American Academy of Pain Medicine

25th Annual Meeting

January 28-31, 2009

Hilton Hawaiian Village

Honolulu, Hawaii
 

 

 


Guidelines for Satellite Symposia

revised 4/1/08

 

The American Academy of Pain Medicine (AAPM) invites its Corporate Members and their medical education partners to submit proposals for symposia to be presented as part of the official Independent CME Satellite Program in conjunction with the 25th AAPM Annual Meeting.

 

Independent CME Satellite Symposia Program is the exclusive venue for educational programs supported by grants from industry during dedicated time slots during the AAPM Annual Meeting.  Satellite symposia will be held during breakfast, lunch and dinner hours that do not compete with other scheduled AAPM programs or social activities.

 

No other educational programs or social events sponsored or supported by any other organization and directed at the same audience may be offered over the official dates and times of the AAPM Annual Meeting in the same city as the AAPM meeting.

 

The AAPM Program Committee will review all proposals submitted. Criteria for acceptance of a proposal include the following:

 

·         The topic is timely and of broad interest to the AAPM membership and the audience of pain specialists

·         The topic meets current ACCME guidelines and Standards for Commercial Support, and all content is free of commercial bias.

·         The proposed program is designated for CME credit by an ACCME accredited sponsor

 

The number of Independent CME Satellite Symposia that may be accepted will be determined by the Program Committee based on available space and program hours, and the quality of the proposals received. 

 

The Program Committee may request revisions to the proposed satellite programs prior to approval, in an effort to balance the Annual Meeting program and minimize duplication. Any suggested revisions will be communicated to the submitter in writing. AAPM may decline to accept any proposals at its discretion.

 

The process for submission, selection, and conduct of satellite symposia is described below. 

Timeline

5/19/08            Proposals due to AAPM. Deadline Extended

5/19/08            Companies notified of acceptance or recommended revisions as determined by the AAPM Program Committee. Letter of Agreement between AAPM & MECC for the educational grant will be included with the acceptance letter.

6/20/08            Final program description due for AAPM conference brochure. Description includes short synopsis, schedule and confirmed speakers.

8/01/08            Signed Letter of Agreement and educational grant due to AAPM.

11/01/08          Draft copy of invitation and promotional materials submitted to AAPM for approval.

11/14/08          AAPM Program Book advertising space deadline (optional, additional fee).

11/15/08          AAPM to provide logistical information packet, including: AV equipment list, floor diagram, menus, and hotel contacts; AAPM to provide AAPM member mailing list

                        Requests due for additional audiovisual equipment, audience response system, etc.

1/05/09            AAPM to provide mailing labels for meeting pre-registrants (3 weeks out from meeting).

1/05/09            Room drop submission deadline (no larger than an 8 ½” x 11”) - quantity 750 (optional, additional fee).

3/31/09            Summary of activity evaluations to AAPM post-conference.

 

Proposal submission and approval process
           

  1. AAPM Corporate Members and their medical education partners are eligible to submit. Unapproved grants must have timelines of the approval process identified.
  2. One proposal on behalf of a Corporate Member.
  3. Organizations wishing to present a satellite symposium at the AAPM Annual Meeting may do so by completing the online application form at the link below.
  4. The AAPM Program Committee will review all proposals submitted by the deadline. Evaluation of proposals will be based on overall quality, scientific merit and broad-based appeal to those attending the AAPM Annual Meeting.
  5. The content of the proposed program must demonstrate scientific rigor and objectivity and be free of commercial bias for or against any product.
  6. All satellite symposia must be designated for CME credit by an ACCME accredited provider. AAPM will not provide continuing education credit for satellite symposia.
  7. AAPM will notify the submitter of the proposal regarding the committee’s decision on the proposal approximately 2 weeks after committee review.  Applicants may not contact reviewers directly to provide additional information or to check the status of a proposal. 
  8. A proposal will be considered complete when it includes: the rationale for holding the symposium, learning objectives, complete agenda for the program, including proposed speakers and topics, synopsis of program content (session description) for publication in the AAPM conference brochure, a description of how evaluation and CME credits will be handled on site, and contact information for the grantor, the ACCME accredited sponsor and the medical education company that will be coordinating the activity (if separate from the CME sponsor).

 

Program content and speakers

1.       Satellite symposia must be designated for CME credit through an independent ACCME accredited sponsor.  As such, satellite symposia must comply with ACCME guidelines regarding objectivity and scientific rigor of program content, appropriate disclosure of commercial relationships and resolution of conflicts of interest, and activity evaluation.  

2.       The program cannot be changed once it has been approved by AAPM.

3.       All correspondence with Independent CME  Satellite Symposia speakers, including honoraria and expense reimbursement, and disclosure information will be the responsibility of the organizer of the satellite symposium.

