Subspecialty Societies are required to adhere to all scientific program and meeting requirements. Please review all guidelines below and use as reference when planning your events. Acknowledging these guidelines is required when completing the 2023 Meeting Request Form.
The Specialty Society agrees to:
- Meet in conjunction with the AUA Annual Meeting.
- Coordinate all activities with AUA Conventions & Meetings staff for events held in conjunction with the AUA Annual Meeting.
- Require that individuals attending the Specialty Society meeting register for the AUA Annual Meeting and keep the Specialty Society meeting free of charge. This includes, but is not limited to, Program Chairs, presenters and moderators.
- Create a separate and distinct program for the Specialty Society meeting. The AUA has the right to review and reject a Specialty Society's program if it competes with AUA's Annual Meeting program. If the program features scientific abstracts, those papers must be solicited, reviewed and entirely managed by the Society and will not be part of the AUA abstract submissions process.
- Replace faculty if requested by the AUA should it be determined their role on the program is a potential conflict.
- Communicate directly to Program Chairs, speakers, and moderators on behalf of AUA regarding, but not limited to, Conflict of Interest policies, presentation submission deadlines, faculty invitations, and registration requirements.
- Submit on a continuous basis any changes to the program (presentation titles, added content, and new speakers or moderators). All changes must be highlighted in the program to ensure the website and promotional materials are updated accurately.
- Abide by all ACCME requirements and deadlines if requesting the program be designated as CME.
- Adhere to all scientific program and faculty list submission deadlines for CME and Non-CME programming.
- Release any unused meeting space by the deadline assigned by AUA.
- Recognize that AUA has the right to move a program’s room location or venue to accommodate other AUA activities, if needed.
- Adhere to recommendations for extra equipment and labor, at the Society's expense, as provided by AUA's official audio-visual services partner to ensure a successful program. Societies may not use other audio-visual providers.
- Adhere to audio-visual service order deadline with AUA’s contracted vendor to avoid a 25% late fee. Late fees are at the expense of the Society.
- Assume financial responsibility for any additional expenses associated with activities outside of the allotted programming hours noted (ie: industry symposia, lunch functions, and/or receptions, etc.).
- Pick up and return lead retrieval scanners on-site, scan attendee badges at meeting room entrance, and pay $1,000 each for any lost or unreturned device.
The American Urological Association agrees to:
- Provide an appropriate number of AMA PRA Category 1 Credit(s) ™ respective to the scientific content if CME is requested.
- Provide complimentary meeting space and initial room set.
- Provide a complimentary *standard audio-visual package (for the main general session only) with electrical
*Standard audio visual package includes: screen, laser pointer, LCD package, digital speaker timer, mouse control to lectern, presentation PC with flat panel monitor, VGA switcher, LCD flat panel confidence monitor, A/V technician, computer audio interface for PC audio, microphones (1 wired podium mic, up to 2 table mics max, up to 2 standing mics max). Electrical charges associated with standard a/v package are absorbed by AUA in the Specialty Society’s main meeting room only. Additional a/v components or electrical may be added to this package at the Society’s expense and will be billed direct from AUA’s official vendors. - Notify the Society as soon as possible if any changes to the meeting location are AUA will make all reasonable efforts to avoid disruption to planning.
- Provide complimentary basic signage (for the main general session only).
- Provide contact information for the facility, decorator, caterer, AV, temporary staffing services, for directly ordering additional required services above those provided by AUA (i.e. food & beverage, poster boards, temporary staff, etc.).
- Publish the Specialty Society’s meeting program on the 2023 Annual Meeting website, virtual platform, mobile app, and in printed materials.
- Provide a mini-marketing kit to assist in promoting the Subspecialty Society meeting.
- Provide lead retrieval device(s) and post-show attendance
- Provide agreed upon honoraria, if applicable, to be used for speaker expenses. Payment will be mailed after the Annual Meeting.
- Provide attendee evaluation results after the meeting, upon request.