This guide is designed to assist companies sponsoring a Breakfast Program, Presentation Theater Program, or Evening Program in planning and conducting their programs at TCT 2019. Included in this guide are specifics pertaining to logistical management, promotional opportunities, and important deadlines to ensure a successful satellite program. If you have any questions or would like more information, please contact:
Christina HudakProgram Project Manager, Industry RelationsCRF Center for EducationCardiovascular Research FoundationTel.: 646-434-4127E-mail: email@example.com
The sponsoring company (or its organizing agency when relevant) is responsible for confirming presenters and communicating important information about the program directly to them.
• Breakfast Programs generally have between two to six presenters (including a program chair)• Presentation Theater Programs generally have between two to six presenters (including a program chair)• Evening Programs generally have between four to eight presenters (including a program chair)
TCT faculty may be invited to speak at a program; there is no limit to the number of TCT faculty members who may be requested for a satellite program. A list of TCT faculty members will be available on the website by the end of June.
While satellite sponsors are not required to use TCT faculty, CRF is not responsible for any costs associated with the participation by non-TCT faculty members in a satellite program (including but not limited to travel, housing, TCT registration fees, and incidentals).
CRF requests that TCT faculty not commit to conflicting speaking engagements. Whenever possible, CRF will notify the sponsoring company or its organizing agency of any scheduling conflicts. However, CRF is not responsible for resolving faculty scheduling conflicts or making sponsoring companies or their organizing agencies aware of them.
Although not mandatory, it is an industry standard to pay honoraria to satellite program presenters. On average, satellite program chairs are compensated $2,500 and other presenters are typically compensated $1,500 for their participation. Sponsoring companies are required to compensate presenters directly, regardless of whether or not the presenter is a TCT faculty member.
One of the keys to a successful satellite program is ensuring that slide presentations run properly during the live program. Therefore, presenters must visit the Speaker Ready Room well in advance of their presentation to allow for sufficient time to review slides (times noted below).
Breakfast Program presenters must visit the Speaker Ready Room one day prior to their Breakfast Program. Speakers may not download their presentations in the meeting room or use their own laptops. Presentation Theater Program presenters must visit the Speaker Ready Room one day before, or at least four hours prior to, their Presentation Theater Program. Speakers may not download their presentations in the meeting room or use their own laptops to present. Evening Program presenters are required to visit the Speaker Ready Room at least four hours prior to their Evening Program.
The Speaker Ready Room is located in North Lobby of the Moscone Convention Center and may be visited during the following dates and hours:
Wednesday, September 25 6:30 AM - 5:00 PM Thursday, September 26 6:00 AM - 6:00 PM Friday, September 27 6:00 AM - 6:00 PM Saturday, September 28 6:30 AM - 6:00 PM Sunday, September 29 6:30 AM - 12:00 PM
*Times subject to change. Last upload acceptance is 30 minutes before closing.
Please note the following presentation format instructions:
• Microsoft Office PowerPoint (.PPT and .PPTX formats) with embedded videos will be accepted• Only standard Microsoft Office fonts may be used• All original video files, even if embedded, must be submitted• Videos must be saved in one folder; sub-folders are not permitted
Please note that if a presentation is not uploaded in the Speaker Ready Room at least four hours prior to the presentation time (or the day before if you have one of the first morning presentations), the presentation may not be properly recorded or included in any media distributed after the show (e.g., DVDs or online distribution of the session’s content).
Breakfast Programs and Presentation Theater Programs
Standard audiovisual (AV) setup is included in the Breakfast Program and Presentation Theater Program application fee, which includes:
• LCD projector• Front screen projection (screen ratio is 16:9)• Podium with microphone• A computer on the podium to advance slides • Sound:
• Head table microphones (max three (3) mics; one shared by two people)• One (1) audience Q&A microphone• Technical support (in hallways – floating)
All Breakfast Program and Presentation Theater Program rooms will be networked to the TCT Speaker Ready Room, and therefore individual laptops may not be used in the rooms.
