ASRM Exhibitor Satellite Events are exhibitor-sponsored functions held during the ASRM Scientific Congress & Expo at dates and times that do not conflict with official ASRM programming. Examples include social or networking events, receptions, dinners, press conferences, media events (such as video news releases or product announcements), staff meetings, focus groups, and educational activities. All exhibitor satellite events must be registered with and approved by ASRM. Applicable fees apply.
Application Review and Processing
Review and processing of applications begin August 1 each year. Requests for ASRM hotel meeting space or other ASRM venue(s) are subject to availability. Notifications of application approval status will be communicated on or before August 15. Application for hotel space within the ASRM hotel block may be delayed pending the finalization of all ASRM Congress-related meetings. Requested venue(s) that are outside of ASRM’s hotel block or other ASRM venues may be processed more expediently.
Approval of Promotional Materials
All promotional materials, invitations, and similar meeting collaterals (print and digital) must be submitted to ASRM for review and approval prior to distribution to ASRM attendees.
Cancellation of Exhibitor Space
Cancellation of exhibitor space whether voluntarily or involuntarily also cancels the Satellite Event(s).
Restricted Times
Satellite Events are permitted only during non-restricted times, as stated in the application.
Non-Permitted Activities
Satellite Events may not include fundraising activities on behalf of the sponsoring organization, or any other organization (except on behalf of ASRM with prior written approval), or cause.
No unauthorized activities/events may be held in any of ASRM hotel blocks or any location in the city in which ASRM is hosting the ASRM Scientific Congress & Expo.
Non-Compliance
Failure to comply with ASRM Satellite Event Rules and Guidelines may result in loss of exhibitor eligibility for future years. Non-approved Satellite Events will be assessed the appropriate Satellite Event Fee. Non-payment of an assessed fee(s) may cancel existing or future exhibitor space, at the sole discretion of ASRM.
Satellite Events are organized and executed by the exhibiting company directly with venue. ASRM does not plan and execute exhibitor satellite events.
