The purpose of this policy is to outline the way in which ACEM engages in advertising, sponsorship and exhibition activities both as the sponsor of other organisations and as a recipient of sponsorship and advertising when collaborating with external parties, including industry.

This policy establishes a transparent and principle-based framework that protects ACEM's professional integrity and public image while enabling it to collaborate with approved partners to be a financially sustainable organisation.

This policy:

• Establishes the terms and conditions for advertising.
• Establishes the circumstances when sponsorship is permissible.
• Establishes the authority for approving sponsorships.
• Provides advice on the funding of outward sponsorship to external parties, and the handling of inward sponsorship from external parties.

 

2. Scope

This policy applies to:

• All ACEM staff, including employees, contractors, and consultants acting on behalf of ACEM
• All ACEM entities and governance bodies
• ACEM Fellows, trainees, and members when acting in an official ACEM capacity
• Third parties authorised to act on behalf of ACEM in relation to sponsorship, advertising or exhibition

This policy covers:

• Outward sponsorship — financial or in-kind support provided by ACEM to external organisations, events, or activities
• Inward sponsorship — financial or in-kind support received by ACEM from external organisations, including industry bodies
• Advertising — paid promotional material published or distributed through ACEM's publications and communications channels, including print, digital, and social media
• Exhibition — the provision of display or trade exhibition space at ACEM events and conferences

This policy does not apply to:

• Grants and research funding, which is governed by the ACEM Foundation Grants Policy
• General procurement of goods and services, which is governed by ACEM Purchasing Guidelines
• Individual member declarations of conflict of interest, which are governed by the ACEM Conflict of Interest Policy

 

3.1 Definition and organisational benefits

Outward advertising, sponsorship and exhibition refers to a formal and mutually beneficial arrangement between ACEM and an external organisation in which ACEM provides 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 Aotearoa New Zealand. This outward advertising, sponsorship or exhibition is intended to build the ACEM ‘brand’ value among stakeholder groups (and members) by:

• Advancing ACEM’s strategic priorities in emergency medicine education, research and advocacy
• 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
• Securing skills and capabilities that the College does not possess
• Providing and securing engagement opportunities and a space to promote College activities, including events and projects
• Providing additional trainee and membership services

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

• Purpose
• Alignment with ACEM activities, principles, values, and strategic plan
• Benefits to ACEM and its trainees and members
• Likely audience
• Location
• Guests/speakers
• Compatibility with other sponsors
• Nature and extent of sponsorship
• Risk

Outward opportunities will generally be ad-hoc and for a specific time-limited activity. In the context of this policy, the activities include both partnerships and collaborative arrangements. The College may request specific reciprocal conditions, for example the organiser allowing ACEM members, trainees or other individual(s)/group(s) to attend or present at an event.

3.2 Types of outward advertising, sponsorship and exhibition

Outward advertising, sponsorship and exhibition activities may comprise financial support, non-financial (in-kind) support, co-branding, endorsement or a combination of each, including reciprocal arrangements. Types of activities covered by this policy include the following:

• Financial support (either direct or through the provision of facilities/services such as room hire and/or catering).
• Promotional support such as advertising in ACEM publications, web platforms, or inclusion at ACEM events.
• Use of ACEM assets such as facilities, venues and/or expertise.
• Delivery of conferences, seminars and workshops, dialogues, allegiances and networks.
• ACEM exhibition, advertising or presence at external events or in external publications
• Support for projects and joint ventures (e.g. education, policy or research).

3.3 Preconditions for approval

Before approving any Outward activities, the following pre-conditions need to be considered.

PRE-CONDITION	YES/NO
Alignment to ACEM Strategic and Business Plans The proposed activity/event/project must explicitly support a priority referred to within the current ACEM Strategy and/or Business Plan(s).
Benefits to ACEM The sponsorship should firstly aim to benefit ACEM on a national or international level. On secondary grounds, the sponsorship may benefit ACEM through education, advocacy, or research alignment.
Compliance The agreement must comply with College professional and financial policies.
Reputation The recipient's organisation must have a sound reputation and must not be subject to credible allegations of financial irregularity, ethical misconduct, or activities contrary to ACEM's values.
Reciprocity Appropriate return on investment must be received by the College. The appropriate ACEM Entity will determine and agree on what benefit is reasonable to expect.
Personal Benefit Employees and members of ACEM must not benefit personally from advertising, sponsorship or exhibition arrangements.
Propriety Relationships with parties whose goals or activities directly conflict with ACEM’s objectives, values, vision, or mission must be avoided. The activity must not attract adverse publicity to ACEM.
Level of Financial Commitment ACEM should typically be a minor contributor, not the main source of revenue for the event/activity.
Independence Any agreement must enable ACEM to retain control over its activities, communications, positions and/or policies.
Name and Logo ACEM will not relinquish control of its name and logo. Sponsorship agreements may specify appropriate arrangements for use of the names and logos of the parties for the sponsored activities in alignment with the Use of the College Logo Policy. This may include but is not limited to co-branding arrangements, placement of logo, acceptability of logo, and naming rights.
Approval The originator of the request must obtain written approval from the relevant College authorising body prior to advising the external party of the agreement.

