Call for Corporate Satellite Symposia
Note: The following information will remain on the ASPHO Web site through the conclusion of the 2010 annual meeting. These guidelines and instructions have been developed as a resource for you in the planning and implementation of a satellite symposium program. Please refer to these guidelines frequently.
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GENERAL INFORMATION
The American Society of Pediatric Hematology/Oncology (ASPHO) Program Committee invites the submission of proposals for Corporate Forum Satellite Symposia to be presented at the 23rd Annual Meeting of the American Society of Pediatric Hematology and Oncology, April 7-10, 2010 in Montreal, Quebec, Canada.
ASPHO strives to advance the knowledge, understanding, and application of pediatric hematology/oncology and to foster the dissemination of this information through national scientific meetings.
ASPHO invites its Corporate Members and their medical education partners and others with an interest in pediatric hematology/oncology to submit proposals for the official Corporate Forum Satellite Symposia, which will occur in conjunction with the ASPHO Annual Meeting, April 7-10, 2010 in Montreal, Quebec, Canada. Proposals will be reviewed by the ASPHO Program Committee, and will be evaluated based on the quality of the proposed programs and ability to complement workshops and symposia selected for presentation at the 23rd Annual Meeting. Proposed programs must demonstrate scientific rigor and objectivity and be free of commercial bias for or against any product.
Criteria for acceptance of a proposal include the following:
• The topic is timely and of broad interest to the membership.
• The topic was developed in accordance with accreditation guidelines, e.g., ACCME Standards for Commercial Support; and, the content is free of commercial bias for or against any product.
• The proposed program is designated for CME credit by an accredited provider.
Proposals must be received via e-mail submission by July 22, 2009.
If a proposal is accepted by the Program Committee, the program will be scheduled as an official
Corporate Forum Satellite Symposium of the annual meeting in a lunch or dinner slot. The ASPHO Program Committee will determine program placement based on several factors. Once a time has been assigned, it cannot be changed. The symposia are considered as official satellite events held in conjunction with the 23rd Annual Meeting. No other educational programs or social events supported or sponsored by any other organization and directed at the same audience may be offered over the official dates and times of the 23rd Annual Meeting in the same city as the ASPHO meeting.
TIMELINE
| 6/3/09 | Submission form available on www.aspho.org |
| 7/22/09 | Proposals for Corporate Forum Satellite Symposia due to ASPHO* |
| 8/29/09 | Companies notified of acceptance and recommended revisions, as determined by the Program Committee. An invoice and sample Letter of Agreement for the educational grant will be included with the acceptance letter (see below |
| 9/3/09 | Final program description due for ASPHO conference brochure. Description includes short synopsis, schedule and confirmed faculty. |
| 10/15/09 | Educational grant and letter of agreement due to ASPHO. NOTE: The sample Letter of Agreement furnished by ASPHO is intended as a possible format. If an organization wishes to use another format, this is acceptable providing that all necessary parties sign the agreement as follows: commercial interest, accredited provider; medical education company; and, the American Society of Pediatric Hematology and Oncology. If a signed letter of agreement is not submitted with all aforementioned parties, the program will not be included in the registration brochure nor will the corporate member be acknowledged in accordance with ACCME guidelines. |
| 1/7/10 | ASPHO to provide logistical information packet, including: AV equipment, floor diagram and facility contacts on the ASPHO Web site |
| 1/12/10 | Draft copy of invitation submitted to ASPHO for approval |
| 1/26/10 | ASPHO Program Book advertising deadlines (optional, additional fee) |
| 2/10/10 | ASPHO will provide ASPHO member mailing labels; requests due for additional audiovisual equipment, audience response system, etc. |
| 3/16/10 | ASPHO will provide mailing labels for pre-registrations for meeting |
| 3/16/10 | Badge requests for faculty and staff due to ASPHO |
| 3/20/10 | Room Drop closing (optional, additional fee) |
| 6/13/10 | Summary of program evaluations to ASPHO post-conference |
*Contact ASPHO if interested post time line submission dates
The process for submission, selection, and conduct of the Corporate Forum Satellite Symposia is described below.
PROPOSAL SUBMISSION/SELECTION PROCESS
• Organizations wishing to present a Corporate Satellite Symposium at the ASPHO Annual Meeting may apply to do so by following the link at the bottom of this page and completing a proposal.
• Proposals should include the following information: Title, Target Audience, Educational Objectives, Preliminary Agenda, Name and affiliation of potential moderator and speakers, Description (150 words or less), preferred time of presentation, Accredited provider contact information, Organization providing logistical/meeting support, Communications Company/Meeting Planner Contact, Name of supporting company and contact information.
• Only Corporate Members may present Corporate Forum Satellite Symposia at the ASPHO annual meeting. One proposal per Corporate Member.
• The ASPHO Program Committee will evaluate and rate all proposals. Ratings will be based on overall quality, scientific merit and broad-based appeal.
• To avoid any appearance of conflict, the current ASPHO President and members of the Program Committee should not be included as speakers or moderators in a Corporate Forum Satellite Symposium. Members of the Board of Directors need to carefully consider whether their participation might be construed as a conflict of interest.
The 2009-2010 ASPHO President and Program Committee members are:
Holcombe E Grier, MD, ASPHO President
Judith Margolin, MD, ASPHO Program Committee Chair
Guy Young, MD
Jorge DiPaola, MD
Denise Adams, MD
Jacqueline Casillas, MD
Murali M Chintagupala, MD
Melody J Cunningham, MD
Sinisa Dovat, MD DSc
Doug Graham, MD, PhD
Caroline Hastings, MD
Leo Mascarenhas, MD
Zora R Rogers, MD
Leonard A Valentino, MD
Daniel S Wechsler, MD PhD
Donald Yee, MD
Peter Zage, MD PhD
Advisory ASPHO Program Committee Member:
George M. Buchanan, MD
• All Corporate Forum Satellite Symposia must be designated for physician credit by an ACCME accredited provider. ASPHO will not provide continuing education credit for Corporate Forum Satellite Symposia.
