GSA Industry-Supported Symposium Guidelines and Application

GENERAL INFORMATION

We welcome your interest in holding an industry-supported symposium in conjunction with The Gerontological Society of America (GSA) 2023 Annual Scientific Meeting. These symposia complement the content offered by GSA and provide an opportunity for our attendees to further enrich their learning experience during the premier scientific meeting for those engaged in the field of aging.   

An industry-supported symposium is a live educational program developed, facilitated, and supported by another organization and appended to the GSA Annual Scientific Meeting. Such symposia are not GSA activities and, therefore, are not sponsored or co-sponsored by GSA; however, these events must be preapproved by GSA. 

Conducting an industry-supported symposium at the GSA 2023 Annual Scientific Meeting offers you the opportunity to reach an influential audience and provides your company the following unique benefits: 

• Interact with physicians, nurses, nurse practitioners, psychologists, social workers, biologists, economists, and other professionals active in the field of aging from the United States and around the world. 

• Showcase and demonstrate your company’s commitment and contributions to the wellbeing of people across the lifespan. 

• Increase the visibility of your clinical, research, ethical, academic, or public policy initiatives among gerontologists, geriatricians, and key decision makers in the field of gerontology.

For more information, contact Karen Tracy, GSA Vice President, Strategic Alliances, at [email protected].

GENERAL GUIDELINES

• Only GSA-approved symposia are permitted. 

• GSA seeks industry-supported symposium activities that focus on clinical, research, ethical, academic, or public policy issues pertinent to geriatrics and gerontology.  

• Because gerontology is an interdisciplinary science, GSA strongly encourages applications for symposia that focus on interdisciplinary issues in gerontology or geriatrics and that involve speakers from multiple disciplines.

• No additional registration fees may be required of GSA’s registered attendees for attendance at an industry-supported symposium.

• All industry-supported symposia must meet the standards and integrity of the meeting:

  • Any clinical recommendations must be based on adequate supporting evidence that all recommendations are accepted within the healthcare professions.

  • All scientific research referred to, reported, or used in support or justification of patient care recommendations must conform to the generally accepted standards of experimental design, data collection, and analysis.

APPLICATION FEES, DEADLINES, & REVIEW PROCESS 

The fee of $18,500 per industry-supported symposium includes: 

• One (1) meeting room with conference-style seating arrangement for 100 people at a conference location, standard podium, and head table for four (4) presenters.  Note: Every effort is made to avoid placing competing topics at the same time; however, it is not guaranteed.  Estimated attendance is provided as a guideline. Actual attendance may yield a lower or higher number. 

• Two (2) 6-foot skirted tables and two (2) chairs outside the meeting room (if needed). 

• Placement of one (1) promotional sign (22" x 28") displayed near main registration. 

• One (1) e-mail invitation sent by GSA to conference pre-registrants. GSA must approve content. 

• Symposium announcement in the meeting mobile app and meeting website (all linking to your organization’s website, if desired), and in one issue of the GSA Annual Scientific Meeting e-newsletter. 

• Up to five (5) symposium-only badges for symposium presenters and staff. 

The online application deadline is May 29, 2023. There may be slots available after this deadline; please contact Karen Tracy, GSA Vice President, Strategic Alliances, at [email protected] for availability. GSA will not consider applications that are incomplete or are missing required signatures and documentation. GSA processes applications on a first-come, first-served basis.  GSA notifies applicants in writing of acceptance of their symposium proposal – with confirmation of assigned date, time slot, and location – on a rolling basis as proposals are received. Note: Hotels will release space on a first-come, first-served basis to companies that have been approved. Hotels will not assign space for symposia without confirmation of GSA approval. GSA will provide you with a list of available hotels with your approval email.   

A $1,000 refundable deposit is required upon submission of the application. If GSA does not approve the industry-supported symposium, the Society will return the deposit within 15 business days. Upon approval and acceptance, GSA will invoice the symposium organizer for the balance; payment is due upon receipt or within 30 days.  The symposium must be paid for in full for inclusion in GSA promotional materials. 

