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AOSA-SCST Annual Meeting Workshop/Symposia Policy

Workshops held in conjunction with the annual meeting are excellent opportunities for analysts training and distribution of information.

Please note:

These policies apply to workshops/symposia held in conjunction with the annual meeting for which a separate registration fee is charged.  These policies apply to workshops organized by AOSA/SCST and other organizations.

The following policies have been adopted by the AOSA and SCST to standardize and professionalize the workshop process.

1. AOSA and SCST have first choice of workshop/symposia time slots and the right to ask that other workshops/symposia not be scheduled at the same time.
2. AOSA and SCST have the right to refuse to host a workshop/symposia at the Annual Meeting when the workshop focus is not compatible with the interests of the Associations.
3. Profits of workshops held in conjunction with the AOSA/SCST annual meeting go to AOSA/SCST unless other arrangements are agreed to by the AOSA/SCST Boards.
4. The workshop organizer must submit their application (available on the website) by September. 15th to AOSA/SCST business office who will forward the application to the Teaching and Training Committee.
5. The Teaching and Training Committee will approve the workshops prior to October 15th.
6. Once approved, the financial information estimate (budget) must be submitted to the AOSA/SCST business office by November 1st:
   1. A budget template is available on the AOSA/SCST website. It is the responsibility of the organization sponsoring the workshop/symposia to cover all expenses relating to the workshop/symposia through registration fees and/or sponsorships donations.
   2. Invited speakers and guests will not be required to pay workshop registration fees unless they voluntarily choose to do so. Honorariums and the payment of travel expenses will be negotiated by the workshop organizer and is to be included as part of the budget.
   3. The business office will submit a summary of the workshop budget plans to the AOSA/SCST Boards for approval by March December 15 th. The AOSA/SCST Boards will work with the AOSA/SCST business office to ensure the budget is followed and will provide direction and enforcement of financial constraints as needed.
   4. Following approval, the AOSA/SCST business office will post the workshop registration forms on the website by February 1st. The online registration information will include a statement indicating that workshops that do not have enough registrations by **/**/**** date may be cancelled. .
7. Registration fees for workshops/symposia will be collected by the AOSA/SCST business office and any expenses associated with hosting the workshop/symposia at the annual meeting will be tracked/paid by the AOSA/SCST business office.
8. Workshops that do not receive registrations for the target number of participants to achieve a balanced budget 6 weeks prior to the workshop date may be cancelled and the registrations refunded. Cancellation of annual meeting workshops will be a decision of the AOSA/SCST presidents.
9. AOSA/SCST Teaching and Training Committee will distribute workshop evaluations at the conclusion of the workshop. The evaluations will be developed in cooperation with the workshop organizer and the information from these evaluations will be shared with the organizer and the AOSA/SCST executive boards.
10. The assignment of the AOSA and SCST continuing education points will be determined by the Teaching and Training Committee in advance of the workshop based on the information provided on or with the application form.
11. Workshop/symposia organizers are strongly encouraged to submit workshop summaries to the Annual Meeting Proceedings.
12. Workshop organizers will distribute any certificates of completion following the workshop, template to be made by the AOSA/SCST business office.

WORKSHOP TIMELINE:

• September 15th (year prior to meeting): Workshop application must be submitted to the AOSA/SCST Business Office
• Prior to October 15th (year of meeting): Teaching and Training Committee will approve workshops submitted
• Prior to November 1st (year of meeting): Workshop organizer must submit budget to AOSA/SCST business office
• Prior to December 15th (year of meeting): AOSA/SCST Boards to approve workshop budget
• February 1st approved workshops’ registration forms to be posted on AOSA/SCST website/meeting website
• 6 weeks prior to the Workshop: Workshops that have not met the registered participant target to ensure a balanced budget will be cancelled and registrations refunded.

Adopted 4-9-2008 by the executive boards of AOSA and SCST.

Revised July 2015

Revised December 2016

Revised March 2018

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[gdlr_tab title=”Annual Meeting Workshop Application”]

Download Application File

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[gdlr_tab title=”AOSA/SCST Workshop Budget Template”]

Download Budget Template File

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