VIP HOUSING AND MEMBERSHIP
AUGUST 1, 2023
VIP Housing Due
Membership List Due
Please email the above to: Jaclyn.huff@pasmeeting.org
COMPLIMENTARY REGISTRATION
NOVEMBER 10, 2023
Societies receive a custom complimentary registration URL link to distribute to attendees who will receive complimentary registration.
PRESIDENTIAL PLENARY SUBMISSION & POCKET PROGRAM GUIDE AD
FEBRUARY 16, 2024
All Plenary information is complete in Cadmium with ALL speakers listed. Cadmium will generate notifications to speakers regarding due dates for COI, slides, pre-recordings, and other requirements.
MARCH 8, 2024
PAS 2024 Ads will be emailed to each society.
MARCH 15, 2024
PAS 2024 Ads must be finalized by each society.
AWARDS
MARCH 5, 2024
Enter all PAS 2024 Awardees into the 2024 Awards Smartsheet.
Please enter the following information:
- Awardee’s first and last name
- Degree
- Title/Organization
- Photo
PHOTOGRAPHY REQUESTS
March 15, 2024
Enter all PAS 2024 Photography Needs into the 2024 Photography Requests Smartsheet.
- THE MORE DETAILS YOU CAN GIVE THE BETTER. I suggest not using terms like “random photos”. Please share as much information as can you to achieve the desired results.
- GIVE SPECIFIC TIMES that you need the photographer there, NOT the full session times. The photographer moves around a lot, and this will help make sure they capture what is needed.
For reference see 2023 Photography Requests.
STAFF HOTELS
MARCH 15, 2024
All staff attending PAS and their check-in and out dates for the hotel due to Jaclyn at jaclyn.huff@pasmeeting.org.
RIBBONS
In our ongoing commitment to streamline processes and minimize the PAS central office shipping footprint, we are implementing changes to the PAS ribbon order and shipping procedure. Starting this year, each society will manage the ordering and shipping of their own ribbons. PAS will do an inventory of 2023 ribbons at the beginning of March, will send out inventory counts to each society, and will ship these remaining ribbons to the meeting. Kindly review the following instructions regarding ribbon orders, display rules, etc. Please reach out to amber.fraley@pasmeeting.org with any ribbon questions.
Ribbons Guidelines:
Ownership and Responsibility:
- Each society will be allotted 15 spots with plastic ribbon holders on the ribbon wall
Society Branding:
- Ribbons must feature the society’s branding colors
Relevant to PAS:
- Ribbon titles should reflect promotions relevant to the society during the PAS Meeting
Size and Vendors:
- Ribbon size must be 4×1 5/8” to fit in the ribbon slot. We ordered from Marco Promotions for past meetings, but each society may order from anyone of their choosing. Please note, if you order through Marco Promotion, Jamie Weikert – Jamie.Weikert@MarcoPromos.com will help you with quotes, orders, shipping, etc. If you order with her only, the $15.00 setup fee per ribbon title will be waived if you are ordering the exact same ribbon titles you did in 2022/2023. Each new title will incur a $15 fee.
Communication with PAS:
- Seek approval if necessary, especially for high-profile events or campaigns
Shipping/Placement
- Before Meeting: Each society will ship all ribbons to the Advanced Warehouse (see below for more info on having Marco Promotions ship to the warehouse for you).
- During Meeting: PAS will consistently replace ribbons on the ribbon wall during the meeting.
- After Meeting: Each society will ship and store the remaining ribbons or leave them in the staff room to be disposed of.
If your society decides to use Marco Promotions, Jamie said 7-9 business days to process and ship orders. Marco will ship the ribbons to the advanced warehouse in Toronto as long as each society provides a shipping label and a UPS or FedEx number to pay for dues and taxes.
Note: Jaclyn will provide shipping labels and advanced warehouse information in a shipping email coming soon.
