Organization of a Satellite Meeting

Satellite Meeting
Organization of Satellite Meetings and Training Sessions: Anybody can propose the organization of a public or “invitation only” Satellite Meeting or Training Session (“Satellite”), to be held before or after the main Conference Program. The organizer of the Satellite Meeting will be in charge of inviting the participants, developing the agenda, conducting the meeting, and finalizing the booking of the hotel rooms with the hotel. The Conference organizers will reserve the Satellite meeting room, coffee breaks and meals, for the requested dates, and will reserve the number of hotel rooms corresponding to the participants.

The way to proceed
Choose the size of your meeting room, give it a title, and make a booking ASAP for the exact dates, and the number of participants to: Dr. Claude Fauquet

Facilities
Meetings for 10 to 200 participants can be accommodated for 1-3 days before or after the Conference. Although the facilities can accommodate a number of concurrent satellites, the number of rooms to fit a particular group size is limited. It is advised you book as soon as possible.

Costs for satellite meetings
The organizer of a Satellite meeting is responsible for the payment of all expenses associated with the event; meeting room, meals and coffee breaks. A satellite meeting will cost in average ±$140/capita and per day, all included (hotel room, meeting room, video projection, coffee breaks, and 3 meals/day). At the booking time, the Conference organizers will send a quote for the total cost of the venue, with the exception of the hotel rooms (variable prices), but with the option of including the Conference Registration Fees of the participants. The Satellite organizer is expected to pay up-front for the amount of this quote before the Conference. After the Conference the organizers will send an invoice corresponding to exact expenses made for the meeting, and if necessary payment adjustments will be done at that time.

Deadlines for organizing a Satellite Meeting
• The deadline to book a Satellite Meeting is April 15, 2018.
• Payment of the quote is due 2 weeks after receipt of the quote following the booking.
• Cancellation deadline without fees is May 15, 2018.
• Final invoices will be sent at the end of June 2018.

Adjustment to the number of participants
At the booking time, only a total number of participants is required. A detailed nominative list of participants will be required before May 15, 2018. If changes are made between the booking time and this deadline, please contact the Conference organizer to make the adjustments and the quote will be updated. After the deadline of December 15, 2017, additional participants will have to register individually and will have to book their hotel separately. If there are fewer participants, the Conference organizers will adjust the hotel booking accordingly and will adjust the invoice after the Conference.

Cancellation policy
A Satellite Meeting can be cancelled before the final deadline of May 15, 2018. Payment made for the quoted amount will be repaid in full. After this date, meeting rooms will have to be paid and bank fees for money transfer and other fees will be deducted. After May 15, 2018, Regfees for registered participants to the Conference who do not want to attend the Conference anymore will be reimbursed at 50%.

Floor Plan of the Meeting Building (coming soon)

Categories of meeting rooms
• Small size fit <20 people
• Medium size fit <50 people
• Large size fit >100 people

Costs of the Hotel Rooms, Meals and Meeting Rooms

Plenary Meeting Room (coming soon)
• Largest: 500 seats
• Price:
Main Hotel Building
• Double beds
• Single room
• VIP room
Single meeting room
• Small meeting room - 50 seats
• Multi-functional hall - 200 seats
Meals: buffet breakfast, lunch and dinner
• Charge:
• Tea break
• Cocktails