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OCTOBER 29-NOVEMBER 2, 2017
COLORADO CONVENTION CENTER
DENVER, COLORADO

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Any activity, event, or meeting that is held during the 2017 Transcatheter Cardiovascular Therapeutics (TCT) conference that is targeted toward or includes any participants of TCT is considered an affiliated activity and must be approved by the Cardiovascular Research Foundation (CRF), the official sponsor of TCT.

Organizations (commercial companies, not-for-profit groups, government agencies, etc.) that wish to hold meetings of any size or nature in any location during TCT that are targeted to TCT attendees must complete the appropriate applications for activity, be approved, and comply with the guidelines. Affiliated activity guidelines are subject to change.

  • A non-refundable administrative fee of $150.00 (US) is required for each approved affiliated activity. Additional fees may apply.
  • All appropriate fees must be paid in full within 30 days of the billing date. Failure to do so will result in loss of space.
  • Access to TCT approved promotional opportunities and attendee list is not permitted for promotion of affiliated activities.
  • One application for each meeting must be completed. Applications with more than one meeting listed will not be accepted and may delay the application process.
  • The sponsor of the affiliated meeting is liable for any injuries or accidents to people or property while conducting ancillary functions.
  • Signage for the affiliated activity is only permitted directly outside of the assigned meeting room. Directional signs, advertisements, banners, etc., are not permitted in the hotel lobby or the convention center.
  • Affiliated activity decisions will be e-mailed approximately one week after submission.

To be approved, affiliated activities must:

  • Support and be consistent with the scientific nature of TCT
  • Be directed to TCT participants (affiliated activity sponsors and participants must be TCT registrants)
  • Not conflict with or detract from the official TCT scientific program (see blacked out times below)
  • Be approved by CRF

Acceptable activities are:

  • Scientific Advisory Board Meetings
  • Scientific Investigator Meetings
  • Advisory Board Meetings
  • Committee Meetings
  • Executive Meetings
  • Specific Study (Investigator) Meetings
  • Staff Meetings

In general, the following activities are not permitted during TCT:

  • Scientific, educational, speaker-driven symposia, or lectures not sponsored by TCT
  • Exhibits (commercial company and noncommercial company)
  • Distribution of any promotional material (e.g., fliers, room drops)
  • Commercial banners

The guidelines are meant to provide guidance for affiliated activity sponsors or hosts. If you have any questions at all about whether your activity would be an affiliated activity requiring approval, contact Katie Herrion at kherrion@crf.org.

How to Apply

Companies, organizations or individuals that wish to host an affiliated meeting must submit the appropriate application below. All applications must be received by Friday, October 6, 2017. A non-refundable administrative fee of $150.00 (US) is required for each approved affiliated activity. Additional fees may apply.

Investigator Meeting at Convention Center - Applications open on Monday, May 15

Investigator Meetings Application

Investigator Meetings provide an opportunity for investigators to network and share the latest scientific data on clinical trials. CRF will offer a number of private rooms at the conference center for companies to conduct investigator meetings only on Sunday, October 29, 2017.  Meeting space is limited and will be assigned on a first-come, first-served basis.

The fee is $795.00 (USD) for a minimum of four hours, or $1,170.00 (USD) for more than four hours, and includes room rental and set-up. Rooms will be set theater style (seats 100-220) and include a basic audiovisual package (Screen/LCD/Podium/Mic).  Please note room set-up cannot be changed.

Upon approval, the sponsoring companies must works directly with the convention center to make arrangements pertaining to the proposed meeting. Any direct costs associated with the function (e.g., food, beverage, audiovisual equipment, and labor) are the responsibility of the activity sponsor.

