Industry Symposia are commercially supported educational and promotional activities held in conjunction with the IASLC 2020 World Conference on Lung Cancer.
The guidelines below pertain to Industry Symposia (IS), which are defined as educational and promotional activities that are not certified for CME.
The Conference Secretariat will liaise on your behalf with the official suppliers and venue. All organizations will be responsible for the management of their own event’s logistics and for payment of costs associated with event promotion, faculty, additional audiovisual equipment, catering and staffing costs. Representatives from the Steering Committee may attend Industry Symposia to audit compliance with these guidelines.
|Deadline to submit program draft and faculty*||February 14, 2020|
|Deadline to submit menu, minimum F&B guarantee||May 15, 2020|
|Deadline to submit artwork for delegate bag insert||June 5, 2020|
|Deadline to submit final AV requirements||June 5, 2020|
|Deadline to submit host/hostess order||June 5, 2020|
|Deadline to submit PDF sample of signage||June 5, 2020|
|Deadline to submit final F&B numbers||June 19, 2020|
|Deadline to submit lead retrieval order||June 26, 2020|
|Deadline to submit additional IS staff badges||July 3, 2020|
|Deadline to submit e-blast content||July 3, 2020|
The following guidelines apply to all educational activities held in conjunction with IASLC conferences and meetings, including those that are not certified for CME credit. IASLC Staff and/or Committee representatives may attend Industry Symposia to audit compliance with these guidelines.
Program Draft (due on February 14, 2020).
A program draft must include the title of the symposium, proposed Chairs, presentations titles, Speakers’ names and affiliations. Speakers and chairs can only participate in one symposium (first come, first served – based on the date the program draft is received). Symposium Organizers must ensure speakers have exclusively agreed to participate in their symposium before including them in their draft program. Symposium Organizers may be requested to submit written proof of the speakers’ acceptance.
Titles should accurately reflect program topic(s) and should not include promotional language.
Faculty must adhere to the following:
Participation Levels: IASLC does not allow faculty (Session Chairs, presenters) to participate in more than one Industry Symposium if they are also serving in an official WCLC capacity, for instance as a conference co-president, session chair or presenter. In addition, IASLC does not allow an individual to present an Industry Symposium on the same topic as that of their official WCLC presentation.
Room Set-Up & Features
Industry Symposia will be held at Suntec Singapore Convention & Exhibition Centre.
Due to the limited time between Industry Symposia and Conference sessions, all symposia session rooms are set up in theatre style.
A standard AV package is provided with the purchase of your Industry Symposia (IS). This includes:
Duration, Installation & Dismantling Times
The scheduled time-slot of your symposium must be respected. The symposium room will only be available for set-up and rehearsal purposes as follows:
All Industry Symposia held on Saturday - 30 minutes prior to start time
Sunday to Tuesday – 08:00-09:00 - 30 minutes prior to start time
Sunday to Tuesday – 12:00-13:30 - 30 minutes prior to start time
Sunday to Monday – 17:15-18:00 - 15 minutes prior to start time
Sunday to Monday – 18:00-19:30 - 30 minutes prior to start time
Symposium rooms will be cleared for the next session immediately after the scheduled end time (including any signage, branding, promotional flyers, and printed session materials). Extension beyond the assigned time-slot is not allowed under any circumstances.
All promotional materials (e.g. invitations, announcements, flyers, signage, etc.) produced in conjunction with Industry Symposia held within the IASLC 2020 World Conference on Lung Cancer must be submitted to the Conference Secretariat for approval by the Steering Committee prior to printing or release. Please allow 5 business days for approval of promotional materials. It is not the responsibility of the Conference to cover any costs associated with materials that have been pre-printed and are not approved.
All promotional and any enduring materials associated with your symposium must content the following statement:
“This program was approved by the IASLC 2020 World Conference on Lung Cancer Program Committee as an independent activity held in conjunction with the IASLC 2020 World Conference on Lung Cancer. This program is not sponsored or endorsed by IASLC and is not part of the official IASLC accredited program.”
Use of the official WCLC 2020 logo or the IASLC logo is prohibited on any publications and materials referring to Industry Symposia.
Delegate Bag Inserts
An invitation to your symposium can be included in the Conference delegate bags. The maximum size is A4 size (210mm × 297mm or 8.27” × 11.69”). A PDF sample must be submitted for approval no later than June 5, 2020.
All materials for inclusion in the Conference delegate bag are bundled together and therefore must be printed and shipped through the official WCLC 2020 printer. It is the sponsor’s responsibility to have the required number of copies printed and you will be put in direct contact with the printer for quotes and billing. Final artwork (in high resolution) must be provided to the WCLC 2020 printer on or before July 3rd. Your invitation will not be included in the Conference bags if this deadline is not respected. Deliveries at the Conference venue for on-site inclusion will not be accepted. The official conference printer can be contacted directly for quotes using the contact information below:
Approved symposia will be listed on the Conference website and the title of your symposium will be linked to your invitation (in a PDF low-resolution version).
Invitation eBlast Banner Ad
An eBlast including banner ads highlighting all the Industry Symposia will be sent twice before the conference. The eBlast banner ad can include a link to your sponsor/symposium website, however, the Conference Secretariat will be sending out the eBlast.
