Exhibitor-Sponsored Event Guidelines

Function Guidelines

Exhibitors are permitted, with prior written AUA approval, to hold approved ancillary "exhibitor-sponsored" events during AUA2022 on Thursday, May 12 – Monday, May 16, 2022. Permission to hold exhibitor-sponsored events, regardless of the venue, is restricted to companies who have a presence in the Science & Technology Hall and are therefore considered "exhibitors."

If you do not currently have a presence in the Science & Technology Hall and would like more information on exhibit opportunities, please contact exhibits@AUAnet.org.

EVENTS HELD IN AUA HOTEL MEETING SPACE

The AUA offers its assistance to exhibitors who wish to reserve AUA contracted meeting space for their events taking place during AUA2022 meeting dates. The AUA has reserved space at Hilton New Orleans Riverside, New Orleans Marriott, and Sheraton New Orleans. Function space is limited and reservations are made on a first-come, first-served basis. Hotels will not reserve meeting rooms or function space to any group without prior written AUA approval.

EVENTS HELD OUTSIDE OF AUA HOTEL MEETING SPACE

All events taking place outside of official AUA hotel meeting space remain subject to the function policies outlined below and must be approved in writing by the AUA. This includes any and all events that are taking place during AUA2022 meeting dates with AUA attendees present regardless of the location (i.e. restaurants, AUA official or unofficial hotels, special event venues, etc.) as well as company-wide meetings (i.e. staff offices, pre-con meeting space, etc.).

Meeting space for exhibitor-sponsored events is not available in the New Orleans Ernest N. Morial Convention Center unless the event is contracted with the AUA as a sponsorship opportunity (i.e. ExpoSuites, ISU, Satellite Symposium).

PROHIBITED EVENTS

Competing educational functions of any kind will not be allowed during the AUA Annual Meeting.

With the exception of AUA-approved "Permissible Educational Events" explained below, the AUA does not permit the development or implementation (in any media form) of symposia, educational activities or special programs supported by commercial firms, organizations, third-party firms or universities that are directed toward meeting attendees or AUA Faculty at any time during the Annual Meeting.

TYPES OF APPROVED MEETINGS AND FUNCTIONS

Exhibit Company Staff Rooms

1. Offices: Rooms reserved on a 24-hour basis for exhibit company staff to use as an office, workroom, hospitality suite or meal room. AUA2022 attendees are not permitted in this space unless they are a full-time employee of the Exhibitor for which the room is reserved.
2. Meeting Rooms: Rooms reserved for exhibit company staff to use as a space to hold a pre-con meeting or a daily debrief meeting. AUA2022 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.

Social & Networking Functions

Social functions are strictly networking events with no educational components. These include events such as receptions and dinners held at nearby restaurants, special event venues, or AUA contracted meeting space.

Committee Meetings and Advisory Board Meetings

These are meetings of committees, task forces or advisory members, executive boards of Exhibiting Companies, universities, or non-profit organizations that are sponsored and financially supported by a pharmaceutical/biotech organization, academic center, or non-profit. The meeting focuses on genuine need, benefits patient welfare and documents outcomes and advances in Urology. Attendance is limited to 29 participants.

Investigator/KOL/Thought Leader Meetings

Sponsored and financially supported by a pharmaceutical/biotech organization, academic center, nonprofit organization or consortium. Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency approved protocol and must review or conduct results of a specific study, current clinical trial or products. Promotional meetings for data presentation or to launch a drug or study are prohibited. Attendance is limited to 29 participants.

