Rental Rates
Ancillary event space is available for use on a daily and per-meeting basis. SITC-approved events will be assigned to a room, based upon the group’s preferences outlined in the ancillary event application. The fee applies to event space at the Gaylord National Hotel & Convention Center and other official SITC hotels. The venue will not charge a room rental fee. The group is responsible for the planning and all costs associated with the ancillary event, including food and beverage, audio-visual equipment service, hotel labor costs, etc. SITC is not responsible for payment of any services connected with the event and has no authority of any fees that are required by the venue.
Please contact the SITC office for rates at events@sitcancer.org.
Payment is due within 15 days of the event approval or the meeting space will cancelled. Multiple-day rental discounts are available for those renting a meeting space for three or more days. Restrictions apply.
Function Space
Ancillary event requests will be reviewed weekly and approved on a first-come, first-served basis. Please allow 7-10 business days for receipt of confirmation and meeting room assignment. Submitting a request does not guarantee assignment. Upon approval, SITC will provide a listing of hotel/venue contacts and the group will work directly with the assigned property to plan the event.
Please do not contact the hotel/venue before you receive event approval. Groups must abide by the SITC event policy as listed. Any groups found contracting directly with the convention center or official hotels without prior consent from SITC or are in violation of other event policies may lose their event space or jeopardize the ability to hold future functions in conjunction with the SITC annual meeting. Group waives any rights to claims of damages arising out of the enforcement of these guidelines.
SITC reserves the right to change meeting space assignments to benefit the conference. Changes will be communicated in writing and comparable space will be assigned.
Damage to Function Space
The group agrees to pay for any damage to the function space that occurs while the group is using it. The group will not be responsible, however, for ordinary wear and tear or for damage that it can show was caused by persons other than the group and its meeting attendees.
Marketing
All names, marks, brands, logos, designs, trade dress, slogans, and other designations of SITC are the sole and exclusive property of SITC. Use of any SITC branding without SITC’s prior written permission is strictly prohibited, except for use of SITC’s name as required in the disclaimer for signage and in other materials associated with ancillary events.
SITC allows the opportunity to purchase membership and opt-in attendee mailing lists for pre and post marketing for each meeting. Only mailing information will be provided; phone and fax numbers and e-mail addresses are not available for purchase. The lists are sold for a one-time use only. Samples of the mailing (including invitations to ancillary events) must be submitted and approved by SITC prior to an organization receiving the list. SITC strongly encourages organizations to submit their samples early to allow for adequate production and mail time. For more information on membership and attendee mailing lists and/or to purchase a mailing list, please contact the SITC office or e-mail development@sitcancer.org.
Signage
Signage for ancillary events is not permitted in public spaces of the meeting venue except for inside and immediately outside of the designated room that the event is to occur. Meeting signage may NOT include the SITC name, logo, or name of the SITC meeting. In addition, no marketing pieces, invitations, communications of any kind, advertising, or other written or spoken descriptions of the event may use the SITC name or logo, or otherwise suggest or imply that SITC has endorsed or sponsored the event.
- The following statement must be included on all advertisements, marketing pieces, invitations, meeting materials, etc. for the event: “Not an official event of the Society for Immunotherapy of Cancer”
- The name of the SITC meeting, “SITC 2020” or “SITC 35th Anniversary Annual Meeting & Pre-Conference Programs”, may be mentioned one time in each communication for identification purposes, in a reasonably-sized, neutral font
- SITC or the name of the SITC meeting may not be part of a title or heading of the ancillary event, be prominently featured, or listed first in print materials
- SITC slide templates, color schemes, logos, meeting graphics or other means of confusing the event with an SITC-sponsored event may not be used.
On-Site Applications
All organizations interested in hosting an ancillary event while on-site must adhere to the SITC Ancillary event Policy by completing an Ancillary event application, and submitting a non-refundable application fee of $300. Applications submitted on site during SITC 2020 (Nov. 10, 2020 – Nov. 15, 2020), require immediate follow up with SITC staff. Visit the on-site SITC registration desk, or call the SITC office (414) 271-2456. SITC will then determine whether the proposed activity appears to meet SITC standards and requirements and will notify the applicant via email if the event has been approved. Upon approval, SITC will release and assign meeting space for the requested event. From this point forward, the organization will work directly with the venue to plan the event. Ancillary event space is limited, will be released on a first-come first-served basis, and priority will be given to previous year’s sponsors.
Please note ancillary event space is limited, and will be released on a first-come first-served basis, with priority given to previous year’s sponsors.
Cancellation
The application fee is non-refundable. Rental fees, less a $250 cancellation fee will be returned if the event is cancelled on or before Friday, Sept. 4, 2020. No refunds will be issued after this date. Refunds will be processed in the same form from which the payment was received. Please note that cancelling your event with the venue does not automatically cancel your event with SITC. Please notify SITC if your event has been cancelled.
Liability
All matters and questions not covered in the above policy are subject to the discretion of the Society for Immunotherapy of Cancer. These policies may be amended at any time by SITC and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by SITC to such parties.
For all activities, the group will take full responsibility for the event or meeting and hold harmless the Society for Immunotherapy of Cancer, its officers, agents, contractors and employees from any and all liability and costs associated with the activity. By completing the online request form, SITC is released from any and all liability.
Questions? Please contact SITC at +414 271 2456 or events@sitcancer.org.