Scientific Sessions – Society Leads will receive their society block schedule in September. Once approved, all society scientific sessions not entered by society leadership will need to be entered by the society lead into the Scholarly Session Submission website-coming soon. The deadline for entry is September 18, 2023.
Presidential Plenaries – Presidential Plenary planning will have its own Timeline-coming soon for PAS 2024.
Ancillary Events – Society Leads will enter their societies’ business and committee meetings, special events, and pre-conference shoulder events into the Ancillary Submission website-coming soon. The deadline for priority submission is September 18, 2023. The Ancillary Event submissions will close on March 1, 2024. Please use your discount code to override the payment task.
Program Publication Submissions – If you do not want your ancillary event published, please be sure to indicate this when submitting your event on the Ancillary Submission website-coming soon. YOU WILL HAVE THE OPTION TO SELECT THIS INFORMATION IN THE “ONLINE GUIDE AND MOBILE APP” QUESTION.
Speaker Portal – The PAS Presentation Management Portal will be available in late March. A notification will be sent to all speakers (including those listed in Presidential Plenaries). Please be sure all details of your society sessions and speakers are complete and accurate by February 16, 2024. Let us know if there are special circumstances and we will plan to work around those for you.
HOTEL ROOM ASSIGNMENTS
Complimentary Society Leadership Suite Assignments/Concessions – VIP complimentary suite assignments are managed by the PAS staff with the help of society leads. In general:
- Each society partner/alliance receives 2 complimentary suites.
- These suites vary in number from year to year and are located at 2 – 3 of the major PAS hotels.
- PAS is given 6 – 8 complimentary 2-bedroom suites each year (usually assigned to Society Presidents).
- PAS is given 6 – 8 complimentary 1-bedroom suites each year (usually assigned to Society Secretary-Treasurer).
- PAS is given 8-10 1-bedroom upgrades or concessions (usually assigned to PAS committee leaders, special guest speakers, or special society staff/leaders).
- Assignment proximity to the convention center is rotated year to year to be fair to all society’s VIP’s or they are assigned based on the number of sessions a given society has at a hotel.
Society leads will be asked to confirm the current year’s VIP Leadership President & Secretary-Treasurer by August 1, 2023. General guidelines include:
- PAS Staff assigns suites.
- PAS Staff sends a communication to each VIP, before the housing site opens in November, directing them not to book a hotel room as they are being given a complimentary suite or room.
- PAS office staff works with Spargo, Inc. (Samantha) to send confirmation numbers to each VIP from the JSpargo housing site.
Special Room Blocks assigned by PAS & charged to Society Master (AAP/APA/APS/SPR) – This block will be assigned by PAS staff and managed by both the society leads and housing provider vendor JSpargo (Samantha). Society leads to provide an initial list of board members, council members, society staff members, and special guests by the due date indicated on timelines to JSpargo (Samantha). A special room block LINK will be provided to each Society Lead. This LINK will come from JSpargo (Samantha) and will include instructions to enter your society attendees. It is the responsibility of the society lead to work directly with Samantha on how best to manage the block. Confirmation emails will need to be sent, and updates will need to be managed by directly working with Samantha. Updates and additions between April 5, 2024, and the onsite meeting start date will be made directly to JSpargo (Samantha) by the Society Lead. All reservations are charged to the society’s master account.
Special Room Assignments Managed by PAS (ASPN/PIDS) – Assigned by PAS staff and managed by both PAS staff and housing provider vendor JSpargo (Samantha). Society leads to provide an initial list of board members, council members, society staff members, and special guests by the due date indicated on timelines. A special room block form will be sent to each society lead to fill out and return to Jaclyn Huff, JSpargo (Samantha) will then enter the initial list of reservations. All reservations are charged to the society’s master account.
PAS Staff Hotel Assignments (50 % Discounted Rate Block) – PAS special rate staff rooms will be assigned to all PAS Partner and Alliance Society Leads (as requested), PAS Partner/Alliance Leadership identified on the PAS VIP Housing requests, PAS Central Office Staff, Official PAS assigned Society Staff working the PAS Meeting onsite, and PAS contracted vendors. If special rate rooms remain, they will be divided by partner and alliance leadership or staff so that discount room rates apply to the reservation.
NOTE: PAS Society Staff Hotel Assignments – Society staff who are not officially working as PAS assigned staff members will be included on the “Special Room Block” and charged to the society’s master account as described above. When possible, any remaining discount room rates in the assigned hotel will be applied to society staff rooms.
PAS Society Staff Hotel Assignments – PAS Master – Society staff who are officially working as PAS-assigned staff members will be included in the PAS Staff Hotel Assignments and charged to the PAS master account. When possible, any remaining discount room rates in the assigned hotel will be applied to society staff rooms.
SESSION SPACE ASSIGNMENTS
Assignment of Space – The PAS Staff Office is responsible for assigning both ancillary events and scientific meeting rooms at all convention centers and city-contracted hotels beginning the Wednesday before the meeting through the Tuesday after the meeting. The PAS Staff will work with each society lead to review placement and special needs.
Signage – Scientific Sessions All Scientific Sessions are scheduled, from Friday, May 3 – Tuesday, May 6, 2024, all PAS contracted venues will be part of the PAS Branded Signage Program managed by the PAS Staff Office and Tradeshow Logic. All final content is approved by the PAS Staff Office. All signage is due by April 5, 2024. NOTE: Co-Branded podium signage for Society Exclusive Plenary and Awards sessions are printed only at the request of the society leads and will be in the PAS Staff office for each society to place during their Plenary Session. Societies may bring and use their non-PAS branded logos on the podium in the session room and outside of the session room during the session. PAS promotes all partner plenaries on meter boards throughout the PAS Meeting.
Signage – Ancillary Events – All Non-Scientific signage scheduled, Thursday, May 2 – Tuesday, May 7, 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 5, 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.