Permissible Education Events

The AUA also allows "Permissible Educational Events," which are special events created for industry sponsorship by the AUA. These events are of limited availability and must be contracted with the AUA. The program application for these events will suffice as the Exhibitor-Sponsored Event Approval Form. The content of "Permissible Educational Events" should not duplicate content presented in AUA-sponsored educational programs. These events are as follows:

• Satellite Symposia: CME Programming
  
  Satellite Symposia are strictly educational meetings that offer CME credit and a modest meal as defined by the AMA Code of Ethics.The AUA does not manage or provide CME credit for these events; however, designation of AMA PRA Category 1™ credit is required. A support fee is attached to this event and additional benefits accompany this opportunity. For more information on this program, contact Mikayla Barlett at mbarlett@AUAnet.org.
• Industry Clinical Update Theaters (ICU Theater): Non-CME Programming
  
  The ICU Theater is the premiere venue for industry to hold non-CME educational programming regarding new products and services and the latest in data and research findings to meet patients' needs. A limited number of 60 minute timeslots will be available both inside the theater located within the Science & Technology Hall as well in a prominent meeting space within the convention center. There is a fee associated with this event which includes the theater space, a basic A/V package, as well as a generous promotional package. These events open to all AUA2022 attendees. For more information, contact Keith Price at kprice@AUAnet.org.
• Industry Scientific Updates (ISU): Non-CME Programming
  
  The Industry Scientific Update is an opportunity for AUA exhibitors to hold invitation-only educational events (i.e. social events or meals with an educational component). A fee is attached to this event which includes meeting space in the convention center or an official AUA hotel and a basic A/V package. Fees vary based on anticipated attendance. These events are private and will not be promoted by the AUA. For more information, contact Keith Price at kprice@AUAnet.org.

DATE AND TIME RESTRICTIONS FOR EXHIBITOR-SPONSORED EVENTS

In order to maximize attendee engagement in the scientific program and the Science & Technology Hall, we limit the number of available ancillary exhibitor-sponsored events, as well as the times they are offered. Please see the chart below for permitted date and times associated with each exhibitor-sponsored event.

*Date and times outlined in the chart below indicate times exhibitor-sponsored events are permitted.

*The AUA welcomes exhibitors to attend the Urology Care Foundation's 2022 benefit on Friday, May 13 as a great way to network. This exciting event will unite the urology community in an effort to raise awareness and support the Urology Care Foundation's Research and Education programs. For information and sponsorship opportunities please contact: Cynthia Duncan at cduncan@AUAnet.org.

AUA SPEAKER/FACULTY POLICIES

AUA Speakers/Faculty must adhere to policies for participating in industry-sponsored programs at the Annual Meeting as outlined below.

• Key AUA Leadership is not permitted to participate in industry-sponsored programs of any kind at the Annual Meeting.
  
  Key leadership includes the AUA Board of Directors, Chair of Education, AUA Assistant Secretaries, Editor of The Journal of Urology®, Chair of Publications, Chair of Public Policy Council, Chair of Science & Quality Council, Chair of Coding and Reimbursement Committee, Chair of Practice Guidelines Committee, Chair of Judicial and Ethics Committee and Chair of Research.
• Plenary Session participants may not speak at an industry exhibit booth, Industry Scientific Update Program*, or official AUA non-CME Industry Program** during the official days of the Annual Meeting.
  
  Plenary Session participants are allowed to present data at AUA press conferences at the Annual Meeting.
• Select AUA CME program moderators, directors, chairs, and faculty affiliated with programs listed below may not speak at an industry exhibit booth or at an Industry Scientific Update program*.
  
  Presentations may be made at Official AUA Non-CME Industry Programs**, provided the following criteria are met:
  1. Proper disclosure of any relationship the presenter has with the supporting company
  2. The presentation is original and not duplicated during the official AUA Annual Meeting
  3. The presentation is based on scientific principles that are generally accepted as valid by the urology profession
• Podium Presenters, Poster Presenters, Abstract Authors and Abstract Co-Authors are permitted to speak at an industry exhibit booth and Official AUA Non-CME Industry Programs**, provided these presentations conform to criteria1-3 as referenced above.