 

3.4 Authorities and responsibilities

Most advertising, sponsorship and exhibition 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.

Amount	Delegation Authority
Up to $20,000	Executive Directors
$20,000 to $50,000	ACEM CEO
More than $50,000	ACEM Board

 

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 Chief Financial Officer 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.

3.5 Monitoring and evaluation

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

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

Advertising, sponsorship and exhibition and the evaluation of impact should be included in the routine reporting of College activities to the Board, Council of Advocacy, Practice and Partnerships (CAPP), Council of Education (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.

 

4.1 Definition and organisational benefits

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, in return for certain specified benefits. This policy covers situations where the external body has been approached by the College to provide advertising, sponsorship or exhibition, as well as where the offer to provide sponsorship is unsolicited.

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

Inward advertising is a formal arrangement that connects ACEM members and trainees with businesses and organisations offering products and services that provide value and benefit through ACEM's online publishing and communications channels, including print, digital, and social media.

4.2 Types of inward advertising, sponsorship and exhibition

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 as invited speakers or guests. 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. It does not apply to scholarships or funding arrangements governed by ACEM Foundation Grants Policy.

Sponsorship or advertising 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).
• Advertising and promotional support, such as paid promotion for ACEM initiatives in external publications or on external platforms.
• Use of external party assets such as facilities, venues or expertise.
• Inclusion of industry partner promotion and exhibition at College events such as the ASM.
• Fees paid to advertise through ACEM’s publications and communications channels as defined.

4.3 Preconditions for approval

Before approving any Inward activities, the following pre-conditions need to be considered.

PRE-CONDITION	YES/NO
Compliance The agreement must comply with College professional and financial policies.
Commensurability Sponsors are not offered and do not receive returns greater than the level of sponsorship warrants.
Personal Benefit Employees and members of ACEM must not benefit personally from advertising, sponsorship or exhibition arrangements.
Propriety Relationships with parties whose goals or activities directly conflict with ACEM’s objectives, vision, or mission must be avoided. The agreement must not attract adverse publicity to ACEM.
Independence Any agreement must enable ACEM to retain control over its activities, communications, positions and/or policies.
Approval The originator of the sponsorship request must obtain written approval from the relevant College authorising body prior to advising the external party that ACEM will receive sponsorship at the event.
Relationship with ‘Industry’ Is the organisation involved in healthcare equipment and/or services, pharmaceuticals, biotechnology, or related life sciences? IF YES, see below for actions.

4.4 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 an ‘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 (which is generally 0830 – 1730)
• Sponsor promotional material must be approved by the Communications and Brand Strategy Unit in accordance with the External Communications Policy.

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.

4.5 Pharmaceutical and Medical Promotion – Obligations of Sponsors

Sponsorship agreements, either developed by the College or via a Professional Conference Organiser, must 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.

4.6 Authorities and responsibilities

Annual Scientific Meeting

The authority to determine sponsorship of the Annual Scientific Meeting has been delegated by the Board to the College Events and Conferences Unit who must ensure they and others comply with all requirements contained within this.

Regional Meetings

Where a Regional Meeting is being organised by or for ACEM specifically, the authority to determine sponsorship is delegated by the Board to the College Events and Conferences Unit.

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.

4.7 Monitoring and evaluation

At the conclusion of the sponsorship period an evaluation should be made by the Manager, Events and Conferences, 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.

