Planning a Presentation Theater Program - TCT

tctIn Partnership with the ACCReinventing The FutureEvery YearGUIDE TO PLANNING APReSENTATIONTHEATER PROgRAMat tctDirectorsMartin B. Leon, MDGregg W. Stone, MDCo-DirectorsGary S. Mintz, MD, Managing Co-DirectorGeorge D. Dangas, MD, PhDWilliam A. Gray, MDAjay J. Kirtane, MD, SMRoxana Mehran, MDOctober 27-November 1, 2013San Francisco, CAwww.tctconference.com

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctOverviewTable of contentsThis guide is designed to assist companiessponsoring a Presentation Theater program inplanning and managing their programs atTCT 2013. Included in this guide are specificspertaining to logistical management, promotionopportunities, and important deadlines to helpensure a successful program.If you have any questions or would likemore information, please contact:Elizabeth DeVita-CoyleProgram Project ManagerCardiovascular Research FoundationTel: 646-434-4381Fax: 646-434-4713E-mail: ecoyle@crf.orgFaculty Information .................................................................................................................................2Utilizing TCT Faculty...............................................................................................................................2Utilizing Non-TCT Faculty......................................................................................................................2Faculty Conflicts.....................................................................................................................................2Honoraria................................................................................................................................................2Speaker Ready Room............................................................................................................................2- Speaker Ready Room Hours...........................................................................................................2Logistical Information..............................................................................................................................3Audiovisual.............................................................................................................................................3Badge Policies........................................................................................................................................3Food and Beverage................................................................................................................................3Housing..................................................................................................................................................4Program Agendas...................................................................................................................................4Room Setup...........................................................................................................................................4Signage...................................................................................................................................................4Satellite Symposium Registration...........................................................................................................5Advance Registration (Preregistration)...................................................................................................5On-site Registration................................................................................................................................5Post-Meeting Reporting.........................................................................................................................5Promoting a Satellite Symposium...........................................................................................................6Promotion by the Cardiovascular Research Foundation........................................................................6- Attendance......................................................................................................................................6- Premeeting Promotion....................................................................................................................6- On-site Promotion...........................................................................................................................6Promotion by the Sponsoring Company................................................................................................7- Premeeting Promotion....................................................................................................................7- On-site Promotion...........................................................................................................................7TCTMD...................................................................................................................................................8Enduring Material Options......................................................................................................................8Official TCT Publications........................................................................................................................9Important Deadlines...............................................................................................................................10Transcatheter Cardiovascular Therapeutics 20131