Additional AV equipment and services may be ordered through PSAV. The deadline to request such services is September 6, 2019; payment for these services is due by September 13, 2019.
For additional information including pricing, please contact:
Matthew W. ThomasSales Manager, Exhibits & Specialty Events, PSAVTel: 214-210-8028Cell: 214-226-6802Email: firstname.lastname@example.org
The sponsoring company is responsible for all the AV needs for their evening program (including power, networking, labor, etc.). Please contact Matthew W. Thomas with PSAV to make AV arrangements. The deadline to request such services and complete payment is August 15, 2019.
Recordings of your satellite program are available through TCT’s official providers.
Slides Synced to Audio OnlyPlease contact Amanda Eaves. Deadline to order is September 13, 2019.
Amanda EavesTechnical Specifications CoordinatorOvation Tel.: 615-333-3939E-mail: email@example.com
Camera Recording With Audio-synced SlidesPlease contact Matthew W. Thomas with PSAV.
Matthew W. ThomasSales Manager, Exhibits & Specialty Events, PSAVTel: 214-210-8028Cell: 214-226-6802Email: firstname.lastname@example.org
All people associated with a Breakfast Program or Presentation Theater Program (including presenters, organizers, and employees of the sponsoring company) are required to wear a TCT badge to be granted admission into the convention center. “Satellite Program Only” badges will be available in the rare instance that someone is not registered for TCT (e.g., a non-TCT faculty member or a medical education staff member). These badges are clearly marked and will not grant access to any other areas within the convention center. Those wishing to attend sessions in addition to the satellite program must register for TCT and pay appropriate registration fees. There is a limit of ten Satellite Program Only badges per sponsoring company. A list of names, degrees (if applicable), e-mails, and affiliations for Satellite Program badges must be submitted via e-mail to Christina Hudak at email@example.com by August 12, 2019.
During Evening Programs, presenters, organizers, and employees are not required to wear a TCT badge as the events will be held at the San Francisco Marriott Marquis. However, attendees will be encouraged to bring their badges in order to expedite the registration process.
Program agendas must be submitted to CRF by August 2, 2019. Agendas will be posted on the TCT conference website, www.tctconference.com.
This year we will also have available for the first time an on-site Satellite Guide, which will include a listing of all satellite program titles, dates, times, room locations, and sponsors. The full satellite agenda will not be published but will be available online and in the CRF Events app.
Program agendas must be submitted through our online agenda system. Once sponsors enter their agenda and click “submit,” the agenda will be sent to CRF for review. A link to the online system and your login credentials will be provided by CRF.
Upon approval by CRF, the agenda will be published on the TCT conference website. The online agenda submission site can be accessed at industry.crf.org. In order to create your program in the online agenda system you will need to enter your username and password, which will be provided to you by e-mail. If you are unable to locate your username and password, please contact Christina Hudak at firstname.lastname@example.org.
A continental breakfast is included in the Breakfast Program application fee. This includes coffee, tea, fruit juices, and breakfast pastries. (CRF reserves the right to make minor adjustments to the menu.) Additional menu items may be ordered through the official convention center caterer. Breakfast will be served each morning at 6:30 AM. If you intend to order additional menu items, the convention center requires that all menus be ordered by September 6, 2019 and finalized and paid for by September 13, 2019. For additional information including pricing, please contact:
Robert DuncanSavor...San FranciscoTel.: 415-267-6427E-mail: email@example.com
Presentation Theater Program
Included in the application fee for lunchtime Presentation Theater Programs are 225 boxed lunches. The menu will be selected by CRF and will be shared with the sponsoring companies at a later date. Sponsoring companies have the option to upgrade or enhance the menu but will be responsible for the upgraded/enhanced menu costs. If you are ordering additional menu items, the convention center requires that all menus be ordered by September 6, 2019 and finalized and paid for by September 13, 2019. For additional information including pricing, please contact:
Robert DuncanSavor...San FranciscoTel: 415-267-6427Email: firstname.lastname@example.org
Sponsoring companies may host a cocktail reception and/or dinner reception for up to 30 minutes preceding an Evening Program inside their assigned program space. Arrangements for food and beverage orders should be made directly with the San Francisco Marriott Marquis. It is strongly advised that food and beverage be ordered by August 15, 2019. To make catering arrangements, please contact:
Kendra ThomasSan Francisco Marriott MarquisTel.: 415-442-6026E-mail: email@example.com
Please be aware that food and beverage for Evening Programs is not covered in the application fee and will be billed to you directly by the hotel.