4.8 Summary of sponsorship restrictions

SPONSOR OPPORTUNITY	PERMITTED	NOTE
Sponsor speaking opportunities
Sponsored breakfast session	Yes
Soap box in exhibition space	Yes	Must only be audible in local vicinity
Sponsored lunch sessions	Yes	But be aware of competition within exhibition
Sponsor-hosted workshop	Yes	Sponsor develops and delivers the workshop content, subject to ACEM approval
ACEM workshop with sponsor acknowledgement	Yes	ACEM designs and delivers the workshop, with the sponsor receiving a short speaking opportunity and branding benefits
Verbal acknowledgement of sponsors
During Scientific Program	Yes	Only at the beginning and end of each day
At the Welcome Reception and Gala Dinner	Yes	Restricted to sponsors of the Event’s themselves
At other social events	Yes
Sponsor and Exhibitor listing
In Program booklet/ Meeting Handbook	Yes	On a separate page from the Scientific Program. Exhibitors can have company name, logo and website link. Sponsors can have company name, logo, website link and brief description.
In separate Sponsor and Exhibitor booklet	Yes
On website	Yes	On a separate page on the website. Exhibitors can have company name, logo and website link. Sponsors can have company name, logo, website link and brief description.
On Conference App and virtual platform	Yes	On a separate page on the App. Exhibitors can have company name, logo and website link. Sponsors can have company name, logo, website link and brief description.   On loading page for App – Partners and App-sponsor only
Sponsorship of Conference App or Virtual Platform
	Yes	Sponsor must be approved by Manager, Conferences and Events. Sponsor logos or banners must not be present on Scientific Program or Speaker pages.
Catering
	Yes	Sponsor banners, napkins, and place cards may be used during the catered break time.
Sponsor logos
Lanyards, nametags	Yes
Signage near to the registration desk	Yes
Signage in exhibition and at exhibition entrance	Yes
Signage outside sponsored breakfast/lunch sessions	Yes	One additional banner to brand the stage inside the room
Directional signage to sponsored breakfast sessions	Yes
In session rooms – digital	Yes
On landing page of virtual platform	Yes	As rolling banners or still images.
Sponsor promotional material
Conference app advertising	Yes
App alerts / push notifications	Yes
Electronic satchel inserts within the app	Yes
Sponsored content or acknowledgement in delegate emails	Yes
Paid advertising through ACEM communication channels	Yes
Poster Gallery
	Yes
Sponsorship of…
Speaker in Scientific Program	No
Scientific Program session	No
Conference workshop	Yes
Welcome Reception	Yes
Gala Dinner	Yes
Other social events and Happy Hours	Yes
Fun run, bike ride, yoga etc.	Yes
Promoting support of Scientific Meeting
	Yes	To ensure brand consistency and accuracy, ACEM will provide an approved promotional pack, and only ACEM-supplied or ACEM-approved content; branding and digital assets may be used in external communications.

4.9 Restrictions on Sponsorship

ACEM will not accept sponsorship from the following organisations:

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

4.10 Restrictions and conditions on Advertising

• Advertising fees apply unless a formal exemption has been approved.
• The decision of whether to accept advertising is at the discretion of the College, particularly where advertising may compete, overlap or conflict with College revenue generating initiatives, policies, activities or events.
• Inward paid advertising through ACEM communication channels is assessed on a case-by-case basis by the Communications and Brand Strategy Manager.
• ACEM may decline any advertising if it considers acceptance would not be in the College's interests, regardless of whether all technical requirements have been met.
• Members should continue to be required to obtain approval before posting promotional material on ACEM discussion forums (or more broadly, ACEM-managed communication channels). ACEM forums which are deemed to contravene this policy, can be removed by the College at its discretion.
• ACEM approved Continuing Professional Development (CPD) activities or events do not automatically constitute formal ACEM or ACEM-partnered events or initiatives, and advertising of these, where accepted by the College, will be subject to ACEM stipulated fees and charges.
  • Advertising should align with health messages or position statements issued or endorsed by ACEM.

 

5. Exhibitions

5.1 Authorities and responsibilities

 The ACEM Events Unit is responsible for overseeing the sale and delivery of exhibition opportunities for ACEM-led events, in collaboration with the Sales Manager from ACEM's appointed external sponsorship management provider.

5.2 Exhibition governance

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

5.3 Condition of Entry to the Trade Display and Exhibition

The following conditions must be included where appropriate in conference and/or signage within venues. 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.

Name badges

All efforts should be made to ensure the attendee’s name badges clearly differentiate clinicians from others (either other will not have a name badge or via colour coding).

 

• Code of Conduct (COR235)
• Use of the College Logo Policy (P449)
• P607 ACEM External Communications Policy
• P194 Investment Policy
• P345 Social Media Policy
• P90 Media Policy
• P200 ACEM Privacy Policy
• P139 Conflict of Interest Policy