Questions regarding Satellite Events should be directed to:
Lauren Belanger
Associate Manager, Exhibits/Satellite Events
214-706-1353
lauren.belanger@heart.org
Satellite Event Frequently Asked Questions
GENERAL INFORMATION
- Do you offer right of first refusal?
- What is the average attendance for industry sponsored symposia?
- How do I find available service contractors?
APPLICATION PROCESS
- Is there an application deadline?
- Does the application fee include room rental and catering?
- How do I know if my event is approved?
- What happens when an application form is denied?
EVENT DETAILS
HOTEL INFORMATION
- Where are Unofficial Satellite Events held?
- Who assigns meeting space at the hotel(s)?
- How do I request hotel (sleeping) rooms?
INVITATION/PROMOTIONAL MATERIAL
- What are the regulations regarding promotional material?
- What is the AHA disclaimer wording?
- How do I submit promotional material for approval?
Do you offer right of first refusal to commercial supporters?
We do not offer right of first refusal or priority assignments for Unofficial Satellite Events. All applications are received on a first come first serve basis and are at the discretion of AHA for approval.
What is the average attendance for industry sponsored symposia?
Industry sponsored symposia are not part of regular AHA programming therefore we do not track attendance.
How do I find available service contractors?
USE holders may contract through AHA preferred contractors for such services as lead retrieval, audio visual, floral or other needed services.
Is there an application deadline?
Unofficial Satellite Event applications will be accepted until October 21 or space runs out.
Does the application fee include room rental and catering?
No. The application fee is an administrative fee. All room rental and catering fees are additional.
How do I know if my event is approved?
Upon approval, a confirmation e-mail will be sent to the person listed as the Event Organizer. This happens approximately 2-3 business days from time payment is received.
What happens when an application form is denied?
The Event Organizer contact listed on the Unofficial Satellite Event Application Form will be contacted. If the situation is rectified, the application form will be reviewed again.
How do I make changes to my approved event?
You confirmation e-mail will include a link to your online event booth. You will be able to make changes at that time.
What are event details and how do I submit them?
Event details are specifics about an Unofficial Satellite Event provided to the AHA upon finalizing arrangements with the hotel. With the event organizer’s permission, this information can be posted online and published in official meeting publications on the AHA website. Once your Unofficial Satellite Event has been approved, you will receive instructions on how to submit your event details.
Where are Unofficial Satellite Events held?
Unofficial Satellite Events can only be held at hotel(s) and select venues. The AHA does not hold space at the convention center for these activities.
A list of area hotels and venues holding space for Unofficial Satellite Events will be included in your approval letter.
Who assigns meeting space at the hotel(s) or venue?
After you receive a letter of approval, you may work directly with the hotel/venue to book your event space. Submit a copy of your letter of approval to the hotel/venue to secure your meeting space.
Important! The AHA does not participate in assigning space for Unofficial Satellite Events.
How do I request hotel (sleeping) rooms?
Requests for hotel rooms must be made through AHA’s official housing bureau, Travel Planners.
Important! Attention Third-Party Agencies: All rooms needed to accommodate staff for Unofficial Satellite Events must be arranged by the exhibitor through the Exhibitor Housing Process. See the Registration and Housing section for details.
What are the regulations regarding promotional material?
- Promotional materials must be approved by the AHA prior to printing and/or distributing.(Content slides to be presented at a symposium do not have to go through an AHA approval process. The only marketing materials needed to be reviewed are invitations, mailers, flyers, signage, and brochures.)
- Who approves my mailers, flyers, signage and brochures?Mailing List — Please submit a final postcard or mailer to exhibits@heart.org for approval prior to the mailing list request.
Upon AHA approval, we will provide you a promotional code for release of your mailing list.Please submit all other related materials directly to Ascend Media. Contact information will be given to you upon contracted agreement.
- Use of the Association’s symbol or logotype The American Heart Association’s insignia, heart and torch logo, logotype or other identifying marks may not be used by exhibitor in its signs, advertising or promotions in any media, or on descriptive product literature, either inside or outside the exhibit area, without the AHA’s prior express written permission. Exhibitors may simply and factually refer to their presence at the AHA meeting using AHA’s name in non-stylized font only. No endorsement by the AHA of the exhibitor or its goods or services, expressed or implied, is permitted or intended.
- All invitations and promotional materials for Unofficial Satellite Events must include the following wording on the front cover of the promotional material:”This event is not part of the official Scientific Sessions as planned by the AHA Committee on Scientific Sessions Programming.”
Important! The disclaimer font size must be a minimum of 10 point Helvetica (or similar font type).
- Approved distribution methods for promotional material – All available promotional opportunities can be found here.
- Disapproved distribution methods for promotional material – Please visit the AHA USE Rules & Regulations for a complete listing of unacceptable activities.
What is the AHA disclaimer wording?
“This event is not part of the official Scientific Sessions as planned by the AHA Committee on Scientific Sessions Programming.”
Important! The disclaimer font size must be a minimum of 10 point Helvetica (or similar font type).
How do I submit promotional material for approval?
E-mail a final copy of promotional material, in PDF format, to exhibits@heart.org
We will try to approve within 24 hours but during peak times allow up to 72 hours for processing.
AHA will contact you via email with an approval or change request.