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctFaculty InformationPresentation Theater programs generally havebetween two and four presenters including aprogram chair. The sponsoring company or itsorganizing agency is responsible for confirmingpresenters and communicating importantinformation about the Presentation Theaterprogram directly to the presenters.Utilizing TCT FacultyTCT faculty may be invited to speak at aPresentation Theater program, and there is nolimit to the number of TCT faculty included in asatellite symposium. The CardiovascularResearch Foundation will invoicePresentation Theater sponsors for onenight’s stay for each TCT faculty memberinvolved in the Presentation Theater,estimated at $350 per faculty (nightly rateplus taxes; this is an average cost andsubject to change).If a faculty member is scheduled to speak atseveral satellite symposia on the same day, thehousing cost will be equally divided amongsponsoring companies. Please note thathousing arrangements for TCT faculty are madeby the Cardiovascular Research Foundation.Presentation Theater sponsors will be invoicedfor the faculty member’s housing on or beforeJanuary 1, 2014, and payment must bereceived within 30 days of receipt of invoice.Utilizing Non-TCT FacultyWhile Presentation Theater program sponsorsare not required to use TCT faculty, CRF is notresponsible for any costs associated withnon-TCT faculty participation in a PresentationTheater program including, but not limited to,travel, housing, TCT registration fees,and incidentals.Faculty ConflictsThe Cardiovascular Research Foundationrequests that TCT faculty not commit toconflicting speaking engagements. Wheneverpossible, the Cardiovascular ResearchFoundation will notify the sponsoring companyor its organizing agency of any schedulingconflicts. However, the CardiovascularResearch Foundation is neither required to norresponsible for notifying sponsoring companiesor their organizing agencies of faculty conflictsor for resolving scheduling conflicts.HonorariaAlthough not mandatory, it is industry standardto pay honoraria to satellite symposiumpresenters. On average, satellite symposiumchairs are compensated $2,500 and otherpresenters are typically compensated $1,500for participation. Sponsoring companies arerequired to compensate presenters directly,regardless of whether the presenter is a TCTfaculty member.Speaker Ready RoomPresentation Theater presenters must visit theSpeaker Ready Room, located in the MosconeNorth Lobby, one day prior to the PresentationTheater Program to allow for sufficient time toreview slides. Speakers may not downloadtheir presentations in the PresentationTheater or use their own laptops.Please note the following presentation formatinstructions:• Microsoft Office PowerPoint (PPT and PPTXformats) with linked or embedded videoswill be accepted• Only fonts standard with Microsoft Office maybe used• All original video files, even if embedded,must be submitted• Videos must be saved in one folder;subfolders are not permittedThe Speaker Ready Room may be visited duringthe following hours:Speaker Ready Room HoursSaturday, October 263:00 pm-7:00 pmSunday, October 276:00 am-6:30 pmMonday, October 286:00 am-6:30 pmTuesday, October 296:00 am-6:30 pmWednesday, October 306:00 am-6:30 pmThursday, October 316:00 am-6:30 pmFriday, November 16:00 am-12:00 pmPlease note that if a presentation is notuploaded in Speaker Ready Room at leastthree hours (3) prior to the presentation time (orthe day before if you have one of the firstpresentations in the morning), the presentationmay not be properly recorded or included inany media distributed post show (eg, DVDs oronline distribution of the session’s content).Transcatheter Cardiovascular Therapeutics 20132