 

 

 

Promotion

  1. AAPM will list the official Satellite Symposia including brief program synopses, in the AAPM Annual Meeting brochure and on-site program book, and on the AAPM Web site and symposia registration Web site.
  2. Invitations for the Independent CME Satellite Symposia must be submitted to AAPM for review and approval prior to publication.
  3. The AAPM logo may not be used on any promotional or other materials produced by companies other than AAPM itself.  Use of the American Academy of Pain Medicine’s name or copyrighted material on any announcement, sign, publication, or other material requires prior written approval from AAPM.
  4. Approved satellite symposia must include the following language on promotional materials:  “An official independent satellite symposium held in conjunction with the American Academy of Pain Medicine’s 25th Annual Meeting.”
  5. Please allow at least five business days for AAPM to turn around approvals.
  6. AAPM will provide the organizers of satellite symposia with one set of mailing labels for all AAPM members. In addition, 3 weeks prior to the conference AAPM will provide one set of mailing labels for the 2009 AAPM conference pre-registration list.
  7. A blast e-mail will be sent 2-weeks out from the meeting to all registered attendees reminding them that Independent CME Satellite Symposia are being offered with a link to register.
  8. Requested copy for invitations:  There is no registration fee for attending this symposium, however, seating is limited.  To preregister for (Name of Symposia goes here), please register online at www.symposiareg.org/aapm or contact Cathy Rickert at 847/375-4881.  Preregistration does not guarantee seating.  We do recommend arriving at the symposium location early.
Registration
  1. AAPM will assign a vendor to handle all pre-registration for the satellite symposia. Attendees will be referred to one website, www.sympoisreg.org/aapm to register for all satellite symposia.
  2. Registration reports will be sent on a scheduled basis identifying all pre-registrants with their demographic profile.
  3. A Satellite Symposia Information desk will be set in the AAPM registration area to field questions and assist in onsite registration.
  4. All Satellite Symposia will be listed on 2-meter panels located outside the session room and in the APS registration area.
  5. Satellite symposia personnel must be available outside the session room an hour prior to the scheduled start time of the event to handle registration and answer questions.
  6. 2 lead retrieval units will be provided one hour before the session.
  7. A registration table, easels and rope and stanchion will be provided outside the session room.
Event logistics

1.       AAPM will assign a meeting room for each satellite symposium at the meeting facility. Room assignment and facility contact will be provided 10 weeks prior to the meeting.

2.       A registration table, 2 lead retrieval units, easels, and rope and stanchion will be provided outside the session room.  No other furniture, display units, banners or unapproved signage may be placed outside the room.

3.       Space will also be allocated for a maximum of 4 signs (maximum size: 28” x 44”) for the satellite symposia. Placement and availability of posting signs will be determined by AAPM, including outside the event and in the registration area.

4.       Meeting rooms designated for satellite symposia will be set with round tables, banquet style. No buffet set up will be allowed without prior permission from AAPM.

5.       A minimum of 350 should be budgeted for food and beverage. Guarantees should be based on pre-registration numbers and historical attendance at similar events at AAPM. This number does vary (150-350) based on breakfast, lunch or dinner time slots.

6.       AAPM may require menu changes in order to balance with other events within the meeting.

7.       The symposium and all food and beverage must be kept contained within the assigned meeting room and the assigned times.

8.       The satellite symposium organizer is responsible for handling onsite registration and management of the event. Satellite symposia personnel must be available outside the session room an hour prior to the scheduled start time of the event to handle registration and answer questions. 

9.       No sales activities may take place and no promotional materials may be distributed in the meeting room or the registration area.

10.   Audio/video taping will be the responsibility of symposium organizer.

11.   AAPM requires that satellite organizers use the designated audio/visual contractor for this meeting, MAC Productions. A detailed AV equipment list and diagram will be provided. Organizers may bring in their own producer and order additional equipment.

12.   All expenses associated with room set-up and clean up, food and beverage, electrical, telephone, shipping, etc., are the sole responsibility of the satellite symposium organizer.

13.   Evaluations and CME Certificates/Transcripts  are the responsibility of the Independent CME satellite symposium organizer. A summary report of participant evaluations must be provided to AAPM by March 31, 2009.

 

Compliance

Violation of these guidelines may result in the cancellation of the symposium. One person must be designated as the primary contact/project manager for the satellite program throughout the application and planning process; AAPM will deal directly with that one person.

 

Educational grants

·         The fee to participate in the satellite program is $55,000 in the form of an educational grant to the American Academy of Pain Medicine.

·         A letter of agreement between AAPM and the medical education company must be signed.  

·         Corporate Members providing the grant to the medical education companies will be acknowledged as providing the grant with the listing of the session. They will not be acknowledged as supporters of the meeting through this grant.

·         Grants and accompanying signed letters of agreements must be received by AAPM no later than August 1, 2008. 

 

AAPM contact                                                Kathryn Checea         

Director of Professional Relations 
American Academy of Pain Medicine
4700 W. Lake Avenue 
Glenview, IL  60025
847/375-4765
Fax: 847/375-6465
kchecea@connect2amc.com

 

Online application

Start Submission Process