2022 Tandem Meetings | Transplantation & Cellular Therapy Meetings of ASTCT and CIBMTR
Guidelines for Ancillary Meetings
The 2022 Tandem Meetings offer an ideal opportunity for supporting organizations to hold an ancillary meeting. Submit an application by completing the Tandem Meetings Ancillary Meeting Request Form by Friday, April 15, 2022.
Early requests are appreciated and are more likely to receive preferred space and time. A $250 non-refundable application fee for any meeting taking place at the Salt Palace Convention Center must accompany each request. Ancillary Meeting space will not be assigned prior to Wednesday, March 2, 2022. Applications will be accepted and approved in order of receipt. The request may be referred to the Tandem Meetings Organizing Committee if additional review is required. Decisions of the Organizing Committee are final.
Please send questions to: TandemMeetings@mcw.edu.
Types of Ancillary Meetings typically approved by the Tandem 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 submission must be granted approval. Ancillary meetings are not developed, sponsored, planned, or managed by the Tandem Meetings and may not be promoted in any way as Tandem Meetings activities. All promotional materials for ancillary meetings must include the following statement: “This meeting is NOT an official program of the Tandem Meetings of ASTCT & CIBMTR”. Other than approved educational symposia (see Satellite Symposia Supplement), and approved Product and Innovation Theaters (see Product and Innovation Theater Supplement), 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 Tandem Meetings attendees outside of the programs approved by the Tandem Meetings via the Product and Innovation Theater Supplement and the Satellite Symposia Supplement.
Ancillary Meetings may not conflict or compete with Tandem 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 the Tandem Meetings for the annual meetings, and those within the immediate vicinity of the annual meetings location. Signage and/or distribution of any ancillary meeting announcements or promotion materials must be approved by Tandem Meetings staff. Any use of the Tandem Meetings, ASTCT or CIBMTR logos must be pre-approved. Unauthorized hotel room door drops are strictly prohibited.
Blackout times are as follows:
  • Saturday, April 23
    • 8:30 a.m.- 10:00 a.m. MT | 10:30 a.m. - 12:00 p.m. MT | 2:00 p.m. - 6:11 p.m. MT
  • Sunday, April 24
    • 8:30 a.m. - 10:00 a.m. MT | 10:30 a.m. - 12:00 p.m. MT | 2:00 p.m. – 7:15 p.m.
  • Monday, April 25
    • 8:30 a.m. - 10:00 a.m. MT | 10:30 a.m. – 12:00 p.m. MT | 4:00 p.m. – 11:59 p.m. MT
  • Tuesday, April 26
    • 8:15 a.m. - 9:45 a.m. MT | 10:00 a.m. - 11:30 p.m. MT | 1:15 p.m. - 5:30 p.m. MT
Ancillary Meetings and function space is assigned first-come, first-served, subject to availability. After Ancillary Meeting is approved and space is assigned by Tandem Meetings staff, the organizer will be provided with contact information for the venue services manager and Freeman Audio Visual. The Tandem Meetings AV vendor, Freeman AV, is the only vendor that may be used for on-site audio-visual equipment. 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 the Tandem Meetings, ASTCT, CIBMTR, The 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 Tandem Meetings staff. Violators of any guidelines, restrictions, and rules associated with ancillary meetings will jeopardize participation in future Tandem Meetings. Tandem Meetings reserves the right to cancel any ancillary meeting or event at any time.