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctLogistical InformationAudiovisualStandard audiovisual (A/V) setup is included inthe Presentation Theater program applicationfee, which includes:• LCD projector• Front screen projection• A computer on the podium toadvance slides• Podium with microphone• Head table microphones (max 6)• One audience microphone for Q&A• Technical supportThe Presentation Theaters will be networked tothe Speaker Ready Room.Additional A/V equipment and services such asvideotaping may be ordered through PSAV.For additional information, including pricing,please contact:Stuart WoodSales Manager, PSAV Presentation Services925 Freeport Parkway, Suite 100Coppell, TX 75019Tel: 214-210-8111Fax: 866-312-4404E-mail: swood@psav.comSession Recording: MP4 VideoFile or DVDRecordings of your session are available forpurchase and will be delivered as an MP4 videofile or DVD. The recording captures the audioand slides of each presentation automaticallysynchronized. The final product is an electroniclanding page with links to individualpresentations. When the page is launched, themenu will contain a list of presentation titlesand speaker names as well as the TCT andcompany logos. Once downloaded, the landingpage and linked videos can be opened on alocal computer or on the Web if the companychooses to upload the files to a web server.Companies will also have the ability todownload individual presentation files in theirnative MP4 video format.Ovation will provide the download link byDecember 17, 2013. Files will be available fordownload until January 17, 2014. A singlemaster DVD with the files can be provided foran additional charge.PricingFormat: Audio-synced with slides as MP4 file*Electronic Delivery: $800DVD Deliverable: $1,000Delivery: Guaranteed by December 17, 2013* Screenshots are available by request. Formore information, please contact MicaelaEngland at mengland@ovationevents.com.Badge PoliciesAll persons associated with a PresentationTheater program, including presenters,organizers, and employees of the sponsoringcompany, are required to wear a TCT badge togrant them admission into the Moscone Center.Food and BeverageIncluded in the application fee for lunchtimePresentation Theater programs (12:30 pm) arebox lunches. The menu will be selected by theCardiovascular Research Foundation and willbe shared with the sponsoring companies at alater date. Sponsoring companies have theoption to upgrade or enhance the menu but willbe responsible for the upgraded/enhancedmenu costs. If ordering additional menu items,the Moscone Center requires that all menusbe ordered by October 4, 2013, and finalized10 business days prior to the PresentationTheater program.For additional information, including pricing,please contact:Robert DuncanThe Moscone Center, CateringTel: 415-974-4040 (office)Tel: 415-267-6427 (direct)E-mail: rduncan@moscone.comTranscatheter Cardiovascular Therapeutics 20133

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctLogistical InformationHousingHousing arrangements may be made throughthe official TCT Housing Bureau, ConventionManagement Resources (CMR), and can bemade online when registering for TCT.Sponsoring companies with representativeswho are not registered for TCT but requirehousing should contact Julie Noto atjnoto@cmrus.com or 504-872-9805.Program AgendasProgram agendas must be submitted to theCardiovascular Research Foundation byAugust 30, 2013. Agendas submitted afterthat date will not be included in the TCTSatellite Symposia Guide but will beposted on the TCT conference Web site,www.tctconference.com.Program agendas must be submittedthrough our online agenda system. Oncesponsors enter the agenda and click‘submit,’ the agenda will be sent to CRFfor review.Upon approval by CRF, the agenda will bepublished on the TCT conference Web site,www.tctconference.com.The online agenda submission site can beaccessed at industry.crf.org. In order tocreate your program in the online agendasystem, you will need to enter your username and password that will be provided toyou by e-mail.If you are unable to locate your user nameand password, please contact ElizabethDeVita-Coyle at ecoyle@crf.org.Room SetupPresentation Theater rooms are set up with onehead table, one podium, and a mix ofclassroom- and theater-style seating forapproximately 150 attendees. This setupmaximizes attendance and may not beadjusted. Presentation Theater rooms cannotaccommodate tables for product displays ordemonstrations. Due to security issues,sponsoring companies may access thePresentation Theater 30 minutes prior to thestart of the program.SignageThe sponsoring company or its organizingagency is responsible for providingone 28” x 44” sign to be placed outside themeeting room. Easels will be provided by theMoscone Center. Signs for the PresentationTheater programs placed elsewhere in theMoscone Center are prohibited (with theexception of the commercial supporter’s booth)and will be removed and discarded. Signs donot require approval by the CardiovascularResearch Foundation nor does the TCT logoneed to appear on the sign. Directional signs tothe Presentation Theater rooms are producedand placed by the Cardiovascular ResearchFoundation throughout the Moscone Center.Transcatheter Cardiovascular Therapeutics 20134