Housing arrangements may be made through the official TCT Housing Bureau, onPeak, as well as online when registering for TCT. Sponsoring companies with representatives who are not registered for TCT but require housing should contact firstname.lastname@example.org or 855-203-7391.
Breakfast Program rooms are set up with one head table, one podium, and theater-style seating for approximately 150 attendees. This setup maximizes attendance potential and may not be adjusted. Breakfast Program rooms cannot accommodate tables for product displays or demonstrations. Due to security issues, sponsoring companies will not have access to Breakfast Program rooms until 6:00 AM on the day of the meeting.
Presentation Theater Programs
Presentation Theater Program rooms are set up with one head table, one podium, and theater-style seating for approximately 225 attendees. This setup maximizes attendance potential and may not be adjusted. Presentation Theater Program rooms cannot accommodate tables for product displays or demonstrations. Due to security issues, sponsoring companies may access the Presentation Theater Program room 30 minutes prior to the start of their program.
Room setup may be customized to meet the needs of the Evening Program; however, any food and beverage ordered (such as for a reception or dinner) must be contained within the assigned room. The standard setup is typically composed of half-rounds. Sponsoring companies or their organizing agency should work directly with San Francisco Marriott Marquis in conjunction with PSAV to confirm room setup. Sponsors may access the room three hours prior to the start of their program.
Please contact Kendra Thomas and Matthew W. Thomas by August 15, 2019 to confirm your room setup.
The sponsoring company (or its organizing agency when relevant) is responsible for providing one (1) 28” x 44” sign to be placed outside the assigned meeting room and one (1) 22” x 28” sign, produced on 1/4” foamcore or lighter substrate, to be placed on the “Satellite Agenda Wall”. Easels will be provided by the convention center. Placing signs for Breakfast Programs, Evening Programs, and Presentation Theater Programs elsewhere in the convention center is prohibited (with the exception of at or inside the commercial supporter’s booth) and such signs will be removed and discarded.
Signs do not require approval by CRF, nor does the TCT logo need to appear on the sign. General directional signs to Breakfast Program and Presentation Theater Program rooms are produced and placed by CRF throughout the convention center.
The sponsoring company (or its organizing agency when relevant) is responsible for providing one (1) 28” x 44” sign to be placed outside the meeting room (easels will be provided by the hotel) and one (1) 22” x 28” sign, produced on 1/4” foamcore or lighter substrate, to be placed on the “Satellite Agenda Wall”. No other promotional items are allowed to be placed outside of the assigned Evening Program room. CRF will provide general directional signage only.
Convention Data Services (CDS), the official TCT registration bureau, will manage registration for all TCT satellite programs. The registration process will include pre-program and on-site registration as well as post-program reporting.
Physicians and allied health professionals who register for TCT 2019 will be prompted to register for satellite programs by late June 2019. Industry professionals will not be permitted to preregister for satellite programs. Attendees registering online will be directed to the complete satellite program schedule and can register for programs of interest online. Additionally, attendees who have already registered for the meeting will receive e-mail notifications from CDS with a link to the online satellite program registration page encouraging them to register for satellite programs.
