Satellite Symposia

SAEM Policy on Satellite Meetings

Background

The Annual Meeting of the Society for Academic Emergency Medicine (SAEM) brings together academic emergency medicine physicians from many regions to a single location. Thus, these meetings provide an opportunity for organizations other than SAEM to access the academic emergency medicine community. To take advantage of this opportunity, organizations may hold meetings, symposia, or other "satellite" events at or near the location of SAEM meetings, in the days before, during, or after the SAEM Annual Meeting itself. Such satellite meetings are not SAEM activities and therefore are not sponsored or co-sponsored by SAEM; however, these events must be pre-approved by SAEM.

Purpose of Policy

This policy defines the criteria used by the SAEM Board of Directors when reviewing requests from outside organizations wishing to hold a satellite event in association with an SAEM Annual Meeting, and delineates the rules for applying for and holding such a meeting during the Annual Meeting. While SAEM does not attempt to control the activities of other organizations, this policy defines the criteria by which the Board of Directors will decide when a satellite meeting is officially sanctioned by SAEM.

Benefits to Satellite Meeting Organizers/Sponsors: Meetings sanctioned by SAEM may be held in SAEM Annual Meeting space. Space will be arranged by the SAEM office. These meetings will be publicized as outlined below. Organizations advertising their satellite meetings may use the phrase "approved to be held in conjunction with the SAEM Annual Meeting" in their advertising material and may distribute these materials before and during the Annual Meetings, subject to the rules below.

Satellite Meeting Policy

Definition: For the purposes of this policy, a satellite event or meeting is defined as an event held in the same location or at a facility near the location of an SAEM Annual Meeting, within a time period beginning two days prior to an Annual Meeting and ending two days after the conclusion of an Annual Meeting. A meeting or event is defined as a satellite meeting based on its location, timing, and the overlap of the intended audience with that of the SAEM Annual Meeting, whether or not any coordination exists between the satellite meeting's organizers and SAEM.

Criteria for Selection: To be sanctioned by the SAEM Board of Directors, a satellite meeting must directly further the mission of SAEM. The mission of SAEM is to improve patient care by advancing research and education in emergency medicine. While topics that are purely clinical will be considered, those that focus on research advances, or education of residents and medical students, and whose speakers are acknowledged experts in the field will be given highest priority. The total number of satellite sessions allowed at any meeting will depend on space and time available.

Selection criteria will include:

• Fits with SAEM mission
• Topic is valuable to members
• Lack of commercial bias
• Speakers who are experts in their field
• Previous experience with sponsor

Scheduling: Satellite meetings may not be held during times when it is likely that there will be competition for attendance between the proposed satellite meeting and the SAEM Annual Meeting program. This includes didactic sessions (including lunch sessions), scientific presentations and poster presentations, the business meeting, keynote speech and evening activities designed for all meeting participants (e.g. banquet, opening reception). No more than two satellite meetings may be held at one time. If the content of the meeting is appropriate, but the desired time is not acceptable, the submitters will be given the opportunity to select an alternative date and time.

Academic Atmosphere: No satellite meeting will be sanctioned by the Board of Directors if it is believed that the satellite meeting would detract from the academic atmosphere or credibility of the SAEM Annual Meeting. For example, the academic credibility of the SAEM Annual Meeting could be compromised if information at the satellite meeting is likely to be presented in a biased manner, or in a manner motivated primarily by the commercial or political interests of the sponsor.

Use of Name: Use of the SAEM name for approved satellite meetings must conform to the following language: "Approved to be held in conjunction with the SAEM Annual Meeting." Additionally, all materials must also state "This program is not a part of the official educational program as planned by the Program Committee of SAEM." Use of the SAEM logo on advertising or other materials produced for the satellite sessions is strictly prohibited.

Speakers: It is encouraged that speakers at the satellite sessions be experts in the area and that at least one of the speakers be an emergency physician. However, speakers are discouraged from wearing their SAEM name tags at the satellite sessions and must acknowledge any potential financial conflict of interest at the satellite session.

Fee: A fee of $10,000 to cover space and administrative costs will be charged and must be submitted at the time of application. The fee is refundable if the satellite is not accepted. Audio-visual aids are not included in the fee; these arrangements must be made separately with the host location.

Application for Satellite Symposia Sanctioning

In order for a satellite program to be reviewed by the SAEM Board of Directors, a full description of the program must be submitted on the Satellite Symposium Application Form absolutely no later than close of business on February 1 of the year for which the meeting is being proposed. Late or incomplete proposals will not be considered after that date. The fee must accompany the application to be considered.

The curriculum vitae of all speakers must be submitted with the application. Conflict of interest information for each scheduled speaker must be provided as well. While pharmaceutical or commercial sponsorship of a proposed program is not automatically disqualifying, the SAEM Board of Directors will weigh the potential biases introduced into educational and scientific programs by such sponsorship.

A subcommittee of the Board will review applications and present recommendations to the full Board of Directors within 30 days of submission. Accepted satellites must confirm their willingness to participate within two weeks of notification from the Board.

SAEM Responsibilities for Accepted Satellite Sessions

Satellite sessions will be listed in the on-site Annual Meeting brochure if the exact title and participants are received by April 15.

Satellite sessions will all be listed as part of a large-size daily schedule posted in the registration area of the Annual Meeting.

SAEM will provide administration for a one-time email or postal mailing to SAEM Annual Meeting registrants. The mailing list will be limited to Annual Meeting registrants only and will not the include the entire membership of SAEM. Contact information for SAEM members is never released. A third-party mail house is used for hard copy mailings. Direct expense for this hard-copy mailing will be paid by the satellite symposium.

Advertising

Paid advertising in the May issue of AEM and/or the Abstract Supplement will be offered at regular advertising rates established by Blackwell. The deadline for the May issue is April 1.  Satellite planners should contact the journal independently to arrange advertisements.

Signs for the satellite conference may be posted in the hotel lobby (if hotel permits) and near the satellite meeting room only, but not near the SAEM registration area or general meeting rooms where education and scientific sessions are held. There will also be a designated area near the poster exhibition hall for all satellites to leave their advertisements for meeting attendees. All posters must include the following language: "This program is not a part of the official educational program as planned by the SAEM Program Committee."

Literature may be distributed at the Annual Meeting only in designated areas. To be specific, no literature or signs may be left outside or inside meeting rooms where educational or scientific sessions are being held, including the poster sessions. Literature may not be handed out on stairways or elevators or within 50 feet of the Annual Meeting registration area or poster exhibit hall. Literature must include the language "This program is not part of the official educational program as planned by the SAEM Program Committee." Satellite symposia coordinators may not use "mail drops" in the hotel rooms of Annual Meeting registrants.

Withdrawal from the Annual Meeting

SAEM retains the right to exclude a satellite conference from the Annual Meeting if any of the above conditions are not met by the Satellite conference organizers.

If, after approval and payment, the satellite conference organizers wish to withdraw from the Annual Meeting, they will receive a refund of one-half of the fee if SAEM is notified by May 3. No refund will be provided for cancellations after May 3.

CME

SAEM does not offer CME for satellite programs. Programs are welcome to establish alternative means of providing CME to participants if they wish.