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctSatellite Symposium RegistrationConvention Management Resources (CMR), theofficial TCT Registration Bureau, will manageregistration for all TCT satellite symposia.The registration process will includepre-program and on-site registration,and post-program reporting.Advance Registration(Preregistration)Physicians and allied health professionals willbe prompted to register for satellite symposiumwhen they register for TCT starting in August2013. Industry professionals will not bepermitted to register for satellite symposia.Attendees registering online will be directed tothe complete satellite symposium schedule andcan register for programs of interest with asimple mouse click. Additionally, thoseattendees who have already registered for themeeting will receive e-mail notification fromCMR with a link to the online satellitesymposium registration page encouragingthem to register for satellite symposia.Although online registration is preferable,attendees may also register for a satellitesymposium by e-mail at TCTReg@cmrus.com.In early August 2013, the sponsoringcompany’s contact listed on the application willreceive a link and login credentials to CMR’sregistration reporting portal. This reportingportal will allow sponsors on-demand access tothe list of registered attendees for their satelliteprogram. The sponsoring company will alsoreceive this list directly from CRM every Fridaystarting in early August 2013. The reports willinclude the following attendee information:• Name• Affiliation• Mailing address• Phone*• Fax*• E-mail** Registrants may “opt out” of supplying phone, fax,and/or e-mail information. It is the CardiovascularResearch Foundation’s policy that the sponsoringcompany send a communication to registrants whohave supplied their phone, fax, and/or e-mailinformation requesting permission to be contacted inthe future instead of adding registrant details directly tosales and marketing databases.On-site RegistrationCMR will continue to collect registrations forsatellite symposia on-site at TCT, at the TCTAttendee Registration Desk, and at selfregistrationkiosks in the Moscone Center.Sponsoring companies or their organizingagency may pick up the most recent list ofregistrants for their programs at the registrationdesk on the afternoon before their PresentationTheater program.Sponsoring companies will receive twolead-retrieval systems on-site to track programattendance. The lead-retrieval systems requireone person per machine to swipe badges asregistrants arrive for the program. Lead-retrievalsystems may be picked up by the sponsoringcompany one hour prior to the start time of theirprogram at the lead-retrieval desk in theMoscone South Lobby. Presentation Theatersponsors are responsible for dropping off thelead-retrieval systems at the same locationwithin one hour of end of their program. Thesystems are battery operated and do notrequire electricity.Post-Meeting ReportingA complete list of Presentation Theaterprogram attendees collected from thelead-retrieval systems will be provided to thesponsoring company or organizing agency twobusiness days after the close of TCT via e-mail.Additionally, all sponsoring companies or theirorganizing agency will receive a comprehensivereport seven business days from the close ofthe meeting via e-mail.This report will contain a list of:• Those who preregistered for the satellitesymposium and attended• Those who preregistered for the satellitesymposium but did not attend• Those who registered for the satellitesymposium on-siteFor additional information or to order additionallead-retrieval machines, please contact:Crystal NaylonRegistration DirectorConvention Management Resources, Inc.Tel: 415-979-2244E-mail: cnaylon@cmrus.comTranscatheter Cardiovascular Therapeutics 20135

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctPromoting a Satellite SymposiumPromotion by the CardiovascularResearch FoundationThe Cardiovascular Research Foundationpromotes the satellite symposium schedulethrough several methods prior to as well ason-site at TCT.AttendanceWhile CRF makes every effort to promote andencourage attendees to attend your satellitesymposium, CRF cannot guarantee attendance.It is the sponsoring company’s responsibility tocreate awareness of its event at TCT throughpremeeting mailings and on-site promotions todrawn attendees to their satellite program.Premeeting PromotionThe Satellite Symposia Guide is a brochure thatincludes a complete listing of all satellitesymposia and includes each satellitesymposium’s agenda (assuming the agendahas been submitted to the CardiovascularResearch Foundation and has been approved),the invited faculty, and the location of each ofthe satellite symposia. The Satellite SymposiaGuide is mailed to the TCT preregistration listone month prior to TCT. Included in the SatelliteSymposia Guide is a registration mechanisminstructing attendees on how to register forsatellite symposia (online and e-mail).The Satellite Symposia Guide is disseminatedat the