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ASCP 2015 Annual Meeting & Exhibition
GUIDELINES FOR ANCILLARY EVENTS
In order to optimize the attendee experience, ASCP monitors events planned in conjunction with the 2015 Annual
Meeting & Exhibition. ASCP has no desire to control your customer meetings; however, it is our goal to work in
tandem with you to ensure that your ancillary events are fully accessible to attendees by avoiding any potential conflicts
with ASCP official programming. In addition, by informing ASCP Staff about your ancillary events, we can serve as a
resource for you by directing attendees to your function.
Important Information on Scheduling an Ancillary Event
Ancillary events may not conflict with any official ASCP events, educational sessions, or exhibition hours. Continuing
education programs may not be offered at ASCP meetings outside of official ASCP programming. Any forum
presenting continuing education credit must apply for an official ASCP Satellite Symposium time slot.
To schedule an ancillary event, please complete and submit the “Ancillary Event Space Request Form” (page 2 of this
document). Please submit the request form via email to Kartraice Hooper at [email protected] for approval.
Ancillary events that are held in conjunction with the 2015 Annual Meeting & Exhibition are defined as events that
involve ASCP meeting attendees but are not planned, executed, or sponsored by the American Society of Consultant
Pharmacists.
Ancillary events include but are not limited to:
• Corporate Meetings
• Investigators Meetings
• Social Events
• Customer Events
• Non-profit Organization Meetings • Any formalized forum presenting
• Focus Groups/Advisory Boards
• Slide Reviews and Pre-program
information to ASCP members and
• Hospitality Functions
Meetings
convention attendees
• Industry Poster Receptions
• Staff Meetings
Informal meetings with clients in hotel lounges, restaurants, and the like are not included as an Ancillary Event.
Any company holding an ancillary event that fails to meet these guidelines set forth herein may be subject to a penalty or
may be prohibited from participating as an Exhibitor or a Satellite Symposium Sponsor at future ASCP meetings.
Regardless of the purpose and/or timeframe requested for the ancillary event, each room rental is subject to a $800 fee
per day/per event. Payments are due at the time an Ancillary Event Space Request has been approved by ASCP. Any
additional arrangements with ASCP Approved Vendors for an ancillary event will be at the expense of the organizing
company.
Cancellation Policy: If the event space is cancelled after August 30, 2015, no refunds will be issued for already received
payments and/or any outstanding payments due to ASCP. Should any additional arrangements with ASCP Approved
Vendors for this ancillary event result in cancellation fees, these will be the responsibility of the organizer for the
Ancillary Event to pay. If you have questions, please contact Kartraice Hooper, by calling 703-739-1300 x 160, or
e-mailing [email protected]
Deadlines
June 1, 2015: Assignment of Space and Notification
Previously Approved Ancillary Event Space Request will receive their space assignment(s) and the ASCP Approved
Vendors List and Contact information will be provided. After June 1, ASCP Staff will review requests, and locations will
be assigned on a space-available basis.
September 30, 2015: Deadline for Ancillary Event Space Requests
October 3, 2015: All Event Logistics due to appropriate contacts. Should information not be received by this date, ASCP
will set the room conference style for 12 attendees with no AV or catering arrangements made.
ASCP 2015 Annual Meeting & Exhibition
GUIDELINES FOR ANCILLARY EVENTS
Company Name :
Contact Name & Title
Address
City
Phone
State
Fax
Zip
Email Address
Date(s) Requested
Time Slot Requested
Requested Room Setup:
mConference
mClassroom
mTheatre
mRounds
Number of People Expected
Purpose of Event
Audience
Additional Comments
Do you plan to need audio visual equipment? m Yes m No m Unsure at this time
Do you plan to need catering arrangements? m Yes m No m Unsure at this time
Payment Options: Enclosed is my (check one): m Company Check m Personal Check Payment Amount: $___________ (Fee $800 per day/per
event) All credit card payments to be made online once confirmation is received. A 2.5% convenience fee will apply if credit card is used for payment.
Payment Type: m Check Enclosed
m Charge my credit card: m Visa m Mastercard m AMEX
Card Number
Expiration Date
Security Code
Name on card / Signature (Required)
Authorized Exhibitor Representative Signature (This document must be signed to be accepted by ASCP)
Submit via email or fax to:
2015 ASCP Annual Meeting and Exhibition
Kartraice Hooper, Director of Meetings & Events
[email protected], Fax: 703-739-1321
Date