Satellite Symposa Opportunities

Application Process

The Sponsor will provide the proposed Satellite Symposium information to the APHON Office for consideration by the Conference Program Planning Committee. This information will include:

  • Title of program
  • Abstract text description of 50 words or less for use in APHON symposium material

Sponsors will be notified regarding approved topics within 14 business days. Upon approval of the program, a Letter of Agreement will be developed, and The Sponsor will be invoiced for the $35,000 symposia fee.

Apply

Sponsor Responsibilities

  • The Sponsor is responsible for all program development and speaker selection. The Sponsor is responsible for all costs associated with the development and implementation of meetings, the development and distribution of materials, and payment of honoraria and expenses directly to the speaker(s). 
  • The Sponsor is responsible for all marketing costs and stand-alone brochures advertising the symposium. APHON will provide a listing in the conference schedule, on the conference website, and inside the virtual event platform. APHON will also provide information on additional advertising opportunities, including registration advertising inserts, web banner advertisements, and the use of a pre-show registration mailing list. Sponsors are limited to no more than three additional signs to promote their event onsite. 
  • The Sponsor is responsible for all food and beverage costs related to their symposia. APHON will put the primary contact in touch with the catering manager at the event. APHON recommends guaranteeing food and beverage for 300. However, APHON will track registrations up to the event and update the Sponsor on RSVP levels so they can adjust the order accordingly. 
  • The Sponsor will collect presentations from speakers. The Sponsor has the option to print, collate, ship, and distribute the symposium handouts during the symposia (optional). The Sponsor also has the option to link their handouts and any other relevant materials in the event listing on the virtual event platform. 
  • The Sponsor will provide APHON with a description of the program and a listing of speakers along with their bios for inclusion on the APHON conference website and virtual event platform by July 30. 
  • APHON staff will provide a one-time use of the membership mailing list to the Sponsor for advertising its satellite symposium.

Pre-Conference

  • APHON will set up a registration link in the event registration system and will send regular reports to the Sponsor of the number of registrants for their event. 
  • The following information will need to be sent to APHON by May 31 to be included in the initial launch of registration and the virtual platform schedule:
    • Symposia Title
    • Symposia Description (300-word max)
    • Logo
    • Primary contact information
  • APHON will need the following information by September 29, where applicable.
    • Final Symposia Title
    • Final Symposia Description (300-word max)
    • Primary Presenter Full Name with Credentials
    • Co-Presenter Full Name(s) with Credentials
    • All Presenter Bios (300-word max)
    • All Presenter Photos
    • Any accreditation information, if applicable
  • APHON will assign appropriate meeting space and set up for the in-person symposium.
  • APHON will push attendees to the symposia information page through email messages leading up to the event promoting the Sponsor’s symposia.
  • APHON will provide a listing in the conference guide, the conference website, the virtual event platform, and onsite meeting signage.
  • Additional advertising opportunities will be made available to the Sponsor to promote their event.
  • A list of mailing addresses will be made available to the Sponsor 2 weeks out from the conference.

During Conference

  • Sponsors are permitted to utilize three additional signs to promote their event onsite. Placement of additional signs will be up to the discretion of APHON. APHON will also provide opportunities for registration advertising inserts, room drops, web banner advertisements, and conference app advertisements.
  • APHON will provide a standard AV set which includes: one screen, one LCD projector, laptop, a standard stage set, and a podium or lavaliere microphone, live streaming capabilities, as well as recording capabilities. APHON’s AV vendor will provide any additional AV requirements at the expense of the symposium sponsor and must be requested by July 15, 2022. Examples of additional AV requirements are image magnification, camera operator and additional AV labor, stage lighting, special furniture, etc.

Advertising Regulations

  • All advertising for the symposium must be approved by APHON in writing before printing or emailing.
  • APHON does not endorse Satellite Symposium, and therefore no indication should be made in the advertising that APHON endorses the symposium.

Deadlines & Timeline

May

  • May 1:ymposia title, brief description, and logo due.
  • May 30: Registration Opens

August

  • August 1: Symposia Final Information due
    • Final Symposia Title
    • Final Symposia Description (300-word max)
    • Final Symposia Learning Outcome(s)
    • Primary Presenter Full Name with Credentials
    • Co-Presenter Full Name(s) with Credentials
    • All Presenter Bios (300-word max)
    • All Presenter Photos
    • Any accreditation information, if applicable
  • August 15: Additional audio visual requirements are due to AV & virtual platform vendors.
  • August 31: Final Slide Deck Due.

September

  • September 15-17: Annual Conference Dates

Apply

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