Symposia Guidelines
About the American Academy of Pediatrics
The American Academy of Pediatrics (AAP) and its member pediatricians dedicate their efforts and resources to the health, safety and well-being of infants, children, adolescents and young adults. The AAP has approximately 60,000 members in the United States, Canada and Latin America. Members include pediatricians, pediatric medical subspecialists and pediatric surgical specialists.
AAP National Conference & Exhibition
The AAP National Conference & Exhibition (AAP Experience) is an educational forum for pediatric professionals to assemble for practical updates and reviews of pediatric practice, research, and advocacy. For previous conference attendee demographics or to view past attendance by topic, please consult the Exhibitor section online at AAPexperieNCE.org. Professional attendance is expected to grow among both primary and secondary target audiences – general pediatricians, with total attendance of 12,000.
Definition of Industry Symposia and Foundation Symposia
For purposes of these guidelines, an industry- or foundation-sponsored symposium is:
An educational program, for which AMA PRA Category 1 CreditTM is offered;
Planned or implemented by an organization external to the AAP;
Not endorsed by the AAP; and
Not part of the AAP’s official conference program.
CME Credit and Compliance with AMA and ACCME Guidelines
The AAP does not provide AMA PRA Category 1 CreditTM for industry- or foundation-sponsored symposia. Those wishing to hold a symposium must obtain credit from another accredited CME provider. A list of accredited providers and medical societies can be obtained online at www.accme.org.
All symposia events must be held in compliance with the Accreditation Council for Continuing Medical Education’s (ACCME) Standards for Commercial Support of Continuing Medical Education. In addition, although compliance with the AMA’s Ethical Opinion on Gifts to Physicians from Industry is the responsibility of the individual physician, every effort should be made to ensure that AAP members and other conference attendees are not put in a situation that would be considered a violation of these guidelines. Approval of proposed symposia will be based on these and other regulations outlined below.
Proposal Submission Deadline
The deadline to submit a proposal to sponsor an industry or foundation symposium is June 1. The AAP reserves the right to continue the selection process if all slots are not filled by June 1st. In order to be considered, the application form must be completed in its entirety. Symposia applications will be reviewed for acceptance on a first-come, first-served basis.
Available Sessions
Industry or foundation symposia may be held on the following dates and times. There are up to
30 sessions available – based on space availability.
Friday, October 19, 6:30 pm – 11:00 pm, 6 sessions
Saturday, October 20, 7:00 pm – 12:00 am, 6 sessions
Sunday, October 21, 7:30 pm – 11:00 pm, 6 sessions
Monday, October 22, 7:00 pm – 11:00 pm, 6 sessions
Tuesday, October 23, 6:30 pm – 11:00 pm, 6 sessions
The availability of the meeting room for set up will be determined by your choice of venue and official AAP events that are currently scheduled prior to your event. Regardless of the time the room is released to you for set up, your program (including registration, dinner, etc.) must not begin prior to the start times listed above.
Application and Administrative Fee
The fee for hosting symposia at the NCE is based on whether the commercial supporter will also be an exhibitor at the NCE. Please refer to the application form for specific information about the application and administrative fee for exhibitors and non-exhibitors.
This fee is due at the time of application submission. Applications will not be considered until this payment is received. Checks should be made payable to the American Academy of Pediatrics.
Application Process
Symposia sponsors must submit a completed application form with the administrative fee no later than June 1. In order to be considered, the application form must be completed in its entirety. Symposia applications will be reviewed for acceptance on a first-come, first-served basis.
The director of the AAP Department of Education will review the application and determine its appropriateness. The sponsor will be contacted in writing regarding the outcome of the application. Once approved, all revisions to a symposium’s content, faculty, or format must be communicated to the AAP in writing. The Committee on Continuing Medical Education (COCME) will not limit AAP NCE faculty members from participating in industry symposia or foundation symposia. However, NCE Planning Group and COCME voting members are not allowed to participate as symposia faculty members. A list of NCE Planning Group members can be obtained online at www.AAPexperieNCE.org [click on Attendee | Contact Us]. A list of COCME voting members may be obtained at www.pedialink.org/cmefinder [click on AAP Committee on CME].
The AAP reserves the right to restrict and/or dismiss at any time any event it deems undesirable, in poor taste, or offensive to attendees.
