Login
Menu ☰ x
Print

ARVO Annual Meeting Ancillary Events Policy

 
Background

The ARVO Board of Trustees has recognized that Annual Meeting attendees seek to maximize their networking opportunities and fulfill their professional responsibilities while at a location with so many of their colleagues. To accomplish these goals ARVO makes space available in ARVO-controlled meeting facilities (convention center or block hotels) for events which do not compete or conflict with ARVO sessions.

Definition of Ancillary Events

Ancillary Events are non-ARVO-sponsored special group events held in conjunction with the ARVO Annual Meeting. Ancillary Events are not planned or sponsored by ARVO. Examples of ancillary events include:

  • Business Meetings: Meetings of non-commercial editorial boards, non-profit organization boards, or other non-ARVO committees/working groups, study groups, etc.
  • Exhibitor Internal Meetings: Meetings for ARVO exhibitor's corporate personnel: ARVO exhibitor hospitality suites
  • Investigator Meetings: Meetings for investigators of ongoing research
  • Social Events: Receptions, dinners, alumni events, reunions and specialty groups where there is no educational/scientific program presented

Ancillary Events may not include a scientific program with presentations, posters or lectures, nor include marketing demonstrations or other sales efforts.

All participants in Ancillary Events must be registered for the Annual Meeting.

Scheduling of Ancillary Events

Events with more than 15 attendees may not be scheduled in conflict with ARVO sessions.

Event Requests
  • Event requests must be made on official forms and approved by ARVO, regardless of the location of the event. Fees vary based on the type of event and timing of the request. See current year ARVO Annual Meeting website for details.
  • Event organizers must be associated with ARVO and/or the eye and vision research community. Events should be planned and scheduled in support of the ARVO Annual Meeting.
  • Commercial organizers of Events must be supporters of the ARVO Annual Meeting at the value of not less than the cost of an inside 10x10 booth. Commercial event organizers who are not exhibitors will incur additional service charges for multiple events.
  • All room charges and admin fees must be paid promptly and non-payment may result in action by ARVO. 
  • The use of the ARVO logos, trademark or name in conjunction with publicity must be pre-approved. ARVO may not be represented as cosponsoring an event unless a formal request has been submitted to and approved by ARVO.
  • Conducting demonstrations and/or displays of commercial products will not be permitted during Events.
  • Promotional materials must be approved by, and coordinated with, ARVO when placed in ARVO-controlled meeting facilities. Each sign must state that “This event is not organized or sponsored by ARVO.” Organizers must remove any meeting-related materials from their assigned rooms at the conclusion of the event.
  • Meeting space will be assigned on a first-come, first-served basis.
  • ARVO will not endorse or financially support scientific meetings other than those organized or cosponsored by ARVO.
Breach of Policy

Organizers must adhere to the responsibilities outlined in the policy and on the official forms to avoid cancellation of the activity. Failure to adhere to the policy may result in refusal to allow company or group the opportunity to exhibit or hold symposia, meetings or other events in ARVO-controlled meeting facilities in current year or a specified number of future years.

Revised and Approved: ARVO Board of Trustees, August 2024

ARVO® 5515 Security Lane, Suite 500, Rockville, MD 20852, 240-221-2900