Non-CME Guidelines

WORLDSymposium Non-CME Guidelines

Purpose and Definition

Industry-Supported NON-CME Satellite Symposia are 60-90 minute independently developed educational activities held in conjunction with WORLDSymposium 2022. Industry-Supported Symposia may be supported by a company or a not-for-profit organization (hereinafter named Company). The symposia must be open to all WORLDSymposium attendees at no charge, and all satellite symposium attendees must be registered for WORLDSymposium. These symposia are not part of the WORLDSymposium 2022 official educational program and the sessions and content are not endorsed by the WORLDSymposium Planning Committee. 

Guidelines

The following guidelines are designed to assist interested parties in the application process to present an Industry-Supported Satellite Symposium in conjunction with WORLDSymposium. The guidelines are based on policies approved by the WORLDSymposium Planning Committee and outline policies, processes, and other information to help plan a relevant educational activity. All satellite symposia must also be in compliance with all terms and conditions of the WORLDSymposium 2022 Exhibitor Prospectus. 

Application/Deposit Requirements 

In order to be considered, a completed Satellite Symposium Application along with a $5000 non-refundable deposit must be submitted to reserve a satellite symposium space. A subject or general topic area must be included on the Application.

Submission Deadline – November 15, 2021

The deadline to submit Satellite Symposium Applications is November 15, 2021. Satellite Symposia spaces will be assigned on a first-come, first-served basis, based on receipt of both the non-refundable deposit and completed Satellite Symposia Application. Once all available satellite space is assigned, no additional Satellite Symposium Applications will be accepted. After November 15, 2021, a $2500 late application fee will apply. No new applications will be considered after December 20, 2021.

Satellite Requirements 

Satellite Symposia are limited to the times listed on the Satellite Symposium Application. Proposed topics are reviewed by the WORLDSymposium Planning Committee and scheduled based on the quality of the proposed program and ability to complement the official educational sessions selected for presentation at WORLDSymposium 2022. Satellite symposia will be assigned to open satellite times on a first-come first-served basis, however the WORLDSymposium Planning Committee will seek to avoid any direct topic or content conflicts between satellites assigned during the same time slots. 

Fees 

Satellite Symposium fees to WORLDSymposium in the amount listed on the Satellite Symposium Application allow the Company to plan for a 60-90 minute satellite symposium to be presented at WORLDSymposium 2022. (All fees must be paid in full no later than November 15, 2021, or the symposium will be canceled and released to other sponsors.) WORLDSymposium will assign a designated online satellite symposium site. 

For all Satellite Symposia, the fee includes:

  • Meeting room rental and theater-style set 
  • Standard AV support: Front (direct) projection, Lectern laptop for speaker, Projection screen, Confidence monitor, Laser pointer, Lectern or lavaliere microphone for speakers, Panel table microphones, Standing aisle microphones, Speaker timer, Lighting, and Sound technician
  • Standard online AV support
  • Two (2) Badge Scanners at door for attendance monitoring
  • Table outside meeting room 
  • Two (2) Satellite Symposium announcement emails
  • Activity information posted on WORLDSymposium website, onsite signage and listing on virtual platform 
  • Inclusion on satellite announcement card placed in virtual meeting bag
  • Designated theater page on the WORLDSymposium 2022 virtual platform
  • Session will be live-streamed and recorded at the time of presentation
  • Virtual attendee analytics
  • Session will be available on-demand until March 15, 2022

It is the responsibility of the Company to cover all other costs related to the Satellite Symposia, including speaker expenses and any print or digital materials, signage, etc. The Company will bear the costs associated with any direct marketing and promotional activities or logistical requirements. 

Food Policy: The Physician Payment Sunshine Act, part of the Affordable Care Act, requires that manufacturers of drugs and devices report to CMS certain payments and items of value given to physicians. These items of value include meals at CME activities, such as satellite symposia. For this reason, food and refreshments at the satellite symposia held at WORLDSymposium 2022 will be provided by WORLDSymposium and paid for out of general meeting registration fees.

Satellite Symposium Management Services 

WORLDSymposium is pleased to offer comprehensive management and coordination for your satellite program on a fee-for-service basis. Please contact Eli Sananes at eli@gmimeetings.com if you are interested in receiving a quote for symposium management services.

Editorial Practices

In all session titles, references and educational materials, it is WORLDSymposium’s editorial practice to eliminate the term “storage” in the context of “lysosomal storage disease”. Read our editorial practices here.

Payment and Cancellation Policy 

Upon receipt of the Satellite Symposium Application and Deposit, WORLDSymposium will send confirmation of approval, scheduled date and time, and an invoice to the contact person designated on the Satellite Symposium Application. Payment must be made within 30 days of invoice receipt or approval will be denied and the program will be cancelled.

A $5000 non-refundable deposit is required to reserve a satellite symposium time. Payment in FULL is due by November 15, 2021. Cancellations prior to November 15, 2021, will be refunded satellite symposium fees minus the $5000 non-refundable deposit. After November 15, 2021, no refunds for cancelled symposia will be given. 

Company acknowledges any payments made to WORLDSymposium for Satellite Symposia are:

  • fees for services, and are not to be paid as educational grant support; and
  • do not exceed the fair market value of the services provided; and
  • are not inconsistent with any internal policy of the Company governing interactions with healthcare professionals.

