Symposia Guidelines

Application

The application is a two-step process. You must first purchase the number of CE hours through the ASHP Shopping Cart. You will then need to return to the application page to fill out your Symposia title and space details.

Location

Symposia will be held in meeting rooms at official meeting hotels. View a map of the hotels [PDF]. All space requests must be approved and coordinated through ASHP. Space will be available on a first-come, first-served basis, and based on hotel availability.

Schedule

Sessions will be conducted Saturday-Wednesday during times that do not conflict with ASHP programming and exhibits.

Permissible Times

  • Saturday (anytime before 2 p.m. and after 4 p.m.)
  • Sunday (Anytime before 2 p.m.)

Morning programs

  • Monday (anytime before 7:45 a.m.)
  • Tuesday - Wednesday (anytime before 7:30 a.m.) All programs must conclude by 7:30a.m.

Evening programs

  • Monday and Tuesday (5:30 p.m. start time)
  • We recommend a 5:30 p.m. start time, as ASHP sessions do not conclude until 5:00 p.m.

Cost

$2,800 per hour (1 hr minimum). Full payment must be submitted online using a credit card. Specify the required number of hours as your quantity during your online purchase. Time is charged in one hour increments. Do not include mealtime as part of your fees, unless you have a speaker during the meal.

Meeting Room, Audio Visual and Food/Beverage

Supporters must make their own arrangements. For food and beverage consult directly with the hotel after your space has been assigned. For Audio-Visual and Computer needs, ASHP has selected PSAV as the Official AV and Computer vendor for these events. You may order additional equipment directly at http://www.psav.com/USDefault.aspx or for consultation, call Stuart Wood at 214-210-8111 or email swood@psav.com. Deadline to receive discounts on the equipment is May 24, 2012 and the final deadline to order equipment is June 1, 2012.

Speakers

All speakers and moderators for industry supported events must be registered for the 2012 ASHP Summer Meeting and must be wearing their ASHP meeting badges in order to be admitted to the meeting room. The organization coordinating the industry supported event is responsible for ensuring all speakers and moderators are registered in advance of the session. A one-day meeting registration rate is available. The organizer’s staff members who are staffing the activity are not required to be registered for the ASHP Summer Meeting.

Signs

One professionally produced sign, not to exceed 30" x 40", may be displayed outside your assigned meeting room. ASHP does not permit the distribution or placement of symposium flyers or signs in any other area of the convention center (with the exception of the organizer’s or commercial supporter’s exhibit booth) or the hotels. ASHP reserves the right to discard signs and flyers of any organization violating this policy.

Symposium Promotion

Activity brochures, signage, and other printed material must include the following phrase, “A Symposium conducted at the 2012 ASHP Summer Meeting and Exhibition.” No other phrase or reference to ASHP or the ASHP Meeting is permitted. Activity organizers may not use the ASHP logo or ASHP meeting graphics on symposium materials and may not list ASHP as a co-sponsor of the activity. If pre-registering attendees, printed material must also indicate that preregistration is for planning purposes only and seating will be available on a first come, first-served basis. Program information will be published in ASHP materials according to the scheduled deadlines. Visit our Advertising and Marketing page to learn more about lead retrieval, pre-registrant mailing lists, coordinating door drops, and other promotions.

CE Credits

All industry-sponsored symposia must offer ACPE-approved continuing pharmacy education credit. It is the responsibility of the organization responsible for planning and conducting the program to arrange for an ACPE-accredited provider to serve as the provider for the program. ASHP will not assume responsibility for providing continuing education credit for industry-sponsored symposia. Industry-sponsored symposia must be conducted in accordance with the ACPE criteria for quality and the FDA Guidelines for Industry Supported Scientific and Educational Activities.

Approval and Confirmation

Commercial supporters using meeting planning and/or medical education companies to coordinate their programs, must fax an authorization letter using this format [PDF] to confirm funding of the symposium and authorizing the company to serve as their agent to Michelle Rasnick Tyler at 301-634-5862. This letter must be on the commercial supporter’s letterhead and must be received the same day as the application is submitted. All applications are subject to ASHP approval. Confirmation of meeting space/room assignments will be made by the hotel directly to the applicant. Confirmation of assigned day, time and hotel will be available on-line after the application has been submitted and approved. Applications are processed on a first-come, first-served basis, and based on hotel availability. Note: Please allow at least 10 business days for confirmation of space.

Changes/Withdrawals

Changes to your original schedule (date, time, hotel, attendance) must be submitted in writing to Michelle Rasnick Tyler at mtyler@ashp.org. Activity organizers who cancel programs by March 2, 2012 will receive a refund of fifty-percent (50%) of the full price of the symposia. After March 2, 2012 ASHP will retain the full price of the symposia.