Back to PRIM&R Home ConferenceHeader
  • Affiliate Events Policy

    PRIM&R welcomes organizations, institutions, companies, Supporters/Exhibitors, and other groups to gather and host affiliate events in conjunction with the AER Conference. If you are interested in hosting an event during this meeting, please review the following information carefully:


    Definition of an Affiliate Event

    An affiliate event is defined as a non-PRIM&R hosted event held by an industry-related organization; that happens two days prior to or one day following the conference; and that occurs in the conference host city. Affiliate event attendees may come from the AER Conference community or from outside the conference audience. PRIM&R will take into consideration the target audience during the approval process.

    Affiliate events could include: committee meetings, business meetings, staff meetings, group specific trainings, focus/research groups, working groups, receptions/dinners, or client events. 

    Guidelines for an Affiliate Event

    PRIM&R has established a set of guidelines for affiliate groups to follow when planning and hosting an event during the AER Conference. Please review the following guidelines before completing the online application:

    • PRIM&R does not allow affiliate events to run at the same time as PRIM&R educational sessions and other PRIM&R sponsored events, as outlined on the conference agenda. Approved time slots can be found below (including the two days prior to or one day following the conference).

    • Affiliate events must be in line with the overall mission of the AER Conference. Groups that have no affiliation with, and meetings whose focus is not related to, the field of subject protections or research ethics will not be considered.

    • Meeting space is limited and applications will be considered on a first-come, first-served basis. All events must be approved before space is allotted.

    • Depending on availability, PRIM&R can offer portions of its convention center space rent-free during the dates listed below to affiliate groups. Please note that if a group desires space at the convention center on November 11-12, November 17, or outside the specified dates entirely, space is dependent on convention center availability and a rental fee may be imposed. If space is desired at a conference hotel or other venue, PRIM&R’s meeting planner will put the affiliate group in contact with the hotel/venue or the affiliate can book space on their own once the application is approved. Space at hotels and other venues is dependent on availability and a rental fee may be imposed. 

    • Affiliate events are not publicized on the AER Conference agenda, nor are they included as part of online registration for the conference.

    • Affiliate groups are solely responsible for marketing their event to attendees. All marketing pieces must be approved by PRIM&R before being sent. Affiliate groups may advertise their event within the convention center and hotels on designated message boards and/or in their own exhibit booths in the Conference Connection (if applicable). Aside from this, affiliate groups are not allowed to advertise their events in or around PRIM&R’s convention center space or utilize conference events/sessions for promotion.

    • Affiliate groups are responsible for tracking who will attend their event.

    • Affiliate groups are responsible for all costs associated with the event. This may include: food and beverage, audiovisual equipment and labor costs, meeting space rental, etc. Please see the section below on potential expenses.

    • Affiliate groups may charge a registration fee to cover the costs of expenses associated with their event. Information on fees must be provided to PRIM&R in advance of the event.

    • PRIM&R reserves the right to attend/monitor all affiliate events without notice. 

    • PRIM&R reserves the right to withdraw participation from affiliate groups who do not adhere to this policy. If in violation, consequences include, but are not limited to: a written warning, cancellation of participation in the AER Conference, or prohibition from participation in future PRIM&R events. In addition, affiliate groups who are asked to leave the conference as a result of a violation and/or who have their participation cancelled in advance, will not receive a refund of their conference fees.

    Approved Dates and Times of Affiliate Events

    The table below provides the dates and times during which affiliate events are permitted*. Times are subject to change depending on the final conference agenda. PRIM&R will try, wherever possible, to provide affiliate groups with their preferred date/time.

    Nov. 11-12All day  
    Nov. 13** (pre-con day)6:00-8:00 AM12:00-1:00 PMAfter 6:00 PM
    Nov. 14 (conference)6:00-8:00 AM12:45-1:45 PMAfter 6:30 PM
    Nov. 15 (conference)6:00-8:00 AM12:45-1:45 PMAfter 6:00 PM
    Nov. 16 (conference)6:00-8:00 AM12:45-1:45 PMAfter 3:15 PM
    Nov. 17All day  

    *Space is dependent on convention center, hotel, or outside venue availability.

    **November 13 is the PRIM&R pre-conference program day. Half or full day events may be held on this day so long as they are not targeted to the PRIM&R audience (i.e., people who would be interested in attending a PRIM&R pre-conference program). 

    Expenses Related to an Affiliate Event

    Depending on the type of event, meeting dates, meeting needs, etc., affiliate groups may need to pay for certain event-related expenses. Below please find a list of potential expenses:

    • Meeting space: Dependent on availability, PRIM&R can offer portions of its convention center space rent-free during the dates of the conference. Please note that if a group desires space at the convention center on November 11-12, November 17, or outside the specified dates entirely, space is dependent on convention center availability and a rental fee may be imposed. If space is desired at a hotel or other venue, that space is dependent on availability and a rental fee may be imposed. The affiliate group is responsible for all rental fees imposed by a venue.

    • Breakfast: PRIM&R does not provide breakfast; therefore, any group interested in holding a breakfast event will be responsible for ordering and paying for breakfast directly with the event venue.

    • Lunch: If an affiliate group holds an event during lunch on November 14-16 and the attendees are part of the overall AER Conference audience, lunch will be provided at no cost (attendees must get a boxed lunch from a central location and bring it to the meeting room). If a lunch beyond a boxed lunch is desired, or if lunch is needed for a meeting taking place on November 11-13 or November 17, the affiliate group is responsible for ordering and paying for lunch directly with the event venue. 

    • Reception/dinner: Affiliate groups are responsible for ordering and paying for reception/dinner costs directly with the event venue.

    • Audiovisual (AV) equipment: If an affiliate event is placed at the convention center and in a room that already has AV equipment, the affiliate group may use the equipment at no cost. If equipment is needed beyond what is in the room, or if the space allotted/booked does not have AV equipment already in it, the affiliate group is responsible for ordering and paying for AV equipment directly with the event venue. 

    • Internet: The convention center has free wireless internet available for general web browsing, email, and using the conference app. If affiliate groups require the use of streaming video, web calls, online meeting platforms, or other uses requiring large amounts of bandwidth, it is recommended they purchase internet beyond what’s provided. The affiliate group is responsible for ordering and paying for additional internet needs directly with the event venue. 

    • Furniture: If an affiliate event requires furniture beyond the standard set-up of the room (tables, chairs, head table, podium), the affiliate group is responsible for ordering and paying for these costs directly with the event venue or PRIM&R’s General Service Contractor. 

    • Signage: Affiliate groups are responsible for all signage related to their events.

    The PRIM&R meeting planner will review potential expenses with the affiliate group before space is allotted and, once the application is approved, will put the affiliate group in contact with the appropriate people at the event venue to make all arrangements.

     

    Completing the Affiliate Event Application

    Affiliate groups interested in hosting an event, regardless of location, must complete the online affiliate event application. The deadline for applications is September 2, 2016; however, events will be approved and space will be assigned on a first-come, first-served basis. Space is limited.