The COPOC 2019 Secretariat and Co-Chairpersons have recognized that the COPOC 2019 Congress attendees and companies seek to maximize their networking opportunities and fulfill their professional responsibilities while at a location with many of their colleagues. To accomplish these goals COPOC 2019 will make every effort to make available their time and space in COPOC 2019-controlled meeting facilities (convention center or headquarter hotels) for Ancillary Events which do not compete or conflict substantially with the official scientific program.
• Ancillary Events may not be commercial or educational in nature, i.e., they may not include a scientific program with presentations, posters, or lectures, nor include marketing demonstrations or commercial presentations
• Ancillary Events with more than 25 attendees may not be scheduled in conflict with the official scientific program of COPOC 2019
• Ancillary Events with more than 25 attendees may not be scheduled during the official scientific program of COPOC 2019.
DEFINITION OF ANCILLARY EVENTS Ancillary Events are non COPOC sponsored special group events, such as business meetings of other organizations or social gatherings, held in conjunction with COPOC 2019. Ancillary Events are not planned or sponsored by COPOC 2019.
Ancillary Events may not be commercial or educational in nature, i.e., they may not include a scientific program with presentations, posters, or lectures, nor include marketing demonstrations or commercial presentations. • Business Meetings: Meetings of non-commercial editorial boards, non-profit organization boards, or other non-COPOC 2019 committees/working groups, study groups, etc.
• Exhibitor Internal Meetings: Meetings for COPOC 2019 exhibitor's corporate personnel: COPOC 2019 exhibitor hospitality suites
• Investigator Meetings: Meetings for investigators of ongoing research (may be sponsored only by a COPOC 2019 exhibitor)
• Social Events: Receptions, dinners, alumni events, reunions, and specialty groups where there is no educational/scientific program presented.
REQUESTS FOR ANCILLARY EVENTS
Requests for Ancillary Events must be approved by COPOC 2019.
Ancillary Events should be planned and scheduled in support of COPOC 2019.
Commercial organizers of Ancillary Events must be supporters of COPOC 2019 at the value of not less than the cost of an inside 9 sq.m booth. Commercial ancillary event organizers who are not exhibitors will incur additional service charges for multiple events.
Fees for participation by attendees outside of the recovery of food and beverage costs, such as registration fees, must be approved by COPOC 2019. All costs for the activity, including decorator, audio-visual setup, and room changes, must be borne by the organizers. All event expenses must be paid promptly and non-payment may result in action by COPOC 2019.
The use of the COPOC 2019 logo, trademark, or name in conjunction with publicity must be pre-approved. COPOC 2019 may not be represented as co-sponsoring an event unless a formal request has been submitted to and approved by COPOC 2019.
Conducting demonstrations and/or displays of commercial products will not be permitted during Ancillary Events.
Only Ancillary Events open to all Congress registrants will be listed in the COPOC 2019 related publications.
Signs, directional or informational, must be approved by, and coordinated with the COPOC 2019 Congress management when placed in COPOC 2019-controlled Congress facilities. Each sign must state that “This event is not organized or sponsored by COPOC 2019.” Organizers must remove any meeting-related materials from their assigned rooms at the conclusion of the event.
All participants in Ancillary Events must register for the COPOC 2019 unless requests for passes for non-scientific participants are received in writing at the time the Ancillary Event is approved.
BREACH OF POLICY Organizers must adhere to the responsibilities outlined in the policy to avoid cancellation of the activity. Failure to adhere to the policy may result in any or all of the following actions by COPOC 2019: • Cancellation of Ancillary Event • Refusal to allow company or group the opportunity to exhibit or hold symposia, meetings, or other events in COPOC 2019-controlled meeting facilities in current year or a specified number of future years.