ISPOR 2022 Affiliate Group Function Space Request Form

ISPOR 2022 Affiliate Group Function Space Guidelines

Affiliate Group Function Space Guidelines

ISPOR 2022 is the leading global conference for Health Economics and Outcomes Research (HEOR), for discussion and dissemination of the latest trends in healthcare. This must-attend in-person and virtual conference provides you with dedicated opportunities to network with your peers, HEOR experts, thought leaders and a global multistakeholder audience.

ISPOR 2022 presents a prime opportunity for affiliates of ISPOR – exhibitors, sponsors, supporters, partners and ISPOR members to hold Affiliate Events in conjunction with ISPOR’s Annual Meeting. All Affiliate Events held in conjunction with ISPOR 2022 are required to adhere to the following process and established criteria for Affiliate Events.

AFFILIATE EVENT DESCRIPTION
Any Affiliate Event that includes attendance by ISPOR conference delegates regardless of the hosting organization status (exhibitor, sponsor, member, partner, etc), is considered an Affiliate Event and is required to complete a Submission Form for review and approval by the ISPOR Global Events Team.

PRE-CONFERENCE AFFILIATE EVENT REQUEST PROCESS

Submissions
Requests for Affiliate Events held during ISPOR 2022 must be submitted for approval to the ISPOR Exhibits and Sponsorships Team via this submission form (per event). If you have any questions prior to submitting your Affiliate Event request, please email exhibit@ispor.org. All required fields must be completed for a submission form to be considered final and for a submission to move forward to the review and approval process.

Approvals
The ISPOR Global Events Team will review submission requests to determine whether the proposed Affiliate Event meets ISPOR criteria. The contact liaison provided with the submission form will be notified by email within ten (10) business days of receipt of the request if the Affiliate Event has been approved.

Upon authorization, the Global Events Team will inform the Venue of the approval and will provide the contact liaison’s name and email. From that point forward, the approved organization will work directly with the Venue to plan and contract the event.

Once your Affiliate Event has been approved no changes (day, date, time, size, event type) of any kind are allowed without a secondary review of the proposed changes. Should your approved Affiliate Event need to be modified please email exhibit@ispor.org for a secondary review and approval. Affiliate Events with modifications that are not approved are subject to cancellation.

Please note that Affiliate Event space is limited, and requests will be considered on a first-come, first- served basis.

AFFILIATE EVENT CRITERIA

To make certain your Affiliate Event complies with ISPOR’s criteria please review the following information.

Approved Dates and Times for Affiliate Events
Affiliate Events are only permitted during hours that do not conflict with the Conference Educational Program, Poster Sessions, or other official ISPOR functions. Events may only be scheduled as follows:

Prior to Monday, May 16: No time restrictions, events can be held all day
Monday, May 16 Before 7:00 a.m. and Any time after 6:30 p.m.
Tuesday, May 17 Before 7:00 a.m. and Any time after 6:30 p.m.
Wednesday, May 18 Before 7:00 a.m. and Any time after 6:30 p.m.

Note: Times are listed in EST – please plan accordingly for your Affiliate Events

Conference Venue – Affiliate Event Assignments
The designated Venue for ISPOR 2022 is the Gaylord National Convention Center - Please do not attempt to make reservations directly with venues before approval. This will forfeit your request for space.

The Venue will not reserve sleeping rooms, suites, or meeting room/function space for Affiliate Events for any individuals/organizations during the annual meeting without prior approval from the ISPOR Global Events Team.

The approved Affiliate Event Company organizing the Event is responsible for all costs associated with the approved Affiliate Event, including but not limited items such as - room rental, food/beverage, audio/visual equipment, music labor contracts, labor costs, etc.

ISPOR is not responsible for payment of any services connected with the Affiliate Event and ISPOR has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by the Venue.

Affiliate Events Categories
All Affiliate Event Categories are on a first-come first-serve basis.

Gaylord Hospitality Guestroom Suites: A hotel room/lounge for attendees to come and go as desired. Planned meetings in hospitality suites that include meeting attendees are prohibited during blackout times. ISPOR does not allow information/welcome desks in public spaces of the official ISPOR headquarter hotel or the convention center. Desks are also not permitted in lobbies of any ISPOR participating hotels.

