Summary

The purpose of this Policy is to outline the acceptance of sponsorship (or donation) from external parties (inward sponsorship) and the principles guiding the provision of sponsorship (or donation) to external parties (outward sponsorship). This Policy will:

• Establish the circumstances when sponsorship is permissible.
• Establish the authority for approving sponsorships.
• Provide advice on the funding of outward sponsorship to external parties, and the handling of inward sponsorship from external parties.

Scope

This Policy applies to all staff of ACEM, to members when acting in an official capacity on behalf of the College, and to external suppliers, consultants and agencies (for example Professional Conference Organisers) contracted by the College. This Policy should be read in conjunction with other related ACEM guidelines and policies, particularly those that relate to advertising, branding and financial obligation or mitigation of risk when ACEM affiliates with other parties. All forms of sponsorship must be considered against this Policy.

Associated Documents

• Contracts Approval Policy
• Logo Usage Policy
• External Communications Policy
• ACEM Scientific Meeting Guidelines

Document Review

Timeframe for review:                 Every two (2) years, or earlier if required.

Document authorisation:            ACEM Board

Document implementation:        General Manager Events

Document maintenance:             General Manager Events

Revision History

1. Outward Sponsorship by ACEM

1.1 Definition and Organisational Benefits

Outward sponsorship is a formal and mutually beneficial arrangement between ACEM and an external organisation in which the College offers financial (and/or non-financial/’in-kind’ support), usually in return for rights and association which promotes the interests of emergency medicine and/or the College in Australia and New Zealand. This sponsorship is intended to build the ACEM ‘brand’ value among stakeholder groups (and members) by:

• Unifying the profession through relationships with like-minded groups
• Enabling a stronger advocacy voice in association with others
• Enhancing ACEM’s credibility with other parties
• Providing skills and capabilities that the College does not possess
• Providing engagement opportunities and a space to promote College activities, including events and projects
• Providing additional membership services

In assessing a sponsorship opportunity, consideration should be given to multiple factors, including:

• Purpose
• Alignment with ACEM activities, principles, values, and strategic plan
• Benefits to ACEM
• Likely audience; the sponsorship should benefit ACEM at a national/ international level
• Location
• Guests/speakers
• Compatibility with other sponsors
• Nature and extent of sponsorship
• Risk

Outward Sponsorship will generally be ad-hoc and for a specific time-limited activity. In the context of this policy, the term ‘sponsorship’ includes partnership arrangements. As part of the sponsorship the College may request specific reciprocal conditions, for example the organiser allowing ACEM trainees or other individual(s)/group(s) to present at the event.

1.2 Types of Outward Sponsorship

Outward Sponsorship may comprise financial support, non-financial (in-kind) support or a combination of both (including reciprocal arrangements). Types of sponsorship covered by this Policy include the following:

• Monetary support (direct or provision of services such as room hire and/or catering).
• Promotional support such as promotion in ACEM communications, or inclusion in ACEM events.
• Use of ACEM assets such as facilities, venues and/or expertise.
• Conferences, seminars and workshops, dialogues, allegiances and networks.
• Projects and joint ventures (policy, research or other).

1.3 Preconditions for Approval

Before presenting any Outward Sponsorship to the wider organisation, the following pre- conditions need to be considered.

1.4 Conditions of Agreement

Before entering into any Outward Sponsorship agreement, the below conditions must be adhered to.

1.5 Authorities and Responsibilities

Most sponsorship is planned and budgeted for annually within existing College processes. The below highlights level of delegation and approval processes depending on the cost of the proposed Outward Sponsorship.

Please note, the ACEM Foundation Committee is responsible for considering requests when:

• A recommendation has been made by ACEM staff in line with the Foundation’s strategy, and a recommendation has been provided by the Executive Director, following consultation with the Executive Director of Corporate Services and the Chief Executive Officer as considered necessary.
• There are sufficient funds in the budget and the sponsorship aligns with the pillars of the Foundation.

1.6 Monitoring and Evaluation

All sponsorships should be monitored and evaluated on completion to ensure that:

• The terms negotiated in the sponsorship agreements are adhered to.
• ACEM received the full value of the sponsorship envisaged.
• ACEM discharges its obligations according to the terms of the sponsorship agreement.

Sponsorships and the evaluation of their impact should be included in the routine reporting of College activities to the Board, CAPP or COE, or the ACEM Foundation. CAPP, COE or the ACEM Foundation as applicable will advise any approved, unbudgeted sponsorships in report(s) to the Board.

2. Inward Sponsorship to ACEM

2.1 Definition and Organisational Benefits

For the purpose of this Policy, Inward Sponsorship is a formal arrangement in which an organisation, which is external to ACEM, agrees to make a contribution of financial and/or non- financial support to a College activity in return for certain specified benefits. This Policy covers situations where the external body has been approached by the College to provide sponsorship, as well as where the offer to provide sponsorship is unsolicited. With respect to the Annual Scientific Meeting this Policy should be read in conjunction with G115 ACEM Scientific Meeting Guidelines.

This type of sponsorship is intended to help ACEM offset the costs of running events (e.g. the ASM and Winter Symposium) by allowing external organisations to promote their product or service to our members. It also allows ACEM to enhance relationships within the medical industry and unifies the profession through relationships with like-minded organisations.

