Ancillary Meetings

Complete the Ancillary Meeting Application and Agreement Form after reviewing the Ancillary Meeting Guidelines below. Ancillary Meeting space will not be assigned prior to December 1, 2016. Applications will be accepted and approved in order of receipt. The request may be referred to the BMT Tandem Meetings Organizing Committee if additional review is required. Decisions of the Organizing Committee are Final. 

Guidelines for Ancillary Meetings:

BMT Tandem Meetings offers an ideal opportunity for supporting organizations to hold an ancillary meeting during the annual conference. Applications may be made by completing the BMT Tandem Meetings Ancillary Meeting Request Form via Survey Monkey, no later than two weeks prior to the official start date of the BMT Tandem Meetings. Early requests are appreciated and are more likely to receive preferred space and time. A $100 non-refundable application fee must accompany each request.

Types of ancillary meetings typically approved by BMT Tandem Meetings include: 
  • Advisory Board meetings
  • Investigator meetings
  • Internal sales meetings
  • Business meetings 
  • Non-profit organization meetings
  • Business meetings
  • Hosted receptions

Each ancillary meeting requires submission of a separate Ancillary Meeting Application and Agreement Form and each must be granted approval. Ancillary meetings are not developed, sponsored, planned or managed by BMT Tandem Meetings and may not be promoted in any way as BMT Tandem Meetings activities. Other than approved educational symposia (see BMT Tandem Meetings Symposia Prospectus), and approved product theaters (see Product Theater information), BMT Tandem Meetings does not permit the development or implementation of symposia, educational activities or special programs that are supported by commercial firms, organizations, third party firms or universities and directed toward attendance and participation by BMT Tandem Meetings attendees outside of the programs approved by the BMT Tandem Meetings via the Product Theater Supplement and the Satellite Symposia Supplement.

Ancillary meetings may not conflict or compete with BMT Tandem Meetings sponsored functions or educational sessions. Please review our online agenda to assist in avoiding these sessions; blackout times are also listed below. This applies to all hotels, conference centers, convention centers and/or other meeting venue(s) reserved by BMT Tandem Meetings for the annual meeting, and those within the immediate vicinity of the annual meeting location. Signage and/or distribution of any ancillary meeting announcements or promotional materials must be approved by BMT Tandem Meetings. Any use of the BMT Tandem Meetings, ASBMT or CIBMTR logos must be pre-approved. Unauthorized hotel room door drops are strictly prohibited.

Blackout Times are as follows:
  • Wednesday: 8:30-10 AM, 10:30-12 PM, 4:45-6:45 PM
  • Thursday: 8:30-10 AM, 10:30-12 PM, 4:45-6:15 PM
  • Friday: 8:30-10 AM, 10:30-12 PM, 2:45-6:30 PM
  • Saturday: 8:30-10 AM, 10:30-12 PM, 4:45-6:45 PM, 8:00-11:30 PM
  • Sunday: 8:30-10 AM, 10:30-12 PM

Ancillary meetings and function space is assigned first-come, first-served, subject to availability. After the ancillary meeting is approved and space is assigned by BMT Tandem meetings, the organizer will be provided with contact information for the venue services manager and the BMT Tandem Meetings audio visual company. Audio visual companies outside of the BMT Tandem Meetings approved audio visual company are prohibited. The organizer is responsible for all aspects of logistics planning and guarantees as required by the venue, as well as costs associated with the ancillary meeting, including but not limited to labor costs, printing/photocopying, shipping and delivery charges, and other associated charges. Ancillary meeting organizers must assume full responsibility for the ancillary meeting, and will hold harmless BMT Tandem Meetings, ASBMT, CIBMTR, Medical College of Wisconsin, its officers, agents and employees from any and all liability associated with the ancillary meetings.

After approval, any changes to date, time or assigned meeting space must be approved by BMT Tandem Meetings and authorized by the venue. Violators of any guidelines, restrictions and rules associated with ancillary meetings will jeopardize participation in future BMT Tandem Meetings. BMT Tandem Meetings reserves the right to cancel the ancillary event at any time.