Satellite events must be scheduled only during December 6-10, 2011.  Events are approved only for the following dates & times.
Tuesday 12/6/11	Wednesday 12/7/11	Thursday 12/8/11	Friday 12/9/11	Saturday 12/10/11
End before 1:30 PM Start after 8:00 PM	Start 7:30 PM	Start 7:30 PM	Start 7:30 PM	Start 12:30 PM

• Permitted start times above also apply to pre-event receptions, registration, etc.
• No application to schedule a satellite event before the 2011 SABCS will be considered.
• No breakfast or early morning events will be approved so as not to interfere with SABCS scheduled

  programming. Some exceptions may be made for closed company staff meetings. Please contact the

  symposium office for further information at 1 210-450-1550 or SABCS@UTHSCSA.EDU.

Any organization seeking to hold a satellite event must submit an application to the symposium office. Please complete the appropriate form and send it to the symposium office via fax 1 210-450-1560 or e-mail SABCS@UTHSCSA.EDU. Symposium hotels and the Henry B. Gonzalez Convention Center will not contract for meeting space until an application has been approved by the symposium office.

Absolutely no market research, marketing surveys or focus groups of any kind are allowed.

Events open to all symposium attendees

• NEW THIS YEAR: SABCS review committee will select the best 5 applications. Only one event will be

  approved and scheduled per day. Please indicate on the application form your desired date in order of

  preference. Events will be scheduled using the score received on application and date preference. (if a tie,

  events will be scheduled on a first come, first served basis on receipt of application) Applicants will be

  notified of selection in July.

• Must be CME accredited
• Deadline for applications is June 21. No applications will be considered after the deadline.
• If supported by industry educational grants, applications to at least 3 funders are required.
• If industry support is involved, only those events sponsored by SABCS exhibitors will be considered.
• $25,000 fee will be assessed for each approved open event. Fee includes one free use of the SABCS  

  mailing list, listing on the SABCS website and one free sign regarding approved satellite event posted at the

  convention center.
• All approved open satellite events will take place at the Marriott Rivercenter.
• DO NOT use “SABCS” as part of an address or URL if you set up an e-mailbox or web site for your satellite

  event.
• Applications will be scored according to the following criteria.
    • Proposed content and speaker quality
    • Educational need
    • Timeliness of topic
    • No overlap with SABCS program content
    • Lower score will be given if program content was covered in last year’s SABCS
• If a satellite event application is not approved, SABCS is not responsible for contractual agreements made by

  event organizers.

Those events which are closed to all except the members of a pre-determined group, such as closed investigator meetings, company staff meetings, board meetings, etc.

• Promotional events will not be approved.
• Group must be defined on application.
• Deadline for applications is November 18.
• No fee assessed by SABCS

• Limited to events organized by SABCS exhibitors, established academic or medical institutions and non-

  profit organizations.

Complete the relevant portions of the Closed Event application
Send application to symposium office

• If event is approved, symposium office will contact you regarding further details.
• SABCS will be providing a list of media events to the press at the symposium. If you are organizing a media

  event, please provide all requested information to assure maximum attendance.

• Event organizers are responsible for contracting and payment for function space and support services.
• The Marriott Rivercenter-Riverwalk is the official headquarters hotel of SABCS. Arrangements should be

  made directly with Susan Gibbs, Senior Event Manager, phone 1 210-228-4338, e-mail

  SUSAN.GIBBS@MARRIOT.COM
• For closed events the symposium office will be pleased to provide you with the contact information at our

  other fine symposium hotels.  Phone 1 210-450-1550, e-mail SABCS@UTHSCSA.EDU
• For function space for closed events at the Henry B. Gonzalez Convention Center, please contact Grace

  Hernandez, Booking Services Coordinator, phone 1 210-207-2221, e-mail

  GHERNANDEZ@SANANTONIO.GOV.

Room Drops
• Approval and distribution of room drops at SABCS hotels is managed exclusively by Convention

  Communications. Please contact Tom Marshall, phone 1 513-934-3700, e-mail TOM@DORDROP.COM.

Signs
• An area will be designated in the convention center lobby for display of signs regarding approved satellite

  events.
• No additional display of such signs will be allowed within the symposium except within an exhibit.
• Approval and placement of signs at SABCS hotels and the Convention Center are managed exclusively by

  Convention Communications. Please contact Tom Marshall, phone 1 513-934-3700, e-mail

  TOM@DORDROP.COM.

Notices & Mailings
• All notices and mailings must be submitted to the SABCS office for review and approval. Fax 1 210-450-1560,

  e-mail SABCS@UTHSCSA.EDU.
• Please contact the symposium office for information regarding rental of the SABCS mailing list.

  Phone 1 210-450-1550, e-mail SABCS@UTHSCSA.EDU.
• SABCS does not offer rental of fax or e-mail lists.
• Notices regarding satellite events may be posted on the message boards which will be available near the

  registration area at the symposium.
• Size of each notice must not exceed 8½” x 14”.

Notices and fliers may be distributed in the sponsoring or organizing company’s exhibit. Distribution of notices and fliers within the symposium, in the convention center lobbies and exterior walkways, as well as on SABCS shuttle buses, is strictly prohibited.

• If your participants will attend any part of SABCS, they are expected to register and pay the appropriate fees.

  Advance registration discount ends October 31. Please refer to WWW.SABCS.ORG for instructions and to

  register online.
• Housing for support staff must be reserved through the SABCS Housing Bureau. Please refer to

  WWW.SABCS.ORG for instructions and to reserve housing online.
• If for any reason the satellite event is cancelled or otherwise changed, please notify the symposium office in

  writing via fax 1 210-450-1560 or e-mail SABCS@UTHSCSA.EDU.