Ancillary Events Policy

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ANCILLARY EVENTS POLICY DURING CODHY EU CONGRESSES

The CODHy EU Secretariat and Co-Chairs have recognized that at the CODHy EU Annual Congress attendees and companies seek to maximize their networking opportunities and fulfill their professional responsibilities while at a location with so many of their colleagues.

To accomplish these goals CODHy EU will make every effort to make available their time and space in CODHy EU ‑ controlled meeting facilities (convention center or headquarter hotels) for Ancillary Events which do not compete or
conflict substantially with the official scientific program.

• Ancillary Events 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.
• Ancillary Events with more than 25 attendees may not be scheduled in conflict with the official scientific program ofCODHy EU

DEFINITION OF ANCILLARY EVENTS
Ancillary Events are non-CODHy EU -sponsored special group events, such as business meetings of other organizations or social gatherings, held in conjunction with the CODHy EU Annual Congress. Ancillary Events are not planned or sponsored by CODHy EU. Ancillary Events 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: Meetings of non-commercial editorial boards, non-profit organization boards, or other non-CODHy EU committees/working groups, study groups, etc.
• Exhibitor Internal Meetings: Meetings for CODHy EU exhibitor’s corporate personnel: CODHy EU exhibitor hospitality suites.
• Investigator Meetings: Meetings for investigators of ongoing research (may be sponsored only by a CODHy EU exhibitor).
• Social Events: Receptions, dinners, alumni events, reunions, and specialty groups where there is no educational/scientific program presented.

Requests for Ancillary Events must be made on official forms and approved by CODHy EU, regardless of CODHy EU Annual Congress Ancillary Events Policy the location of the event.

Ancillary Events should be planned and scheduled in support of the CODHy EU Annual Congress. Commercial organizers of Ancillary Events must be supporters of the CODHy EU Annual Congress at the value of not less than the cost of an inside 10x10 booth. Commercial ancillary event organizers who are not exhibitors will incur additional service charges for multiple events.
Fees for participation by Annual Congress attendees outside of the recovery of food and beverage costs, such as registration fees, must be approved by CODHy EU. All costs for the activity, including decorator, audio-visual setup, and room changes, must be borne by the organizers. All event expenses must be paid promptly and non-payment may result in action by CODHy EU.

The use of the CODHy EU logo, trademark, or name in conjunction with publicity must be pre-approved. CODHy EU may not be represented as cosponsoring an event unless a formal request has been submitted to and approved by CODHy EU. Conducting demonstrations and/or displays of commercial products will not be permitted during Ancillary Events. Only Ancillary Events open to all Annual Meeting registrants will be listed in the Annual Congress related publications. Signs, directional or informational, must be approved by, and coordinated with, CODHy EU Congress management when placed in CODHy EU -controlled Congress facilities. Each sign must state that “This event is not organized or sponsored by CODHy EU.” Organizers must remove any meeting-related materials from their assigned rooms at the conclusion of the event. All participants in Ancillary Events must register for the Annual Congress unless requests for passes for nonscientific participants are received in writing at the time the Ancillary Event is approved.

BREACH OF POLICY

Organizers must adhere to the responsibilities outlined in the policy and on the official forms to avoid cancellation of the activity. Failure to adhere to the policy may result in any or all of the following actions by CODHy EU:
• Cancellation of Ancillary Event.
• Refusal to allow company or group the opportunity to exhibit or hold symposia, meetings, or other events in CODHy EU‑controlled meeting facilities in current year or a specified number of future years.