registration counters on-site at TCT anddistributed at the satellite symposia kiosksand in the TCT daily bags. Please seePromotion by the Sponsoring Company forinformation about additional advertisingopportunities in the Satellite Symposia Guide.The Cardiovascular Research Foundation willalso e-blast the satellite symposium scheduleto over 70,000 prospective and confirmedattendees of TCT at least three times priorto TCT. In addition, a satellite symposiaschedule will be included online atwww.tctconference.com and listed inthe official TCT app.On-site PromotionBrochures promoting satellite symposia may beplaced at official satellite symposia kioskslocated in several strategic places throughoutthe Moscone Center. In compliance withACCME guidelines, distributing industrysponsoredmeeting information in any otherlocation in the Moscone Center is strictlyprohibited with the exception of in thesponsoring or supporting company’s booth.Satellite Symposia Agenda WallWe are excited to share an on-site promotionalopportunity to enhance awareness of yoursatellite symposia. The Satellite SymposiaAgenda Wall will be located in the mainregistration area, and you will be able to add a22” x 28” sign for each satellite symposium theday before. Please note that each day’s signswill be removed at the end of that day. Signsshould be created on posterboard and will beaffixed to the Satellite Symposia Agenda Wallwith Velcro by staff.You may either mail satellite symposia signsprior to TCT to the address below or deliversigns on-site to the Exhibit Service Desk in theExhibit Hall.Advanced mail SignsFor advanced mail of signs, signs must arriveon or before October 18, 2013. Please labelboxes:TCT 2013 c/o NexxtShowRush: Show Management Material Hold forTCT 2013/Satellite Symposia Agenda WallAttn: Steve HoltYRC201 Haskins WaySouth San Francisco, CA 94080Tel: 650-952-1112Delivered On-siteFreight will be accepted on October 24, 2013.Shipments delivered before this date will berefused and returned to sender.For signs delivered on-site, please label boxes:The Moscone CenterTCT 2013 c/o NexxtShowShow Management - Satellite SymposiaAgenda WallAttn: Steve Holt/Eddie Lareivere747 Howard StreetSan Francisco, CA 94103Please note that CRF will not provide signs forthe Satellite Symposia Agenda Wall. Signs forthe Satellite Symposia Agenda Wall are theresponsibility of the sponsoring company.Transcatheter Cardiovascular Therapeutics 20136

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctPromoting a Satellite SymposiumPromotion by theSponsoring CompanyPremeeting PromotionAlthough the Cardiovascular ResearchFoundation promotes all scheduled satellitesymposia, sponsoring companies and theirorganizing agencies are strongly encouraged topromote satellite symposia independently ascreating awareness does have an impact onsymposium attendance. There are a variety ofways to accomplish this.First, sponsoring companies may advertise inthe Satellite Symposia Guide. The cost ofplacing a four-color 8.5” x 11” advertisement inthe Satellite Symposia Guide is as follows:• $6,500 for one advertisement• $10,000 for two advertisements• $15,000 for three advertisementsAdvertisements must be approved bythe Cardiovascular Research Foundation andmust be sent via e-mail to Elizabeth DeVita-Coyle, ecoyle@crf.org, by September 11, 2013.Payments must be received prior to this date.Additionally, Presentation Theater programsmay be promoted by mailing a marketing pieceto the TCT preregistration list. Thepreregistration list (value $3,500) is included inthe Presentation Theater application fee. Thelist will be sent via e-mail to sponsoringcompanies or their organizing agency as anExcel spreadsheet. The list includes mailingaddresses only for preregistered physiciansand health care providers (industryrepresentatives are excluded) and containsapproximately 2,500-3,000 names (subject tochange). The list is seeded and companies whomail to the list more than once will be billed$3,500 for each additional use.Advertisements, brochures, flyers, andpostcards must be approved by theCardiovascular Research Foundation beforeprinting. Submissions must be sent via e-mailas PDF attachments with page divisionsclearly defined to Elizabeth DeVita-Coyle,ecoyle@crf.org, by September 11, 2013.Marketing materials must include registrationdetails. Attendees may register for satellitesymposia by visiting the Web site address:http://www.tctconference.com/satelliteprogramsThe TCT logo must be included on marketingpieces promoting Presentation Theaterprograms, except for signage. Logos may bedownloaded online:http://www.tctconference.com/logosThe TCT logo may be anywhere on the printedpiece, but the phrase “A Presentation TheaterProgram at” must be placed directly above theTCT logo (see example below). The logo maynot be altered in any way.Marketing materials should instruct attendeeswishing to register by e-mail to