assist attendees in planning their agendas or finding a specific activity.
Ancillary event space is available at the Gaylord National Hotel & Convention Center and other official SITC hotels. Meeting space is limited, and the previous year’s sponsors will have priority.
Ancillary Event Definition & Policy Dates
An ancillary event is any function held adjunct to a SITC meeting by a group other than SITC
This policy shall be in effect for the day prior to the start of the first educational event through the last SITC programmed activity. For SITC 2019, this is Tuesday, Nov. 5 through Sunday, Nov. 10.
Third Party Planners
The group will be held responsible for the activities of any third party agency appointed on its behalf. It is the responsibility of the group to disseminate the rules and regulations for the SITC Annual Meeting among its staff and affiliates. Any violations by a third party will be considered a violation by the company.
Types of Ancillary Events
If a group is found to violate the rules governing ancillary events or misrepresents the type of event submitted (e.g., requests a social reception and holds a sponsored symposia), the event will be immediately terminated, and the group may be restricted from holding ancillary events at future SITC Annual Meetings.
Advisory Board Meetings: A small gathering of corporate board members, which may also include some related experts in the field for discussion.
Focus Group: A small gathering of people selected to participate in a moderated discussion to elicit feedback or perceptions on a specific topic or area of interest
Hospitality Suite: A corporate or social function taking place in a hotel suite.
Investigator Meetings/Industry Updates: A closed (invitation only) meeting of participating and potential participating investigators concerning clinical trials, either in progress or proposed.
Investor Meetings: A small gathering for corporate investors.
Committee Meetings: A group of people appointed for a specific function by a larger group and typically consists of members of that group.
Hospitality Desks: SITC does not allow information/welcome desks in public spaces of the Gaylord National Convention Center and other official SITC headquarter hotels. Hospitality desks are also not permitted in lobbies of any official SITC hotels.
Internal Corporate Business Meetings: Internal sales, business, or staff meetings limited in attendance to 30 or less, and are closed to other SITC Annual Meeting attendees.
Office: A room used by corporate staff to conduct business during the meeting. Planned meetings in offices that include meeting attendees are prohibited during SITC’s Annual Meeting and Pre-Conference Programs.
Social Event: Receptions, dinners, alumni events, reunions, specialty groups or other hospitality events where there is no educational/scientific program presented. These may be restricted to times not conflicting with SITC’s Annual Meeting & Pre-Conference Programs.
Hospitality Registration Desks
One (1) 6 ft. draped table is permitted directly outside of the assigned meeting room with one sign no larger than 22’’x28’’. Desks are permitted outside of the assigned space one hour before the start of the approved ancillary event.
Ancillary Event Request Form
SITC requires all organizations that wish to hold functions of any size or nature during the policy dates, to submit an online Ancillary Event Request form for each individual event. A $100 non-refundable application fee is required for each event request submission. No requests for ancillary events will be considered without an application fee. Application fee is not included in room rental fee.
The deadline for ancillary event requests is Friday, Sept. 6, 2019. Event requests submitted after the deadline of Friday, Sept. 6, 2019 will be considered as space allows, and incur an increased application fee of $200.
Suggested Event Times
To limit disruptions to SITC meeting attendees, Ancillary Events are suggested to be scheduled during breaks (including breakfast, lunch and longer session breaks of 30 minutes or more), after the conclusion of the last educational session of the day (some restrictions apply), or two or more days prior to the start of the first educational session. SITC reserves the right to deny requests that compete with designated SITC leadership activities, plenary and breakout sessions, keynote addresses, SITC membership business meeting, awards ceremony, presidential reception and other times as needed for the business of the Society.