ADVISORY BOARD & ANCILLARY MEETINGS

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:

Ancillary Events/Meetings taking place at an offsite venue are NOT PERMITTED during the following times⁽¹⁾:

Notes:

1. These blackout times also apply to Ancillary Events/Meetings taking place at the Fira de Barcelona Gran Via, involving more than 15 healthcare professional attendees of the conference,
2. Ancillary Events/Meetings organizers are not allowed to invite any guests who are invited to the faculty dinner on Sunday Night.

Please refer to Ancillary Events/Meetings Fees for applicable fees.

The fees below apply to meetings held at the Fira de Barcelona, Gran Via:

The meeting fees below apply to meetings taking place offsite:

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.

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:

• 30 minutes before the start of your meeting
• During your meeting
• All signage MUST be removed immediately after the meeting has finished

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.

Onsite Distribution

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.

Lead Retreival

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

Staffing

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:

• The activity or event must comply with meeting blackout times (please see the Blackout Times tab above) and be scheduled as to permit attendees sufficient time to participate in official meeting activities and sessions.
• The WCLC 2019 Conference Secretariat must receive and approve a completed Ancillary Event Request.
• No marketing pieces, invitations, communications of any kind, advertising, or other written or spoken descriptions of the event may use the IASLC name or logo, or otherwise suggest or imply that IASLC has endorsed or sponsored the event. The name of the IASLC meeting may be mentioned one time in each communication for identification purposes, in a reasonably-sized, neutral font. IASLC or the name of the Conference may not be part of a title or heading of the ancillary event, be prominently featured, or listed first in print materials. IASLC slide templates, color schemes, or other means of confusing the event with an IASLC-sponsored event may not be used.
• The following statement must be prominently displayed and included on all 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.
• Meeting signage may NOT include the IASLC name, logo, or name of the Conference except in the required disclaimer above, which must be prominently displayed and included on all signs.
• Repurposed or post-meeting/event materials developed as a result of content from the WCLC 2019 Conference must NOT include any reference to IASLC, or the IASLC meeting. Materials must not in any capacity identify IASLC as the sponsor or CME provider.
• No event marketing may be done at the IASLC meeting venue except within the confines of an individual exhibit booth or table. Outside the booth or table but within the IASLC meeting venue, representatives may not set up tables or otherwise distribute or display signs, flyers, invitations, use ushers, or use other means of gathering people for the event.

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.