KIOSKS
MARCH 15, 2024: Kiosk Schedules, Blurb, and Artwork (if designer will be used) due to Jaclyn at jaclyn.huff@pasmeeting.org
April 5, 2024: Kiosk AV orders (if needed) due to Jaclyn at jaclynhuff@pasmeeting.org
You have the option to design the two kick panels of the kiosk. PAS will submit your logo for each panel OR if you would like your designer to create the panels, the specs are below. PAS must approve the final design.
Qty 2: 60-75″ W x 35.5″ H
Artwork Guidelines
KIOSK HOURS (a suggestion only, you all can man it whenever you’d like or have a video loop playing.)
| Friday | Saturday | Sunday | Monday |
|---|---|---|---|
| 1:30 PM-2:00 PM 3:30 PM-4:30 PM | 7:30 AM-8:00 AM 9:30 AM-10:00 AM 12:30 PM-1:00 PM 3:30 PM-4:00 PM | 7:30 AM-8:00 AM 9:30 AM-10:00 AM 12:30 PM-1:00 PM 3:30 PM-4:00 PM | 7:30 AM-8:00 AM 9:30 AM-10:00 AM 11:30 AM-12:00 PM |
SHIPPING – SHIPMENT TO ADVANCED WAREHOUSE
March 26, 2024 – April 26, 2024
An email with complete instructions was sent to you on Friday, February 16 from Jaclyn.
SIGNAGE
APRIL 1, 2024
Signage-Ancillary Events – All Non-Scientific signage scheduled, Thursday, May 2 – Monday, May 6, 2024, in all PAS, contracted venues outside of the hotel electronic signage is based on allocated contract signage remaining once all scientific sessions are complete. All prior society signage requests will be approved. All signage is due by April 1, 2024. New events with signage requests will be accommodated if the budget allows and the PAS Staff Office will notify you if the budget reaches its max prior to sending final signage orders to print. One option could be that the society chooses to pay for the additional signage and move it to print. All society signage will be in the assigned hotel staff room prior to a session setup. REMINDER: Society-supplied signage is allowed in front of the session room while the session is taking place and must meet all CME regulatory guidelines.
LOGISTICS
APRIL 5, 2024
Ancillary AV orders due to Freeman
Ancillary F+B Order due to HQ hotel
DEI SLIDES-PAS PARTNERS
Friday, April 5, 2024
An email with complete instructions and a PowerPoint template was sent to you on Tuesday, February 20, 2024 from Jaclyn.
As we prepare for the PAS Enhancing Diversity, Equity, and Inclusion Reception we are once again asking for each partner’s initiatives so they can be included in the reception on Saturday, May 4, 2024, from 9:30 am to 10:50 am.
PAS Enhancing Diversity, Equity, and Inclusion Reception:
- Please submit two talking points about your organization’s diversity, equity, and inclusion initiatives currently underway.
Please submit 3 PowerPoint slides about your DEI initiatives (and anything else DEI-related you want to focus on) that will rotate throughout the reception. This can be your initiatives, a program at your society, or even DEI-focused programming that you held at PAS. We have included your slides from last year on the 2024 template, so it is easy for you to update!
- Please submit it to Jaclyn (jaclyn.huff@pasmeeting.org) by Friday, April 5, 2024.
2024 – POP-UP MEETING SPACE
We are opening the Pop-Up Meeting Space in the Convention Center to you in advance of the meeting. This space will be booked on the Pop-up Meeting sign-up document and can be used for any pop-up meetings you require in the CC. Partners, for your HQ hotel Pop-Up Meeting Space link, reach out to Kelly Gordon.
TRAINEE ZONE M6 POSTING BOARD FLYER
MAY 2, 2024
The Trainee Zone will be an exclusive VIP space for our trainees with lounge furniture, coffee, etc on the second floor of the convention center, right outside the Poster and Exhibit Hall. There will be a posting board in the area where you can post flyers. If you have membership info, trainee award info, etc., you may post some flyers here.
You can post ad information relevant to your society in the Trainee Zone by Thursday, May 2, 2024. Feel free to post up to two letter-size flyers OR multiple flyers totaling that size. We want to make sure there is room for all M6 and our six Trainee Zone sponsors.