The CONy Secretariat and Chairs have recognized that at the CONy annual Congress 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 CONy will make every effort to make available their time and space in CONy-controlled meeting facilities (convention center or headquarter hotels) for Ancillary Events that do not compete or conflict substantially with the official scientific program.
• 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 in conflict with the official scientific program of CONy
DEFINITION OF ANCILLARY EVENTS
Ancillary Events are non-CONy sponsored special group events, such as business meetings of other organizations or social gatherings, held in conjunction with the CONy annual Congress. Ancillary events are not planned or sponsored by CONy.
• Business Meetings: Meetings of non-commercial editorial boards, non-profit organization boards, or other non CONy committees/working groups, study groups, etc.
• Exhibitor Internal Meetings: Meetings for CONy exhibitor’s corporate personnel: CONy exhibitor hospitality suites
• Investigator Meetings: Meetings for investigators of ongoing research (may be sponsored only by a CONy exhibitor
• Social Events: Receptions, dinners, alumni events, reunions, and specialty groups where there is no educational/ scientific program presented.
Requests for Ancillary Events must be made on official forms and approved by CONy, regardless of CONy Congress Ancillary Events Policy and the location of the event.
Ancillary Events should be planned and scheduled in support of the CONy Congress.
Commercial organizers of Ancillary Event must be supporters of the CONy Congress at the value of not less than the cost of a 10x10sq.m booth. Commercial Ancillary Events organizers who are not exhibitors will incur additional service charges for multiple events.
Fees for participation by Congress attendees outside of the recovery of food and beverage costs, such as registration fees, must be approved by CONy. 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 CONy.
The use of the CONy logo, trademark, or name in conjunction with publicity must be pre-approved. CONy may not be represented as co-sponsoring an event unless a formal request has been submitted to and approved by CONy.
Conducting demonstrations and/or displays of commercial products will not be permitted during Ancillary Events. Only Ancillary Events open to all Congress registrants will be listed in the Congress related publications.
Signs, directional or informational, must be approved by, and coordinated with, CONy Congress management when placed in CONy-controlled Congress facilities. Each sign must state that “This event is not organized or sponsored by CONy.” 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 Congress, unless requests for passes for non-scientific participants are received in writing at the time the Ancillary Event is approved.
BREACH OF POLICY
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 CONy:
• Cancellation of an Ancillary Event
• Refusal to allow the company or group the opportunity to exhibit or hold symposia, meetings, or other events in CONy-controlled meeting facilities in current year or a specified number of future years