2019 ADVOCATE MENTOR PARTICIPANT KIT

Transcription

1 2019 ADVOCATE MENTOR PARTICIPANT KIT Table of Contents Participant Policy... 2 Travel Information. 6 Housing FDA Mentor Partnership. 9 Sessions & Events Blog Guidelines Social Media Advocate Checklist

2 PARTICIPANT POLICY Advocate participants are required to attend the entire program beginning with the opening session on Saturday, March 30, 2019 at 12:30 pm and concluding with the closing session on Tuesday, April 2, 2019 beginning at 5:30pm. (SSP) and AACR Annual Meeting events will take place in both locations below. A tentative agenda will be distributed to you in a few weeks. Hotel Omni Atlanta at CNN Center 100 CNN Center Atlanta, GA Convention Center Georgia World Congress Center 285 Andre Young International Blvd. Atlanta, GA Registration The annual meeting registration fee is waived for survivor advocates participating in the Scientist Survivor Program. Participants can pick up conference registration materials (conference bag and program) at the convention center. Program materials will be distributed at the hotel during the SSP Opening Session. Scientist Survivor Program Components As you know the program consists of an Opening Session and followed by Working Group Breakouts. Advocates mentors will be assigned to a working group of 4-6 advocates and and scientific mentor. Groups are randomly selected. Each group will receive a challenge question before the meeting. As an advocate mentor, you are responsible for guiding the group on how best to answer and present findings. Advocate mentors will contact group members before the meeting. Special Interest Sessions will be scheduled throughout the program. It is not mandatory to attend all special interest sessions. All advocates are required to present a poster at the Poster Session. Advocate mentors do not need to present a poster. 2

3 Closing Session & Celebration event will wrap up the whole program. Working groups will present their presentations and advocates will receive their certificate of completion. Meals Most breakfasts and lunches are provided as part of the program. Additional meals included are: Opening Session Luncheon Survivor Advocate Dinner Partners in Progress Reception The President s Reception FDA Reception The Closing Session and Celebration Expenses & Reimbursements The AACR will not reimburse: The cost of rental cars Tolls Hotel incidentals (telephone, laundry, and room service, etc) Alcohol Luggage fees 3

4 Tips Poster costs Meals and beverages outside what are provided in the program. All reimbursement requests must accompany an original itemized receipt. No receipts, no reimbursement. An expense form will be distributed on the secret page. All reimbursement requests must be submitted no later than April 19, Secret Page Program materials will be listed on the AACR website secret page. The secret page can be found at Please bookmark the page as it will be updated periodically. The link should not be shared with advocates that have not participated in the Scientist Survivor Program. Photograph The program materials will include a biography and photo of each participant to familiarize themselves with each other. To assist us in preparing these materials, please submit a photo via to ssprogram@aacr.org no later than Friday, February 8, (Electronic version JPEG is preferred). Advocate biographies will be taken from applications. Guest Registration There is a spouse/guest registration fee for the annual meeting that will allow your guest access to the exhibits and events of the annual meeting. If the guest is interested in attending the scientific sessions, the guest must register for the meeting. Please see or the AACR registration desk on-site for more information or contact ssprogram@aacr.org before the conference. The guest cannot not attend the Scientist Survivor Program session but are welcome to attend the program social events. 4

5 Conference Calls Conference calls are scheduled for advocates to discuss program and meeting details as well as address questions. Advocate mentors do not need to attend the advocate conference calls unless they want to. Friday, February 8, 3:00-4:00 pm (EST) or Monday, February 11, 12:30-1:30 pm (EST) However, advocate mentors must attend an advocate mentor conference call. Please call-in either day. Tuesday, February 12, 12:00 1:00 pm (EST) or Wednesday, February 13, 3:00 4:00 pm (EST Call in: Meeting Access Code: Evaluation It is required for all advocate mentors to complete an evaluation of the program. Failure to submit an evaluation will result in loss of eligibility for future programs. All participants are expected to complete and submit an evaluation by Friday, April 19,

