Affiliate Events—Rules and Guidelines

Any activity, event, or meeting that is held during the Fall Fellows Courses and is targeted toward or includes any participants of Fall Fellows Courses is considered an affiliate event and must be approved in advance by SCAI. Organizations that wish to hold events targeted to Fall Fellows attendees during the Fall Fellows Courses must complete the external meeting space request form, be approved, and comply with the rules and guidelines. Space will only be assigned once the administrative fee and room rental fees have been paid. Affiliate event rules and guidelines are subject to change.

• A nonrefundable administrative fee of $150 (USD) is required for each approved affiliated event.
• All payments can be made by credit card and paid upon approval.
• Access to approved Fall Fellows promotional opportunities and attendee lists is not permitted for the promotion of an affiliated event.
• One meeting space request form is required for each affiliated event.
• Signage for the affiliated event is only permitted directly outside of the assigned meeting room.
• Directional signs, advertisements, banners, etc. are not permitted in the hotel lobby.
• The sponsor of the affiliated event is liable for any injuries or accidents to people or property while conducting ancillary functions.

To be approved, affiliated activities must:

• Support and be consistent with the scientific nature of Fall Fellows Courses
• Affiliated event sponsors must be registered Fall Fellows Courses exhibitors
• Allow only registered Fall Fellows Courses attendees
• Not be in conflict with the official Fall Fellows Courses (see restricted times below)
• Be approved by SCAI in writing
• Not be promotional and commercial
• Be held within a hotel that is part of the SCAI hotel block or receive prior written approval for an alternate location

The following activities are acceptable affiliate events during the Fall Fellows Courses: 

• Investigator meetings
• Social events
• Business meetings

The following activities are not permitted during the Fall Fellows Courses: 

• Scientific, educational, speaker-driven symposia or lectures not sponsored by SCAI or submitted as a Satellite Program
• Exhibits (commercial company and noncommercial company)
• Distribution of any promotional material (e.g., flyers, room drops)
• Commercial banners and advertisements

Restricted Times   

SCAI does not permit the scheduling of events during the following times:

• Saturday, 7 am–8:30 pm
• Sunday, 7 am–8:00 pm
• Monday, 7 am–7:30 pm
• Tuesday, 7 am–noon

Requesting Meeting Space

Organizations that wish to host an event must complete an online meeting space request form using the exhibitor portal or download the meeting space request form on scai.org. Requests for space must be emailed to Rebecca Murphy, CMP, CEM, Director of Meetings, at rmurphy@scai.org by October 9, 2020. Forms received after October 9, 2020, may be subject to additional fees and no space availability.

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 to coordinate logistics. Any direct costs associated with the function (e.g., food, beverage, audiovisual equipment, and labor) are the responsibility of the sponsoring organization of the affiliated event.

Meeting Space Rates

*per meeting room and per day

Upon approval, the sponsoring organizations must work directly with the hotel for their logistical requirements, including but not limited to labor for setup and tear-down, internet, electrical, audiovisual equipment, food and beverage, and shipping and receiving. Any costs associated with these requirements are the responsibility of the meeting sponsor.

Important Information: It is the responsibility of the affiliated event sponsor to verify that the Fall Fellows Course faculty has no conflicting speaking engagements. Fall Fellows Course faculty responsibilities and obligations to the official program take precedence over all other speaking arrangements at the meeting.   

Use of the Fall Fellows Branding  

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

Approved Affiliated Event Language  

Once the affiliated event has been approved, the following language is permissible: “This ‘affiliated event name’ has been approved as an affiliated event during SCAI 2020 Fall Fellows Courses. This affiliated event is not sponsored by, endorsed by, or supported by Fall Fellows Courses or SCAI.” 

Changes to Approved Affiliated Activities  

Changes to an affiliate event must be sent in writing and approved by Rebecca Murphy, CMP, CEM, Director of Meetings, at rmurphy@scai.org. Changes are subject to non-approval based on room availability.

Consequences for Noncompliance  

If an affiliate event is found to have been noncompliant with the rules and guidelines outlined in this document, the affiliate event’s sponsoring organization, supporting organization, and organizer may be prohibited from holding an affiliated event at future SCAI conferences, may have their current registration revoked, and may be subject to fines and damages. In addition, noncompliance could negatively impact the registration/status/attendance of those attending an unapproved affiliated event. Fall Fellows Courses faculty members participating in any such event are subject to having their faculty status revoked, including any reimbursement of expenses otherwise authorized.