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Any activity, event, or meeting that is held during TVT 2019 that is targeted toward or includes any participants of TVT is considered an affiliated activity and must be approved by the Cardiovascular Research Foundation (CRF), the official sponsor of TVT.
Organizations (commercial companies, not-for-profit groups, government agencies, etc.) that wish to hold meetings of any size or nature in any location during TVT that are targeted to TVT attendees must complete the appropriate applications for activity, be approved, and comply with the guidelines. Affiliated activity guidelines are subject to change.
To be approved, affiliated activities must:
Acceptable activities are:
In general, the following activities are not permitted during TVT
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 Fernanda Swan at firstname.lastname@example.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, May 10th, 2019.
Companies may conduct investigator meetings and/or affiliated industry meetings at TVT starting June 12, 2019. Investigator Meetings provide an opportunity for investigators to network and share the latest scientific data on clinical trials.
These meetings may be conducted at any nearby 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.
Limited Meeting Space at Sheraton Grand Hotel
In addition, CRF is offering a limited number of private rooms at the Sheraton Grand Hotel for companies to conduct these meetings. Meeting space is limited and will be assigned on a first-come, first-served basis.
Meeting Blackout Times
Affiliated activities may not be held during the following times (times are subject to change):
Personnel Meetings During TVT Hours
Personnel meetings may be held at any time during TVT if attendance is limited to that organization’s representatives. Physician attendees are strictly prohibited from participating in these meetings. Violations of TVT’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 TVT faculty not commit to conflicting speaking engagements. TVT faculty responsibilities and obligations to the official program take precedence over all others speaking arrangements at the meeting. TVT faculty members participating in any such event are subject to having their faculty status revoked including any reimbursement of expenses otherwise authorized.
Written notice of cancellation must be received via email or on company letterhead to Fernanda Swan at email@example.com. Cancellation or reduction of meeting space will pay the following fees:
Costs and Liabilities
Any direct costs associated with the function (eg, 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 TVT Logo
The TVT logo or any part of the TVT logo may not be used on any non-TVT materials, such as websites, publications, signs, fliers, etc, that did not originate from or were not developed by TVT without the express written permission of TVT. In addition, no entity may imply either directly or indirectly that it is in any way affiliated with TVT without the express written permission of TVT.
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 TVT 2019. This meeting is not sponsored by, endorsed by, or supported by TVT or CRF.
Changes to Approved Affiliated Activities
Any substantive changes to an affiliated activity application must be reported to CRF. Substantive changes include date, time, location, attendees, and major agenda changes. If you are in doubt of whether a change is substantive, please contact Fernanda Swan at firstname.lastname@example.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. TVT faculty members participating in any such event are subject to having their faculty status revoked including any reimbursement of expenses otherwise authorized.
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