include theirname, contact information, and the symposiumfor which they are registering.The mandatory information to be included inorder for your brochure to be approvedincludes:• Title of meeting• Location• Date• Time• CME statement for meetings supportedthrough an educational grant• Faculty• TCT logo (as described herein)• Registration details (as described herein)Sponsoring companies or their organizingagency may send 500 brochures for distributionat the satellite symposia kiosks for arrival on orbefore October 18, 2013. All boxes mustbe labeled:TCT 2013 c/o NexxtShowRush: Show Management MaterialSatellite Symposia(insert sponsoring company name)(insert date of meeting)YRC201 Haskins WaySouth San Francisco, CA 94080Tel: 650-952-1112On-site PromotionTristar Publishing is the official daily bagprovider for TCT. This shared marketingopportunity offers sponsoring companies theopportunity to deliver brochures, flyers, andinvitations directly to the attendees as theyenter the convention center. Promotional piecesmust be approved by the CardiovascularResearch Foundation. Please contact TristarPublishing for additional information, includingquantities, pricing, and shipping labels.For more information, please contact:Nan Blunk, Melanie Johnson,or Darcey TenbrinkTriStar Publishing, Inc.7285 W. 132nd Street, Suite 300Overland Park, KS 66213Tel: 913-491-4200Fax: 913-491-4202E-mail: Nan Blunk, nblunk@tristarpub.comMelanie Johnson, mjohnson@tristarpub.comDarcey Tenbrink, dtenbrink@tristarpub.comTranscatheter Cardiovascular Therapeutics 20137

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctPromoting a Satellite SymposiumOfficial TCT PublicationsExtend your educational reach at TCT whenyou advertise in official TCT publications.TCT DailyTCT Daily is distributed on-site each morningduring the conference. Advertising in TCT Dailyallows your satellite program to stand out andget noticed. After your satellite program,change your ad to a corporate or product ad tomake the most of your TCT exhibition.TCT Daily Pricing(Three issues, four-color included)Full page: $9,231 netHalf page: $7,471.50 netDeadlines for TCT DailyAd close: September 9, 2013Materials due: September 23, 2013Opening Issue of TCT DailyDistributed on-site Sunday and Monday andfeaturing articles on 25th anniversary of TCTfrom the Interventional Cardiologists who haveshaped the field, this special opening issue willlet you reach TCT attendees prior to the startof exhibits.TCT Daily Opening Issue Pricing(One issue, four-color included)Full or half page: $3,527.50 netDeadlines for TCT Daily Opening IssueAd close: September 9, 2013Materials due: September 23, 2013Cardiology Today’s InterventionExtend your educational reach with enduringmaterials provided by Cardiology Today’sIntervention.Satellite program sponsors can take advantageof a special rate to advertise their event in theSeptember-October issue of Cardiology Today’sIntervention. Produced in association with CRF,Cardiology Today’s Intervention allows yoursatellite program to reach 20,000 interventionalcardiologists by mail plus every TCT 2013attendee through distribution in binsthoughout the convention center for atotal reach of 28,000.This special rate is only available to advertiserspromoting their satellite programs at TCT 2013and may not be applied to premium positions.Cardiology Today’s Intervention Pricing(Four-color included)Full page: $3,900 netHalf page: $2,950 netDeadlines for Cardiology Today’sInterventionAd close: August 7, 2013Materials due: August 22, 2013Sponsored Supplements and MonographsA 16-page write up of your satellite programwill be created based on transcripts, slides, andfaculty interviews. This supplement will bedistributed with a selected issue of CardiologyToday’s Intervention to 20,000 interventionalcardiologists worldwide (15,000 US and 5,000international cardiologists, all verified).Please Call for PricingThe sponsor will also receive 1,000 overruns ofthe supplement for corporate use.For more information about TCT Daily,Cardiology Today’s Intervention, or sponsoredsupplements and monographs, please contact:Nicole RutterNational Account ManagerSLACK, Inc.Tel: 856-848-1000 ext. 305E-mail: nrutter@slackinc.comTranscatheter Cardiovascular Therapeutics 20139

Guide to PLANNING APRESENTATION THEATER PROGRAM at tctImportant DeadlinesAugust 30, 2013Program agendas due; submit via the TCT satellite symposia agendaWeb site, industry.crf.orgSeptember 11, 2013Advertisements must be submitted to the Cardiovascular Research Foundation for theSatellite Symposia Guide; payment must be receivedSeptember 11, 2013Promotional pieces must be submitted for approval to Elizabeth DeVita-Coyle,ecoyle@crf.orgOctober 4, 2013Lunch enhancement order deadline for the Moscone CenterOctober 18, 2013Shipping deadline for brochures to be included in satellite symposia kiosksTranscatheter Cardiovascular Therapeutics 201310