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Stand strong for science: Stand for strong vision science

Apr 29 - May 03, 2018 Honolulu, Hawaii

Ancillary Event Guidelines

Requesting space for an ancillary event  
Ancillary event dates and times 
Organizer's responsibilities
Food and Beverage
Audiovisual, computer and other equipment/services
Advertising Events
Room Set Up & Signage
Billing/payment
Questions?   

Requesting space for an ancillary event 

  1. Read the ARVO Policy on Ancillary Events. Ancillary events are scheduled at ARVO's discretion and all events are subject to the rules and regulations as set forth in the policy. There are no exceptions.
    • In 2018, non-exhibiting commercial entities will need to support the ARVO Annual Meeting at a value of at least $2,750*, the cost of a 10x10 commercial inside booth. Any payment made in this regard is a fee for goods and services and not a contribution to ARVO, therefore it is non-tax-deductible. Please contact Christine Frye with NTP for more information.
    • Commercial ancillary event organizers who are not exhibitors will incur a service charge of $500* for each approved ancillary event after the first. This fee must be paid in full prior to space consideration.
    • Commercial ancillary event organizers who are exhibitors may hold up to five approved ancillary events per 10x10 commercial inside booth. A service charge of $500* for each approved ancillary event after five events will be required, regardless of attendance count. This fee must be paid in full prior to space consideration. 

       * All ancillary event fees are non-refundable. 
  1. Ancillary events held during official scientific program hours may not be commercial or educational in nature. (I.e. they may not include a scientific program with presentations, posters, or lectures nor include marketing demonstrations or commercial presentations.) 
    • Business Meetings including, but not limited to meetings of non-commercial editorial boards, non-profit organization boards, or other non-ARVO committees/working groups, study groups, etc. 
    • Exhibitor Internal Meetings: Meetings for ARVO exhibitor's corporate personnel: ARVO exhibitor hospitality suites.
    • Investigator Meetings: Meetings for investigators of ongoing research (may be sponsored only by an ARVO exhibitor).
    • Social Events: Receptions, dinners, alumni events, reunions and specialty groups where there is no educational/scientific program presented.
  1. Requests for ancillary events will be considered on a space-available basis and must be made via the Ancillary Event Request Form.
    • Please submit a separate form for each event. Each day of a multi-day event will count as one event. (For example, if you’d like to host a meeting Sunday and Monday, that will count as two separate events and will require two forms.)
    • Please note, submitting an Ancillary Event Request Form is not binding and you are able to make changes to all requests submitted. Payment is not required at the time of form submission.
  1. For events taking place in the Convention Center, event confirmation and space assignment will be emailed to the organizer (see organizer's responsibilities below). This confirmation will include contact information for ordering food, beverages and other services. Please make sure your email is correct on the Ancillary Event Request Form before submitting. Confirmations for ancillary events at the convention center submitted to ARVO by Jan. 11 will be sent to organizers the week of Feb. 26.
  1. Function space for ancillary events will be assigned by ARVO meeting management.
    • Meeting space for ancillary events in the convention center do not have a room rental fee, however a meeting room set-up fee may apply depending on your event details.
    • If you plan to hold your ancillary event at a hotel, you must not contact the hotel directly for meeting space, all inquiries will be forwarded to ARVO meeting management.
    • Please note, depending on the details of your ancillary event, hotels may charge a fee for function space.
    • Based on needs and space availability, an ancillary event that requests the convention center may need to be scheduled at a hotel.
    • Show Floor Meeting Suites in the exhibit hall are also available and can be used to fulfill the ARVO support requirements. These are exclusive spaces available for organizations that may not wish to exhibit, but want a convenient, private onsite space for meetings with attendees. Please contact Christine Frye for details and pricing.
  1. Administrative application fees apply after Jan. 11, 2018, for requests of meetings of more than 15 attendees. Fees will be charged as follows:
     
    Date of Ancillary Request Submission  Fee Required
    May 22, 2017 - Jan. 11, 2018     No Fee
    Jan. 12, 2018 - Feb. 09, 2018$250*
    Feb. 09, 2018 - March 15, 2018$500*
    After March 15, 2018$650*

    *All ancillary event fees are non-refundable. No exceptions.
    Payment of these fees listed above must be provided in full before the ancillary event will be given approval and scheduling.
  2. Ancillary events requested at hotels are scheduled as requests are received once they are reviewed and approved.
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Event dates and times 

Regardless of location and content, ancillary events of more than 15 attendees may not conflict with the ARVO Annual Meeting scientific program.

