Promotional Symposia

Definition
Promotional Symposia are programs that are planned by and conducted by industry or the industry’s assigned third-party partner and are not considered part of SCCM’s 42nd Critical Care Congress.  These symposia provide attendees with additional educational/ informational learning experiences. Program content and product information are the sole responsibility of the industry sponsors and/or industry’s assigned partners.

Days and Times
Symposia will be held January 19, 20, 21, and 22 (Saturday, Sunday, Monday and Tuesday). There will be a maximum of 6 symposia per time period. Timeslots available are:  

Venue
Promotional Symposia will be held at either the Caribe Hilton (1 San Geronimo, 787-721-0303) or Conrad San Juan Condado Plaza (999 Ashford Avenue, 787-721-1000) [both are co-headquarters hotels], or the Sheraton Puerto Rico Hotel and Casino (200 Convention Blvd, 800-325-3535), which is across the street from the Puerto Rico Convention Center. Other hotels on the SCCM hotel room block may also be considered as long as approval is received from SCCM.

The availability of the meeting room for setup will be determined by the official SCCM events scheduled prior to your event. Regardless of the time the room is released to you for setup, your program (including registration, dinner, etc.) must not begin prior to the start times designated.

Fees
The Promotional Symposium sponsorship fee structure is based on the size of the sponsor's exhibit space:

The fee includes the meeting space, a one-time complimentary SCCM Congress pre-registration list, a one-time e-blast, listing in the Congress Special Sessions & Events Brochure, listing on the industry education webpage, and listing in the Congress schedule builder mobile/phone app. The industry sponsor or sponsor’s designated vendor is responsible for the development of the content, advertising, onsite logistics, AV, signage, etc.

Application
Companies interested in conducting a Promotional Symposium must complete the application form and include a complete program description and agenda for review and approval.  The submission deadline for all applications is Friday, October 5, 2012. In order to be considered, the application form must be completed in its entirety. Symposia applications will be reviewed for acceptance on a first-come, first-served basis.  Society staff will review the application and determine its appropriateness.  E-mail notification of receipt of your application will be sent within 48 hours.  Applicants will be notified within 5 business days regarding acceptance and date and time assignment of the Promotional Symposium.

Click here to complete the application form.

Guidelines
Once approved, all revisions to a symposium’s content, faculty, or format must be communicated to SCCM in writing. SCCM reserves the right to accept, reject, or conditionally accept these, based on SCCM’s sole discretion, for any reason, which need not be disclosed to the applicant. All outstanding obligations to SCCM or to SCCM Exhibit Management by the potential exhibitor, including payment of debts, must be fulfilled prior to the live meeting.

Below are some guidelines associated with your Promotional Symposium planning:

Faculty
SCCM will not limit Congress faculty members from participating in industry’s symposia. However, Congress Program Planning Committee members are not allowed to participate as symposium faculty members.

CME/CE Credit
SCCM does not provide and does not allow any CME/CE for industry- or foundation-sponsored symposia. 

Registration
All registration will be handled by your organization.  These symposia are held off site from the main Congress and are not associated with SCCM, so please be sure to provide specific details and contact information on how to register for this activity.  Please note that attendees of a Promotional Symposium need not be a registered attendee of Congress.

Use of SCCM Name, Logo, or Seal
The Society wishes to avoid any implication that Promotional Symposia are planned, implemented, or sponsored by SCCM. For that reason, promotional materials may in no way mention SCCM or the Critical Care Congress. Promotional materials of any kind, as well as program materials, may not use the SCCM logo or name or make mention of SCCM's Critical Care Congress & Exhibition. Phrases such as “presented during,” “presented in conjunction with,” “preceding,” or “prior to” may not be used. This rule applies to materials developed for use before, during, and after the conference.

Promotional Materials – Required Information
Prior to submitting promotional materials to SCCM for approval, please be sure that you have considered and included the following:
- Name of symposium sponsor (must be on front cover)
- Acknowledgment of all commercial support (must be on front cover)
- Instructions for potential attendees regarding the registration process for the event

Catering & Hotel Logistics
All logistical arrangements are the responsibility of the symposium supporter and must be made directly with the assigned hotel. SCCM will provide the hotel contact information to the symposium supporter’s primary contact in the event acceptance letter. SCCM assumes no responsibility for the loss or reduction of meeting space after assignments have been confirmed with the supporter and hotel, or any and all charges associated with these planned events, including, but not limited to: setup charges, additional room rental, audiovisual, food and beverage, hotel reservations, speaker arrangements, electric, etc. SCCM reserves the right to ask companies to switch the assigned ballroom due to lower than expected attendance figures. If this occurs, SCCM and the hotel will not provide compensation.

