VIP HOUSING AND MEMBERSHIP 1
AUGUST 1, 2024
VIP Housing Due
Membership List Due
Please email the above to: Jaclyn.Huff@pasmeeting.org
COMPLIMENTARY REGISTRATION LINK
OCTOBER 21, 2024
Societies receive a custom complimentary registration URL link to distribute to attendees who will receive complimentary registration.
PRESIDENTIAL PLENARY SUBMISSION & POCKET PROGRAM GUIDE AD
JANUARY 17, 2025
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 3, 2025
PAS 2025 Ads will be emailed to each society.
MARCH 10, 2025
PAS 2025 Ads must be finalized by each society.
AWARDS
MARCH 3, 2025
Enter all PAS 2025 Awardees into the 2025 Awards Smartsheet.
Please enter the following information:
- Awardee’s first and last name
- Degree
- Title/Organization
- Photo
PHOTOGRAPHY REQUESTS
March 10, 2025
Enter all PAS 2025 Photography Needs into the 2025 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 2024 Photography Requests.
STAFF HOTELS
MARCH 10, 2025
All staff attending PAS and their check-in and out dates for the hotel due to Jaclyn at Jaclyn.Huff@pasmeeting.org.
RIBBONS
Each society will manage the ordering and shipping of their own ribbons. 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 setup fee per ribbon title will be waived if you order the exact same ribbon titles you ordered in previous years. Each new title will incur a setup fee.
- If your society decides to use Marco Promotions, it is 15 business days to process and ship orders. Order by March 17! Marco will ship the ribbons to the advanced warehouse in Hawaii.
- REMINDER: Shipping will take longer this year, the earlier you order the better!
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 the meeting, PAS will consistently replace ribbons on the ribbon wall.
- After Meeting: Each society will pick up remaining ribbons from the ribbon wall and any extra ribbons stored behind info and ship and store their remaining ribbons or leave them in the staff room to be disposed of.
If your society decides to use Marco Promotions, it takes 15 business days to process and ship orders. Order by March 17! Marco will ship the ribbons to the advanced warehouse in Hawaii.
REMINDER: Shipping will take longer this year, the earlier you order the better!
Note: Jaclyn provided advanced warehouse information in a shipping email on 2/13.
ADVOCACY & ALLIES AREA
Advocacy and Allies Area Space includes:
- One table
- One Poster Board -4 feet high and 8 feet wide (1.22 meters and 2.44 meters)
- Two Chairs
| Set-up Hours | Required Staffing Hours | Tear-Down Hours |
| April 24, 2025: 1:00- 5:00 PM April 25, 2025: 8:00- 3:00 PM |
April 25, 2025: 5:30- 7:45 PM April 26, 2025: 2:30- 4:45 PM April 27, 2025: 8:30- 10:45 AM |
April 27, 2025: 10:45- 4:00 PM April 28, 2025: 9:30- 12:30 PM |
Conference Harvester:
This portal includes all tasks, such as uploading organization information to the PAS Online Program Guide and App.
Exhibitor Service Manual:
This portal includes information on shipping, handling, and ordering additional items for your booth, such as a monitor. The table includes everything you need for a successful presence in the Advocacy and Allies Area so ordering from the exhibitor service manual is optional.
Please submit your agreement to the following codes of conduct in your Cadmium Expo Harvest account:
SHIPPING – SHIPMENT TO ADVANCED WAREHOUSE
You have three options for shipping this year –
- Advanced Warehouse via Mainland/Ocean:
-
- Ocean means you will be shipping to the Cross Connect advanced warehouse in California. In this scenario, you will need to use Cross Connect for shipping.
- Shipments should arrive on or between business days:
Monday, March 3, 2025 – Tuesday, April 1, 2025
- Advanced Warehouse via Air:
- Air means you will be shipping directly to the Hawaii advanced warehouse.
- Shipments should arrive on or between business days:
Tuesday, April 1, 2025, through Friday, April 18, 2025
- Direct to Show Site:
- Please remember it is best to ship only to the advanced warehouses, not directly to the show site.
An email with complete instructions and attachments was sent to you on Thursday, February 13 from Jaclyn.
SIGNAGE
MARCH 3, 2025
Signage-Ancillary Events – All Non-Scientific signage scheduled, Thursday, April 24 – Monday, April 28, 2025, 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 March 10, 2025. 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 4, 2024
Ancillary AV orders due to Freeman
Ancillary F+B Order due to HQ hotel
DEI SLIDES-PAS PARTNERS
Friday, April 4, 2025
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, April 26, 2025.
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 4, 2025.
2025 – POP-UP MEETING SPACE
Note: There will only be pop-up meeting space in the hotels this year.
TRAINEE ZONE M6 POSTING BOARD FLYER
April 24, 2025
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, April 24, 2025. 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 ten Trainee Zone sponsors.