Regardless of content, all events must conform to the ARVO Ancillary Events Policy and be approved by ARVO before scheduling.

Friday or Saturday:  

  • Event start and end times depend on whether or not the event contains scientific content.
  • The only exception is that Business Meetings, as defined above, may be scheduled concurrently with the ARVO Educational Courses, currently scheduled on the Saturday preceding the ARVO Annual Meeting (normally 8am - 5:00pm).

*NOTE: The times listed below are tentative and may be adjusted after the ARVO Board of Trustees has reviewed the scientific schedule in the fall of 2017.

Sunday, April 29: 

  • 6:30 – 8:30am
  • 1:30 – 3pm
  • After 7:30pm

Monday – Wednesday, April 30 - May 2:

  • 6:30 – 8:30am
  • 10:15 – 10:55am
  • 1 – 2:30pm
  • After 7:30pm

Thursday, May 3:

  • 6:30 – 8:30am
  • After 4pm 
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Organizer's responsibilities 

  • It is the responsibility of the organizer to work with the assigned hotel or convention center to finalize arrangements, i.e., place orders and arrange for direct billing.
  • IMPORTANT: It is the organizer's responsibility to confirm that all attendees of their ancillary event have registered for the ARVO 2018 Annual Meeting.
  • Signage will not be provided by ARVO. An easel can be placed outside the room for your signage upon request.
  • Any changes to your event must be sent to ARVO for review and approval before it can be updated by the hotel or Convention Center. 
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 Food and beverage orders 

  • Once your event is approved you will place food and beverage orders directly with the hotel or convention center. Please see below for sample menus.
  • The hotel or convention center will provide a formal banquet event order (BEO). You must review the BEO carefully and return a signed copy to confirm your order. The food and beverage order is not complete until the BEO is signed and returned.
  • Note: Any changes to the BEO should be made as soon as possible prior to the event. Requests for changes and/or additions made on-site may not be possible.
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 Audiovisual, computer and other equipment/services 

  • ARVO official suppliers will provide the necessary equipment and services for ancillary events in the convention center. Contact information for the appropriate suppliers at both the convention center and hotels will be provided in your confirmation email.
  • All audiovisual and computer equipment, such as telephone, internet or sound, must be ordered in advance of the ancillary event and paid for by the organizer directly.
  • You must review your order carefully and return a signed copy to confirm your order. It is not complete until the order is signed and returned. 
  • Note: Any changes to your original order must be sent to ARVO for approval and should be made as soon as possible in advance of the ancillary event. Requests for changes and/or additions made on-site may not be possible.
 

 Advertising Events 

If you would like to advertise your event prior to or onsite at the Annual Meeting there are multiple options*:

  • Purchase a membership or registration list - Contact INFOCUS at +1.800.708.5478 or sales@infocusmarketing.com or visit InfocusMarketing.com for rental information and pricing. Please note that these are mailing lists only and do not contain phone, fax, or email data.
  • Post a message on ARVOConnect
  • Purchase an online ad or printed ad. Please contact Christine Frye with NTP for details and pricing.

 *ARVO will not provide complimentary marketing or advertising in any materials or on their website

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Room Set Up & Signage 

  • Please include your preferred room setup in the Ancillary Event Request Form and notate any additional needs in the Comments/questions section.
  • ARVO cannot guarantee a specific setup, but will provide alternatives if setup is not available. If changes or additional requirements are needed after the form is submitted, please contact ancillaryevents@arvo.org immediately.
  • Signage will not be provided by ARVO. An easel can be placed outside the room for your signage upon request.
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Billing/payment 

  • The organizer is responsible for payment of all ancillary event-related costs, including function space rental (if applicable), food and beverage charges (per the signed BEO), audiovisual and/or computer equipment and any special set-up requirements, such as electrical, sound, internet, telephone, etc.
  • The organizer is responsible for confirming that all attendees of their ancillary event are registered for the ARVO 2018 Annual Meeting
  • Organizers should review the billing check presented at the end of your event for accuracy and make arrangements to pay the hotel or convention center directly. Charges will include any changes made immediately prior to or during the event.
  • Tax exemption: Please provide this information to the facility managing your event at the time you make your arrangements (if applicable). 
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Ancillary Event Forms:   

Organizing an ancillary event for 15 or less attendees? Submit your Ancillary Event Request Form

Organizing an ancillary event for 16 or more attendees? Submit your Ancillary Event Request Form

Questions? 

 If you have any questions, please contact Mia Williams at AncillaryEvents@arvo.org

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