The following AUA2022 CME Programs apply to the Speaker/Faculty Guidelines:

Courses

• Instructional Courses
• Hands-on Skills Training

Forums

• Bladder Cancer Forum
• Business of Urology
• Challenges for Urologic Research
• Clinical Controversies in Men's Health
• History of Urology Forum
• International Prostate Forum
• Urologic Care for the Advanced Practice Provider

Moderated Poster Sessions

Plenary Sessions

Podium Sessions

Video Sessions

The Following Programs are Exempt from the Speaker/Faculty Policies:

• Research Forum: Early Career Investigators Showcase
• Residents Bowl
• Residents Forum
• Residents Twitter Challenge
• Subspecialty Society Programs
• Young Urologist Forum

GUIDANCE FOR SOCIAL MEDIA CAMPAIGNS

Meeting attendees active on social media on behalf of a commercial organization are subject to adherence of AUA Speaker Guidelines. Participants active in social media campaigns that are not part of an official AUA activity must follow the guidance noted in Column 1 in the above chart. Participants active in social media campaigns that are part of an official AUA activity must follow the guidance noted in Column 4.

PROMOTIONAL MATERIALS

The AUA does not co-sponsor exhibitor programs. Announcements and/or invitations must clearly indicate the name(s) of the sponsor(s) and/or exhibitor(s). Proposed copy for announcements and invitations must be submitted to the AUA Industry Relations Department for review prior to printing. Announcements and invitations may include the AUA Annual Meeting logo only (never the AUA corporate logo) with prior written permission.

Please submit promotional materials for approval to Keith Price at kprice@AUAnet.org.

RESPONSIBILITY FOR CHARGES AND SERVICES*

Any and all charges for services levied by the hotels, other venues, and/or vendors are the responsibility of the function sponsor. The AUA is not responsible for payment for any services connected with the event. AUA has no authority over any service charges, rental fees, food & beverage minimums, set-up fees, labor contracts, etc., that are required by any venue or vendor.

*Please see individual permissible educational event contract for a detailed outline of what is included with the support fee.

OFFICAL VENDORS

There are various vendors that are affiliated with the convention center and each individual official AUA hotel. A list of exclusive vendors will be provided to you upon assignment of meeting space. Use of outside vendors that are not included within this list are prohibited unless prior written approval was given by both the AUA and the venue.

COMPLIANCE WITH EXHIBITOR FUNCTION GUIDELINES

1. The exhibitors requesting space or approval to hold an event are responsible for the actions of anyone affiliated with this event and will be expected to follow all rules outlined in the "Exhibitor-Sponsored Event Guidelines" and AUA's Code of Conduct. It is the exhibitor's responsibility to distribute copies of this information to the appropriate company personnel and/or any agents, representatives or contractors involved in planning activities at the AUA Annual Meeting (e.g. third-party planners, advertising/PR agencies, contractors, staff, etc.).
2. Groups occupying space in the hotels must provide appropriate staff to coordinate all such activities.
3. Functions found to be in violation of these guidelines shall be immediately discontinued.
4. The exhibitor waives any rights to claims of damages arising out of the enforcement of these policies.
5. The AUA reserves the right to attend any exhibitor-sponsored function without notice.
6. Violators of this policy will jeopardize their ability, as well as any third-parties associated with planning their event, to participate in future AUA Annual Meetings.
7. Violations may also result in the loss of priority points.
8. All matters and questions not covered by the above policies are subject to the discretion of AUA.
9. These AUA policies may be amended at any time by AUA, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these policies, written notice will be given by AUA to such parties.
10. In limited circumstances, the AUA reserves the right to reassign meeting space to accommodate the needs of any AUA programing or other events. The AUA will make reasonable efforts to minimize disruption of ancillary event planning and written notice will be given by the AUA to the affiliated party.
11. The exhibitor shall protect, indemnify, hold harmless and defend AUA, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys' fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of AUA, its officers, directors, agents or employees.

EVENT & SPACE REQUEST FORMS

• Requests for event and space approval will be considered on a first-come, first-served basis.
• The online request form will be available for all exhibitors in January 2022.
• The deadline to submit the meeting space request(s) is Tuesday, April 5, 2022.

Once the request is submitted, please do not attempt to make changes by submitting a new form. If an exhibitor needs to cancel or make changes to an existing request, please contact Operations@AUAnet.org.