2.2 Types of Inward Sponsorship

Inward Sponsorship may be in support of a College event or may fund a member (who is explicitly representing the College) to participate in a local or overseas event. It may also be in support of individuals or groups from overseas attending a College event. It also includes instances in which an external organisation sponsors (in part or whole) a specific award, medal, grant, scholarship, or prize which is presented by the College.

Sponsorship may be financial or in-kind, or a combination of both, including:

• Monetary support (direct and/or the provision of a service such as room hire/and or catering).
• Promotional support, such as paid for promotion in publications.
• Use of external party assets such as facilities, venues or expertise.
• Inclusion in College events such as the ASM.

2.3 Preconditions for approval

Before presenting any Inward Sponsorships to the wider organisation, the following pre- conditions need to be considered.

2.3.1    Relationship with ‘Industry’ Organisations

RESTRICTIONS

Any content contained within the official scientific programs or agenda is restricted from being sponsored by those perceived as having and ‘industry relationship’ (outlined in the table above):

The following conditions shall also apply:

• Industry sponsored events may not occur at the same time as the official program unless prior approval has been sought.
• Industry sponsored events preferably occur outside of the main meeting hours (generally 0830 – 1730)
• Sponsor promotional material must be approved by the Communications and Engagement Department in accordance with the External Communications Policy.
• Industry branding should be separated from ACEM branding at all times (see below for more information)

ALLOWANCES

The following is allowed at ACEM Events:

• Industry logos can be visible in-between sessions on static and digital screens in venues, and on any virtual platform.
• Details of industry sponsored sessions can appear in the online Program or handbook for promotional purposes.
• A sponsor ‘thank you’ slide may appear at the start/end of each day, or as a holding slide in between sessions.

The Medicines Australia Code of Conduct and Medicines New Zealand Code of Conduct set out standards of conduct for companies when engaged in the promotion of prescription products. These standards must be always adhered to.

2.3.2 Pharmaceutical and Medical Promotion – Obligations of Sponsors

Sponsorship agreements, either developed by the College or via a Professional Conference Organiser, much include the following statement as a part of the terms and conditions of agreement to sponsor with any ACEM event:

Sponsors will not promote products to non-healthcare professionals. Sponsors will comply with all requirements of the Code of Conduct of Medicines Australia and Medicines NZ and all applicable Australian and NZ legislative and regulatory requirements, including in relation to the promotion of therapeutic and medical goods and products

2.4 Conditions of agreement

Before entering into any Inward Sponsorship agreement, the below conditions must be adhered to.

2.5 Authorities and Responsibilities

2.5.1    Annual Scientific Meeting & Winter Symposium

The authority to determine sponsorship of the Annual Scientific Meeting and Winter Symposium has been delegated by the Board to the College Events team, the Local Organising committee (LOC), and the Professional Conference Organiser (PCO), who must ensure they and others comply with all requirements contained within this.

2.5.2    Faculty Scientific Meetings

Where a Faculty Scientific Meeting is being organised by or for ACEM specifically, the authority to determine sponsorship is delegated by the Board to the College Events team, the Local Organising committee (LOC), and the appointed PCO.

Where a meeting involving external parties, bearing ACEM’s logo, any arrangements must include an understanding that sponsorship arrangements do not conflict with this policy or other applicable ACEM policies.

2.6 Monitoring and Evaluation

At the conclusion of the sponsorship period an evaluation should be made by the General Manager of Events, and the PCO to ensure that:

• The terms negotiated in the sponsorship agreements are adhered to.
• ACEM received the full value of the sponsorship envisaged.
• ACEM discharges its obligations according to the terms of the sponsorship agreement.

2.7 Summary of Sponsorship Restrictions

2.7.1    Restrictions on Sponsorship

ACEM will not accept sponsorship from the following organisations:

• Alcohol companies
• Tobacco companies
• Casino or gambling companies
• Fossil fuel companies

Exhibitions

2.8 Authorities and Responsibilities

The sales and delivery of an exhibition is the responsibility of the PCO acting on behalf of ACEM for any ACEM-led events (such as the Winter Symposium, Autumn Symposium and ASM).

The Trade Exhibition is an essential component of a vibrant and profitable conference. It is mandatory that approaches to potential trade participants occur at least 12 months in advance of the ASM or WS.

2.9 Exhibition Regulations

The following regulations and instructions should be adhered to when planning and delivering an ACEM Event.

2.9.1    Condition of Entry to the Trade Display and Exhibition ‐ registration

The following except must be included as a part of the online registration form and within the Conference Program:

CONDITIONS OF ENTRY TO THE TRADE DISPLAY AND EXHIBITION

• The Exhibition space contains safety hazards, especially for children.
• Entry is at your own risk. You are responsible for the safety and conduct of children and guests. Children must be supervised at all times, and if risk or behaviour requires, may be excluded.

• The College may exclude or remove any person from the area for safety concerns or inappropriate or unruly behaviour.

• You release the College and exhibitors from all claims and indemnify the College for claims arising from your conduct or that of your invitees.

• Some areas may be excluded to non-clinicians as required under Federal Government laws and guidelines relating to the promotion of therapeutic and medical goods and products.

2.9.2  Conditions of Entry – signage

The following except must be prominently displayed at all entrances to the exhibition hall or trade display area:

CONDITIONS OF ENTRY

• The Exhibition space contains safety hazards, especially for children.
• Entry is at your own risk. You are responsible for the safety and conduct of children and guests. Children must be supervised at all times, and if risk or behaviour requires, may be excluded.

• You release the College and exhibitors from all claims and indemnify the College for claims arising from your conduct or that of your invitees.