ADVISORY BOARD & ANCILLARY MEETINGS

The conference has a limited number of meeting spaces available on first come first served basis at the Messe Wien Exhibition and Congress Center to hold Advisory Board and Ancillary Meetings.

Advisory Board and Ancillary Meetings are at any time allowed provided:

1. they take place at Messe Wien Exhibition and Congress Center,
2. they do NOT include more than 15 healthcare professional attendees of the conference (doctors, physicians, etc.)
3. they do not invite any guests who are invited to the faculty dinner on Monday Night.

AdBoards and Ancillary Events/Meetings taking place at the Messe Wien Exhibition and Congress Center  with more than 15 healthcare professional attendees are NOT PERMITTED during the following times:

AdBoards and Ancillary Events/Meetings taking place at an offsite venue are NOT PERMITTED during the following times:

Please refer to AdBoards and Ancillary Events/Meetings Fees for applicable charges.

The fees below apply to meetings confirmed at the Messe Wien Exhibition and Congress Center:

The meeting fees below apply to meetings taking place offsite:

The conference has a limited number of offices available on first come first served basis at Messe Wien Exhibition and Congress Center. The fee is USD 3,500 per day and a minimum of 4-day rental is required.

Rent includes one standard set up (table and chairs) and basic cleaning service overnight. AV and any additional set up or services required can be provided at an additional fee through the IASLC WCLC 2022 Industry Manager. The offices are designated for the exclusive use of the Sponsor/Exhibitor personnel. Ancillary Meetings involving Healthcare Professionals are not allowed.

Please refer to Office Meeting Space / Suites to submit your request.

Food & Beverages must be ordered through the appointed caterer by sending your orders to [email protected]. Please indicate the following information when you send the orders:

Event: WCLC 2022
Company Name:
Contact Person:
Billing Details:
VAT Number:
Date for Order to be served:
Time for Order to be served:
Name of Meeting Room:

View F&B Offer here.

AV orders must be placed through the Industry Manager and the appointed AV supplier, Steiner Live.com. To request details on placing orders for AV please contact [email protected].

Your meeting room comes with one standard setup (boardroom/u-shape) for the entire duration of your rental.

Changes to room setup and any special setup requirements should be requested through the Industry Manager. To request details on room set up please contact [email protected].

You are entitled to place 1 piece of promotional signage as per below specifications outside of your meeting room only.

Dimensions: Each piece must be self-standing and maximum 3 ft wide x 7 ft high (1m x 2m)

Placement: Promotional signage can only be placed outside your meeting room

Display Times: Promotional signage may only be on display during the times listed below:

• 30 minutes before the start of your meeting
• During your meeting
• All signage MUST be removed immediately after the meeting has finished

A PDF sample of your signage must be provided to the IASLC WCLC 2022 Conference Secretariat for approval no later than June 17, 2022.

The following statement must be prominently displayed and included on all signage, advertisements, marketing pieces, invitations, meeting materials, derivative products, etc. for the event:

Not an official event of the IASLC meeting. Not sponsored or endorsed by the IASLC.

Onsite Distribution
Your personnel or agents may NOT distribute any meeting literature directly to delegates at the conference hotels nor at the Messe Wien Exhibition and Congress Center, except from within your exhibit booth in the Exhibition Hall.

A lead retrieval system is available at extra cost for your organization to capture information on delegates attending the meeting. Please contact [email protected] to request the order forms.

Deadline to order lead retrieval: June 17, 2022

The conference does not provide any staff or volunteers to monitor your session. Hosts/hostesses can be hired through the Industry Manager. Please contact [email protected] to request the order forms.

Deadline to order hosts/hostess: June 17, 2022

New orders or increases received after June 17 will be based on availability and subject to a 20% late order premium fee.