6 TRAVEL INFORMATION All travel arrangements should be made through the AACR s travel agency, Corporate Traveler. Please make your travel arrangements with Corporate Traveler before February 27, 2019 to ensure the lowest rate. Travel arrangements booked after this date will result in additional charges, in which you will be held responsible. You may contact Corporate Traveler at: Tel. (215) / Toll Free Garry.Staegemann@corporatetraveler.us Travel arrangements that are not booked through Corporate Travel WILL NOT be reimbursed, unless permission to do so is granted by AACR in advance by contacting ssprogram@aacr.org. Please be mindful of your travel arrangements as you need to be present during the opening and closing session of the program. We encourage advocates to arrive Saturday morning, March 30, 2019; no later than 12:30 pm arrival time. Advocates may depart from the program location on Tuesday, April 2, 2019 after 9:00 pm or anytime on Wednesday, April 3, If a flight is not available Saturday morning, March 30, please contact ssprogram@aacr.org for approval before ANY plans are made. If you would like to arrive Friday evening, participant will be responsible for that evening s hotel cost. Air Corporate Traveler will book an economy round trip airline ticket between your home city and Atlanta, GA. Corporate Traveler will send you a confirmation via and bill the AACR. AACR will not incur the costs of First-Class or Business Class tickets. AACR will not reimburse fees incurred due to changes in your original itinerary. The major airport is the Hartsfield-Jackson Atlanta International Airport (airport code: ATL). The airport will offer multiple U.S. and international flights daily. When speaking with the travel agent, please explore all possibilities. 6

7 Alternate Travel For local participants in the surrounding area, if you choose to drive, AACR will cover the cost of mileage at.50/mile. The cost of mileage should not exceed the cost of a round-trip ticket from Atlanta, GA. to your city. AACR WILL NOT cover tolls and gas. Atlanta is also served by Amtrak. If you choose to use Amtrak as a mode of transportation, tickets should be purchased by participant and will be reimbursed by AACR. If you choose to drive or take Amtrak, you must notify the program staff at ssprogram@aacr.org. Parking at the Omni Atlanta is $45.00 per for overnight valet-only parking (24 hr. period), and includes in/out privileges. AACR will reimburse up to a maximum of $25.00/day after the meeting. Ground Travel Hartsfield-Jackson International Airport is located 10 miles from downtown, and the average taxi fare is approximately $30 one way. There will be $2 charge for each additional person. Meeting Transportation Beginning Saturday, March 30, through Wednesday, April 3, shuttle buses will be provided between the Georgia World Congress Center and designated AACR Annual Meeting participating hotels. Shuttle bus schedules will be posted in each hotel, at the Convention Center, and at the AACR Information Desks located throughout the convention center. Please note, the Omni Atlanta is in walking distance of the convention center. 7

8 HOUSING INFORMATION The AACR has reserved a block of rooms for advocate participants of the Scientist Survivor Program at the Omni Atlanta. Please do not call the hotel to book your reservation. Use link below to book reservation after travel has been booked and confirmed. Your room will automatically be booked under the block of rooms. All questions on housing should be directed to ssprogram@aacr.org. The AACR will incur the cost of your room and taxes at the Omni Atlanta for a maximum of four nights for domestic participants and five nights for international participants unless prior permission is granted to do otherwise. A credit card will be needed at the time of check-in. Any additional evenings prior to or beyond the maximum nights allowed, will be your responsibility. Please notify program staff at ssprogram@aacr.org, if you have booked extra nights. Please book your hotel by Wednesday, February 27, You will be responsible for incidental charges billed to your room. To book your hotel reservation at the Omni Atlanta, please follow the steps below: Click: Choose your arrival and departure dates and hit Select. Please enter the guest information and click Next. (if applicable) Specify any special requests and click Next. In the Financial Info screen, click Next as reservations for advocates of the program has been financially secured. Review and complete hotel housing reservation Please note: advocates participating in the program will only have one housing option. 8

9 FDA MENTOR PARTNERSHIP (PILOT PROGRAM) AACR has partnered with the Oncology Center of Excellence at the US Food and Drug Administration (FDA) to create a pilot program for advocate mentors. The partnership is an opportunity to be team up with an FDA reviewer to express concerns about drug development, drug review, and the role of the FDA. We hope that through these partnerships, the reviewers will have a deeper understanding of the impact cancer has on patients, survivors, and their families and advocates will grasp how scientific data helps accelerate cancer product development. During the Annual Meeting Advocates will be paired up with an FD reviewer. Parties will be introduced to each other before the meeting. They must meet at least three (3) hours during the conference. Time and dates are dependent upon individuals. Communicate key issues, questions, and concerns on drug development as it relates to the survivor and patient advocacy communities. After the Annual As this is a pilot program, your feedback is vital. Please complete the program evaluation and include your thoughts about the program and insight on how it can be improved. We ask that advocate mentors share their experience in a write-up for AACR. Details to be provided later. 9

