Exhibitor-Sponsored Event Guidelines - AUA Annual Meeting

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Exhibitor-Sponsored Event Guidelines

AUA2024 – Exhibitors

Introduction

Exhibitors are permitted, with written AUA approval, to hold "exhibitor-sponsored" events during AUA2024 in San Antonio, TX from Thursday, May 2 – Monday, May 6, per the function guidelines below. Please note the section for 2024 regarding fees for specific event types.

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 S&T Hall and would like more information on these 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 AUA2024 meeting dates. The AUA has reserved space at the Grand Hyatt San Antonio, Marriott Rivercenter on the Riverwalk and Marriott Riverwalk. Function space is limited and reservations are made on a first-come, first-served basis. Exhibitors cannot reserve meeting rooms or function space at any AUA Official Hotel without prior written AUA approval. Hotel may charge room rental fees and/or food and beverage minimums.

Events Held Outside of AUA Hotel Meeting Space

All events taking place outside of official AUA hotel meeting space remain subject to the function guidelines outlined below and must be approved in writing by the AUA. This includes any and all events that are taking place during AUA2024 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 Henry B. González Convention Center unless the event is contracted with the AUA (i.e. ExpoSuites, Satellite Symposium or Product Theaters).

Types of Approved Meetings and Functions

Exhibit Company Staff Rooms

  • Offices: Rooms reserved on a 24-hour basis for exhibit company staff to use as an office, workroom, hospitality suite or meal room. AUA2024 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.
  • Meeting Rooms: Rooms reserved for exhibit company staff to use as a space to hold a pre-con meeting or a daily debrief meeting. AUA2024 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.

Non-Promotional Social Functions

Social functions are strictly networking events with no educational or promotional components. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA Official or unofficial hotels contracted meeting space.

Promotional Social Functions

A social event is considered promotional if it includes presentations of any type, product demonstrations, and/or any visible advertising at the event. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA Official or unofficial hotels.

Committee 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.

Investigator/KOL/Thought Leader Meetings

Sponsored and financially supported by a pharmaceutical/biotech organization, academic center, non-profit 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.

Contracted Educational Events

The AUA also offers special events created for industry sponsorship. 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 these events should not duplicate content presented in other AUA-sponsored educational programs. The following events should be contracted separately through the AUA:

  • 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 accreditation 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.
  • Product Theaters: Non-CME Programming
    The Product 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 S&T 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 are open to all AUA2024 attendees. For more information, contact Keith Price at kprice@AUAnet.org.

Event Fees

The AUA charges a non-refundable fee to exhibitors holding the following types of events with AUA2024 meeting attendees present:

  • Promotional Social Functions
  • Committee & Advisory Board Meetings
  • Investigator/KOL/Thought Leader Meetings

An exhibitor may hold 1-3 of any combination of events listed above, within the approved timeframes for each, for the following fees:

  • Events for 75 people or less: $5,000*
  • Events for more than 75 people: $8,000*

*The fee is based on the event with the highest attendance number

The fee includes:

  • Approval of up to three events
  • Logistical support if being held within AUA Meeting Space (See "events held in hotel meeting space" above. Space is limited and not guaranteed.)
  • Listing on the AUA2024 Annual Meeting website on the "Exhibitor Sponsored Functions" page

Additional Fees:

  • All additional services required are at the expense of the exhibitor (including hotel room rental fees and/or food and beverage minimums)

Example: An exhibitor would like to host two promotional dinners at a local restaurant and a KOL Meeting in an AUA hotel meeting room. Each dinner will have 50 people and the KOL Meeting will have 20. The fee to hold these three events would be $5,000.

Meeting Types and Associated Fees

Event Type

Fee

Exhibit Company Staff Rooms

No Fee

Non-Promotional Social Functions

No Fee

Promotional Social Functions

Based on attendance. See above.

Committee & Advisory Board Meetings

Based on attendance. See above.

Investigator/KOL/Thought Leader Meetings

Based on attendance. See above.

Satellite Symposia

Contact Mikayla Barlett

Product Theater

Contact Keith Price

Date and Time Restrictions for Exhibitor-Sponsored Events

In order to maximize attendee engagement in the scientific program and the S&T Hall, we limit the number of available exhibitor-sponsored events, as well as the times they are permitted.

Please see the chart below for permitted dates and times associated with each exhibitor-sponsored event.

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

Event

Thursday,
May 2

Friday,
May 3

Saturday,
May 4

Sunday,
May 5

Monday,
May 6

Exhibit Company Staff Offices

No Restriction

No Restriction

No Restriction

No Restriction

No Restriction

Non-Promotional Social Functions

After 6:30 p.m.

Social Functions Not Permitted*

After 6:30 p.m.

After 6:30 p.m.

After 6:30 p.m.

Promotional Social Functions

After 6:30 p.m.

Social Functions Not Permitted*

After 6:30 p.m.

After 6:30 p.m.

After 6:30 p.m.

Committee Meetings and Advisory Boards

No Restriction

No Restriction

No Restriction

No Restriction

No Restriction

Investigator Meetings/KOL/ Thought Leader Meetings

No Restriction

No Restriction

No Restriction

No Restriction

No Restriction

Satellite Symposia

Per contract with AUA

Per contract with AUA

Per contract with AUA

Per contract with AUA

Per contract with AUA

Product Theater

Not Permitted

Per contract with AUA

Per contract with AUA

Per contract with AUA

Not Permitted

*The AUA welcomes exhibitors to attend the Urology Care Foundation’s 2024 benefit on Friday, May 3 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.