Sponsored Symposium Policy

Sponsored Symposia

Host a CME or non-CME virtual sponsored symposium the SITC 35^th Anniversary Annual Meeting & Pre-Conference Programs (SITC 2020). Sponsored symposia time slots do not overlap with SITC events such as leadership activities, SITC educational events, plenary sessions or other events as needed for the business of the Society.

Application

SITC requires all organizations (commercial and non-profit) that wish to hold a virtual sponsored symposium during SITC 2020 to complete an online event application. A $200 non-refundable application fee is required with the event application submission. No applications for sponsored symposia will be considered without an application fee. The application fee is not included in sponsored symposium rate.

The deadline for virtual sponsored symposia event applications is Friday, Sept. 4, 2020. Event applications submitted after the deadline of Friday, Sept. 4, 2020 will incur an increased application fee of $300.

Third Party Planners

The host organization will be held responsible for the activities of any third party agency appointed on its behalf. It is the responsibility of the host organization to disseminate the rules and regulations for SITC 2020 among its staff and affiliates. Any violations by a third party will be considered a violation by the host organization.

Scheduling

SITC limits the number of sponsored symposia taking place at any given time to maximize attendance and increase demand. Symposia are not held concurrently with SITC educational programming or leadership activities, but may be held concurrently with other sponsored symposia. Sponsored symposia will be held virtually through Intrado. Time slots are limited and will be approved on a first-come, first-served basis with priority given to previous years’ sponsors. SITC reserves the right to change session times to benefit the conference. Changes will be communicated in writing.

Please contact the SITC office for rates at events@sitcancer.org. Each organization is responsible for the planning and costs associated with the Sponsored Symposium.

Acceptance and Payment 

Sponsored symposium applications will be reviewed weekly and approved on a first-come, first-served basis with priority given to previous year’s sponsors. 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 send an acceptance letter and invoice. Payment is due within 30 days of the event approval or the symposium will be cancelled.

Once payment is received in full, SITC will send the organization a list of vendor contacts and the organization will work directly with those assigned contacts to plan the event. Please do not contact any vendors before you your event is approved and you’ve received vendor contact information from SITC. Organizations must abide by the SITC event policy as listed. Any organizations found working directly with vendors without prior consent from SITC or are in violation of other event policies may lose their event slot or jeopardize the ability to hold future functions in conjunction with the SITC Annual Meeting. Organization waives any rights to claims of damages arising out of the enforcement of these guidelines.

Sponsored Symposium Inclusions

The following services are included:

• Use of the SITC 2020 Virtual Meeting Platform, Intrado
• Audio visual technician and support: An AV technician will provide technical support throughout the symposia planning process, and assist with execution on the day of the event.
• Customized Event Waiting Room Screen: Host organizations will have the opportunity to customize the waiting room screen attendees will see prior to the start of your event. This screen may include, but is not limited to, the host organization logo, event title, speaker names and affiliations, and event description. Screen content must be approved by SITC.
• Symposium Advertising: Your event title, date, time and organization logo will be listed on the SITC 2020 website, within the final SITC 2020 program, and within the SITC 2020 virtual platform.
• Virtual and Physical Registration Mailing Insert: Host organizations are eligible for a one (1) page promotional insert to be distributed to all who register for SITC 2020. The piece must be approved by SITC, and all production costs are the sole responsibility of the host organization.
• Day of notification: Event attendees logged in to the SITC 2020 Annual Meeting will be notified of your symposium prior to the start of your event.
• Email Blast: Your event description and organization logo will be included in an email sent to Annual Meeting attendees the week of Nov. 2^nd, 2020.
• Post-Event Metrics: SITC will provide the host organization with attendance counts, demographics, log in times, and all other details collected through the Intrado platform during the host organization’s symposium.

Additional Opportunities to Promote Your Symposium

• One-time use of SITC Annual Meeting attendee mailing list
• Ad space in program book
• Ad space within the virtual platform
• For additional opportunities and rates, please contact Developent@sitcancer.org

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 sponsored symposia.

All promotional and marketing materials must contain the following statement: The [Sponsored Symposium Title], content and views expressed therein are those of the [Organization] and not of SITC.

SITC allows the opportunity to purchase membership and attendee mailing lists for pre and post marketing for each Symposium. 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 Sponsored Symposium) 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.

Post Meeting Survey

In an effort to continue to improve our Sponsored Symposia offerings, SITC requires all participating groups to complete a post-meeting survey, accompanied by final attendance counts, two weeks after the Annual Meeting.

Cancellation

The application fee is non-refundable. Symposium fees, less a $1,000 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 symposium with the venue does not automatically cancel your event with SITC. Please notify SITC if your symposium has been cancelled.

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.

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 organization 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.