Satellite Symposia

A satellite symposium includes any type of function where a formal scientific presentation is made - i.e. scientific symposia or social functions which include presentations. Such events may be held prior to, during or following the Annual Meeting but MUST NOT conflict with it's main scientific or social programme. For clarification regarding available time slots, please contact the EACTS Executive Secretariat.

Programmes of satellite symposia must be approved by the EACTS Executive Secretariat prior to the Annual Meeting. A draft programme, including the title of the Symposium, chairman, speakers and the titles of the presentations should be received no later than 26 May 2008. The final programme should be received no later than 4 August 2008.

Social/Hospitality Functions

Corporate social events including luncheons, receptions, dinners or any other hospitality function where no scientific presentation is made, MUST NOT conflict with the main scientific or social programme of the Annual Meeting.

Corporate Staff Meetings/Hospitality

Corporate meetings are considered to be meetings of company employees, representatives and/or affiliates and are therefore permissible during the hours of the Annual Meeting.

EACTS will hold a master list of all allied functions taking place during the Annual Meeting which will be updated regularly.

Location of Meeting Rooms and Rates

The EACTS Secretariat holds an allocation of meeting rooms at the Lisboa Convention Centre. Please refer to the Conference Centre plans for location of session rooms in relation to other Meeting activities.

NB: where auditoria are also being used for scientific sessions, set-up and breakdown times will be restricted.

Included within the booking fee:

• Room hire and setup in a theatre style format with platform table
• Lectern
• Chairs for participants
• Data projection
• Basic PA system/microphones
• Technical support
• Directional signage to the room
• Room host/hostess
• Use of EACTS speaker preview room
• Promotion of satellite programme on the Annual Meeting website.

Hospitality Rooms

A number of smaller rooms are also available for hire on various levels of the Congress Centre. Rates as follows:

* Peak Hours - 12:45-14:00, Sunday 14, Monday 15 and Tuesday 16 September 2008.

Included within the booking fee:

Room hire, tables/chairs for participants, directional signage to the room, room supervisor.

When making a booking, please ensure that you allow sufficient time for any catering activity, build-up and breakdown. Companies requiring time in addition to that listed above should contact the EACTS Executive Secretariat and be aware that extra charges may be incurred.

Continuing Medical Accreditation

EACTS appreciates the interest of outside organisations to provide educational opportunities for Association members and guest physicians at the Annual Meeting.  The primary objective of a symposium should be educational rather than promotional. It follows, therefore, that organised satellite symposia should, where possible, be accredited for continuing medical education for physicians.  For further information please refer to the UEMS website www.uems.net and click on EACCME or tel: +32 2 649 5164, fax: +32 2 640 3730

Reservation and Payment Procedures

Booking Form - booking requests must be made on the official Booking Form and sent to the EACTS Executive Secretariat.

Confirmation of space will be acknowledged in order of receipt and each company will be notified of their official booking reference.

An invoice will be sent on acknowledgement for the hire of the meeting room(s) which will include an administrative charge. The administration charge (a percentage of the overall cost of your room booking) will cover administration costs and cleaning of the meeting room(s).

All other payments relating to catering, audio visual, decor, furniture and any other equipment will be invoiced separately by EACTS Trading Company Ltd and/or the relevant supplier.

Payment should be made in Euros by bank transfer. Please quote the booking reference and invoice number when making the payment:

Cancellation

All cancellations must be notified in writing to the EACTS Executive Secretariat. Cancellations will be subject to an administration fee of 25% of the room hire charge.

Supplementary Services

EACTS Logo

Companies are not permitted to use the EACTS logo in invitations/promotional documents unless they have received prior written permission from the EACTS Executive Secretariat.

Catering, Audio Visual Equipment/Services, Furniture

EACTS will co-ordinate requests for catering, audio-visual equipment and furniture. Please ensure that requests for supplementary services are included on the Booking Form and sent to the EACTS Executive Secretariat on application. The Secretariat will advise regarding availability and rates and subsequently invoice for any such services once they have been confirmed by the company and supplier concerned.

Signage

EACTS will provide general directional signage to satellite symposia rooms, social functions and corporate meetings.

Website Promotion

The details of your satellite symposia will be placed on the Annual Meeting website under the 'Industry' section.