For additional Sponsored Symposia options, contact Megan Wendelberger at mwendelberger@sitcancer.org

Each organization is responsible for the planning and costs associated with the sponsored symposium, including but not limited to hotel labor costs, additional food & beverage and audio-visual service beyond what is provided with event, 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 and Payment

Sponsored symposia applications 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 an application does not guarantee a spot and is not a binding commitment. Upon approval, SITC will send an acceptance letter and invoice. Payment is due within 30 days of the event approval or the symposium will be cancelled.

Please do not contact the hotel/venue before your event is authorized by SITC. 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: A stage, podium, tables, chairs, and a registration table to be placed directly outside the meeting room. Rooms will be set classroom style for 50 attendees, but can be changed for a fee. Please let SITC know by October 23 if a different room set-up is desired.

• Basic audio visual equipment: One (1) screen, one (1) projector and safe lock stand, (1) podium microphone, one (1) wireless lavaliere microphone, one (1) tabletop microphone, one (1) wireless handheld microphone, two (2) speakers with stands, one (1) laptop, one (1) clicker and one (1) laser pointer is included in the cost of a sponsored symposium. Markey's is the exclusive provider for audio visual services. With approval from SITC, additional AV services, beyond what is provided may be acquired through Markey's at the expense of the organization.

• Event Listing: Your event title, date, time and event description will be listed on the SITC 2025 website and in the SITC 2025 virtual platform.
• Room Sign with Event Information
• Targeted Email: SITC will send an email promoting your event to a select list of Annual Meeting registrants, which the sponsor can choose from a limited list of audience types.
• Email Blast: Your event description and organization logo will be included in an email sent to Annual Meeting attendees the week of Nov. 2, 2025.
• Event Recording: You have the option to have the event recorded and posted for on-demand viewing on the SITC 2025 virtual platform.
• Catering: Symposia fees include a pre-set selection of food and beverages. SITC must be notified if a sponsor plans to distribute food or beverage items outside of the provided options. Such items must be approved by SITC and ordered directly from the meeting venue. Food and beverage provided will account for 50 attendees. Symposia fee includes:
  • Morning sessions: Coffee and selection of continental breakfast items.
  • Afternoon sessions: 50 boxed lunches including non-vegetarian, vegetarian, and vegan options, a side, and a beverage.
  • Evening sessions: Appetizers of sponsor's choosing from a limited convention center catering menu and a selection of non-alcoholic beverages.
• Complimentary Registration and Lead Retrieval: Sponsor will receive one complimentary Annual Meeting registration and one mobile lead retrieval license.
• Attendee List: Sponsor will receive access to a list of Annual Meeting attendees who agree to have their name, title, and company shared with supporters. No contact information will be included.

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.

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’’x 28’’ 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

Additional opportunities to promote your symposium (fees apply):

$1,000 Advertising Bundle

• One (1) sign placed near attendee registration listing symposium details
• One (1) additional push notification

$2,500 Advertising Bundle

• One (1) sign placed near attendee registration listing symposium details
• One (1) additional push notification
• One (1) daily email advertisement

$5,000 Advertising Bundle

• One (1) sign placed near attendee registration listing symposium details
• One (1) additional push notification
• One (1) daily email advertisement
• Two (2) floor decals in meeting space

Post Meeting Survey

In an effort to continue to improve our Sponsored Symposia offerings, SITC asks that all participating groups complete a post-meeting survey within two weeks after the Annual Meeting.

Important Dates