What needs to be done?
PLEASE go through everything in bold and leave comments. I will use this information to fill out the registration [AO 2/April/09].
It seems that many oncologists from developing countries come to ASCO, therefore, holding an OERC steering committee meeting as an ASCO ancillary meeting will give us an opportunity to invite the interested oncologists—specially those from the developing countries—to participate.
There is a well defined process for ancillary meeting as I learnt from hosting the first OERC planning meeting at ASCO 2008 in Chicago.
This year the ASCO Annual Meeting 2009 will be in Orlando, Florida, from May 29-June 2, 2009.
We are required to submit a Ancillary Event Request. The contact person is:
This request can be submitted in INCTR's name. We have to decide on:
* The name for the meeting.
"Creating Global Open Educational resources for Cancer"
- Creating an Open World for Cancer Educational Resources
- Building Cancer Resources for an Educated World
- Working Towards the Cure: Open Educational Resources for Cancer
Type of meeting to be held
PLEASE choose from the list of available types of meetings and choose the most appropriate:
Prefer this one with invitations to all on our mailing list and the responders from the Turkey meeting->. Advisory Board Meeting – A small gathering of corporate board members, which may also include some
related experts in the field of discussion.
Educational Event – A meeting that includes educational content. The meeting can, but does not have to,
include the option for participants to earn CME credit for attending.
Focus Group – A small meeting designed to evaluate services or test new ideas.
Hospitality Suite (in a meeting room) – A room/lounge for attendees to come and go as desired. Planned
meetings in hospitality suites that include meeting attendees are prohibited during the blackout times.
Hospitality Desk – A desk in a hotel lobby used to greet attendees.
Internal Corporate Business – A meeting of corporate board members and/or staff. Internal Corporate
Business meetings are allowed during blackout times but may not include meeting attendees.
Investigator Meeting – A closed (invitation only) meeting of participating and potential participating investigators
concerning clinical trials, either in progress or proposed.
Investor Meeting – A small gathering for corporate investors.
Office – A room used by corporate staff to conduct business during the meeting. Planned meetings in offices
that include meeting attendees are prohibited during the blackout times.
Press Event – press briefings, news conferences, press receptions, satellite media tours, etc.
Social Event – A networking function that is non-educational in nature.
* Scope of the meeting.
Educating the attendees of OERC and reaching out to create lasting partnerships through OERC. We will discuss the vision, progress and importance of OERC and the partnership of MERLOT with OERC. Maybe Gerry could attend to discuss MERLOT.
* Who will be invited beside the OERC steering committee members? How many can we expect?Persons on the constant contact mailing list and those from the Turkey meeting
We need to see if there is a list of attendees available.
* Agenda for the meeting.to be determined
* Date and time for the meeting.Friday morning 8am-12 noon, May 29th.
According to ASCO guidelines the blackout dates are as follows:
2009 Annual Meeting
Friday, May 29, 2009: 1:00 PM – 6:00 PM
Saturday, May 30, 2009: 8:00 AM – 6:00 PM
Sunday, May 31, 2009: 8:00 AM – 6:00 PM
Monday, June 1, 2009: 8:00 AM – 6:00 PM
Tuesday, June 2, 2009: 8:00 AM – 1:00 PM
Larry had mentioned at the 31/March/09 phone conference that he would prefer a morning meeting. With that in mind, the only available time slot would be Friday May 29th between 8am and 12pm.
PLEASE confirm this time/date
We will be given a space by ASCO once our registration is filled out. The guidelines state:
ASCO will determine whether the proposed activity appears to meet ASCO standards and requirements, and will make
every effort to notify the applicant via e-mail within seven business days if the event has been authorized. Upon
authorization, ASCO will release and assign hotel space for the requested event. From this point forward the organization
will work directly with the assigned hotel to plan the event.
Therefore, I must fill out the registration form before I can work with the hotel to make arrangements.
Venue will have to be one of the hotels. From the List of Hotels we have to decide which are convenient and affordable. I have no knowledge of Orlando, therefore, Andrea has to research extensively over next 2 or 3 days so we can make the application before the end of the week.
The Frequently Asked Questions is helpful about the process but has little information about which venue will be more convenient. Larry Lessin is a regular attendee at ASCO annual conference, therefore, would be in a position to provide guidance to Andrea.
In parallel, when we have a budget for the event, we should start working on funding requests so INCTR is not out of pocket. After my conversation with Vic Vuchic of Hewlett Foundation, I feel that there is a possibility that I may be able to persuade Barbara Chow, who is Mike Smith's replacement, to give INCTR a small grant.
Primary Contact Name, Address
Miss Andrea Okrentowich
OERC (an INCTR organization)
Institut Pasteur Rue
642 Brussels B-1180, England
Primary Contact Phone, Fax, E-mail
Event Title: Creating Global Open Educational resources for Cancer
Event Type: Advisory Board
Fund Raising: This event does not include any type of fund raising
Is this event invite only? Yes
Location Requested: Doubletree Castle Hotel - 1st choice
Embassy Suites Hotel Orlando I Drive Jamaican Court - 2nd choice
Holiday Inn Hotel & Suites I Drive / CC - 3rd choice
Event Date(s): Friday, May 29, 2009 - Friday, May 29, 2009
Presentation of any type
Meeting of scientific advisory board or panel
Distribution of materials, including educational materials, articles or corporate materials
Friday, May 29, 2009
Set Up Start Time: 6:30 AM Event Start Time: 8:00 AM Event End Time: 12:00 PM
Room Setup: Conference Attendance: 70
This is a confirmation of the information you submitted. This is not authorization to hold your event.
Your confirmation number is 1035. Your request will be processed within 7 business days.