AUA2026 Society Meeting Agreement - AUA Annual Meeting

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AUA2026 Society Meeting Agreement

AUA2026 – Society Hub

AUA2026 Society Meeting Agreement

Please review and refer to this Agreement when planning your events. By submitting the AUA2026 Society meeting request form you acknowledge and accept the Terms of this Agreement.

The Society shall:

Pre-meeting Planning

  • Coordinate with AUA Conventions & Meetings staff for all Specialty Society meetings and ancillary events held in conjunction with the AUA Annual Meeting.
  • Require that all program planners and Faculty participating in the Society meeting register for the AUA Annual Meeting.
  • Refrain from collecting any registration or meeting fees.
  • Create a separate and distinct program for the Society meeting. The AUA reserves the right to request presentation topic modifications, or reject content determined to compete with other AUA Annual Meeting programs, in AUA’s sole determination.
  • Communicate directly with program planners, Faculty, and Industry representatives (if applicable) on behalf of the AUA and Society regarding, but not limited to, policies, presentation management best practices, registration requirements, and invitation management.
  • Submit on a continuous basis, and by applicable deadlines, any changes to the program (presentation titles, times, content, and/or Faculty). Changes are processed only when highlighted in a revised program document to ensure publications and credit hours (if applicable) are updated accurately.
  • Utilize FREEMAN A/V as the exclusive provider for meetings and ancillary events held in conjunction with the AUA Annual Meeting.
  • Adhere to FREEMAN A/V’s recommendations for extra equipment and labor at the Society's expense, to ensure a successful program.
  • Track and confirm all presentation files, including walk-in slides, for the general session are uploaded to the FREEMAN A/V Orchestrate File Management secured system prior to the start of the AUA Annual Meeting. Providing presentation files to the A/V technician in the meeting room or giving access to alternative file management solutions (e.g. Dropbox, OneDrive) is prohibited. 
  • Utilize Conferences iO via FREEMAN A/V for any audience polling. Other polling software is not supported. Polling materials are due to FREEMAN A/V three (3) weeks prior to the AUA Annual Meeting. 
  • If requesting CME accreditation, abide by all ACCME requirements and deadlines outlined in the CME Application and other resources provided by the AUA.
  • Adhere to all meeting space specification and vendor order deadlines outlined in the Meeting Request Form and other resources provided by the AUA. Late fees are at the expense of the Society and will be billed by the vendor:
    • Orders placed after Friday, April 24, 2026 are subject to a 25% late fee on new orders.
    • Any vendor orders placed or revised after Friday, May 4, 2026 will be billed a- 25% late fee on new orders as mentioned above plus a $250 late fee.
  • Be responsible for the ancillary event administrative fee(s) as follows: $350.00 per event.
    • The non-refundable fee will be invoiced after AUA confirms space availability and is due in full within thirty (30) days of invoice.
    • This administrative fee is separate from, and in addition to, any conference center and vendor costs such as food and beverage, décor, and a/v equipment.
  • Be financially responsible for all general session expenses incurred by the Society and not covered by the AUA.
  • Provide Society staffing resources to capture lead retrieval; pick up and return lead retrieval scanners on-site. The Society will be invoiced $1,000 for unreturned devices.

On-Site at AUA Annual Meeting

  • Ensure Faculty and on-site Society Administrators check-in to Speaker Ready 24-hours in advance of their scheduled program to confirm final slides are accurate and compatible with A/V software. Speakers are encouraged to bring backup files with them to the meeting room.
  • Ensure all presentation files are accounted for and in the correct order with the A/V technician in the meeting room 30 minutes prior to the scheduled start of the meeting.
  • Manage the removal of all shipment(s) and exhibitor-related trash after the program.

The American Urological Association agrees to:

Pre-meeting Planning

  • Publish the Society's program on AUA Annual Meeting publications and platforms.
  • If CME is requested, provide an appropriate number of AMA PRA Category 1 Credit(s)™ respective to the educational content, pending an approved CME application and adherence to policies.
  • Provide complimentary general session meeting space and standard room set. Changes to the meeting location may be necessary.

On-Site at AUA Annual Meeting

  • Provide access to the Speaker Ready Room starting on Thursday, May 14, 2026 at 6 a.m. EST for uploading, reviewing and testing presentations.
  • Provide a complimentary standard A/V package for the Society's general session including:
    • Projection screen, laser pointer, LCD package, digital speaker timer, presentation PC, LCD flat panel confidence monitor, microphones (1 wired podium mic, up to 2 head table mics, up to 2 standing aisle mics).
    • One (1) A/V technician to arrive thirty (30) minutes before the general session start time and manage the production of the general session.
    • All electrical requirements in the general session room only. (Any additional electrical requirements ordered by the Society is at the Society's expense.)
  • If content capture is requested, record the meeting for on-demand or live stream, at an additional cost to the Society. The recording file is provided 5-7 business days after the AUA Annual Meeting. On-demand content will be available to registered attendees until August 31, 2026.
  • Provide one (1) complimentary 22x28 entrance sign with the program name (for the general session only).  Easels required for additional signage are not provided unless ordered separately from GES.
  • Provide up to two (2) lead retrieval devices for the general session (pending the size of the meeting).

Post-meeting

  • Provide the lead retrieval attendance report(s) 2-3 weeks after the AUA Annual Meeting. 
  • Provide agreed upon honorarium after the AUA Annual Meeting, if applicable, to be used for Faculty travel expenses. The AUA does not provide additional compensation for any travel or hotel expenses.
  • Upon request only for CME activities, provide attendee evaluation results after the AUA Annual Meeting.

Agreement Amendment

All matters and questions not covered by the above agreement are subject to the discretion of AUA. This agreement 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 this agreement, written notice will be given by AUA to the Parties.

Indemnification

In the event of a claim resulting from, or arising out of the relationship of the parties under this agreement, the Group shall defend, indemnify, and hold harmless the 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.