By late June 2019, the contact listed on the sponsoring company’s application will receive a link and login credentials to CDS’s Registration Reporting Portal. This reporting portal will allow sponsors on-demand access to the list of registered attendees for their satellite program. The sponsoring company will also receive this list directly from CDS every Friday starting on June 28, 2019. The reports will include the following attendee information:
• Name• Affiliation• Mailing address• Phone• E-mail
IMPORTANT: These weekly reports are provided purely for informational purposes only. No other uses are permitted. Per the Cardiovascular Research Foundation’s policy, these reports/lists cannot be gifted, sold, traded, or otherwise shared with any other company, entity, or person. Names and contact details may not be entered into a database or distribution list for future uses.
CDS will continue to collect registrations for satellite programs on-site at the TCT Attendee Registration Desk until the day of the satellite program.
Sponsoring companies are entitled to lead-retrieval systems (number of systems noted below) on-site to track satellite program attendance. Satellite sponsors will be responsible for the on-site operation of lead-retrieval systems. The tracking systems will require at least one person per system to scan badges as registrants arrive for the satellite program. Satellite sponsors will be responsible for the cost of the lead-retrieval system if lost or not returned. The systems are battery operated and do not require electricity.
• Breakfast Program sponsors will receive two (2) lead-retrieval systems• Presentation Theater Program sponsors will receive two (2) lead-retrieval systems• Evening Program sponsors will receive four (4) lead-retrieval systems
PICKUP AND DROP-OFFBreakfast Program sponsors:
• May pick up their two (2) lead-retrieval systems at 6:00 AM at the Satellite Scanner Collection Desk at TCT Registration in the North Lobby of the Moscone Convention Center • Are responsible for dropping off the systems at the same location between 8:00 AM - 8:30 AM
Presentation Theater Program sponsors:
• May pick up two (2) lead-retrieval systems at the Satellite Scanner Collection Desk at TCT Registration in the North Lobby of the Moscone Convention Center • Are responsible for dropping off the systems at the same location within one hour following the end of their program
Evening Program sponsors:
• May pick up four (4) lead-retrieval systems by 5:00 PM at the Satellite Scanner Collection Desk at TCT Registration in the North Lobby of the Moscone Convention Center • Are responsible for dropping off the lead-retrieval systems at the same location by 8:30 AM the following morning
A complete list of satellite program attendees collected from the lead-retrieval systems will be provided via e-mail to the sponsoring company or organizing agency two business days after the close of TCT. For additional information or to order additional lead-retrieval machines, please contact:
Steve BaroveSenior Exhibitor Services Account ManagerConvention Data ServicesTel.: 508-742-0112E-mail: email@example.com
CRF promotes the satellite program schedule through several methods prior to and on-site at TCT.
While CRF makes every effort to promote and encourage attendees to attend your satellite program, CRF cannot guarantee attendance. It is the sponsoring company’s responsibility to create awareness of its program and draw attendees at TCT through pre-meeting mailings and on-site promotions.
SATELLITE PROGRAMS GUIDEThe Satellite Programs Guide is a brochure that includes a complete listing of all satellite programs and includes each satellite program title and the location of each satellite program. The Satellite Guide is disseminated at the registration counters on-site at TCT and distributed at the Satellite Kiosks. Please see "Promotion by the Sponsoring Company" for information about additional advertising opportunities in the Satellite Guide. Also included in the Satellite Guide is a registration mechanism instructing attendees on how to register for satellite programs (online and through e-mail).
E-BLAST, WEBSITE, AND CRF APP PROMOTIONCRF will also send e-blasts of the satellite program schedule to over 70,000 prospective and confirmed attendees of TCT at least three times before the meeting. In addition, the satellite program schedule will be included online at tctconference.com and listed in the official CRF Events app.
