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  • Affiliate Events Policy

    PRIM&R welcomes organizations, institutions, companies, supporters/exhibitors, and other groups to gather and host affiliate events in conjunction with SBER17 and AER17. 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 any non-PRIM&R event held by an industry-related organization; that happens two days prior, during, or one day post the conference; and that occurs in the conference host city. Affiliate event attendees may come from the Conference community or from outside the conference audience. PRIM&R considers the affiliate event's 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

    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. Affiliate groups must adhere to the following guidelines when planning and hosting an affiliate event during the Conference:

    • Affiliate events cannot 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 are below (including the two days prior to or one day post the conference).
    • Affiliate events must be in line with the overall mission of the Conference. Groups that have no affiliation with and meetings whose focus is not related to, the field of subjects protections or research ethics will not be considered.
    • Dependent on availability, PRIM&R can offer portions of its meeting space rent-free during the dates listed below to affiliate groups. If a group desires space at the convention center on November 3-4, November 9, or outside the dates specified 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 will not be publicized on the Conference agenda, nor are they included as part of registration.
    • 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 conference message boards and/or in their own exhibit booths in the Exhibit Hall (if applicable) only. Affiliate groups cannot use conference events/sessions to promote their events.
    • 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 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. PRIM&R will try, wherever possible, to provide affiliate groups with their preferred date/time:

      Nov. 3-4*All day
      Nov. 5** (pre-conference programs & SBER conference)6:00-8:00 AM12:00-1:30 PMAfter 6:00 PM
      Nov. 6 (conference)6:00-8:00 AM12:00-1:00 PM***
      1:00-1:30 PM
      After 6:00 PM
      Nov. 7 (conference)6:00-8:00 AM12:15-1:15 PMAfter 5:30 PM
      Nov. 8 (conference)6:00-8:00 AMAfter 2:15 PM 

      Nov. 9*

      All day

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

      **SBER17 and the AER17 Pre-Conference Programs will take place on November 5. 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 the conference or pre-conference programs).
      ***Groups may reserve table(s) of 10 at the plated Networking Lunch in the Exhibit Hall. Or, they can host their own catered lunch in a private meeting room and at their own expense.

      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:

      • Meeting space: Dependent on availability, PRIM&R can offer portions of its convention center space rent-free during the dates of the conference. If a group desires space at the convention center on November 3-4, November 9, or outside the dates specified entirely, 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; any group interested in holding a breakfast event will be responsible for ordering and paying for breakfast directly with the event venue.
      • Lunch: For affiliate events falling over lunch on November 5 or 7, lunch will be provided at no cost, provided all participants are registrants for the Conference. Attendees must get a boxed lunch from a central location and bring it to the event's meeting room. The Networking Lunch on November 6 is a seated/served hot lunch taking place in the Exhibit Hall. Groups wishing to meet over this lunch may reserve table(s) of 10. If a private meeting space is desired, the affiliate group must host their own catered lunch and pay for all expenses associated with the lunch.
      • 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 upgraded internet. 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 any event, regardless of the location, must inform PRIM&R by completing the online affiliate event application. The deadline for applications is September 1, 2017; however, events will be approved and space will be assigned on a rolling basis. Space is limited.