It is your responsibility to provide the ready-to send content of the eBlast (in HTML and JPEG/PNG). Banner ads are to be sized to 600px (w) x 150px (h)
To ensure maximum visibility for the Industry Symposia announcement and to not overwhelm delegates, symposia related eBlasts will be sent on selected dates. In order to respect this schedule, you must provide the Conference Secretariat with the ready to use e-mail text, including content & layout, in HTML format and a jpeg/png format, by no later than June 17, 2020.
Failure to submit the correct format or content within the agreed time will result in you losing your spot without replacement.
Onsite Program, Abstract Book
Approved symposia programs will be published in the Industry Symposia section of the WCLC 2020 Onsite Program Book. This listing will only include title, date and location. Abstracts related to Industry Symposia will not be included in the WCLC 2020 Abstract Book nor in the separate CME Pocket Program Booklet which will be distributed to all delegates at the time of registration.
Industry Symposia organizers are entitled to place up to 3 pieces of promotional signage in accordance with the guidelines below.
Structure: Self standing
Dimensions: 1m wide x 2m high (max)
Placement: Limited to specific areas and times (see below).
Display Times: Promotional signage may only be displayed during specified times in accordance with CME requirements. In general, displays are restricted to windows to time (approximately 5 hours) immediately before the activity. You will receive specific guidance closer to the activity.
When placing your signage, it is prohibited to move any conference signage or any other signage that is already placed. All signage related to your symposium must be removed promptly after your symposium. All signage left on display after this time will be removed by Conference management. Additional labor charges may apply.
A PDF sample of your signage must be provided to the Conference Secretariat for approval no later than June 5, 2020.
Your personnel or agents may not distribute any Industry Symposia literature directly to WCLC delegates at the conference hotels nor at the Suntec Singapore Convention & Exhibition Centre, except from within your exhibit booth in the Conference Exhibition Hall.
Symposia organizers are responsible for handling pre-registration and onsite management of the event.
The Conference will extend five (5) complimentary single day registration for your onsite staff. Badges will be issued in the name of the symposium sponsor and distributed at the pre-con meeting. Additional badges can be purchased for EUR 300.00 each. Please contact the Conference Secretariat at wclc2020-industry at icsevents.com by July 3, 2020 if you require additional badges or have them customized with individual names and countries. If you do not provide us with the names for your badges by August 2, 2020 you will be provided with 5 badges in the name of the sponsoring company and the country of its head office.
The Conference does not provide any staff or volunteers to monitor your session. Hosts/hostesses can be hired through the Conference Secretariat. The deadline to order hosts/hostesses is June 5, 2020. New orders or increases received after June 5, 2020 will be based on availability and subject to a 20% late order premium fee.
Please contact the secretariat at wclc2020-industry at icsevents.com for information on how to hire hosts/hostesses for your symposium.
Food and Beverage
We strongly recommend offering food & beverages shortly before or after your symposium in order to attract delegates and optimize the interaction with your staff. All orders must be made through the Conference Secretariat.
Final selection and guaranteed numbers must be provided no later than May 15, 2020. Final guaranteed numbers cannot represent an increase of more than 25% over the minimum guaranteed numbers. New orders or increases received after May 15, 2020 will be subject to a 30% rush/late order premium fee. Onsite changes/increase will be looked at on a case-by-case basis pending availability with the venue.
Expenses related to food & beverages are the sole responsibility of the meeting planner hosting the event. Payment in full, will be required upon confirmation of the order within 30 days of the invoice date.
Please contact the IASLC WCLC 2020 Conference Secretariat at wclc2020-industry at icsevents.com for the F&B menus and any questions.
Additional AV required for your symposium must be ordered through the official supplier and the Conference Secretariat. You must also check in advance with the Conference Secretariat if you wish to bring your own technical support company (possible only in particular cases).
Final AV requirements must be received by the Conference Secretariat by June 5, 2020. New orders or changes received after July 5, 2020 will be subject to a 20% late order premium fee.
Contact the IASLC WCLC 2020 Conference Secretariat at wclc2020-industry at icsevents.com for more information on additional AV orders.
Lead Retrieval devices are available at an extra cost for your organization to capture information on delegates attending your symposium. Please note that the scanners do not come with any staffing to operate them.
Slide Review Room Requests
A limited number of meeting rooms are available at an additional charge. If you require a slide review room prior to your symposium, please fill out the WCLC 2020 Advisory Board and Ancillary Meeting application form. Please provide us with as many details as possible in your application and we will be happy to send you a proposal.
We will be happy to meet your team once in Singapore to review your meeting and discuss final logistics.
Pre-con Onsite Meetings will be scheduled for August 6,7 and 8, 2020.
An invoice will be sent on receipt of your order. All items are sold on a first come‐first paid basis. Items will be considered sold only upon receipt of payment. In order to avoid delays, we highly recommend all orders/agreements be placed online or via email. The Conference will not take any responsibility for late or undelivered agreements via mail. Items and rates are subject to change without notice.
PAYMENT: Due 30 days from date of invoice or as indicated. The Conference reserves the right to render this order null and void without notice if payment is not received by the due date.
CANCELLATION: Cancellation must be in writing. 25% cancellation fee will apply up to July 5, 2020. No refunds after this date. The Conference reserves the right to resell any Sponsorship items.
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