All Advisory Board and Ancillary Meetings are subject to approval by the IASLC WCLC 2019 Conference Secretariat. Please fill out the Ancillary Event Request form to request approval of your meeting. Once the meeting program has been approved, any changes need to be resubmitted to the Conference Secretariat at wclc2019-industry at icsevents.com for re-approval.
Any meeting whose invited participants are professional attendees of the conference (doctors, physicians, etc.) will be considered an advisory board or ancillary meeting and is subject to approval and applicable fee. This could include round-table discussions, investigator meetings and meet the specialist‐type meetings. Meetings that would not fall under this category are internal/staff meetings where only your company’s staff were invited (whether attending the conference or not).
Click on the tabs below to read more about meeting fees, important dates, blackout times, terms and conditions and more.
The conference has a limited number of meeting spaces available on first come first served basis at the Fira de Barcelona, Gran Via to hold Advisory Board and Ancillary Meetings.
New in 2019, Advisory Board and Ancillary Meetings are allowed a more flexible schedule than in previous years, provided:
(A) they take place at the Fira de Barcelona, Gran Via,
(B) they do NOT include more than 15 healthcare professional attendees of the conference (doctors, physicians, etc.)
Ancillary Events/Meetings taking place at the Fira de Barcelona, Gran Via are NOT PERMITTED during the following times:
Saturday, September 7 | Sunday, September 8 | Monday, September 9 | Tuesday, September 10 |
After 17:30 | 08:15 - 09:45 | 08:15 - 09:45 19:00 - 23:30 | 08:15 - 09:45 15:15 - 16:30 |
Ancillary Events/Meetings taking place at an offsite venue are NOT PERMITTED during the following times(1):
Saturday, September 7 | Sunday, September 8 | Monday, September 9 | Tuesday, September 10 |
After 17:30 | 07:00 - 19:30 (2) | 07:00 - 23:30 | 07:00 - 16:30 |
Notes:
Please refer to Ancillary Events/Meetings Fees for applicable fees.
The fees below apply to meetings held at the Fira de Barcelona, Gran Via:
Type of Meeting | # of Professional Healthcare Attendees | Fee (per day/meeting) | Fee includes |
Slide Review Room & Small Meetings | Up to 3 | EUR 2,500 | Meeting Approval 2 hours Meeting Room Rental Standard Room Setup (AV not included) |
Advisory Board / Ancillary Meeting | Up to 15 | EUR 8,500 | Meeting Approval 4 hours Meeting Room Rental Standard Room Setup Basic AV Package |
Over 15 | EUR 13,500 | Meeting Approval 4 hours Meeting Room Rental Standard Room Setup Basic AV Package |
The meeting fees below apply to meetings taking place offsite:
Type of Meeting | # of Professional Healthcare Attendees | Fee (per day/meeting) | Fee includes |
Advisory Board/Ancillary Meeting | Up to 15 | EUR 5,000 | Meeting Approval Only |
Over 15 | EUR 10,000 | Meeting Approval Only |
The conference has a limited number of offices available on first come first served basis at the Fira de Barcelona, Gran Via. The fee is EUR 3,500 per day and a minimum of 4-day rental is required. Rent includes one standard set up (table and chairs) and basic cleaning service overnight. AV and any additional set up or services required can be provided at an additional fee through the IASLC WCLC 2019 Conference Secretariat. The offices are designated for the exclusive use of the Sponsor/Exhibitor personnel. Ancillary Meetings involving Healthcare Professionals are not allowed.
Deadline to submit menu, minimum F&B guarantee | July 5, 2019 |
Deadline to submit final AV requirements | July 5, 2019 |
Deadline to submit lead retrieval order | July 5, 2019 |
Deadline to submit host/hostess order | July 5, 2019 |
Deadline to submit PDF sample of signage | July 5, 2019 |
Deadline to submit final F&B numbers | August 2, 2019 |
Food & Beverages must be ordered through the venue catering department. (Fira de Barcelona – Gran Via Venue - Marc Faravelli - [email protected])
To download the order forms for Advisory Boards & Ancillary Meetings click here.
Menu selection & minimum guarantee number must be provided no later than July 5, 2019. No decrease can be made to your minimum guarantee. Menu selection or additional order received after July 5, 2019 will be subject to a 20% late order premium fee.
Final selection and guaranteed numbers must be provided no later than August 2, 2019. Final guaranteed numbers cannot represent an increase of more than 25% over the minimum guaranteed numbers. New orders or increases received after August 2, 2019 or onsite changes/increase will be looked at on a case-by-case basis pending availability with the venue.