SATELLITE AND TRAINING KIOSKSBrochures promoting satellite programs may be placed at official Satellite and Training Kiosks located in several strategic places throughout the convention center. In compliance with ACCME guidelines, distributing industry-sponsored meeting information in any other location in the convention center is strictly prohibited with the exception of inside the sponsoring or supporting company’s booth. Sponsoring companies or their organizing agency may send 500 brochures for distribution at the Satellite and Training Kiosks beginning on August 26, 2019 for arrival on or before September 16, 2019 to the Advance Warehouse address below. All boxes must be labeled:
C/O FREEMANATTN; TCT 2019 SHOW MANAGEMENT245 S. SPRUCE AVE., STE 100S. SAN FRANCISCO, CA 94080
To help locate and identify your boxes, please e-mail your tracking number(s) and box count to firstname.lastname@example.org by September 19, 2019.
Note: The Moscone Center is located in an urban environment with the truck marshalling area several miles away from the facility. Freeman strongly urges customers to ship their materials to the Advance Receiving Warehouse address above. This will ensure timely delivery and avoid excessive driver waiting surcharges at the show site.
SATELLITE AGENDA WALLTo enhance awareness of your satellite program, we have created a Satellite Agenda Wall. The wall will be located in the North Lobby of the Moscone Convention Center and you will be able to add one (1) 22” x 28” sign (on foamcore 1/4” or thinner) for each satellite program the day before its occurrence. Please note that each day’s signs will be removed at the end of that day. Signs should be created on poster board (or another light substrate) and will be affixed to the Satellite Agenda Wall with Velcro.
We strongly encourage you to order signs through the official TCT decorator, Freeman.
• Signs for the Satellite Agenda Wall may NOT be larger than 22” W x 28” H. Signs exceeding that size will be removed, as the structure is not able to accommodate them.• Clients printing through Freeman, the official TCT decorator, must let them know to affix the sign to the Satellite Agenda Wall.• Clients not printing through Freeman will need to bring and affix their own 22” x 28” sign (with a foamcore backing of 1/4” or thinner) to the Satellite Agenda Wall starting at 8:00 AM (PT) September 25, 2019. Adhesive will be provided in a bin by the wall for this purpose.• If you also need the sign affixed to the wall for your satellite program, you will be responsible for removing it from the wall and placing it outside of your program room. CRF and Freeman will not be responsible for this.• Each morning and evening, the Satellite Agenda Wall will be reviewed and any past program signs will be removed and thrown away.
FREEMAN SATELLITE SIGN ORDERSTo order signs for your Satellite Program room and/or the Satellite Agenda Wall, please contact Kristina Caballero with Freeman by September 1, 2019:
Kristina CaballeroBusiness Development ManagerFreemanTel.: 510-304-3007E-mail: Kristina.email@example.com
Dates noted are the deadlines by which to approve art work. Orders should be placed 2-3 weeks before these dates in order to meet the deadlines. Please note that prices increase by 15% per each deadline for rush fees.
• Monday, August 12, 2019• Monday, August 26, 2019• Monday, September 9, 2019• Monday, September 16, 2019*
*Production-ready artwork received on or after Monday, September 16, 2019 will not receive a proof prior to production.
Be sure to indicate when ordering where the sign(s) should be placed. Note that CRF will not provide signs for the Satellite Agenda Wall or outside of the individual Satellite Program Rooms. Signs for these areas are the responsibility of the sponsoring company.
Although CRF promotes all scheduled satellite programs, sponsoring companies and their organizing agencies are strongly encouraged to promote satellite programs independently, as creating awareness does have an impact on attendance. There are a variety of ways to accomplish this:
SATELLITE GUIDESponsoring companies may advertise in the Satellite Guide. The cost of placing a four-color 8.5” x 11” advertisement in the Satellite Guide is as follows:
• Inside Ad – $20,000• Outside Back Cover – $25,000 (SOLD)
Advertisements must be approved by CRF and must be sent via e-mail to Christina Hudak at firstname.lastname@example.org by August 5, 2019. Payments must be received before this date.
