Sponsored Symposia Policy

Sponsored Symposia

Host a CME or non-CME accredited breakfast, lunch or dinner during the 34th SITC Annual Meeting & Pre-Conference Programs (SITC 2019). These times do not overlap with SITC events such as leadership activities, SITC educational events, plenary sessions or other events as needed for the business of the Society.

Eligibility

Organizations involved with SITC 2019 (Sponsor, Exhibitors and Ancillary Events) are eligible to apply for a sponsored symposium.

Event Request Form

SITC requires all organizations (commercial and non-profit) that wish to hold a Sponsored Symposium during the SITC Annual Meeting to complete an online Event Request form. A $100 non-refundable application fee is required with the event request submission. No requests for a Sponsored Symposium will be considered without an application fee. Application fee is not included in Sponsored Symposium rate.

The deadline for Sponsored Symposium event requests is Friday, Sept. 6, 2019. Event requests submitted after the deadline of Friday, Sept. 6, 2019 will incur an increased application fee of $200.

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 SITC 2019 among its staff and affiliates. Any violations by a third party will be considered a violation by the group.

Scheduling

SITC limits the number of sponsored symposia taking place at any given time to maximize attendance and increase demand. Symposia are not held concurrently with SITC educational programming or leadership activities, but may be held concurrently with other sponsored symposia. Sponsored symposia will be held in designated event space at the Gaylord National Hotel & Convention Center. Times and spaces are limited and will be assigned on a first-come, first-served basis. SITC reserves the right to change session times and meeting space assignments to benefit the conference. Changes will be communicated in writing. 

Dates Breakfast Lunch  Dinner
Thursday, Nov. 7, 2019
6:45 – 7:45 a.m. Not Available TBD
Friday, Nov. 8. 2019
Not Available 12:30 – 2 p.m. 6:30 – 8 p.m.
Saturday, Nov. 9, 2019
6:45 – 7:45 a.m. 12:35 – 2:05 p.m. 7 – 8:30 p.m.
Sunday, Nov. 10, 2019
6:45 – 7:45 a.m. Not Available Not Available


Rates
Please contact the SITC office for rates at events@sitcancer.org.

Each organization is responsible for the planning and costs associated with the Sponsored Symposium, including food and beverage, audio-visual service beyond what is provided with event, hotel labor costs, etc. SITC is not responsible for payment of any services connected with the symposium and has no authority of any fees that are required by the venue. SITC will invoice accepted events based on the Sponsored Symposium rates listed above.
Acceptance & Payment

Sponsored symposium requests will be reviewed weekly and approved on a first-come, first-served basis with priority given to previous year’s sponsors. Please allow 7-10 business days for receipt of confirmation and meeting room assignment. Submitting a request does not guarantee assignment. Upon approval, SITC will send an acceptance letter and invoice. Payment is due within 30 days of the event approval or the symposium will not proceed.

Once payment is received in full, SITC will provide a listing of hotel/venue contacts and the organization will work directly with the assigned property to plan the event. Please do not contact the hotel/venue before you receive listing of contacts. Organizations must abide by the SITC event policy as listed. Any organizations found working directly with the convention center or official hotels without prior consent from SITC or are in violation of other event policies may lose their event space or jeopardize the ability to hold future functions in conjunction with the SITC Annual Meeting. Organization waives any rights to claims of damages arising out of the enforcement of these guidelines.

Sponsored Symposium Inclusions

The following services are included:

  • Standard room set up with round tables and chairs.
  • Basic set-up of audio visual equipment including a podium, screen, projector, microphones, speakers, laptop, clicker and laser pointer. Showgear Productions is the exclusive provider for audio visual services. With approval from SITC, additional AV services, beyond what is provided may be acquired through Showgear at the expense of the organization.
  • Registration Bag Insert: Option of providing (1) marketing piece, size 8.5” x 11” or smaller into the registration bag.
  • Promotional email: The symposium description and organization logo will be included in an email sent to Annual Meeting attendees the week of Oct. 28, 2019.
  • Mobile Application Blast Alert: Attendees with the SITC 2019 mobile application will be reminded of the symposium before the start of the event.
  • Room Signage & Easel: A 22”x28” sign listing the symposium title(s), event date, event time, room name, speaker name(s) and affiliation(s), and organization will be provided.

Additional Opportunities to Promote Your Symposium

  • Hotel Door Drop at official hotels available for a discounted rate.
  • One-time use of SITC Annual Meeting attendee mailing list (Please request rates)
  • Ad space in program book (Please request rate card)

Marketing

All names, marks, brands, logos, designs, trade dress, slogans, and other designations of SITC are the sole and exclusive property of SITC. Use of any SITC branding without SITC’s prior written permission is strictly prohibited, except for use of SITC’s name as required in the disclaimer for signage and in other materials associated with sponsored symposia.

All promotional and marketing materials must contain the following statement: The [Sponsored Symposium Title], content and views expressed therein are those of the [Organization] and not of SITC.

SITC allows the opportunity to purchase membership and attendee mailing lists for pre and post marketing for each Symposium. Only mailing information will be provided; phone and fax numbers and e-mail addresses are not available for purchase. The lists are sold for a one-time use only. Samples of the mailing (including invitations to Sponsored Symposium) must be submitted and approved by SITC prior to an organization receiving the list. SITC strongly encourages organizations to submit their samples early to allow for adequate production and mail time. For more information on membership and attendee mailing lists and/or to purchase a mailing list, please contact the SITC office or e-mail info@sitcancer.org.

Signage

Signage for sponsored symposia is not permitted in public spaces of the meeting venue except for inside and immediately outside of the designated room that the event is to occur. All signage must be 22’’x28’’ in size. Event signage may NOT include the SITC name, logo, or name of SITC meeting. In addition, no marketing pieces, invitations, communications of any kind, advertising, or other written or spoken descriptions of the symposium may use the SITC name or logo, or otherwise suggest or imply that SITC has endorsed or sponsored the event.

Post Meeting Survey

In an effort to continue to improve our sponsored symposia offerings, SITC requires all participating groups to complete a post-meeting survey, accompanied by final attendance counts, two weeks after the Annual Meeting.

Important Dates
April 9, 2019
Sponsored symposia request application open
Sept. 6 2019 Sponsored symposia request deadline
Symposium description due for print program, promotional email and signage
Sept. 16, 2019
Sponsored symposium specifications and AV due
Final deadline for approval of registration bag inserts and all marketing materials by SITC
Final deadline for approval of door drops and all marketing materials by SITC
Nov. 22, 2019 Post meeting survey and final attendance count is due to SITC


Cancellation

The application fee is non-refundable. Symposium fees, less a $1,000 cancellation fee will be returned if the event is cancelled on or before Friday, Sept. 6, 2019. No refunds will be issued after this date. Refunds will be processed in the same form from which the payment was received. Please note that cancelling your symposium with the venue does not automatically cancel your event with SITC. Please notify SITC if your symposium has been cancelled.

Damage to Function Space

The group agrees to pay for any damage to the function space that occurs while the group is using it. The group will not be responsible, however, for ordinary wear and tear or for damage that it can show was caused by persons other than the group and its meeting attendees.

Liability

All matters and questions not covered in the above policy are subject to the discretion of the Society for Immunotherapy of Cancer. These policies may be amended at any time by SITC 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 SITC to such parties.

For all activities, the organization will take full responsibility for the event or meeting and hold harmless the Society for Immunotherapy of Cancer, its officers, agents, contractors and employees from any and all liability and costs associated with the activity. By completing the online request form, SITC is released from any and all liability.