The DIP Symposium Secretariat and Co-Chairs have recognized that at the DIP Symposium attendees and companies seek to maximize their networking opportunities and fulfill their professional responsibilities while at a location with so many of their colleagues. To accomplish these goals the DIP Symposium will make every effort to make available their time and space in DIP Symposium-controlled meeting facilities (convention center or headquarter hotels) for ancillary events which do not compete or conflict substantially with the official scientific program.
DEFINITION OF ANCILLARY EVENTS
Ancillary events are non-DIP Symposium-sponsored special group events, such as business meetings of other organizations or social gatherings, held in parallel to the DIP Symposium. They are not planned or sponsored by the DIP Symposium.
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 during the official scientific program of DIP Symposium.
• Business Meetings: Meetings of non-commercial editorial boards, non-profit organization boards, or other non-DIP Symposium committees/working groups, study groups, etc.
• Investigator Meetings: Meetings for investigators of ongoing research (may be sponsored only by a DIP Symposium 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 made on official forms and approved by the DIP Symposium, regardless of the location of the event. For meetings with more than 15 attendees, fees will be charged for requests made after a certain date.
Ancillary events should be planned and scheduled in support of the DIP Symposium.
Commercial organizers of ancillary events must be supporters of the DIP Symposium at the value of not less than the cost of a 10×10 sq. m. exhibition booth. Commercial ancillary event organizers who are not exhibitors will incur additional service charges for multiple events.
Additional fees for the participation of DIP Symposium attendees, such as registration fees, must be approved by the DIP Symposium.
All costs for the activity including decor, 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 the DIP Symposium.
The use of the DIP Symposium logo, trademark, or name in conjunction with publicity must be pre-approved. The DIP Symposium may not be represented as co-sponsoring an event unless a formal request has been submitted to and approved by the DIP Symposium.
Conducting demonstrations and/or displays of commercial products will not be permitted during ancillary events.
Only ancillary events open to all DIP Symposium registrants will be listed in Symposium related publications.
Signs, directional or informational, must be approved by, and coordinated with, DIP Symposium management when placed in DIP Symposium-controlled facilities. Each sign must state that “This event is not organized or sponsored by DIP Symposium.” 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 DIP Symposium unless requests for passes for non-scientific participants are received in writing at the time the ancillary event is approved.
BREACH OF POLICY
Event organizers must adhere to the responsibilities outlined in the policy and on the official forms to avoid cancellation of the activity. Failure to adhere to the policy may result in any or all of the following actions by the DIP Symposium:
• Cancellation of ancillary event
• Refusal to allow the company or group the opportunity to exhibit or hold symposia, meetings, or other events in DIP Symposium-controlled meeting facilities in the current year or a specified number of future years