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  • Affiliate Events

    PRIM&R welcomes affiliated groups to gather and host events in conjunction with SBER19 and AER19. If you are interested in hosting an event during these meetings, review the following information:

    Definition of an Affiliate Event and Guidelines

    Affiliate events are a non-PRIM&R offerings held by an industry-related organization, that happens two days prior to, during, or one day post-PRIM&R’s conference, and that occurs in the conference host city. Attendees may be conference registrants or come from outside the event. Affiliate events could include: committee meetings, business meetings, staff meetings, group specific trainings, focus/research groups, working groups, receptions/dinners, or client events.

    Space is limited, and all affiliate events must be approved before space is allotted. Groups must adhere to the following guidelines:

    • Mission: Groups must be related to human subjects protections or research ethics.
    • Scheduling: Affiliate events cannot run against PRIM&R’s conference sessions or events unless approved by PRIM&R. Approved time slots are below.
    • Costs: Affiliate groups are responsible for all costs associated with the event, including, but not limited to: food and beverage, audiovisual equipment, meeting space rental, etc. See the section below on expenses. Groups may charge attendees a fee to cover the costs of expenses (information on fees must be provided to PRIM&R).
    • Space: Dependent on availability, PRIM&R can offer complimentary meeting space November 17-20. PRIM&R does not have space reserved at the convention center on November 15-16, or on November 21 and so, if space is desired, it will need to be contracted with the facility (if available and for a fee). If space is desired at a hotel/venue, regardless of date, it is dependent on availability and a rental fee may be imposed. PRIM&R will connect the group with the hotel/venue once their application is approved.
    • Marketing: Affiliate groups are responsible for marketing their event; these events will not be publicized on PRIM&R’s conference agendas, nor are they included in registration. Marketing pieces must be approved by PRIM&R before being sent. Affiliate groups may advertise their event within the convention center 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.
    • Terms: PRIM&R reserves the right to attend/monitor all affiliate events without notice. PRIM&R reserves the right to withdraw participation from 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, 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.

    Online Application

    Groups interested in hosting any type of affiliate event, regardless of the location, must complete the online application no later than August 30, 2019. Please be sure to review all information on this page first before applying.

    Application

    Approved Dates and Times of Affiliate Events

    Below are the dates/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. 15-16*All day
    Nov. 17** (SBER19 and AER19 preconference programs)**7:00-8:00 AM
    Against attendee breakfast
    12:00-1:30 PM
    Against attendee lunch
    After 5:30 PM 
    Nov. 18 (AER19)7:00-8:00 AM
    Attendees on own for breakfast
    12:45-2:00 PM
    Against attendee lunch
    After 5:00 PM 
    Nov. 19 (AER19)7:00-8:00 AM
    Against attendee breakfast
    11:45-12:45 PM
    Against limited conference content
    12:45-1:45 PM
    Attendees on own for lunch
    After 5:00 PM
    Nov. 20 (AER19)7:00-8:00 AM
    Attendees on own for breakfast
    After 2:30 PM  
    Nov. 21*All day

    Please review these important notes regarding dates:
    *PRIM&R does not have space on these days. Space is dependent on convention center, hotel, or outside venue availability. A rental fee may be imposed.
    ** Available time slots are listed, but half or full day events may also be held on this day so long as they are not targeted to the PRIM&R SBER19 or AER19 preconference programs audience (i.e., people who would otherwise be interested in attending these events).

    Affiliate Event Expenses

    Affiliate groups are responsible for all costs associated with the event (if applicable). Below are the costs a group may incur:

    • Meeting space rental: Dependent on availability and dates (see above), PRIM&R can offer meeting space rent-free. PRIM&R does not have space reserved at the convention center on November 15-16, or on November 21 and so, if space is desired, it will need to be contracted with the facility (if available and for a fee). If space is desired at a hotel/venue, regardless of date, it is dependent on availability and a rental fee may be imposed.
    • Food and Beverage: Groups are responsible for all costs associated with food and beverage, including groups wishing to meet over PRIM&R's scheduled meal times (given meal type and location of those meals, we're unable to extend our food choices to other groups/rooms).
    • Audiovisual (AV) equipment: If an affiliate event is placed in PRIM&R’s existing meeting space 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, the affiliate group is responsible for ordering and paying for AV equipment directly with the event venue.
    • Internet: The convention center will have free Wi-Fi available for general web browsing, email, and using the conference app on November 17-20. If an affiliate group requires internet outside of these dates, or for the use of streaming video, web calls, online meeting platforms, or other uses requiring large amounts of bandwidth, it is recommended they purchase dedicated internet. The affiliate group is responsible for ordering and paying for additional internet needs directly with the event venue.
    • Furniture: For events placed in PRIM&R's meeting space, PRIM&R will make every effort to accommodate room set preference, but cannot guarantee it. If an event requires furniture beyond the standard set-up of the room (tables, chairs, head table, podium), the 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.

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