Affiliate Event Policies and Procedures
Affiliate Events are defined as meetings or social events that are hosted at, or held in conjunction with, the 2025 Osteoarthritis Research Society International (OARSI) World Congress, by organizations, groups, or entities that are not OARSI.
Affiliate events are not planned or sponsored by OARSI.
Policies and Procedures
The policies and procedures below apply to affiliate events that are held at, or held in conjunction with, the 2025 Osteoarthritis Research Society International (OARSI) World Congress in Incheon, South Korea.
REQUESTS FOR USAGE OF OARSI SPACE AT ANNUAL MEETING
Requests to host an affiliate event during the 2025 OARSI World Congress must be submitted electronically through the official space request form. OARSI shall have full and sole authority regarding whether to grant or deny any such request.
FEES FOR USAGE OF OARSI SPACE AT ANNUAL MEETING
Organizations, groups, or entities hosting an affiliate event during the 2024 OARSI World Congress shall be charged a fee according to the size of their event.
Fees for usage will be charged based on the following scale:
- Meetings and Events (no more than 20 people) - $150 fee for up to 4 hours
- Meetings and Events (20–99 people) - $200 fee for up to 4 hours; $100 for each additional hour
- Industry Private Room Rental - contact Dana Groves for pricing and availability, dgroves@oarsi.org
*Should an affiliate choose to host multiple events, a fee will be assessed for each space request that is submitted. Fees must be paid within 7 days of approval.
EXPENSES
All expenses in connection with hosting an affiliate event shall be the responsibility of the host. No expense, including but not limited to the cost of food, beverage, labor, and audio-visual or other equipment, shall be the responsibility of OARSI.
IMPERMISSIBLE CONFLICTS WITH OARSI EVENTS
No affiliate event may be scheduled during ANY OARSI educational programming and/or poster and exhibit hall hours.
PROHIBITED EVENTS
Affiliate events that include the presentation of educational programs or seminars for any form of credit.
REQUIRED PROMOTION
OARSI shall not list an affiliate event in the World Congress Program, Mobile App, or Online Program; or permit promotional signage in OARSI World Congress Meeting Space.
SIGNAGE AND PRINTED HANDOUTS
All promotional signage must conform to applicable venue and local rules. Signage and printed or video material in connection with an affiliate event may only be placed inside, or immediately outside, the reserved space and only for the duration of the event.
PROCESS FOR DECISION MAKING
Affiliate group function space requests are subject to the approval of the Executive Committee and the availability of function space at the venue. Upon receipt of a space request for an affiliate event, the Executive Committee shall make a determination to approve or disapprove the request based on the application of the policies contained herein; and if approved, shall schedule the event in conformance with such policies and availability of requested space.