Industry Supporter Policies
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Basis of Application
By submitting a Sponsorship Request Form, the Industry Supporter agrees to the Policies, Terms, and Conditions outlined in the ACTRIMS Industry Support Prospectus as well as all supporting documentation, including, but not limited to, the Business Suite & Business Pod Manual, Industry Showcase Manual, and the Industry Supported Satellite Symposium Manual.
The Industry Supporter’s submission of a Sponsorship Request Form or Satellite Symposium Application is an offer to ACTRIMS to sponsor an event or symposium, and a binding contract between the Industry Supporter and ACTRIMS will only be formed when a formal invoice is sent by ACTRIMS to the Industry Supporter. The person signing the Sponsorship Request Form on the Industry Supporter’s behalf shall be deemed to have full authority to do so and shall have no right to claim against ACTRIMS that such person or persons did not have such authority.
ACTRIMS reserves the right in its sole discretion to refuse to accept any Sponsorship Request Forms or Satellite Symposium applications.
Policies, Terms, and Conditions
ACTRIMS shall have the authority to interpret and enforce these Policies. All matters not covered by these Policies are subject to the decision of ACTRIMS and shall be binding to all parties. It is the Industry Supporter’s responsibility to distribute this information to all individuals accountable for the Industry Supporter’s participation as well as ensuring that any individual participating in any way in an ACTRIMS event is aware of the Policies governing the meeting. Any Industry Supporter that fails to observe these Policies may be removed from ACTRIMS event(s) without refund.
PhRma & AdvaMed Regulations
Industry Supporters are responsible to meet any state, national, or international regulations regarding marketing, promotional, and educational materials concerning pharmaceuticals or medical devices. Please consult with your legal department.
ACTRIMS and the accredited CE provider adhere to the standards of independence as defined by the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education.
Indemnification
Each Industry Supporter agrees to protect, indemnify, and hold harmless ACTRIMS and any official ACTRIMS-contracted service provider, hotel, or venue (collectively the “Indemnified Parties”); and the officers, directors, agents, contractors, and employees of the Indemnified Parties from any and all claims, liability, damages, or expenses asserted against the Indemnified Parties or incurred by the Indemnified Parties as a result of, or in connection with, any loss of or damage to physical or intellectual property, or injury to persons resulting from, arising out of or in any way connected with the acts or omissions or breach of contract by the Industry Supporter or their agents, servants, or employees. Each Industry Supporter involved in ACTRIMS event(s) agrees to be responsible for any claims arising out of its own negligence or willful misconduct including that of its employees, agents, or contractors.
ACTRIMS Event Responsibilities
Except as otherwise described, ACTRIMS is responsible for the development and management of the event(s), including program development, arranging for the presentation of content, sessions, and determining Industry Support opportunities.
Amendments
These Policies may be amended at any time without notice from ACTRIMS and all amendments shall be binding to Industry Supporters.
Additional ACTRIMS Policies
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All support commitments are final. Complete payment is due immediately upon receipt of the invoice from ACTRIMS. If an Industry Supporter cancels or defaults on any commitment for any reason, written notice to ACTRIMS is required and the full support commitment payment is due.
ACTRIMS may cancel or modify the meeting format (e.g. virtual, hybrid, etc.) without liability to the Industry Supporter upon the occurrence of any event or circumstance beyond their control, including, but not limited to, acts of God, declared war or acts of terrorism in the United States, government regulations, declarations of pandemic or epidemic, disaster, strikes, or civil disorder to the extent that such event or circumstance makes it illegal or impossible for ACTRIMS to hold the event.
In good faith, ACTRIMS will work with each individual Industry Supporter to deliver the support benefits as originally planned if a modified meeting format is available, and/or offer revised support option(s) while adhering to the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education.
Revised support option(s) are at ACTRIMS' sole discretion and may include, but are not limited to:
A refund for the surplus of funds, less a percentage of the total value for the sponsorship recognition received to date, plus any non-refundable deposits or payments ACTRIMS has made to fulfill the sponsorship commitment. ACTRIMS has sole discretion over the final refund amount.
Option to transfer the surplus of funds to a future ACTRIMS program.
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Industry Supporter Responsibilities
All products marketed and promoted at ACTRIMS event(s) that are available in the US and are regulated by the Food and Drug Administration (FDA) must meet FDA guidelines or be FDA-approved. Industry Supporters must comply with the provisions of all relevant legislation and regulations.