The GSA Annual Scientific Meeting Program, Publications, and Products Committee or its designee reviews all submitted applications. Only a limited number of applications can be accepted. Recommended symposium topics of interest include but are not limited to Alzheimer’s disease and related dementias, cardiovascular disease, cancer, caregiving, comparative effectiveness research, diabetes, gastrointestinal disease, hypertension, immunization, influenza, mental health, nutrition, obesity, oral health, pain, Parkinson’s disease, preventive medicine, respiratory disease, sarcopenia, social isolation, vaccines, and venous thromboembolism. 

The content of symposia must be noncommercial and offer objectivity in the presentation. It is the organizers’ responsibility to ensure that proper disclosure is provided to the audience regarding any industry-related financial relationships of the speakers and any off-label uses of products discussed. 

Meeting planners and/or medical education companies that are developing industry-supported symposia must include an authorization letter on the industry supporters’ letterhead authorizing the company to serve as the sponsor’s agent to the GSA Annual Scientific Meeting. Applicants must submit letters in conjunction with the application submission. 

INDUSTRY-SUPPORTED SYMPOSIA SCHEDULE

Industry-supported symposia are scheduled during the times listed below. Sponsoring organizations may request their preferred date and time. GSA retains the right to make final scheduling decisions. 

1. Thursday, November 9 | 6:30 AM – 8:00 AM  

2. Thursday, November 9 | 6:30 PM – 8:00 PM  

3. Friday, November 10 | 6:30 AM – 8:00 AM 

4. Friday, November 10 | 6:30 PM – 8:00 PM 

The proposed length of the symposium must not exceed the times offered.  GSA does not provide a speaker-ready room for the industry-supported symposia speakers.  

Registration for symposia may open 30-minutes before the approved start time.

RESPONSIBILITIES OF SPONSORING ORGANIZATIONS

• Provide a meal (breakfast or dinner) to attendees. All food and beverages must be obtained through the conference facility. GSA will provide the contact information in the approval letter. The sponsor assumes all costs for food and beverages.  Please refer to the PhMRA code on Interactions with Healthcare Professional, AdvaMed codes on food and beverage items from supporters. Reduction or elimination of the use of plastics at all events is encouraged.  

• Assume the cost for advertising, audiovisual equipment rental, technicians, and any other management-related expenses for the meeting. 

• Establish a direct-bill application with the conference facility. 

• Design and distribute symposium invitations. 

• Provide on-site management of the symposium, including appropriate registration of symposium attendees. GSA does not manage the registration for industry-supported symposia. 

• CEU/CME credit may be offered to all qualifying participants who attend the symposium. It is the sole responsibility of the sponsoring organization to provide or arrange for CEU/CME credit by an accredited organization. GSA does not participate in or have responsibility for the development and planning of symposia and is therefore unable to provide CEU/CME for these activities. 

• It is the responsibility of the industry-supported symposia provider to comply with the Food & Drug Administration (FDA) regulations, policies, practices, and guidelines and all other industry guidelines, including the PhRMA Code on Interactions with Healthcare Professionals, concerning the discussion, demonstration, use, and/or display of products, technologies, and/or services during symposia. 

• Promotion: 

  • All promotional materials, including invitations, website, and signage must receive GSA approval before distribution or posting. 

  • Connection to GSA 2023 must be indicated on all promotional materials using the following statement: An industry-supported symposium held in conjunction with the GSA 2023 Annual Scientific Meeting.

CANCELLATION POLICY

Notice of cancellation must be received in writing. Sponsoring organizations will be held responsible for 50% of the symposium fee upon cancellation of a confirmed industry-supported symposium after September 1, 2023.

GSA does not guarantee attendance at symposia and will not refund a sponsor’s fee based on attendance. Disclaimer: GSA is not responsible for unsatisfactory outcomes of Industry-supported symposia.

PROFESSIONAL EDUCATION SERVICES

GSA can develop, manage, and execute complete, turnkey industry-supported symposia custom tailored to meet your organization’s needs. Using leading researchers and innovators, GSA creates comprehensive educational activities that provide cutting-edge information on gerontology and geriatrics.

Industry-Supported Symposium​ Applications will be available March 1 - May 29, 2023. 

For more information or to inquire about availability after the May 29th deadline, contact Karen Tracy, GSA Vice President, Strategic Alliances, at [email protected].