10 Survivorship Track SESSIONS & EVENTS This year marks the first time a Survivorship Track has been introduced at the AACR Annual Meeting. The sessions will address late-effect issues survivors are living with. A list of survivorship related sessions can be found on the AACR website under Advocate Engagement Research. AACR Runners for Research 5K Run/Walk Atlanta Team up with the American Association for Cancer Research to advance lifesaving cancer research. The signature 5K will be held in downtown Atlanta, at Olympic Centennial Park. To sign up to participate, please ssprogram@aacr.org and use subject title Runners for Research. All runners must RSVP to participate, When: Saturday, March 30, 2019 Time: 7:30 am Where: Centennial Olympic Park (265 Park Avenue West NW, Atlanta, GA 30313) Cost: Free for SSP Advocate Participants Partners in Progress On Sunday, March 31 at 7:30 PM, the AACR Foundation will host its annual Partners in Progress reception. Hosted by Mitch Stoller, Executive Director of the AACR Foundation, with remarks from Dr. Margaret Foti, CEO of the AACR, the evening s program will also feature a special guest presenter. With an anticipated audience of 200 guests, all donors, partners and friends of the AACR and the AACR Foundation, this event is a celebration of the philanthropic achievements of the Foundation. You will receive a formal invitation via within a few weeks. AACR Foundation Partners in Progress Reception Atlanta Marriott Marquis, Atrium Ballroom B & C Sunday, March 31, :30 PM to 9:30 PM 10

11 Special Meeting with the FDA This session will provide a better understanding of the Food and Drug Administration. Dr. Richard Pazdur and his associates will gather with advocates attending the Annual Meeting to discuss concerns and answer any questions. The session location and time is TBD. (This session is mandatory for advocates participating in the program.) *Additional advocacy sessions may be added. 11

12 BLOG GUIDELINES AACR values what our advocates find intriguing in cancer research and how it will affect their community. The AACR would like the SSP advocate mentors to contribute to the AACR blog, Cancer Research Catalyst. Each advocate mentor is required to write a blog post for the AACR blog. The blog will summarize how an event or discovery in cancer research plays a role with cancer patients, survivors and advocates. The blog will be edited by the AACR staff and scheduled accordingly. Due Date Please provide a copy of the report by Friday, May 31, The blog post must be submitted to signify your completion of the program. Submit your report to ssprogram@aacr.org. *Failure to distribute and submit an article will result in loss of eligibility for future programs. 12

13 SOCIAL MEDIA: CONNECT & COLLABORATE We invite you to join the conversation on Twitter using the hashtags #AACR19 for the meeting, and #AACRSSP19 for discussions specific to the Scientist Survivor Program. Our communications and public relations staff will be monitoring these hashtags and occasionally retweeting messages from account. To encourage collaboration among advocates and scientists on Twitter, a public list has been created to display on list page, where people can follow messages from all Scientist Survivor Program advocates and scientists in one place. If you would prefer not to be included on this list or have any questions, please Jennifer.Hughes@aacr.org. Social Media Stay connected to AACR. Follow us and Like us on the following: Twitter AACR Cancer Today Facebook AACR National Cancer Research Month Cancer Today LinkedIn AACR YouTube AACR 13

14 ADVOCATE CHECKLIST Read the participant s kit thoroughly. Add the following dates to your calendar: February 8, 2019: o photograph February 13, 2019: SSP advocate mentor conference call February 14, 2019: SSP advocate mentor conference call February 27, 2019: All travel & housing must be booked. April 19, 2019: Evaluation and reimbursement form due May 31, 2019: Blog due Call Corporate Traveler at (215) / (888) or at garry.staegemann@corporatetraveler.us to book travel reservations. Please refer to pages 4 for more information. Book housing online! photograph of self to sssprogram@aacr.org Attend advocate mentor conference call. Review the Annual Meeting program on the AACR website and the tentative SSP agenda. The final SSP agenda will be distributed at the meeting. Start preparing annual meeting schedule. Read the reading materials suggested on secret webpage. Meet with working group. (call, , FB group, etc) Reach out to FDA reviewer partner. 14