IASLC recognizes that during IASLC meetings, commercial firms and other organizations may wish to host their own events and activities, for purposes ranging from investigator meetings to providing social and business opportunities for firm employees and meeting attendees. Commercial firms and other organizations wishing to conduct activities during the dates of, immediately prior to, or following an IASLC meeting must notify IASLC of such activities by submitting an Advisory Board and Ancillary Meeting Request to the WCLC 2022 Industry Manager. IASLC, in its sole discretion, will determine whether the proposed activity appears to meet IASLC standards and requirements and will notify the applicant if the Ancillary Event Request is approved.

Ancillary activities, including media events, must comply with the Blackout Times policy. The nature of any ancillary activities should be in keeping with the educational focus of an IASLC meeting. Venues, agendas, and media coverage for ancillary activities should be conducive to scientific interchange; even for social functions, promotional trappings should be minimized and scientific themes, not entertainment activities, should predominate. IASLC representatives may attend any ancillary activity (including investigator and corporate board meetings) held within space held by IASLC, to monitor whether the activity is in compliance with applicable IASLC policies and requirements.

Any industry meetings whose invited participants are professional attendees of the conference (doctors, physicians, etc.) will be considered an Advisory Board or Ancillary Meeting and a fee is required to hold such meeting (please see the Meeting Fees tab above). This could include roundtable discussions, investigator meetings and meet the specialist-type meetings. Meetings that would not fall under this category are internal/staff meetings where only your company's staff is invited (whether attending the conference or not). You are permitted to hold an Advisory Board or Ancillary Meeting outside the Conference Venue; however, the fee still applies, and you are responsible for all logistics (space rental, AV equipment, etc.).

All ancillary activities must meet the following criteria:

• The activity or event must comply with meeting blackout times (please see the Blackout Times tab above) and be scheduled as to permit attendees sufficient time to participate in official meeting activities and sessions.
• The WCLC 2022 Industry Manager must receive and approve a completed Advisory Board and Ancillary Meeting Request.
• No marketing pieces, invitations, communications of any kind, advertising, or other written or spoken descriptions of the event may use the IASLC name or logo, or otherwise suggest or imply that IASLC has endorsed or sponsored the event. The name of the IASLC meeting may be mentioned one time in each communication for identification purposes, in a reasonably-sized, neutral font. IASLC or the name of the Conference may not be part of a title or heading of the ancillary event, be prominently featured, or listed first in print materials. IASLC slide templates, color schemes, or other means of confusing the event with an IASLC-sponsored event may not be used.
• The following statement must be prominently displayed and included on all advertisements, marketing pieces, invitations, meeting materials, derivative products, etc. for the event: Not an official event of the IASLC meeting. Not sponsored or endorsed by the IASLC.
• Meeting signage may NOT include the IASLC name, logo, or name of the Conference except in the required disclaimer above, which must be prominently displayed and included on all signs.
• Repurposed or post-meeting/event materials developed as a result of content from the WCLC 2022 Conference must NOT include any reference to IASLC, or the IASLC meeting. Materials must not in any capacity identify IASLC as the sponsor or CME provider.
• No event marketing may be done at the IASLC meeting venue except within the confines of an individual exhibit booth or table. Outside the booth or table but within the IASLC meeting venue, representatives may not set up tables or otherwise distribute or display signs, flyers, invitations, use ushers, or use other means of gathering people for the event.

• An invoice will be sent on receipt of your order. All items are sold on a first come‐first paid basis. Items will be considered sold only upon receipt of payment. In order to avoid delays, we highly recommend all orders/agreements be made online or e‐mailed. The Conference will not take any responsibility for late or undelivered Agreements via the mail. Items and rates are subject to change without notice.
• PAYMENT: Due 30 days from date of invoice or as indicated. The Conference reserves the right to render this order null and void without notice if payment is not received by the due date.
• CANCELLATION: Cancellation must be in writing. 50% cancellation fee will apply up to June 17, 2022. No refunds after this date. The Conference reserves the right to resell any Sponsorship items.

Should you have any questions regarding advisory board or ancillary meetings, please contact wclc2022-industry at icsevents.com.