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  • Affiliate Events Policy

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

    Definition of an Affiliate Event

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

    Affiliate events could include, but are not limited to: committee meetings, business or 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 events. Please review these guidelines before completing the online application:

    • Affiliate events cannot run at the same time as PRIM&R educational sessions or other PRIM&R sponsored events, as outlined on the conference agenda. Approved time slots are below.
    • Affiliate events must be in line with the mission of the IACUC Conference. Groups that have no affiliation with, and meetings whose focus is not related to, the fields of animal care and use 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. The deadline date for applications is February 16.
    • Depending on availability, PRIM&R can offer affiliate groups portions of its meeting space rent-free during the dates listed below. For groups wishing to hold events on March 17-18, March 22, or outside the specified dates entirely, space is dependent on hotel availability and a rental fee may be imposed. In this case, the affiliate group will contract with the hotel directly. If space is desired at another venue, the affiliate group can book space on their own once the application is approved.
    • Affiliate events are not publicized on the IACUC Conference agenda, nor are they included as part of 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 hotel on designated message boards and/or in their own exhibit booths (if applicable). Aside from this, affiliate groups are not allowed to advertise their events in or around PRIM&R's hotel 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 IACUC Conference, or prohibition from participation in future PRIM&R events. Affiliate groups 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

    All Space is dependent on availability. Times are subject to change. PRIM&R will try, wherever possible, to provide affiliate groups with their preferred date/time. The approved dates and times for affiliate events are as follows:

    March 17-18* All day
    March 19  (precon day)**7:00-8:30 AM12:00-1:00 PMAfter 6:30 PM
    March 20 (IACUC18)7:00-8:00 AM12:30-2:00 PM After 7:00 PM
    March 21 (IACUC18)7:00-8:00 AM12:15-1:45 PMAfter 4:30 PM
    March 22*All day

    * Space is dependent on hotel or outside venue availability and a rental fee may be imposed.
    ** PRIM&R preconference program day. In addition to dates/times listed in grid, half or full day events may be held on this day as long as they are not targeted to the PRIM&R audience (i.e., people who would be interested in attending a PRIM&R preconference 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 is a list of potential expenses:

    • Meeting space: Depending on availability, PRIM&R can offer affiliate groups portions of its meeting space rent-free during the dates listed above. For groups wishing to hold events on March 17-18, March 22, or outside the specified dates entirely, space is dependent on hotel availability and a rental fee may be imposed. In this case, the affiliate group will contract with the hotel directly. If space is desired at another venue, the affiliate group can book space on their own once the application is approved.
    • Meeting Room Set-Up: 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 hotel. For events taking place within the PRIM&R meeting space and over the PRIM&R meeting dates, PRIM&R will make every effort to set the room as specified on the application, but may need to use alternate sets. If a set is needed other than what PRIM&R can supply, a cost may be imposed, which we would communicate to you.
    • Breakfast: PRIM&R will provide breakfast at IACUC18. Groups wishing to meet over breakfast may reserve table(s) of 10 in the general breakfast room or, if a private meeting space is desired, the affiliate group must either plan and pay for a separate breakfast with the hotel, or build in time for attendees to grab breakfast items in the general breakfast room and carry it to their private meeting space.
    • Lunch: Lunch will not be provided at IACUC18; attendees will eat on their own. If an affiliate group wishes to hold a lunchtime event and provide food, they must plan and pay for a lunch with the hotel.
    • Reception/dinner: Affiliate groups are responsible for planning and paying for reception/dinner directly with the event venue.
    • Audiovisual (AV) equipment: If an affiliate event is placed at the hotel 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 assigned/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: Free wireless internet will be available for general web browsing and email on March 19-21. If an affiliate group requires 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. If internet is needed for events falling outside of the meeting dates, the affiliate group must order and pay for the internet directly with the event venue.
    • 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 in conjunction with IACUC18, regardless of location, must first complete the online application. The deadline for applications is February 16, 2018; however, events will be approved on a first-come, first-served basis. Space is limited and final room assignments will be distributed approximately one month before the meeting.