ACP American College of Physicians - Internal Medicine - Doctors for Adults

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Sponsorship Policy Guidelines

Policy Statement 1. General Internal Medicine sponsorship policies.

1. All sponsorship at Internal Medicine must comply with ACP policies and ACCME’s Standards for Commercial Support.
2. All ACP approved sponsorship opportunities will be fully described on the Internal Medicine Sponsorship website. This description shall include the specific nature of the sponsorship opportunity, whether corporate brand or product brand acknowledgment is authorized, a description of sponsorship recognition including specifications for signage, banners, posters, slides, etc., method of distribution to attendees (if applicable), and the sponsorship cost.
3. All Internal Medicine Sponsorship Opportunities will be approved by the Exhibitor and Sponsorship Work Group (ESWG) and the VP Administrative Services prior to being printed, distributed and posted online.
4. Any newly proposed sponsorship not previously included in the Internal Medicine Sponsorship Opportunities must be approved by ESWG and the VP Administrative Services before soliciting sponsorship support. A full description containing all of the items in item #2 above is required for all newly proposed sponsorships.
5. Unless specifically noted in this policy or in the Sponsorship description, product brand acknowledgement and recognition is limited to display within the Internal Medicine exhibit hall.
6. Sponsors are not permitted to use the ACP seal or ACP logo in any of their promotional activities associated with Internal Medicine.
7. The ACP Internal Medicine logo may only be used in those instances that are specifically noted in the Sponsorship description approved by the ESWG.

Policy Statement 2. Acceptable sponsor activities at hotels and remote locations.

1. No commercial giveaways, promotional materials or product brand literature may be distributed to ACP Internal Medicine attendees at hotels or remote locations without the approval of the ESWG and the VP Administrative Services.
2. Commercially supported social events at hotels and other off-site locations should not compete with or take precedence over scheduled Internal Medicine educational events.

Policy Statement 3. Acknowledgement and recognition of sponsors.

1. The ACP seal or ACP logo shall not appear on the same page or same side of any sign, banner, poster, T-shirt, or slide that is acknowledging or recognizing sponsors.
2. Only as specified in the Internal Medicine Sponsorship description may the Internal Medicine logo appear on the same page or same side of a sign, banner, poster, T-shirt or slide that is acknowledging or recognizing sponsors.
3. Corporate name acknowledgment for all Internal Medicine sponsors will be listed in the Internal Medicine Program book, via signage in the convention center. Corporate name acknowledgment of sponsors is also authorized at Internal Medicine social events, at bus pick-up and drop-off areas, and within the educational areas in accordance with the requirements of ACCME Standards for Commercial Support.
4. Product brand acknowledgment and/or recognition of sponsors is only authorized to be used within the exhibit hall, unless otherwise specified in this policy or detailed in the Internal Medicine Sponsorship description.

Policy Statement 4. Internal Medicine tote bag.

1. All items to be included in the official Internal Medicine tote bag must be approved by the ESWG and VP Administrative Services.
2. The official Internal Medicine tote bag may bear the corporate name and logo of the sponsor but may not carry a branded drug name.
3. All sponsored items for inclusion in the Internal Medicine tote bag will be detailed in the Sponsorship descriptions.

Policy Statement 5. Appropriate exhibitor activities within the exhibit hall.

1. All exhibits are to be conducted in a dignified manner. Loud speakers, singing or carnival-like activities, such as the use of magicians or performers in the Exhibit Hall, is prohibited. Exhibits that feature an unapproved activity will be directed to immediately discontinue the activity by the ACP Exhibit Manager.
2. All booth activities and events (i.e. blood testing, lectures, demonstrations, etc.) must be proposed in writing and approved by the Exhibit Manager.
3. Celebrity guests invited to participate in an exhibitor’s booth activity must obtain the approval of the Exhibit Manager. It is preferred that celebrity guests be limited to those who are serving as official spokespersons for the product or service.
4. Providing food or refreshments from an exhibitor’s booth is permitted, but care must be taken not to allow long lines to form or to block aisles. All food functions within exhibitor booths must comply with convention center guidelines.
5. Exhibitors are permitted to hold raffles in their booths. Raffled items should be medically relevant and must be approved prior to Internal Medicine by the Exhibit Manager and Director Convention Services.
6. Exhibitors are not permitted to use the ACP or Internal Medicine logo in signage, on banners, on literature or on giveaways.

Policy Statement 6. Acceptable giveaways by exhibitors.

1. Samples of all giveaways must be provided to the Exhibit Manager for approval prior to their distribution at Internal Medicine. A sample list of acceptable giveaways and guidelines for their distribution will be included in the Internal Medicine Exhibitor Service Manual. Items not included on this sample list will be evaluated on a case-by-case basis and must comply with the guidelines defined below.
2. Approval of giveaways will be evaluated based on criteria defined in the “ACP Physician-Industry Relations Position Paper” (see Attachment 2).
3. Exhibitors may distribute product samples that they have manufactured.
4. Giveaways must be of nominal value and must relate to physician education, office practice or be of benefit to patients.

Policy Statement 7. Appropriate use of Internal Medicine attendee mailing lists.

1. Exhibitors’ who have paid their exhibit space-rental fees in-full may purchase mailing labels of Internal Medicine registrants beginning in February. The registrant mailing labels will include the names and addresses of registrants-to-date as of the time of the request. Following the completion of Internal Medicine, mailing labels for all Internal Medicine registrants will be available for purchase by exhibitors.
2. Mailing lists of Internal Medicine registrants will not contain the names of registered guests or of any ACP member who has opted-out of receiving mailings.
3. A complete copy of the proposed exhibitor mailing must accompany the mailing label request form and must be approved by ACP before mailing labels will be provided.
4. Use of the ACP seal, ACP logo or Internal Medicine logo in the exhibitor mailings is prohibited.
5. Internal Medicine registrant mailing labels purchased are for one-time use only.
6. Attendee mailing lists will not be made available for promoting social events.

ACP monitors all mailings. Violations of the list use policy by an exhibiting company or its agents may jeopardize future exhibition at Internal Medicine.

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