Events planned independently of ATC are categorized as affiliate events. These activities provide opportunities for colleagues to gather and/or network with others within the field.
ATC understands the value of having a large number of specialists in one place and we offer the opportunity for universities, government agencies, non-profit and corporate/industry groups to organize non-educational events over the course of the American Transplant Congress. There is a non-refundable administrative fee for each approved application.
Fees, Terms and Conditions
Events at Official and Unofficial Facilities
All events involving ATC attendees require ATC approval. This includes events scheduled at unofficial facilities including corporate headquarters, non-official hotels, special venues, restaurants, etc.
Restricted and Approved Times
The schedule of the Congress is developed to maximize attendees’ participation in ATC’s scientific program and exhibits. Therefore, the availability and timing of affiliate events is limited. Affiliate events, including transportation and registration for the events, may be held during the unrestricted times listed below. All restricted times are reserved for ATC programs, meetings and functions. ATC is protective of its attendees’ time, energy and attention and strongly objects to third party initiatives scheduled outside of established guidelines.
|Friday, June 1||Unrestricted|
|Saturday, June 2||8:00 am - 1:00 pm; 7:30 pm - 11:00 pm|
|Sunday, June 3||6:00 am - 7:00 am; 1:00 pm - 2:30 pm; 7:00 pm - 11:00 pm|
|Monday, June 4||6:00 am - 7:00 am; 1:00 pm - 2:30 pm; 7:00 pm - 11:00 pm|
|Tuesday, June 5||6:00 am - 7:00 am; 1:00 pm - 2:30 pm; 7:00 pm - 11:00 pm|
|Wednesday, June 6||6:00 am - 8:00 am|
Description of Affiliate Events
Affiliate events are limited to no more than 50 attendees and include, but are not limited, to the following:
Advisory Board Meetings
Small meetings, 25 people or fewer. Sponsored and financially supported by a pharmaceutical/biotech organization, academic center or non-profit.
Small meetings, 25 people or fewer. A designated group of people chosen or appointed to perform a specified service of function related to a specific area of expertise.
Small meeting, 30 people of fewer. Meetings that target a specific group of attendees to obtain specific data, evaluate services or test new ideas.
Social gatherings sponsored and financial supported by a government, industry, non-profit or university organization. Educational activity of any kind is strictly prohibited.
Sponsored and financially supported by a pharmaceutical/biotech organization, academic center, non-profit organization or consortium. Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency approved protocol and must review or conduct results of a specific study, current clinical trial or products. Promotional meetings for data presentation or to launch a drug or study are prohibited.
Social/Networking and University Alumni Events
Receptions, dinners or other events organized and sponsored financially by a university, government agency or non-profit organization. No educational programming can be offered or presented.
Rooms held on a 24 hour basis for government, industry, non-profit and/or universities. Restricted to 2 offices per group.
Meetings or exhibitor staff only. Staff meetings should be closed to the public and may not include ATC attendees unless they are full time employees of the exhibiting company. Not held on a 24 hour basis.
All other events require ATC approved. If a proposed event is not defined or described above, the proposed event will still be subject to approval and fees.
|Space Request||Up to 4 Hours Rental||Up to 8 Hours Rental||24 Hour Rental|
|1,000 Square Feet and Under||$100||$200||$500|
|1,001 - 1,500 Square Feet||$500||$1,000||$2,000|
|1,500 Square Feet & Up||Satellite Fees Apply||Satellite Fees Apply||Satellite Fees Apply|
*Please contact Caitlin O'Brien, email@example.com, for non-profit pricing.
**The above fees are administrative fees paid to ATC. Room rental, food and beverage and audiovisual fees will be provided by the hotel.
To Reserve a Space
ATC will begin accepting affiliate event requests, in October 2017.
All affiliate events must be approved by ATC and approval will be based on the regulations outlined.
There is a non-refundable administrative fee for each approved application. Please be advised that no event will be confirmed, approved or have space released until the administrative fee has been received. Exhibitors and/or meeting coordinators are not permitted to reserve meeting rooms directly through the convention center or hotels contracted by ATC until the event is approved.
For questions, please contact Caitlin O'Brien at 856-380-6820 or firstname.lastname@example.org.
Space Assignment Information
Space assignments will begin in mid-January and will be assigned on availability on a first come, first served basis, based on date application is received. Space assignments will be confirmed via email by ATC Staff. Upon confirmation, the organizer can contact the meeting facility and make further arrangements for any onsite needs. Menus will be provided by the facility and food and beverage minimums may apply. Presentation Services Audio Visual (PSAV) is the official audiovisual company for the American Transplant Congress and their services are available for your affiliate events. All arrangements for audiovisual equipment and support, including billing, must be made directly with PSAV and not through ATC.
ATC approval of bus staging is required. Organizations providing transportation to and from the convention center and participating hotels and an event venue must contact ATC no later than April 2, 2018.
Onsite marketing activities for affiliate events are restricted to the sponsor’s exhibit booth (if applicable) and one sign outside the assigned room just prior to the state of the event only. Promotion of the affiliate or off-site event is specifically forbidden in other areas of ATC designated convention centers or hotels. This includes door drops, distribution of invitations, signs and/or exhibitor agents, designees, or staff holding signage or directing attendees. Such invitations and signage will be removed and destroyed. ATC mailing list rentals are not available for affiliate event promotion.
Content and Use of the ATC Name and Logo
All advertisements, promotions or invitations for affiliate events must bear the following statement: “This program is not affiliated with ATC.” This statement must appear on the cover/front page of any copy using at least 12 pt. font size.
The ATC logo or name may not be used in any promotions, advertisements, meeting materials or correspondence related to events.