The Promotional Symposium space reserved by SCCM will accommodate at least 200 people (unless larger space is requested). SCCM will assign rooms that have been secured for Promotional Symposia. All space assignments are final. Companies who contact hotels on their own or otherwise attempt to circumvent SCCM’s assignment process are subject to denial of the symposium application. The Promotional Symposium space will be provided with complimentary room rental as long as the hotel's minimum food and beverage amount is met.

Arrangements for room setup, food and beverage selections, and billing must be made directly with representatives at the event venue. They can provide menus and floor plans upon request. Symposium sponsors are responsible for all expenses incurred related to the program.  SCCM bears no financial obligation for expenses incurred for Promotional Symposia.  Once the program has been accepted and event venue has been determined, a description of services available at an additional cost will be provided.

Equipment
The application and administrative fee does not include audiovisual equipment rental or labor costs. These arrangements must be made directly with the venue hosting the event.  When designing the staging and production for the event, please keep in mind that you will be limited to one hour of setup time in most cases.

SCCM reserves the right to restrict and/or dismiss, at any time, any event it deems undesirable, in poor taste or offensive to attendees.

Promotional Opportunities
Take advantage of the following opportunities offered by SCCM to promote your symposium and reach your attendance goals:

Click here to access the advertising and marketing opportunities.

Mailing List Rental: After approval of your first promotional piece, SCCM will provide an electronic set of mailing labels at no cost until Friday, December 21, 2012. This list is approved for a ONE-TIME USE ONLY. For subsequent approved mailings, additional copies of the pre-registrant mailing labels will be available for purchase.

E-blast: SCCM will provide a one-time e-blast, which includes registration information and an overview of your educational event, in December. Distribution will be to all Congress pre-registrants plus a select group of non-registrants.

Hotel Door Drops:  SCCM will distribute your product literature, sales brochures or other promotional materials to attendees' hotel rooms so that your materials are at their doors when they awaken in the morning.  Materials must be approved by SCCM and will be distributed at the top three hotels (approximately 2,000 rooms).  Click here for the door drop application (coming soon).

Exhibits: Exhibit booth representatives may distribute invitations, tickets, etc., from within the exhibit space assigned to the sponsor or commercial supporter of a symposium.  Please note, however, that the distribution of invitations, tickets, etc., promoting a symposium is strictly prohibited in all public spaces of the event venue, convention center, or other hotels.

Signage: A total of three (3) promotional signs are permitted in the venue at which a symposium is being held.  Two (2) signs may be placed in public spaces of the event venue, and one (1) sign may be placed at the door of the symposium room. No other signs are permitted. Sign dimensions may not exceed 24” x 36”. Signs may not be posted more than 16 hours prior to the start of the event and must be removed no later than 2 hours after the event. 

Program Materials: Program materials such as handouts, syllabi, and promotional materials may in no way indicate that the program is connected with the Society of Critical Care Medicine or the 42nd Critical Care Congress.  Program materials may not use SCCM’s name or logo. Phrases such as “presented during,” “presented in conjunction with,” “preceding,” or “prior to” are prohibited.

Any sponsor found to be non-compliant with the guidelines may have their program cancelled and/or additional action may be taken.

All matters and questions not covered by the above are subject to the discretion of SCCM. These guidelines may be amended by SCCM at any time, 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 SCCM to all parties.

These guidelines are part of the contract between the industry supporter and SCCM. All corporate supporters and/or industry vendors must observe all guidelines. All points not covered are subject to the decision of SCCM. This application for a Promotional Symposium, the formal notice of space assignment by SCCM, and all deposits together constitute a contract for the right to hold a Promotional Symposium.

SCCM has the full authority to interpret or amend these rules, and its decision is final. Industry agrees to abide by any guidelines that may hereafter be adopted. Any issues not addressed in these guidelines are subject to the decision of SCCM. The industry partner waives any rights or claims of damages arising out of enforcement of any guidelines contained herein.