Applications should be submitted to Rachael Hagan, c/o American Academy of Pediatrics, Division of Continuing Medical Education, 141 Northwest Point Boulevard, Elk Grove Village, IL 60007-1098.
Cancellation Policy
The AAP must be notified in writing of the cancellation of an approved industry or foundation symposium. For cancellations received by the close of business on August 1, the AAP will issue a refund of 80% of the application and administrative fee. No refunds will be issued for cancellations after August 1.
For your consideration, special events scheduled Friday and Saturday evenings, as part of the AAPNCE experience, may have the potential to conflict with symposia. Because we direct neither the topic nor the marketing efforts, the AAP is not responsible for final attendance of symposia. Special events are disclosed in the attendee area online www.AAPexperience.org.
Event Arrangements
Space Assignments
Once your event has been approved, you will receive confirmation from the AAP within 30 business days. Upon confirmation of approval, you will receive a list of AAP convention hotels and a Space Request Form. Space requests will be reviewed by the Meeting Services Department and you will receive confirmation of space allocation by July 31. Please note that the AAP does not provide a speaker ready room for symposia faculty. If you need such a space, please present this request to your venue coordinator when your event location has been confirmed. Industry Symposia or Foundation Symposia are held at one of the official AAP hotels. They may not be held at the Convention Center.
Catering & Hotel Logistics
Arrangements for room set up, food and beverage selections, and billing must be made directly with representatives at your event venue. They can provide you with menus and floor plans upon request. Symposia sponsors are responsible for all expenses incurred related to their program. The AAP bears no financial obligation for expenses incurred for Industry Symposia or Foundation Symposia.
Once your program has been accepted and your event venue has been determined, you will receive a description of services available to symposia sponsors at an additional cost through Tradeshow Logistics, including rental of lead retrieval machines, printed signage, shipping assistance, and list procurement.
Production/Audio Visual Equipment Rental
The application and administrative fee does not include audiovisual equipment rental or labor costs. You must make these arrangements directly with the venue that is hosting your event.
When you are designing your staging and production for the event, please keep in mind that in most cases, you will be limited to one hour of set up time. If your plans require additional set up time, your venue options may be limited.
Use of AAP Name, Logo, or Seal
The AAP wishes to avoid any implication that Industry Symposia or Foundation Symposia are planned, implemented, or sponsored by the AAP. For that reason, promotional materials may in no way mention the AAP or the NCE. Promotional materials of any kind as well as program materials may not use the AAP’s logo, name or make mention of the AAP National Conference & Exhibition. Phrases such as “presented during,” “presented in conjunction with,” “preceding,” “prior to,” “following,” or “after” may not be used. This rule applies to materials developed for use before, during, and after the conference.
Invitation/Promotion Content
ALL promotional and program materials for a symposium must be reviewed and approved by the AAP Department of Education and your credit provider, including Flyers; Brochures; Invitations; Envelopes; Advertisements; Web sites; Slides; Signage; and Press releases/media communications.
Please allow 5 business days for approval upon receipt of materials for review. Once approved, any proposed revisions must be submitted for approval as well. A final copy of all promotional materials must be submitted to Rachael Hagan, c/o American Academy of Pediatrics, 141 Northwest Point Boulevard, Elk Grove Village, IL 60007-1098 no later than September 22.
The AAP suggests that symposia sponsors factor this requirement into their production timelines for promotional materials. In addition, we recommend that sponsors do not print materials or go live with web sites before approval from the AAP has been received. The AAP is not liable for any expenses that may be incurred if changes must be made to pieces that have already been produced.
Promotional Materials – Required Information
Prior to submitting promotional materials to the AAP for approval, please be sure that you have considered and included the following:
- Name of symposium sponsor (must be on front cover);
- Name of credit provider (must be on front cover);
- Acknowledgment of all commercial support (must be on front cover);
- Instructions for potential attendees about the registration procedure for the event.
Promotional Opportunities
Take advantage of the following opportunities offered by the AAP to promote your symposium and reach your attendance goals:
Advance Mailing to Pre-registrants
Following the close of advance registration, and after approval of your first promotional piece to be mailed, the AAP will provide an electronic set of pre-registrant mailing labels at no cost. The list will be available through TradeshowLogistics. This list is approved for a ONE-TIME USE ONLY. The pre-registrant list will be available approximately four weeks prior to the NCE. For subsequent approved mailings, additional copies of the pre-registrant mailing labels will be available for purchase. In addition, the full AAP membership list will be available for rental. Additional fees for delivery of the list in other formats will apply.