It is the responsibility of industry and non-industry organizations participating in ACTRIMS programs to understand fully and abide by all applicable federal and local regulations regarding marketing, promotional, and educational materials concerning pharmaceuticals or medical devices which include, but are not limited to:
Applicable state and federal laws governing gifts to physicians/healthcare professionals
Please consult with your legal department.
Industry Supporter Eligibility
Any entity producing, marketing, reselling, or distributing healthcare goods or services not consumed by patients. For example, a pharmaceutical company may support ACTRIMS programs; however, a company’s consumable drug or product may not be considered an Industry Supporter. Rather the pharmaceutical company could promote their drug or product through their corporate sponsorship where permitted by ACTRIMS.
Industry Registration
For events where industry representative attendance is permitted, all registrants will be required to provide professional demographic information, including an indication of employment by a pharmaceutical company or commercial entity and whether the registrant holds a research position.
Giveaways, Contests & Lotteries
Any supporting organization at the ACTRIMS Forum having a contest or drawing of any kind must follow all governmental laws, ordinances, rules, and regulations. It is the organization’s responsibility to make sure they correctly follow all rules and regulations. Any violations will be at the sole expense and fault of the Industry Supporter. ACTRIMS is not responsible or liable for any contests, drawings, or giveaways held prior, during, or after the meeting.
No-Show Policy
Any Business Suite or Business Pod unoccupied at the start of the opening of the Industry Hub may be regarded as a “no-show.” The Industry Supporter will be deemed to have canceled the Business Suite or Business Pod contract, resulting in the Industry Supporter paying 100% of the total contracted space fee. All freight will be removed from the Business Suite or Business Pod and returned to the loading dock at the Industry Supporter’s expense. ACTRIMS will be free to utilize the Business Suite or Business Pod at their discretion.
Promotion & Solicitation
ACTRIMS and/or affiliated trademarks and logos, including any ACTRIMS event logos, are the property of ACTRIMS. They cannot be used, reproduced, or associated with any promotion or advertising without the prior written permission from ACTRIMS. ACTRIMS will provide a detailed logo policy within supplemental manuals.
All materials for distribution (printed or electronic) must be submitted to ACTRIMS for approval. Should the final version not meet ACTRIMS’ guidelines, ACTRIMS will require that it be withdrawn and redesigned and/or reprinted at the Industry Supporter's expense.
All Industry Supporter activities must be confined to the limits of their support commitment.
Any industry promotion or advertising within or adhered to ACTRIMS Forum-contracted hotels is prohibited.
Industry promotion and advertising is prohibited within a 1-block radius of the Marriott Marquis San Diego Marina and all ACTRIMS Forum-contracted overflow hotels.
Door drops are prohibited at all ACTRIMS Forum-contracted hotels.
Any promotions requiring entrance to guest rooms at ACTRIMS Forum-contracted hotels, such as mirror clings, are strictly prohibited.
ACTRIMS reserves the right to stop any promotional activity that does not meet the above guidelines.
Transfers of any Industry Support commitment are strictly prohibited.
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ACTRIMS reserves the right to refuse sponsorship, meetings, or curtail activities, and close all or parts of meetings or activities that do not comply with ACTRIMS’ program policies and guidelines. ACTRIMS will monitor Industry Supporter activities and review all announcements and promotions concerning compliance with these guidelines. ACTRIMS may immediately suspend noncomplying or unprofessional activities.
Sanctions for Noncompliance with Guidelines
As a condition of participation in any ACTRIMS event, industry and non-industry participants agree to observe all meeting policies and guidelines. Violations will be reviewed by the Scientific Program Committee and sanctions may be applied. Sanctions include, but are not limited to:
Verbal or written warning from ACTRIMS outlining required changes in order to comply with regulations. A timeline for such changes will be provided.
If the organization does not comply within a timely manner, the organization will receive a written letter signed by ACTRIMS' legal counsel.
No recognition as a supporter of the ACTRIMS program.
Support requests and investments may not be refunded.
The organization may not be allowed to support future ACTRIMS programs.
Appeals for Suspension of Participation in Future Meetings
Sanctions imposed by ACTRIMS as it relates to being suspended from participating in future ACTRIMS meetings may be appealed within 30 days after delivery of notice. The Scientific Program Committee’s decision on the appeal will be final.