Expenses related to food & beverages are the sole responsibility of the meeting planner hosting the event.
Please contact us at wclc2019-industry at icsevents.com for additional requirements or questions.
AV orders must be placed through the Conference Secretariat and the venue’s servicing department, Servifira. To request details on placing orders for AV please contact wclc2019-industry at icsevents.com.
Your meeting room comes with one standard setup (boardroom/u-shape) for the entire duration of your rental. Changes to room setup and any special setup requirements should be requested through the Conference Secretariat and the venue’s servicing department, ServiFira. To request details on placing orders for AV please contact wclc2019-industry at icsevents.com
You are entitled to place 1 piece of promotional signage as per below specifications outside of your meeting room only.
Dimensions: Each piece must be self-standing and maximum 3 ft wide x 7 ft high (1m x 2m)
Placement: Promotional signage can only be placed outside your meeting room
Display Times: Your promotional signage may only be on display during the times listed below:
A PDF sample of your signage must be provided to the IASLC WCLC 2019 Conference Secretariat for approval no later than July 5, 2019.
The following statement must be prominently displayed and included on all signage, advertisements, marketing pieces, invitations, meeting materials, derivative products, etc. for the event:
Not an official event of the IASLC meeting. Not sponsored or endorsed by the IASLC.
Your personnel or agents may NOT distribute any meeting literature directly to delegates at the conference hotels nor at the Fira de Barcelona, Gran Via, except from within your exhibit booth in the Exhibition Hall.
A lead retrieval system is available at extra cost for your organization to capture information on delegates attending the meeting.
Please contact wclc2019-industry at icsevents.com to request the order forms.
Deadline to order lead retrieval: July 5, 2019
The conference does not provide any staff or volunteers to monitor your session. Hosts/hostesses can be hired through the conference venue.
Please contact [email protected] to request a quote.
Deadline to order hosts/hostess: July 5, 2019
New orders or increases received after July 5 will be based on availability and subject to a 20% late order premium fee
IASLC recognizes that during IASLC meetings, commercial firms and other organizations may wish to host their own events and activities, for purposes ranging from investigator meetings to providing social and business opportunities for firm employees and meeting attendees. Commercial firms and other organizations wishing to conduct activities during the dates of, immediately prior to, or following an IASLC meeting must notify IASLC of such activities by submitting an Ancillary Event Request to the WCLC 2019 Conference Secretariat. IASLC, in its sole discretion, will determine whether the proposed activity appears to meet IASLC standards and requirements and will notify the applicant if the Ancillary Event Request is approved.
Ancillary activities, including media events, must comply with the Blackout Times policy. The nature of any ancillary activities should be in keeping with the educational focus of an IASLC meeting. Venues, agendas, and media coverage for ancillary activities should be conducive to scientific interchange; even for social functions, promotional trappings should be minimized and scientific themes, not entertainment activities, should predominate. IASLC representatives may attend any ancillary activity (including investigator and corporate board meetings) held within space held by IASLC, to monitor whether the activity is in compliance with applicable IASLC policies and requirements.
Any industry meetings whose invited participants are professional attendees of the conference (doctors, physicians, etc.) will be considered an Advisory Board or Ancillary Meeting and a fee is required to hold such meeting (please see the Meeting Fees tab above). This could include roundtable discussions, investigator meetings and meet the specialist-type meetings. Meetings that would not fall under this category are internal/staff meetings where only your company's staff is invited (whether attending the conference or not). You are permitted to hold an Advisory Board or Ancillary Meeting outside the Conference Venue; however, the fee still applies, and you are responsible for all logistics (space rental, AV equipment, etc.).
All ancillary activities must meet the following criteria:
An invoice will be sent on receipt of your order. All items are sold on a first come‐first paid basis. Items will be considered sold only upon receipt of payment. In order to avoid delays, we highly recommend all orders/agreements be made online or e‐mailed. The Conference will not take any responsibility for late or undelivered Agreements via the mail. Items and rates are subject to change without notice.
PAYMENT: Due 30 days from date of invoice or as indicated. The Conference reserves the right to render this order null and void without notice if payment is not received by the due date.
CANCELLATION: Cancellation must be in writing. 50% cancellation fee will apply up to July 5, 2019. No refunds after this date. The Conference reserves the right to resell any Sponsorship items.
Should you have any questions regarding advisory board or ancillary meetings, please contact wclc2019-industry at icsevents.com.
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