Industry Supporter Policies
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Basis of Application
By submitting a Sponsorship Request Form, the Industry Supporter agrees to the Policies, Terms, and Conditions outlined in the ACTRIMS 2027 Sponsorship Prospectus as well as all supporting documentation, including, but not limited to, the Business Suite & Business Pod Manual, Industry Showcase Manual, and the Industry Supported Satellite Symposium Manual.
The Industry Supporter’s submission of a Sponsorship Request Form or an Industry Supported Satellite Symposium Application is an offer to ACTRIMS to sponsor an activity, symposium, or presentation, and a binding contract between the Industry Supporter and ACTRIMS will only be formed when a formal invoice is sent by ACTRIMS to the Industry Supporter. The person signing the Request Form or Application on the Industry Supporter’s behalf shall be deemed to have full authority to do so and shall have no right to claim against ACTRIMS that such person or persons did not have such authority.
ACTRIMS reserves the right in its sole discretion to refuse to accept any Sponsorship Request Forms or Industry Supported Satellite Symposium Applications.
Policies, Terms, and Conditions
ACTRIMS shall have the authority to interpret and enforce these Policies. All matters not covered by these Policies are subject to the decision of ACTRIMS and shall be binding to all parties. Industry Supporters are responsible for ensuring that all employees, contractors, and representatives participating in the ACTRIMS Forum are familiar with and comply with these Policies. Any Industry Supporter that fails to observe these Policies may be removed from ACTRIMS event(s) without refund.
Standards of Independence
ACTRIMS and the accredited CE provider adhere to the standards of independence as defined by the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education.
Indemnification
Each Industry Supporter agrees to indemnify, defend, and hold harmless ACTRIMS and any official contracted service provider, hotel, or venue (collectively, the “Indemnified Parties”), as well as their respective officers, directors, employees, agents, and contractors, from and against any and all claims, liabilities, damages, losses, or expenses (including reasonable legal fees) incurred by or asserted against the Indemnified Parties arising out of or in connection with:
Any injury to persons or damage to physical or intellectual property
Any breach of contract
Any act or omission of the Industry Supporter or its employees, agents, or contractors
Each Industry Supporter further agrees to be solely responsible for any claims arising out of its own negligence or willful misconduct, including that of its employees, agents, or contractors.
ACTRIMS Event Responsibilities
Except as otherwise described, ACTRIMS is responsible for planning and managing the Forum, including scientific programming, educational content, and sponsorship opportunities.
Amendments
These Policies may be amended at any time without notice and all amendments shall be binding to Industry Supporters.
Additional ACTRIMS Policies
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All support commitments are final. Complete payment is due immediately upon receipt of the invoice from ACTRIMS. If an Industry Supporter cancels or defaults on any commitment for any reason, written notice to ACTRIMS is required and the full support commitment payment is due.
ACTRIMS may cancel or modify the meeting format (e.g. virtual, hybrid, etc.) without liability to the Industry Supporter upon the occurrence of any event or circumstance beyond their control, including, but not limited to, acts of God, declared war or acts of terrorism in the United States, government regulations, declarations of pandemic or epidemic, disaster, strikes, or civil disorder to the extent that such event or circumstance makes it illegal or impossible for ACTRIMS to hold the event.
In good faith, ACTRIMS will work with each individual Industry Supporter to deliver the support benefits as originally planned if a modified meeting format is available, and/or offer revised support option(s) while adhering to the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education.
Revised support option(s) are at the sole discretion of ACTRIMS and may include, but are not limited to:
A refund for the surplus of funds, less a percentage of the total value for the sponsorship recognition received to date, plus any non-refundable deposits or payments ACTRIMS has made to fulfill the sponsorship commitment. ACTRIMS has sole discretion over the final refund amount.
Option to transfer the surplus of funds to a future ACTRIMS program.
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Industry Supporter Eligibility
Any entity producing, marketing, reselling, or distributing healthcare goods or services not consumed by patients is eligible to support ACTRIMS event(s). For example, a pharmaceutical company may support ACTRIMS programs; however, a company’s consumable drug or product may not be considered an Industry Supporter. Rather the pharmaceutical company could promote their drug or product through their corporate sponsorship whereas permitted by ACTRIMS.
Industry Registration
For events where industry representative attendance is permitted, all registrants will be required to provide professional demographic information, including an indication of employment by a pharmaceutical company or commercial entity and whether the registrant is employed in a research role.
Regulatory and Compliance Requirements
All products, services, and promotional activities associated with the ACTRIMS Forum must comply with applicable United States federal, state, and local laws and regulations. Industry Supporters are responsible for ensuring that all promotional, educational, and scientific materials and activities comply with applicable regulatory requirements and industry codes.
Products or indications that have not been approved by the U.S. Food and Drug Administration (FDA) may only be presented in a scientific or educational context and must be clearly identified as investigational or not approved by the FDA. Promotional claims for investigational or unapproved products or indications are prohibited.
