Ancillary Meeting Request Information 

Meeting Guidelines

All ancillary meetings held in conjunction with the ASH annual meeting must adhere to these guidelines, regardless of location. ASH expects that companies that are subject to the PhRMA code will adhere to that code during the ASH annual meeting. ASH recognizes that the intent of the PhRMA code is to separate marketing and education. The sponsoring company is responsible for assuring that all vendors understand and comply with the stated guidelines; a violation of the guidelines will be attributed to the sponsoring company, regardless of whether executed by that company or one of its vendor/subcontractors.

• All ancillary meetings held during the ASH annual meeting must be approved by ASH. To obtain approval, an Ancillary Meeting Room Request must be submitted to ASH.
  
• Each Ancillary Meeting Room Request must include: (a) the identity of the sponsor requesting the ancillary meeting; (b) the date, start time and end time of the ancillary meeting; (c) the names and affiliations of the persons speaking at the ancillary meeting; (d) a brief description of the purpose and objectives of the ancillary meeting; (e) a list of invitees to the ancillary meeting (only applicable to certain types of ancillary meetings as stated below) and (f) the release and indemnification commitment described in Section E below. 
   
• Meeting space is limited and Ancillary Meeting Room Requests that comply with these guidelines will be considered on a first-come, first-served basis. The deadline for Ancillary Meeting Room Requests is Friday, November 18, 2011. 
   
• Space for ancillary meetings will be provided only to requestors who are affiliated with ASH, such as exhibitors, corporate sponsors, nonprofit organizations, ASH members, and annual meeting attendees.
  
• Hotels in the ASH room block will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the ASH annual meeting without prior approval from ASH. 
   
• The main contact is responsible for all costs associated with the approved ancillary meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned hotel to make arrangements and finalize billing.

Permissible Meetings 

• Private food and beverage functions that are by “invitation only.” Corporate/executive staff may speak about their products and services, but educational speakers are prohibited. A list of invitees must be provided to ASH prior to the meeting being approved. 
  
  
• Investigator Meetings/Industry Updates that are by “invitation only.” Investigators involved in conducting research for the company and individuals who have provided consultation for the company are appropriate speakers; prospective investigators and consultants are not appropriate. A list of invitees must be provided to ASH prior to the meeting being approved. 
   
• Press briefings, provided that: (a) content must be pre-approved; (b) the briefing must comply with any applicable embargo dates/times regarding ASH abstracts; and (c) briefings may not be held at the convention center or conflict with any ASH-sponsored events. Visit the ASH website at http://www.hematology.org/Meetings/Annual-Meeting/3734.aspx to carefully review the press policies for the ASH Annual Meeting. Questions regarding the correct embargo dates/times for the ASH abstracts should be directed to Andrea Slesinski at aslesinski@hematology.org.
  
  
• ASH member meetings involving a group of special interest experts who are working on a joint project (e.g., NIA grantees working on a consortium for anemia and the elderly, sickle cell researchers, or hemophilia treatment center directors). A list of invitees must be provided to ASH prior to the meeting being approved. 
   
• Patient group or nonprofit organization meetings – A list of invitees must be provided to ASH prior to the meeting being approved. 
  
  
• Exhibitor pre-conference meetings that are designed to prepare exhibit staff for exhibit participation. These meetings can be held at any time. 
   
  
• Internal sales, business, or staff meetings for exhibitors who are at the ASH Annual Meeting, provided that such meetings are closed to other ASH annual meeting attendees. These meetings can be held at any time.  
  

ASH Black out times and dates:
Deadline for Submission: Friday, November 18, 2011 at 12:00am EST 

Ancillary meetings will not be permitted during hours that conflict with the ASH Education Program, Scientific Program, Simultaneous Oral Sessions, Poster Sessions, and /or ASH - sponsored events. The following are the approved dates/times during which ancillary meetings may be held:

Blackout Dates/Times Date Morning Lunch Evening Thurs., December 8 No time restrictions all day No time restrictions all day No time restrictions all day Fri.,     December 9 No time restrictions all day No time restrictions all day No time restrictions all day Sat.,    December 10 6:00 am - 7:30 am 11:00 am - 12:30 pm Anytime after 7:30 pm Sun.,   December 11 6:00 am - 7:30 am 11:00 am - 12:30 pm Anytime after 8:00 pm Mon.,  December 12 6:00 am - 7:30 am 12:00 noon - 1:30 pm Anytime after 8:00 pm Tues., December 13 6:00 am - 7:30 am Anytime after 1:30 pm

To summit a meeting request click here: https://show.jspargo.com/ashancillary11/ancillary/

Questions?

Please contact Kim Curtis at 703-679-3947 or kim.curtis@jspargo.com with any questions or for more information.