Specialty Societies are required to adhere to all scientific program and meeting requirements. Please review all guidelines below and use as reference when planning your events. Acknowledging these guidelines is required when completing the 2024 Meeting Request Form.
The Specialty Society agrees to:
- Meet in conjunction with the AUA Annual Meeting.
- Coordinate all activities with AUA Conventions & Meetings staff for events held in conjunction with the AUA Annual Meeting.
- Require that individuals attending, chairing, presenting or moderating the Specialty Society meeting register for the AUA Annual Meeting.
- Keep the Specialty Society meeting free of charge.
- Create a separate and distinct program for the Specialty Society meeting. The AUA has the right to review and reject a Specialty Society's program if it competes with AUA's Annual Meeting program.
- Solicit, review, and entirely manage scientific abstracts for their own program, if applicable. Scientific abstracts for Specialty Society programs will not be part of the AUA abstract submissions process.
- Abide by ACCME requirements and deadlines if requesting the program to be accredited. AUA staff will alert the Society if select faculty have conflicts of interest that cannot be resolved and therefore, may request a change.
- Communicate directly to Program Chairs, speakers, and moderators on behalf of AUA and Society regarding, but not limited to, CME policies, presentation submission deadlines, faculty invitations, and registration requirements.
- Submit on a continuous basis any changes to the program (presentation titles, added content, and new speakers or moderators). All changes must be highlighted in the revised program to ensure the website and promotional materials are updated accurately.
- Provide confirmation of exhibitor and/or food and beverage table orders to assist with final layout design and confirm all meeting space requirements with approval signature nine (9) weeks in advance of the meeting/event(s) (February 23, 2024).
- Release back to AUA any unused meeting space at least five (5) weeks in advance of the meeting/event(s) (March 29, 2024).
- Understand the AUA has the right to move a program's room location or venue, if needed.
- Utilize AUA's exclusive AV provider, FREEMAN AV. AUA requests the Society adheres to FREEMAN's recommendations for extra equipment and labor, at the Society's expense to ensure a successful program. This applies to meetings held in the convention center and HQ hotels.
- Adhere to the audio-visual service order deadline (March 29, 2024) with FREEMAN AV to avoid a 25% late fee. Late fees are at the expense of the Society.
- For meetings held in the HQ hotel, ensure all presentation files are accounted for with the A/V technicians in the meeting room one hour prior to the start of the meeting. For meetings held in the convention center, ensure speakers check-in to Speaker Ready 24-hours in advance to submit/review final slides. All speakers are encouraged to bring back up files with them to the meeting room.
- Assume financial responsibility if requesting content capture for on-demand access (also known as enduring materials).
- Assume financial responsibility for any additional expenses associated with activities outside of the allotted scientific programming hours noted (ie: industry symposia, lunch functions, and/or receptions, etc.).
- Arrange own staffing resources to capture any lead retrieval.
- Pick up and return lead retrieval scanners on-site; scan attendee badges at meeting room entrance. Ensure scanner equipment is returned. Any lost or unreturned devices will be charged to the Society at $1,000 each
The American Urological Association agrees to:
- Provide an appropriate number of AMA PRA Category 1 Credit(s) ™ respective to the scientific content if CME is requested.
- Provide complimentary meeting space and standard room set.
- Notify the Society as soon as possible if any changes to the meeting location are needed. AUA will make all reasonable efforts to avoid disruption to planning.
- Provide a complimentary *standard audio-visual package (for the main scientific session only) with electrical
*Standard audio visual package includes: screen, laser pointer, LCD package, digital speaker timer, mouse control to lectern, presentation PC with flat panel monitor, VGA switcher, LCD flat panel confidence monitor, A/V technician, computer audio interface for PC audio, microphones (1 wired podium mic, up to 2 table mics max, up to 2 standing mics max). Electrical charges associated with standard a/v package are absorbed by AUA in the Specialty Society's main meeting room only. Additional a/v components or electrical may be added to this package at the Society's expense and will be billed direct from AUA's official vendors. - If requested, record Specialty Society meetings with slides and audio only for on-demand access, at an additional cost to the society. On-demand content will be available online until August 31, 2024.
- Provide contact information for the facility, decorator, caterer, AV, temporary staffing services, for directly ordering additional required services above those provided by AUA (i.e. food & beverage, poster boards, temporary staff, etc.).
- Provide complimentary basic signage (for the main scientific session only).
- Publish the Specialty Society's meeting program on the 2024 Annual Meeting website, virtual platform, mobile app, and in printed materials.
- Provide a mini-marketing kit to assist in promoting the Specialty Society meeting.
- Provide lead retrieval device(s) and post-show attendance report.
- Provide agreed upon honoraria, if applicable, to be used for speaker expenses. Payment will be mailed after the Annual Meeting.
- Upon request only, provide attendee evaluation results after the meeting.