APPLICATION DEADLINE: FRIDAY, FEBRUARY 16, 2018

ANCILLARY MEETING REQUEST FORM

TERMS AND CONDITIONS

Organizations wishing to hold group functions in conjunction with the IARS, AUA and SOCCA 2018 Annual Meetings, April 26 – May 1, 2018, in Washington, DC, must first obtain meeting space from the IARS. Space is assigned after all official IARS education, Board of Trustee, Council, and special event functions have been placed. Space is reserved on a first-come, first-served basis in the order applications were received. Please submit one application for each meeting room requested along with this signed Affiliate Agreement.

The function will be assigned from the designated hotel contracted for the IARS, AUA and SOCCA Annual Meetings. These facilities are instructed not to assign meeting space to affiliate organizations unless approval has been received from IARS. The affiliate organization and/or its agents will work directly with the assigned facility’s convention service manager to coordinate arrangements pertaining to the proposed event.

It is the responsibility of the organizers hosting events to make sure that those events comply with the guidelines regulated by the IARS and all attendees of the event are paid registrants at the IARS, AUA or SOCCA 2018 Annual Meetings. Such events must be approved in advance by IARS, and are subject to the following Terms and Conditions of use:

1. Meetings/functions may be conducted during the following hours outlined below:

  • Thursday, April 26, 2018
    6:00 am – 6:00 pm
  • Friday, April 27, 2018
    6:00 am – 9:00 pm
  • Saturday, April 28, 2018
    6:00 am – 7:30 am
    After 7:30 pm
    *Official Alignment Reception
  • Sunday, April 29, 2018
    6:00 am – 7:30 am
    After 6:00 pm
  • Monday, April 30, 2018
    6:00 am – 7:30 am
    After 5:00 pm
  • Tuesday, May 1, 2018
    6:00 am – 7:30 am
    After 12:00 pm

NOTE: IARS reserves the right to enforce subsequent schedule changes made by the Annual Meeting Oversight Committee or by the IARS Board of Trustee Chair. Ancillary Meeting organizers will be notified if their requested time must be changed.

*The official IARS Alignment Reception will take place during the evening of Saturday, April 28. This event is open to all attendees. We encourage you not to overlap this event and will work with you to find alternate times.

2.
Meetings/Functions cannot conflict with the IARS, AUA or SOCCA educational programming. Educational programs that would take place during program hours are conflicts, and space will not be assigned.
3.
All Meetings/Functions attendees must be paid registrants for the IARS, AUA or SOCCA Annual Meetings.
4.
Ancillary meetings/special events may NOT include any presentation of educational or scientific content to meeting participants.
5.
Once space is approved, an email confirming your space will be sent along with the hotel information and the name of the hotel convention service manager contact that will work directly with the organizer to finalize the meeting/function arrangements.
6.
Requests for 24-hour hold on meeting space will not be honored or confirmed by IARS. Such requests will be determined at the discretion of the assigned hotel.
7.
Promotional materials associated with each meeting/function must first be submitted to IARS for review and final approval. All promotional materials for ancillary meetings must include the following statement: This meeting is NOT an official program of IARS, AUA or SOCCA 2018 Annual Meetings. The name International Anesthesia Research Society, the acronym IARS, IARS logo and the IARS Annual Meeting logo and images are registered trademarks of the International Anesthesia Research Society. The name Association of University Anesthesiologists, the acronym AUA, AUA logo, and the AUA Annual Meeting and images are registered trademarks of the Association of University Anesthesiologists. The name Society of Critical Care Anesthesiologists, the acronym SOCCA, SOCCA logo, and the SOCCA Annual Meeting and images are registered trademarks of the Society of Critical Care Anesthesiologists. Use of the aforementioned in conjunction with promotional materials without the express written consent of IARS is prohibited.
8.
Promotion of meetings is not permitted in/around the headquarters hotel, or through "room drops." IARS does not provide its mailing list for ancillary meeting use. Limited, modest, onsite directional signage for ancillary meeting attendees is allowed. Signage must be specific; signs should clearly state the name and location of the event and should be professional in nature.
9.
Any and all costs for services levied by the assigned facility (catering, audio visual, etc.) or other contracted vendors associated with the affiliate organization and/or its agents meeting/function are the sole responsibility of the organizer. IARS is not responsible for payment of any services connected with the event.
10.
Organizations will be notified via email when their application has been received. All groups will be notified by the middle of March with meeting space approval and assigned hotel placement. Please do not contact IARS by phone or email prior to the middle of March.
11.
Organizations that contact facilities on their own or otherwise attempt to circumvent IARS ancillary meeting space assignment process are subject to denial.
12.
IARS reserves the right to accept, reject or condition acceptance, based on IARS sole discretion, for any reason, which need not be disclosed to the organization. All outstanding obligations to IARS by the organization, including payment of all debts must be fulfilled prior to space assignment.
13.
The organization shall protect, indemnify, hold harmless and defend IARS, its Trustees, members and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys’ fees and costs of litigation, resulting from the organization’s negligence or willful misconduct; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of IARS, its Trustees, members or employees.

IARS has the full authority to interpret or amend these rules at its sole discretion. All decisions will be final. Affiliates agree to abide by any Terms and Conditions that may hereafter be adopted. All matters or questions not covered by the above Terms and Conditions are subject to the discretion of IARS. These Terms and Conditions may be amended at any time by IARS, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by IARS to such parties.