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Industry Supported Event Guidelines

Provide meeting attendees with an informative, 1.5-3 hour satellite symposium, coordinated by your company. To participate, an Industry Supported Event proposal must be submitted for acceptance. Exhibiting at SLEEP 2017 is not required in order to host an Industry Supported Event.

The APSS defines an Industry Supported Event as:

  • An educational program that is commercially supported.
  • An educational program that may or may not offer continuing medical education credit for physicians.
  • An educational program that is planned and implemented by an organization other than the APSS.
  • An educational program that is not part of the official APSS scientific program, but is held in conjunction with the SLEEP 2017 meeting.
  • An educational program planned for a 1.5-3 hour time period during the allowable dates.
Attendance at previous Industry Supported Events has ranged from 200-300 participants. The APSS does not guarantee attendance levels at Industry Supported Events.

Available Dates and Times

The APSS is accepting applications for evening Industry Sponsored Events. The following dates and times are available*:

Saturday, June 3 - 5:30pm – 9:00pm

Sunday, June 4 - 6:15pm – 9:30pm

Monday, June 5 - 6:15pm – 9:30pm

Tuesday, June 6 - 6:15pm – 9:30pm

*Industry Supported Events may not begin earlier than the times indicated above, including registration.

Industry Supported Events Sponsorship Fee

The sponsorship fee for holding an Industry Supported Event is $20,000. Of this, a deposit of $10,000 must be submitted with the application. If the Industry Supported Event is approved, the remaining balance is due by April 5, 2017. The deposit of $10,000 is fully refundable in the instance an Industry Supported Event application is not accepted. The sponsorship fee includes: consideration of proposal, one complimentary rental of the pre-registration mailing list, a link to the organizer’s website, one 1/3 page ad in the SLEEP 2017 Final Program (placement is at the discretion of the APSS), inclusion in one SLEEP 2017 Pre-Meeting E-Blast that goes out to all pre-registered attendees (email is distributed by the APSS and content is at the discretion of the APSS), and a listing in the SLEEP 2017 Mobile App. If you plan to create any enduring materials based off of your Industry Supported Event, you must notify the APSS within 90 days following SLEEP 2017.

Submission Deadline

In addition to the application, the proposal must contain the following information:

  • Event speakers and contact information
  • Event outline and schedule
  • Content description
Proposals for Industry Supported Events should be submitted to the APSS Meeting Department by March 8, 2017. Applications will be accepted after this date if the SLEEP 2017 meeting can support additional sessions based on submissions that have already been received and accepted.

Industry Supported Event Deadlines

March 8, 2017 - Deadline to submit Industry Supported Event Application

March 15, 2017 - Deadline to submit cancellation for Industry Supported Event

April 5, 2017 - Balance due for Industry Supported Event Application

April 12, 2017 - Deadline to submit logistics for Industry Supported Event

Faculty Selection Criteria

The APSS strongly recommends that organizers require their faculty to be committed to no more than two Industry Supported Events, regardless of the named industry supporter or organizing company. Further, faculty names must be, at a minimum, tentatively confirmed and listed as part of the application in order to be considered. Upon review of the applications, APSS management may elect to offer feedback to Industry Supported Event organizers if potential speaker overlap is apparent. However, it is the responsibility of the speaker to make arrangements if they are ultimately scheduled to present in overlapping events.

Selection and Scheduling Procedures

Industry Supported Events are reviewed and accepted by the APSS Program Committee. Industry Supported Events are accepted based on content, agenda and overall coordination with the SLEEP 2017 meeting. The APSS currently does not limit the number of Industry Supported Events accepted. APSS management reserves the sole right to accept and schedule all Industry Supported Events. In an effort to encourage attendance at these events, programs with similar sessions are scheduled on different days. Scheduling is primarily based on a first-come, first-served basis. Notification of acceptance and assigned date/time will be provided in writing. The balance of the sponsorship fee will also be invoiced at this time and is due by April 5, 2017.

Cancellation

Notice of cancellation must be submitted in writing. The cancellation of an Industry Supported Event that has been accepted is entitled to a refund equal to 30% of the total sponsorship fee provided notice is received prior to March 15, 2017. Cancellations after March 15, 2017 are not entitled to a refund.

Continuing Medical Education

Continuing Medical Education (CME) credit is not provided by the APSS or the American Academy of Sleep Medicine for Industry Supported Events. Those who elect to offer CME credit must obtain sponsorship from another Accreditation Council for Continuing Medical Education (ACCME) accredited provider. All Industry Supported Events offering CME credit must comply with the ACCME Essential Areas and Elements and the Standards for Commercial Support for Continuing Medical Education.

Logistical Planning

The following, if applicable, including all expenses, become the responsibility of the Industry Supported Event organizers:

  • Meeting space (site selection and contracts)
  • Audiovisual
  • Catering
  • Decorating
  • Transportation
  • Entertainment
The APSS Meeting Department will assist when possible in securing meeting space at the headquarter hotel or overflow hotels if requested. Below please find a list of the APSS contracted properties*:

  1. Sheraton Boston – Headquarter Hotel
  2. Boston Park Plaza
  3. The Colonnade
  4. Boston Marriott Copley Place
Details of the final logistics for an Industry Supported Event must be submitted to the APSS Meeting Department no later than April 12, 2017.

Signage

The APSS allows ONE sign measuring no larger than 24” W x 36”H to be placed in the registration area at the Hynes Convention Center up to one day prior to the scheduled Industry Supported Event program. Organizers of an Industry Supported Event may provide additional signage in the hotel where the program is being held, and must follow the guidelines of the hotel. Signage may not be placed in hotels other than the one hosting the Industry Supported Event. All signage must receive APSS approval prior to print. Flyers or handouts are prohibited unless prior approval is obtained.

Promotion

Industry Supported Event organizers have the following opportunities to advertise an event: hotel door drops, mailing list rental of SLEEP 2017 meeting attendees, mailing list rental of AASM/SRS membership lists and advertising in the SLEEP 2017 Final Program, Journal of Clinical Sleep Medicine and journal SLEEP. The APSS requires that any and all promotion of Industry Supported Events receive APSS approval. Organizers should allow seven business days for the approval process. Please keep the approval process in mind when planning promotional materials so as not to strain design and print timelines. Promotional materials include but are not limited to: invitations, announcements, solicitations, advertisements and signage.

Use of APSS and SLEEP 2017 Name and Logo

The APSS and SLEEP 2017 name, logo, acronym and any reference to the meeting are proprietary and may not be used in signs, advertisements or promotions without consent and approval by the APSS. This guideline applies before, during and after the SLEEP 2017 meeting.

Application to Host Industry Supported Event

*The APSS must approve all affiliate requests for function space and guest room accommodations at properties with which it has contractual obligations.