Official Hotel Meeting Rooms - Requests open on Monday, May 15

TCT 2017 Hotel Meeting Room Request

CRF will offer a number of private rooms at various hotels for companies to conduct affiliated meetings. Meeting space is limited and will be assigned on a first-come, first-served basis. After a meeting space is released to the affiliate, the organization must work directly with the hotel/venue to make arrangements pertaining to the proposed meeting. Any direct costs associated with the function (e.g., food, beverage, audiovisual equipment, and labor) are the responsibility of the affiliated activity sponsor. The fee for a confirmed TCT 2017 exhibitor is $795.00 (USD) for a minimum of four hours per day, or $1,170.00 (USD) for more than four hours per day, and includes room rental and set-up. Meeting rooms will become available to non-exhibiting companies in July. The fee for a non-TCT exhibitor is $1,095.00 for a minimum of four hours per day, or $1,545.00 (USD) for more than four hours per day, and includes room rental and set-up.

Unofficial Hotel Meeting Rooms - Requests open on Monday, May 15

TCT 2017 Affiliate Meeting Approval Request 

Companies may conduct affiliated meetings at any hotel upon approval of the application. Once approval is granted, the organization must work directly with the hotel/venue to make arrangements pertaining to the proposed meeting. All costs associated with the function (e.g., room rental, food, beverage, audiovisual equipment, and labor) are the responsibility of the affiliated activity sponsor.

Meeting Blackout Times 

Affiliated activities may not be held during the following times (times are subject to change):

  • Monday, October 30, 2017 – 6:30 AM-8:00 PM
  • Tuesday, October 31, 2017 – 6:30 AM-8:00 PM
  • Wednesday, November 1, 2017 – 6:30 AM-8:00 PM
  • Thursday, November 2, 2017 – 6:30 AM-1:00 PM

Personnel Meetings During TCT Hours
Personnel meetings may be held at any time during TCT if attendance is limited to that organization’s representatives. Physician attendees are strictly prohibited from participating in these meetings. Violations of TCT’s Affiliated Activities Rules and Guidelines will be reviewed and sanctions may be applied. Please see the Consequences for Noncompliance section for more information.

Important note: CRF requests that TCT faculty not commit to conflicting speaking engagements. TCT faculty responsibilities and obligations to the official program take precedence over all others speaking arrangements at the meeting. TCT faculty members participating in any such event are subject to having their faculty status revoked including any reimbursement of expenses otherwise authorized. 

Costs and Liabilities

Any direct costs associated with the function (e.g., rental fees, food, beverage, audiovisual equipment, and labor) are the responsibility of the affiliated activity sponsor. The sponsor is also liable for any injuries or accidents to people or property while conducting ancillary functions.

Use of the TCT Logo

The TCT logo or any part of the TCT logo may not be used on any non-TCT materials, such as websites, publications, signs, fliers, etc., that did not originate from or were not developed by TCT without the express written permission of TCT.  In addition, no entity may imply either directly or indirectly that it is in any way affiliated with TCT without the express written permission of TCT. Product promotion that implies CRF endorsement and/or usage of the CRF logo without the express written consent of CRF is also prohibited.

Approved Affiliated Activity Language

Once the affiliated activity has been approved, the language below is permissible.
This “meeting name” has been approved as an affiliated activity during TCT 2017. This meeting is not sponsored by, endorsed by, or supported by TCT or CRF.

Changes to Approved Affiliated Activities

Any substantive changes to an affiliated activity application must be reported to CRF. Substantive changes include location, attendees, and major agenda changes. If you are in doubt of whether a change is substantive, please contact Katie Herrion at kherrion@crf.org.

Consequences for Noncompliance

If an affiliated activity is found to have violated the Guidelines for Affiliated Activities (above), the sponsoring organization, the supporting organization, and the organizer of the meeting may be prohibited from holding an affiliated activity at future CRF conferences, may have their current registration revoked, non-compliance may be subject to fines and damages, and could negatively impact the registration/status/attendance of those attending an unapproved affiliated activity. TCT faculty members participating in any such event are subject to having their faculty status revoked including any reimbursement of expenses otherwise authorized.