Industry Supporters are responsible for understanding and complying with all applicable regulations and standards, including, but not limited to:
Centers for Medicare & Medicaid Services (CMS), including the Open Payments (Sunshine Act) Program
AdvaMed – Code of Ethics on Interactions with Health Care Professionals
Applicable federal and state laws governing interactions with healthcare professionals, including restrictions on gifts, transfers of value, and reporting requirements
Industry Supporters are strongly encouraged to consult their internal legal and compliance departments to ensure all activities, materials, and interactions associated with the ACTRIMS Forum comply with applicable laws, regulations, and industry standards.
Promotion
ACTRIMS trademarks and logos, including all ACTRIMS event logos, are the property of ACTRIMS and may not be used without prior written approval. Detailed logo usage guidelines will be provided in the applicable sponsor manuals.
All printed and electronic promotional materials intended for distribution must be submitted to ACTRIMS for approval. If the final version does not comply with ACTRIMS guidelines, ACTRIMS may require the materials to be withdrawn, revised, and/or reprinted at the Industry Supporter's expense.
All Industry Supporter activities must be confined to the limits of their support commitment.
Any industry promotion or advertising within or adhered to ACTRIMS Forum-contracted hotels is prohibited.
Industry promotion and advertising is prohibited within a 1-block radius of the Phoenix Convention Center and all ACTRIMS Forum contracted hotels unless arranged as a sponsorship through ACTRIMS. An exception may be granted for transportation-based advertising delivered via rideshare services (e.g., Uber or Lyft), provided all such activities receive written pre-approval from ACTRIMS in advance.
Location-based digital advertising, including geofenced or geotargeted advertising directed at attendees within or surrounding the Phoenix Convention Center, contracted hotels, or other official Forum venue, is prohibited.
Distribution of lanyards is prohibited.
Door drops are prohibited at all ACTRIMS Forum contracted hotels.
Any promotions requiring entrance to guest rooms at ACTRIMS Forum contracted hotels, such as mirror clings, are strictly prohibited.
ACTRIMS reserves the right to stop any promotional activity that does not meet the above guidelines.
Transfers of any Industry Support commitment are strictly prohibited.
Solicitation & Sales
The Industry Hub is the designated location for structured Industry–Delegate engagement. All solicitation, sales presentations, product demonstrations, and business discussions must be conducted within the Industry Supporter's assigned Business Suite or Business Pod and may not occur elsewhere in the Phoenix Convention Center or official ACTRIMS Forum contracted hotels.
Contests, Drawings & Giveaways
Industry Supporters conducting contests, drawings, raffles, or giveaways in connection with the ACTRIMS Forum are solely responsible for complying with all applicable laws, regulations, industry codes, and venue requirements. ACTRIMS assumes no responsibility or liability for these activities. Industry Supporters are encouraged to consult their legal and compliance departments before implementing any promotional activity.
Photography, Video & Audio Recording
By registering and/or sponsoring the ACTRIMS Forum, participants acknowledge that photography, audio, and video recording may occur on the event premises and therefore consent to the release, publication, or reproduction of such material for promotional purposes as directed by ACTRIMS without compensation.
Industry Supporters may photograph or record their own products or events within their Business Suite or Business Pod but may not photograph or record other Industry Supporter spaces, products, or events. Industry Supporters are responsible for collecting consent of any filmed, recorded, or photographed person. In cases where consent cannot be collected, Industry Supporters are required to blur any faces or make people and trademarks unrecognizable. Any photography, audio, and video recording activities by Industry Supporters must be pre-approved by ACTRIMS.
No-Show Policy
Any Business Suite or Business Pod unoccupied at the start of the opening of the Industry Hub may be regarded as a “no-show.” The Industry Supporter will be deemed to have canceled the Business Suite or Business Pod contract, resulting in the Industry Supporter paying 100% of the total contracted space fee. All freight will be removed from the Business Suite or Business Pod and returned to the loading dock at the Industry Supporter’s expense. ACTRIMS will be free to utilize the Business Suite or Business Pod at their discretion.
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ACTRIMS reserves the right to refuse sponsorships, meetings, or curtail activities, and close all or parts of meetings or activities that do not comply with ACTRIMS’ program policies and guidelines. ACTRIMS will monitor Industry Supporter activities and review all announcements and promotions concerning compliance with these guidelines. Non-compliant or unprofessional activities may be immediately suspended by ACTRIMS.
Sanctions for Noncompliance with Guidelines
As a condition of participation in any ACTRIMS event, industry and non-industry participants agree to adhere to all meeting policies and guidelines. Violations will be reviewed by the Scientific Program Committee, and sanctions may be imposed. These sanctions include, but are not limited to:
Verbal or written warning from ACTRIMS outlining required changes to achieve compliance. A deadline for implementing changes will be provided.
If compliance is not achieved within the specified timeframe, the organization will receive a written notice signed by ACTRIMS legal counsel.
Loss of recognition as a supporter of the ACTRIMS program.
Support requests and financial investments may not be refunded.
The organization may be prohibited from participating in or supporting future ACTRIMS programs.
Appeals Process: Suspension from Future Meetings
Organizations sanctioned with suspension from future ACTRIMS meetings may appeal the decision within 30 days of receiving notice. Appeals will be reviewed by the Scientific Program Committee, whose decision will be final.