Application

Any organization seeking to hold a satellite event must submit an application to the symposium office. Please complete the appropriate form and send it to the Symposia Director via fax 210-567-6072 or e-mail MARKOW@UTHSCSA.EDU.

Schedule

Satellite events must be scheduled only during December 10 – 14, 2008. Events are approved only for the following dates & times.

Wednesday                                                               12/10/08
Before 3:00 PM and After 7:30 PM

Thursday                                                                    12/11/08
After 7:30 PM

Friday                                                                          12/12/08
After 7:30 PM

Saturday                                                                     12/13/08
After 7:30 PM

Sunday                                                                         12/14/08
After 1:00 PM

• Permitted start times above also apply to pre-event receptions, registration, etc.
• No application to schedule a satellite event before the 31st Annual SABCS will be considered.
• A limited number of luncheon events, to take place only in the Convention Center, will be considered on a case-by-case basis.
• No breakfast or early morning events will be approved so as not to interfere with SABCS scheduled programming. Some exceptions may be made for closed company staff meetings. Please contact the Symposia Director for further information at 210-567-6070 or MARKOW@UTHSCSA.EDU.

Open Events

Events open to all symposium attendees

• Must be CME accredited
• Deadline for applications is June 16. No applications will be considered after the deadline.
• Applications will be reviewed by SABCS committee.
• SABCS committee will select the best 20 applications. Applicants will be notified of selection by July 7.
• If commercial sponsors are involved, only those events sponsored by SABCS exhibitors will be considered.
• $10,000 fee will be assessed for each approved open event.
• Symposium hotels and the Henry B. Gonzalez Convention Center will not contract for meeting space until this application has been approved. Please contact your preferred venue to discuss tentative hold on meeting space.
• If a satellite event application is not approved, SABCS is not responsible for contractual agreements made by event organizers.

Closed Events

Those events which are closed to all except the members of a pre-determined group, such as patient advocate events, closed investigator meetings, company staff meetings and board meetings.

• Group must be defined on application.
• Deadline for applications is November 20.
• No fee assessed by SABCS

Media Events (press conferences)

Complete the relevant portions of the Closed Event application
Send application to symposium office

• If event is approved, symposium office will contact you regarding further details.
• SABCS will be providing a list of media events to the press at the symposium. If you are organizing a media event, please provide all requested information to assure maximum attendance.

Function Space

• Event organizers are responsible for contracting and payment for function space and support services.
• The Marriott Rivercenter-Riverwalk is the official headquarters hotel of SABCS. Arrangements should be made directly with Susan Gibbs, Senior Event Manager, phone 210-228-4338, e-mail SUSAN.GIBBS@MARRIOTT.COM
• The symposium office will be pleased to provide you with the contact information at our other fine symposium hotels. Phone 210-567-6070, e-mail SABCS@UTHSCSA.EDU
• For function space at the Henry B. Gonzalez Convention Center, please contact Grace Hernandez, Booking Services Coordinator, phone 210-207-2221, e-mail GHERNANDEZ@SANANTONIO.GOV.

Room Drops

• Approval and distribution of room drops at SABCS hotels is managed exclusively by Convention Communications. Please contact Tom Marshall, phone 513-934-3700, e-mail TOM@DOORDROP.COM.
  

Signs

• An area will be designated in the convention center lobby for display of signs regarding approved satellite events.
• No additional display of such signs will be allowed within the symposium except within an exhibit.
• Approval and placement of signs at SABCS hotels and the Convention Center are managed exclusively by Convention Communications. Please contact Tom Marshall, phone 513-934-3700, e-mail TOM@DOORDROP.COM.

Key Cards

• Key cards at SABCS hotels are managed exclusively by Convention Communications. Please contact Tom Marshall, phone 513-934-3700, e-mail TOM@DOORDROP.COM.

Notices & Mailings

• All notices and mailings for approved open events must be submitted to the SABCS office for review and approval. Fax 210-567-6072, e-mail SABCS@UTHSCSA.EDU.
• Please contact the symposium office for information regarding rental of the SABCS mailing list. Phone 210-567-6070, e-mail SABCS@UTHSCSA.EDU.
• SABCS does not offer rental of fax or e-mail lists.
• Notices regarding satellite events may be posted on the message boards which will be available near the registration area at the symposium.
• Size of each notice must not exceed 8½”X 14”.
• Notices and fliers may be distributed in the sponsoring or organizing company’s exhibit.

SABCS Registration & Housing

• If your participants will attend any part of SABCS, they are expected to register and pay the appropriate fees. Advance registration discount ends October 31. Please refer to www.sabcs.org for instructions and to register online.
• Housing for support staff must be reserved through the SABCS Housing Bureau. Please refer to www.sabcs.org for instructions and to reserve housing online.
• If for any reason the satellite event is cancelled or otherwise changed, please notify the Symposia Director in writing via fax 210-567-6072 or e-mail MARKOW@UTHSCSA.EDU.