Affiliate Events - Annual Meeting

Eligible meetings and events organized by exhibitors, universities, non-profit organizations, and government entities may be held in conjunction with the ACR/ARHP Annual Meeting. Any meeting or event that involves ACR scientific meeting attendees hosted by a company or organization, regardless of exhibiting status, is considered an affiliate event and must be approved by the ACR.

All third-party agencies acting on behalf of an exhibiting company are expected to adhere to ACR exhibitor rules and regulations, including all affiliate event guidelines. The exhibiting company will be held responsible for the activities of any third-party agency appointed on its behalf.

Eligibility

To hold an affiliate event, you must be one of the following:
  • 2018 exhibitor (If the ACR receives notice that an exhibiting company cancels exhibit space, all affiliate event approvals, we well as housing reservations, badges, etc., will be cancelled.)
  • non-profit organization
  • university, college or school of medicine
  • division of the government

Application

Organizations that wish to host an affiliate event must complete the Affiliate Event Application.

Apply Now

Approved Times, Policies, and Categories

Meetings and events must adhere to the policies, rules and regulations, and guidelines below and must be approved by the ACR. Events cannot offer CME (except for approved industry symposia). The ACR does not allow signs, banners, or hospitality/registration desks in lobbies or in any public areas of hotels or the convention center publicizing affiliate events. One sign placed directly outside the assigned meeting room is permitted.

Affiliate events may be held during the times below and in the Affiliate Events Schedule. All other times are reserved for ACR programming. Onsite registration for affiliate events may not begin before the approved event time.

Non-Attendee Meetings
Non-attendee meetings are any event at which only full-time employees of the organization will be present.

  • Cannot include ACR attendees unless the individual is an employee of the company or sits on the board
  • May not offer CME

Approved Times - unrestricted

Attendee Meetings
Attendee meetings are any event in which ACR attendees will be present. Attendee meetings include:  advisory boards, committee meetings, focus groups, investigator meetings, social functions

  • Speakers may be engaged provided they are primarily employed by the supporting organization.Primarily employed is defined as 50 percent or more of an individual’s working time.
  • May not offer CME

Approved Times – Industry Events
October 19 - unrestricted
October 20 -  before 7:30 AM and after 6:30 PM
October 21 -  before 7:30 AM and after 8:30 PM
October 22 -  before 7:30 AM and after 8:30 PM
October 23 -  before 7:30 AM and after 8:30 PM
October 24 - after 12:30 PM

Approved Times - University, Government, and Non-profit Organizations
October 19 - unrestricted
October 20 - before 4:30 PM and after 6:30 PM
October 21 - before 7:30 AM and after 6:30 PM
October 22 - before 7:30 AM and after 6:30 PM
October 23 - before 7:30 AM and after 6:30 PM
October 24 - after 12:30 PM

University, government, and non-profit organizations may hold committee meetings from 12:30 PM to 2:30 PM.

Hospitality Suites
Hotel hospitality suites can be reserved by exhibitors and used for social events and any of the other approved meeting types.  The meeting/event must adhere to the guidelines and approved times and must be approved by the ACR. To obtain a hospitality suite, contact ACR Housing and Registration.

Convention Management Resources (CMR)
101 Mission Street, Suite 200
San Francisco, CA 94105
ACRhousing@cmrus.com
800-990-2446 or 415-979-2286 (6:00 AM - 6:00 PM PT)

Industry Supported Symposia
Companies interested in offering a symposium should refer to the Industry-Supported Symposia Guidelines. There is a separate application process for this type of event.

Fellows-in-Training/Medical Students/Residents Events
Any event or activity other than ACR events/activities is prohibited from October 18 - October 24.

What you Need to Know

To make sure your events are in compliance, refer to the Approved Times, Policies, and Categories on this page and the Exhibitor Rules and Regulations.

After submitting your application, you will receive an email approval from the ACR, which will contain contact information for the major hotels.

Approval of your event does not guarantee there will be space available for your event at a particular hotel. Hotels may charge a fee to cover set-up and labor costs if your event does not provide a minimum amount of food and beverage orders.

The ACR is not responsible for contractual agreements made by event organizers or for any costs associated with or incurred by affiliate events.

ACR reserves the right to cancel any meeting that does not adhere to ACR guidelines.  The ACR will not be responsible for any costs incurred for cancelled events.

Marketing materials, agendas, and handouts must be in compliance with the Promotional Materials Guidelines.

Housing for Affiliate Events
Requests for hotel rooms must be made by the supporting organization through the online exhibitor housing process.  Organizers of affiliate events should contact the exhibiting company’s official contact person to reserve hotel accommodations.  For more information, see Exhibitor Housing.

Signs/Information Desks
The ACR does not allow information desks in public spaces of the official ACR hotels or the convention center for exhibitors, affiliate events, or groups.

The ACR does not allow signs or banners in lobbies or in any public areas of hotels or the convention center publicizing affiliate events.  One sign placed directly outside the assigned meeting room is permitted.

No reference to the ACR, ARHP, or Rheumatology Research Foundation (The Foundation) may be included.

If transportation is being provided (see below), up to two persons may hold hand-held signs directly next to the vehicle 30 minutes prior to the stated departure time.  Signs are not permitted inside the convention center.  Individuals holding hand-held signs must be professionally attired.

Transportation
Space for affiliate buses at McCormick Center and official ACR hotels is limited.  Buses cannot interfere with the official ACR shuttle service.  Approval must be obtained in advance to use driveways or bus lanes at ACR venues.  Contact Erroll Hotard at erroll@eventtrans.com or 888-447-4387, ext. 330 or 877-865-3437.  Transportation for affiliate events may not begin prior to 15 minutes before approved event times.

Third Party Planners
The exhibiting company will be held responsible for the activities of any third-party agency appointed on its behalf.  It is the responsibility of the exhibiting company to disseminate the rules and regulations for the ACR/ARHP Annual Meeting among its staff and affiliates.  Any violations by a third party will be considered a violation by the company and will be dealt with as outlined in the exhibitor rules and regulations.