2020 TCT | Transplantation & Cellular Therapy Meetings of ASTCT and CIBMTR
Ancillary Meetings
Guidelines for Ancillary Meetings:

TCT | Transplantation & Cellular Therapy Meetings of ASTCT and CIBMTR (TCT Meetings) offers an ideal opportunity for supporting organizations to hold an ancillary meeting during the annual conference. Applications must be made by completing the TCT Meetings Ancillary Meeting Request Form online no later than two weeks prior to the official start date of the TCT Meetings. Early requests are appreciated and are more likely to receive preferred space and time. A $150 non-refundable application fee for any meeting taking place at the World Center Marriott must accompany each request. After February 1, 2020 the non-refundable application fee is $250.

Complete the Meeting Request Form after reviewing the guidelines below. Ancillary meeting space will not be assigned prior to December 1, 2019. Applications will be accepted and approved in order of receipt. The request may be referred to the TCT Meetings Organizing Committee if additional review is required. Decisions of the Organizing Committee are final. Questions can be directed to TCTMeetings@mcw.edu.

Types of ancillary meetings typically approved by the TCT Meetings include: 
  • Advisory Board meetings
  • Investigator meetings
  • Internal sales meetings
  • Business meetings 
  • Non-profit organization meetings
  • Business meetings
  • Receptions

Each ancillary meeting requires submission of a separate ancillary meeting application and each must be granted approval. Ancillary meetings are not developed, sponsored, planned or managed by TCT Meetings and may not be promoted in any way as TCT Meetings activities. All promotional materials for ancillary meetings must include the following statement: “This meeting is NOT an official program of the TCT Meetings of ASTCT & CIBMTR”. Other than approved educational symposia (see Satellite Symposia Supplement), and approved product theaters (see Product Theater Supplement), TCT 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 TCT Meetings attendees outside of the programs approved by the TCT Meetings via the Product Theater Supplement and the Satellite Symposia Supplement.
Ancillary meetings may not conflict or compete with TCT Meetings sponsored functions or educational sessions. Please review our online agenda to assist in avoiding these sessions; blackout times are also listed below. These blackout times apply to all hotels, conference centers, convention centers and/or other meeting venue(s) reserved by TCT Meetings for the annual meetings, 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 TCT Meetings. Any use of the TCT Meetings, ASTCT or CIBMTR logos must be pre-approved. Unauthorized hotel room door drops are strictly prohibited.

Blackout Times are as follows:
  • Wednesday: 8:10-10 AM, 10:30-12 PM, 2:45-6:30 PM
  • Thursday: 8:30-10 AM, 10:30-12 PM, 4:45-6:45 PM
  • Friday: 8:30-10 AM, 10:30-12 PM, 2:45-7:00 PM
  • Saturday: 8:30-10 AM, 10:30-12 PM, 4:45-11:30 PM
  • Sunday: 8:30-10 AM, 10:30-1 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 TCT Meetings, the organizer will be provided with contact information for the venue services manager and Freeman Audio Visual. The TCT Meetings AV vendor, Freeman AV, is the only vendor that can be used for on-site audio visual. 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 TCT Meetings, ASTCT, 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 TCT Meetings. Violators of any guidelines, restrictions and rules associated with ancillary meetings will jeopardize participation in future TCT Meetings. TCT Meetings reserves the right to cancel the ancillary event at any time.

Need Assistance?
Registration: TCTMRegistration@conferencedirect.com
Abstract Questions: TCTabstracts@astct.org
General Conference Questions: TCTMeetings@mcw.edu