AAP Hotel Room Drops
The AAP offers the Doctor’s Bag, a distribution service that provides exhibitors with a means to distribute marketing pieces directly to attendee hotel rooms at official AAP hotel blocks. Hotel room drops will be allowed for symposia sponsors only through this service. For further information, please contact Darcey Tenbrink, Advertising Specialist at TriStar Publishing, Inc. by phone 913-491-4200 or email dtenbrink@tristarpub.com.
Exhibits
Exhibit booth representatives may distribute invitations, tickets, etc., from within the exhibit space assigned to the sponsor and/oror commercial supporter of a symposium.
Please note, however, that the distribution of invitations, tickets, etc promoting symposia is strictly prohibited in all other public spaces of the event venue, convention center, or other hotels, such as washrooms, general areas of gathering.
Signage
A total of 3 promotional signs are permitted in the venue at which a symposium is being held. Two (2) signs may be placed in public spaces of the event venue, and one (1) sign may be placed at the door of the symposium room. No other signs are permitted. Sign dimensions may not exceed 24” x 36”. Signs may not be posted more than 16 hours prior to the start of the event and must be removed no later than two hours after the event.
Please note, however, that the placement of additional signage promoting symposia is strictly prohibited in all other public spaces of the event venue, convention center, or other hotels.
Program Materials
Program materials (handouts, syllabi, etc.), like promotional materials, may in no way indicate that the program is connected in any way with the AAP or the NCE. Program materials of any kind may not use the AAP’s logo or name or make mention of the AAP National Conference & Exhibition. Phrases such as “presented during,” “presented in conjunction with,” “preceding,” “prior to,” “following,” or “after” are prohibited.
The AAP requests that all program materials be submitted for approval no later than September 22. Please allow 5 business days for approval. Once approved, any proposed revisions must be submitted for approval as well. A final copy of all program materials must be submitted to Rachael Hagan, c/o American Academy of Pediatrics, 141 Northwest Point Boulevard, Elk Grove Village, IL 60007-1098.
The AAP suggests that symposia sponsors factor this requirement into their production timelines for program materials. In addition, we recommend that sponsors do not print materials before approval from the AAP has been received. The AAP is not liable for any expenses the sponsor may incur if changes must be made to pieces that have already been produced.
Enduring Materials
Enduring materials, whether credit bearing or not, may be produced based on symposia held during the AAP National Conference & Exhibition, pending approval by the AAP Department of Education. Like promotional and program materials for symposia, enduring materials based on symposia and related promotional materials may not bear reference to the AAP or the NCE.
Program and promotional materials of any kind may not use the AAP’s logo or name or make mention of the AAP National Conference & Exhibition. Phrases such as “presented during,” “presented in conjunction with,” “preceding,” “prior to,” “following”, or “after” are prohibited. The AAP requests that all materials related to an enduring material be submitted for approval. Please allow 5 business days for approval. Once approved, any proposed revisions must be submitted for approval as well. A final copy of all materials must be submitted to Rachael Hagan, c/o American Academy of Pediatrics, 141 Northwest Point Boulevard, Elk Grove Village, IL 60007-1098.
The AAP suggests that sponsors factor this requirement into their production timelines for enduring materials and related promotions. In addition, we recommend that sponsors do not print materials or go live with web sites before approval from the AAP has been received. The AAP is not liable for any expenses the sponsor may incur if changes must be made to pieces that have already been produced.
Program Follow-up
Symposia sponsors must submit an evaluation summary report and final attendee list by December 15, to Rachael Hagan, c/o American Academy of Pediatrics, 141 Northwest Point Boulevard, Elk Grove Village, IL 60007-1098, rhagan@aap.org.
Violations Policy
The AAP reserves the right to restrict and/or dismiss at any time any event it deems undesirable, in poor taste, or offensive to attendees. By applying to host an industry or foundation symposium, you agree to adhere to the guidelines set forth by the AAP Guidelines for Industry Symposia or Foundation Symposia, which includes the authorized distribution of promotional materials on site, and the ACCME guidelines or AAP Policy. Any violation of these guidelines may result in the immediate dismissal of your program and removal from the exhibit floor (if applicable), and the AAP reserves the right to reject future applications for symposia submitted on behalf of any sponsor, credit provider, and/or commercial supporter who has violated these guidelines.