Private Meeting Space: Internal sales, business, or staff meetings for exhibitors who are at ISPOR 2022, provided that such meetings are closed to other ISPOR 2022 attendees. These meetings can be held during blackout times but may not include meeting attendees.

Social Events: 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 ISPOR’s show hours.

Media Events and Press Releases: Organizations planning media events during the ISPOR Annual Conference are required to abide by ISPOR’s Media Activity Policies. Organizations attending ISPOR conferences may not hold media events at the conference location, nor may media events be held during the conference programming hours. Pursuant to ISPOR policy, the Society does not permit any competing educational programming or satellite symposia during its conferences. Media events and press releases promoting data presented at an ISPOR conference must align with ISPOR’s embargo policy. Organizations holding media events must make it clear in all materials that the event is not part of ISPOR’s official press program. All existing policies regarding embargoes and press material apply. ISPOR does not make press registration lists available. ISPOR’s Press Policies for the ISPOR Annual Conference can be found on the conference microsite. Any questions or requests for additional information about ISPOR’s media / press policies should be directed to ISPOR Communications at press@ispor.org.

Exhibit Hall Meeting Rooms: Exhibitor Meeting Rooms offer flexibility and convenience without having to leave the Convention Center. Not only do Meeting Rooms provide exhibitors the ability to host staff meetings during the Meeting, but they also provide a great opportunity to create a unique, private showroom or lounge for hosting clients and prospects, or setting up a controlled product display area. All exhibitor meeting rooms will be located within the exhibit hall show floor.

REGULATIONS AND VIOLATIONS

The point of contact for each approved Affiliate Event is responsible for ensuring that all vendors, speakers, and event invitees understand and comply with the Affiliate Event Criteria as outlined.

The approved company will be held responsible for the activities of any third-party agency appointed on its behalf. It is the responsibility of the approved Company holding the Affiliate Event to disseminate the criteria for ISPOR 2022 Affiliate Events among its staff and affiliates. Any violations by a third party will be considered a violation by the approved company.

Affiliate events must meet the criteria outlined in this document. If an approved company is found to violate the rules governing Affiliate Events or misrepresent the type of event submitted (e.g., requests a social reception and holds an educational session), the Affiliate Event will be immediately canceled.

ISPOR reserves the right to attend/monitor all Affiliate Events without prior notice. Affiliate Events not adhering to the Criteria run the risk of being suspended and/or canceled.

AFFILIATE EVENTS – SET UP GUIDELINES

Hospitality Registration Desk
One (1) 6-ft. draped table is permitted directly outside of the assigned Affiliate Event with one (1) sign no larger than 22”x28”. Desks are permitted outside of the assigned event function space an hour before the approved event. Signage may NOT include the ISPOR logo or the name of the IPSOR meeting.

ISPOR does not allow information/welcome desks in public spaces of the official IPSOR headquarter hotels or the convention center. Desks are also not permitted in lobbies of any ISPOR participating hotels.

Signage
One (1) sign no larger than 22”x28” is permitted outside of the Affiliate Event. Companies will not be permitted to post promotional signs or literature in hotel lobbies or the Convention Center. No marketing pieces, invitations, communications of any kind, advertising, or other written or spoken descriptions of the Affiliate Event may use the ISPOR name or logo, or otherwise suggest or imply that ISPOR has endorsed, sponsored, or accredited the event, unless otherwise expressly permitted by ISPOR.

Company representatives are not permitted public areas of the Convention Center or hotel lobby/hallways with the intent to promote their Affiliate Event. Additionally, promotion of Affiliate Events is not permitted in ISPOR’s contracted hotels through “room drops”.

Companies found violating these signage guidelines risk penalties from ISPOR. ISPOR also reserves the right to remove, without notice, signage in violation of the above guidelines.

QUESTIONS / INQUIRIES

Affiliate Event questions: Please contact Exhibits at exhibit@ispor.org, with any questions or for more information.

Exhibitor questions: Please contact Exhibits at exhibit@ispor.org, with any questions or for more information.

Educational Symposia questions: Please contact Sponsorships at sponsor@ispor.org, with any questions or for more information.

Press: For additional information regarding press and embargo policies at ISPOR meetings, please contact ISPOR Communications at press@ispor.org.