Location 

Symposia will be held live at the Manchester Grand Hyatt in San Diego, CA and will be live-streamed to a virtual audience. Meeting room and time assignments will be made on a first-come, first-served basis and at the discretion of the WORLDSymposium Planning Committee based on symposia topics and available time slots. 

Scheduling 

WORLDSymposium policy prohibits competing activities with official WORLDSymposium educational programming. WORLDSymposium will only assign specific times for symposia, as noted on the Satellite Symposium Application. 

Letter of Agreement 

The WORLDSymposium Satellite Symposium Application must be completed and signed by the Company. No additional letter of agreement is necessary from WORLDSymposium

If a Letter of Agreement is required by the company, the proposed Letter of Agreement must accompany the Application and be signed by the Company.

Faculty 

The Company is responsible for including faculty who are qualified to present information on the proposed topic. 

The Company must require faculty to submit any required forms including release forms, HIPAA-compliance privacy forms, and any required disclosure forms. 

Logistical Considerations 

The Company is responsible for the costs and logistics of production of all promotional and digital materials, including invitations.

Onsite Signage: WORLDSymposium will place an approved satellite symposium promotional poster in the proximity of the registration desk, provided the poster is shipped to the show warehouse as directed by the WORLDSymposium Logistics Manager. Details will be provided to the contact person designated by the Company. Company is responsible for all costs incurred for design, printing and shipping to the warehouse.

Virtual Bag Inserts: WORLDSymposium will include a copy of an approved satellite symposium invitation in the virtual meeting bag. Details will be provided to the contact person designated by the Company. Company is responsible for all costs incurred for design and development of any digital materials.

Handouts & Supporting Materials: Copies of any session handouts including designing, printing and shipping, are the responsibility of, and at expense of, the supporting Company. 

PDF Downloads & Supporting Materials: Design and development of any digital materials are the responsibility of, and at the expense of, the supporting Company. 

Industry Representatives: While industry representatives may attend the session, they are prohibited from distributing product-specific literature, and may not assist in registration, distributing session handouts, collecting evaluations, etc. 

The Company must notify WORLDSymposium of any medical education and communication company that has been appointed. This notification must come from the Company to authorize this provider to act on its behalf.

Marketing, Promotional Materials and Invitations 

WORLDSymposium will:

  • post the satellite symposium information on the WORLDSymposium website and listing on virtual platform. 
  • allow the Company to provide a PDF file of the satellite symposium invitation for the virtual meeting bag.
  • WORLDSymposium 2022 will send out two (2) Satellite Symposium announcement emails to the pre-registration list during the week of January 18th and again during the week of February 1st that includes the content for all planned satellite symposia, if complete content is received from Company no later than January 8th.
    • WORLDSymposium does not format the proposed content in any way, all content must be submitted as a 1-page PDF with all pertinent program details. This PDF should be optimized for WEB viewing, NOT for print. This PDF should be a single page, and be no larger than a 1 MB file. 
    • The same content will be used for both mailings. 
    • Instructions on how to submit the PDF content will be provided to all satellite coordinators in November, 2021. 
    • Additional promotion is the responsibility of the Company. 

WORLDSymposium does not provide pre-registration lists of any kind.

Promotion and Distribution Methods 

WORLDSymposium MUST review and approve any and all promotional activities and/or digital and printed materials prior to distribution or printing. Files should be uploaded and submitted for approval using the links found on this page.

WORLDSymposium does not provide the pre-registration list. WORLDSymposium will not release email addresses or physical addresses of faculty or attendees.

All promotional materials and signage for Industry Supported Satellite Symposia MUST include the following wording on the first page of the promotional material: 

“This Satellite Symposium is not part of the official WORLDSymposium program, and WORLDSymposium does not approve or endorse any commercial products or services discussed during the Satellite Symposium or offered for sale by the corporate supporter of the Satellite Symposium. This Satellite Symposium is not approved for CME by WORLDSymposium or any other entity.

Eligibility: Registration for WORLDSymposium 2022 and an official name badge are required to attend this satellite symposium.”

All other uses of the WORLDSymposium name or logo are prohibited on any marketing or promotional materials for the satellite symposium. Satellite sponsor may reference WORLDSymposium on social media posts and communication as noted in the “Exhibitor and Satellite Marketing Kit

Liability and Indemnification 

Company takes full responsibility and will indemnify and hold harmless WORLDSymposium and the WORLDSymposium 2022 Planning Committee and their officers, directors, members, agents, and employees from any and all liability arising from or associated with the Satellite Symposium. 

Company shall have no involvement or control over any of the following for WORLDSymposium 2022:

  • Identification of CME needs;
  • Determination of CME educational objectives;
  • Selection and presentation of CME content;
  • Selection of all persons and organizations that will be in a position to control the content of the CME;
  • Selection of CME educational methods;
  • Evaluation of the CME activity.

By submitting the Satellite Symposium Application, Company agrees to all requirements, rules, and regulations contained in the WORLDSymposium 2022 Exhibitor Prospectus.

Content last updated on November 18th, 2021 at 10:44 am