• ASPHO will notify the commercial supporter in writing regarding the committee's decision as noted on the timeline. Applicants may not contact reviewers directly to provide additional information or to check the status of a proposal.
• A proposal will be considered complete when it includes: the rationale for holding the symposium (to include the professional practice gap and specific learning need), learning objectives, complete agenda for the program (including proposed speakers and topics), synopsis of program content (session description) for publication in ASPHO conference brochure, expected outcomes, and a description of how CME credit will be awarded. A representative of the company must sign the proposal.
PROGRAM CONTENT AND SPEAKERS
• Corporate Satellite Symposia must comply with ACCME guidelines regarding objectivity and scientific rigor of program content, appropriate disclosure and resolution of commercial relationships, content validity, and program evaluation.
• The program topic/content cannot be changed once it is selected and approved.
• All correspondence with Corporate Forum Satellite Symposia speakers, including honoraria and expense reimbursement, will be the responsibility of the organizer of the symposium.
PROMOTION
• ASPHO will list Corporate Forum Satellite Symposia, including brief program synopses, in the ASPHO Annual Meeting registration brochure, on the web site, and any other official program materials.
• ASPHO will provide supporters of Corporate Forum Satellite Symposia with an address spread sheet of all ASPHO members 9 weeks prior to the annual meeting. In addition, 4 weeks prior to the conference ASPHO will provide a spread sheet for the 2010 ASPHO conference pre-registration list.
• Invitations and collateral materials for the Corporate Forum Satellite Symposia must be submitted to ASPHO for review and approval prior to publication.
• Please allow at least five business days for ASPHO to turn around approvals.
• You may refer to your program as a "Corporate Forum Satellite Symposium," or a "CME Corporate Forum Satellite Luncheon/Dinner Symposium;" however, ASPHO requires that the rest of the verbiage is stated in this manner: "Held in conjunction with the 23rd Annual Meeting of the American Society of Pediatric Hematology/Oncology."
• Please note - any usage of the ASPHO logo requires permission from ASPHO.
REGISTRATION
• Corporate Forum Satellite Symposium organizer is responsible for handling pre-registration and onsite management of the event. Satellite Symposia personnel must be available outside the session room an hour prior to the scheduled start-time of the event to handle registration and answer questions.
• Registration reports will be sent on a scheduled basis identifying all pre-registrants with their demographic profile.
• A registration table, easels and rope and stanchion will be provided outside the session room.
EVENT LOGISTICS
• One person must be designated as the sole contact for the Corporate Forum Satellite Symposium. ASPHO will deal directly with that one person. It is the applicants responsibility to share all information included in these guidelines with the commercial supporter, medical education company, and/or any other organization or individuals retained to manage the event.
• ASPHO will assign a meeting room, with your notification letter, for your event at the meeting facility.
• ASPHO to provide logistical information packet, including: AV equipment, floor diagram, and facility contact on the ASPHO Web site, www.aspho.org, by January 7, 2010.
• Meeting rooms designated for Corporate Forum Satellite Symposia will be set with round tables, banquet style. No buffet set up will be allowed without prior permission from the ASPHO contact.
• A plated meal is required.
• A minimum of 250 should be budgeted for food & beverage. Guarantees should be based on your preregistration numbers and past attendance at similar events at ASPHO.
• ASPHO may require you to change your menu based on other events within the meeting.
• The symposium and all food & beverage must be kept contained within the assigned meeting room and the assigned time frame.
• Corporate Forum Satellite Symposium organizer is responsible for handling onsite management of the event.
• A registration table, easels and rope and stanchion will be provided outside the session room. No other furniture, display units, banners or unapproved signage may be placed outside the room. No sales activities may take place and no promotional materials may be distributed in the meeting room or the registration area.
• Space will also be allocated for a maximum of 4 signs (22' x 28') for the Corporate Forum Satellite Symposium. Placement of signs will be determined by ASPHO.
• ASPHO requires that you use the designated audio/visual contractor for this meeting. A detailed AV equipment list and diagram will be provided. You have approval to bring in your own Producer and to order additional equipment.
• Audio/video taping will be the responsibility of symposium organizer and can be arranged through the designated contractor.
• All expenses associated with room set-up and clean up, food and beverage, electrical, telephone, shipping, etc., are the sole responsibility of the Corporate Forum Satellite Symposium organizer.
• Evaluations and certificates for continuing education credits are the responsibility of the Corporate Forum Satellite Symposium organizer. Certificates of credit must be received by participants within 4 weeks of the conference. A summary of participant evaluations must be provided to ASPHO no later than 8 weeks after the conference unless an outcomes study requires additional time.
Educational Grants
• The fee for a Corporate Forum Satellite Symposium is $25,000, payable to the American Society of Pediatric Hematology/Oncology.
• This fee and accompanying signed letters of agreements must be received by ASPHO by October 24, 2009.
ASPHO Contacts:
Please direct general inquiries to:
Brian Fitzgerald, Corporate Relations and National Sales Manager
American Society of Pediatric Hematology and Oncology
4700 W. Lake Avenue
Glenview, IL 60025
847/375-4751, Fax 847/375-6456
bfitzgerald@connect2amc.com
Please direct all education inquiries involving accreditation, letters of agreement, content, speakers, and invitation copy to:
Jackie Holcomb, Education Manager
American Society of Pediatric Hematology and Oncology
4700 W. Lake Avenue
Glenview, IL 60625
847/375-4894, Fax 866/585-0443
jholcomb@connect2amc.com