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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 event held by an organization doing work in the fields of research, research ethics, and/or subjects protections, 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. PRIM&R considers the affiliate organization’s target audience during the approval process. Affiliate events include, but are not limited to: committee meetings, business meetings, staff meetings, group specific trainings, focus/research groups, working groups, receptions/dinners, or client events.

    Affiliate Event Guidelines

    Space is limited and applications will be considered on a first-come basis. Applications are due by February 1, 2019 (application below). All events must be approved before space is allotted. Affiliate groups must adhere to the following guidelines:

    • Mission: Groups that have no affiliation with, and whose events are not related to, subjects protections or research ethics will not be permitted to hold affiliate events.
    • Scheduling: Affiliate events cannot run against PRIM&R's conference sessions or events. 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 and labor costs, meeting space rental, etc. See the section below on potential expenses. Affiliate groups may charge attendees a fee to cover the costs of expenses (information on fees must be provided to PRIM&R in advance).
    • Space: Dependent on availability, PRIM&R can offer meeting space rent-free on April 1-3. If space is not available on those dates, or if groups need space on alternate dates, it is dependent on availability and a rental fee may be imposed. If space is desired at an outside hotel/venue, regardless of date, it is dependent on availability and a rental fee may be imposed.
    • Marketing: Affiliate groups are responsible for marketing their event; these events will not be publicized on the conference agenda, nor are they included in registration. Marketing pieces must be approved by PRIM&R before being sent. Affiliate groups may advertise their event in their own exhibit booths (if applicable). 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 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

    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:

    March 30-31* All day
    April 1 (IACUC19 precon day)**7:00-8:30 AM12:00-1:00 PMAfter 5:30 PM
    April 2 (IACUC19)7:00-8:00 AM12:45-2:00 PM After 7:00 PM
    April 3 (IACUC19)7:00-8:00 AM12:30-1:45 PMAfter 4:30 PM
    April 4 (NWABR Conference)*All day

    * *PRIM&R does not have space on these days. Space is dependent on 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 preconference programs audience (i.e., people who would be interested in attending a preconference program).

    Expenses Related to an Affiliate Event

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

    • Meeting space: Dependent on availability, PRIM&R can offer meeting space rent-free April 1-3. If a group desires space at the hotel on March 30-31 or on April 4, it is dependent on availability and a rental fee may be imposed. If space is desired at an outside venue regardless of date, it is dependent on availability and a rental fee may be imposed.
    • Meeting Room Set-Up: For events taking place within PRIM&R's meeting space, 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 the group. If an affiliate 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 hotel.
    • Breakfast: PRIM&R will provide breakfast at IACUC19. 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 IACUC19; 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: Groups using space within PRIM&R's existing meeting space, and in a room that already has AV equipment, will be allowed to 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 hotel will have free wireless internet available for general web browsing and email. If an affiliate group requires internet 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.
    • 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 affiliate group in contact with the appropriate people at the event venue to make all arrangements once the application is approved.

    Completing the Affiliate Event Application

    Groups interested in hosting any type of affiliate event, regardless of the location, must complete the online affiliate event applicationno later than February 1, 2019. (Note: events will be approved and space will be assigned on a rolling basis. Space is limited.)