TCT PRE-REGISTERED LISTSatellite sponsors may promote their program by mailing a marketing piece to the TCT pre-registered list. Included in the application fee, the TCT pre-registered list will be provided for one-time use. The list will be sent four weeks before the conference via e-mail to sponsoring companies (or their organizing agency) as an Excel spreadsheet. The list includes mailing addresses only for pre-registered physicians and healthcare providers (industry representatives are excluded) and contains approximately 2,500-3,000 names (subject to change).
The list is seeded and companies who mail to the list more than once will be billed $3,500 for each additional use.
MARKETING PIECESMarketing materials must include registration details. Attendees may register for satellite programs by visiting the website TCTconference.com/satelliteprograms.
The TCT logo must be included on all marketing pieces promoting the satellite program except for signage. Above the logo, the following language is required: This event is not part of the official Annual TCT Scientific Sessions as planned by the Cardiovascular Research Foundation.
Logos may be downloaded online at CRF.org/tct-industry/assets/resources/crf-tct-logos.
The TCT logo may be anywhere on the printed piece, but the phrase “A Satellite Program at," must be placed directly above the TCT logo. The logo may not be altered in any way.
Marketing materials should instruct attendees wishing to register by e-mail to include their name, contact information, and the program for which they are registering. In order for a brochure to be approved it must include the following mandatory information:
• Title of meeting• Location• Date• Time• CME statement for meetings supported through an educational grant (if applicable)• Faculty members• TCT logo (as described above)• Registration details (as described above)
PROMOTIONAL APPROVALAdvertisements, brochures, flyers, and postcards must be approved by CRF before printing. Submissions must be sent via e-mail as PDF attachments with clearly defined page divisions to Christina Hudak at email@example.com by August 5, 2019.
TCTMD DIGITAL OPPORTUNITIES
An award-winning website produced and administered by CRF, TCTMD is also the most comprehensive online resource for interventional cardiovascular news and education. TCTMD offers a valuable channel for industry to directly deliver digital corporate communications, market research, product line marketing efforts, product education, and more.
Digital Enduring Satellite Program
For our industry partners conducting satellite programs at TCT, TCTMD’s enduring satellite packages offer the opportunity to extend the reach of your program(s) beyond just the conference, connecting you to an audience that includes conference attendees as well as over 65,000 registered members and 50,000 e-mail subscribers.
Our new packages include a recording of your program (audio synced with slides or audio synced with slides and video of your speaker); a custom program landing page on TCTMD.com with branding, panelists, and agenda; and a custom e-blast promoting the digital enduring version of the satellite to our over 50,000 subscribers.
Our enduring satellite package is available for both non-CME and CME-accredited programs (additional fees apply for CME programs for digital certificate creation, post-test question development, and re-accreditation):
Option 1: Slides with synced audio, custom landing page, promotional e-blastCost: $11,500
Option 2: Slides with synced audio and video of presenters, custom landing page, and promotional e-blastCost: $14,500
Sponsored E-mail Campaign (E-blast)
Avg. Distribution: 50,660 Avg. Open Rate: 20.5%Avg. Total CTR: 1.5%
TCTMD offers industry the opportunity to send their custom HTML e-mail to over 50,000 of our subscribers. Every year, e-mail campaigns prove to be highly effective at directly reaching the target audience to promote a product, data, a satellite event, a booth, general messaging, and presence during TCT.
Clients may distribute the e-mail campaign to our global list or a regionally targeted segment of this list (e.g., US or OUS subscribers). Other customized segmentations are also available. Detailed delivery, open, and click-through reports are provided a month after the campaign has been sent.
TCT 2019 Peak Dates: August 27 – October 26, 2019 Price: $18,000
TCT 2019 Off-Peak Dates: October 27 – December 31, 2019 Price: $12,500
For more information about TCTMD, please contact:
Cassandra StewartBusiness Development Manager, CRF DigitalTel.: 646-434-4382E-mail: firstname.lastname@example.org
Stephanie GutchSr. Director, CRF DigitalTel.: 646-434-4605E-mail: email@example.com