ADVOCATE PARTICIPANT KIT 2018

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1 ADVOCATE PARTICIPANT KIT 2018 Participant Policy Participants are required to attend the entire program beginning with the opening session on Friday, November 2, The program will begin at 12:30 pm with a welcome lunch and conclude on Sunday, November 4, 2018 with the closing dinner and celebration. The central goal of the Scientist Survivor Program is to provide survivor and patient advocates with comprehensive exposure to scientists and the cutting-edge research on cancer health disparities. It is our goal for advocates who attend the program to educate their constituencies with the knowledge they acquire during the meeting. Registration The Science of Cancer Health Disparities meeting registration fee is waived for survivor advocates and faculty participating in the Scientist Survivor Program. Program Materials All program participants will receive a binder onsite that consists of necessary materials relevant to the Scientist Survivor Program. Biographies of participants will be included in the binders to help participants familiarize themselves with each another. The narrative will be pulled from the applications submitted. A list of participants will be distributed one week prior to the meeting. The final agenda will be provided on the first day of the program. Please familiarize yourself with the conference agenda that can be found on The Science of Cancer Health Disparities page on the AACR website ( Conference Call All advocates must participant in a conference call. This call will address any questions participants have in preparing for the meeting. The same information will be discussed on both days. Please try to be available for one of the scheduled days. Please see below for days and times. September 28, 11:00am 12:00pm EST October 1, 3:00 4:00pm EST 1 P age

2 Dial in number: Conference Room: Mentors/One-on-One Sessions One-on-One Sessions are a chance for advocates to speak with mentors of their choosing to discuss programs, initiatives, and scientific sessions from the meeting. Each session is15-minutes. Please do not discuss personal diagnosis with mentors. All advocate participants are required to participant in the One-on-One Sessions with at least five mentors. Instructions on scheduling sessions will be given in a future . Advocate Poster All advocate participants are required to present a poster during the poster session. The poster can be about his/her organization, advocacy initiatives, and/or his/her role as a cancer advocate. The posters will be displayed in the poster exhibit area alongside researcher s posters. Participants will receive an abstract number and session time before the conference. Your poster materials must remain on the poster board assigned to you for the entire poster session. You are required to be present at your poster for only the first two hours. After you may feel free to view the other posters in your area. You must return at the end of the session to take down your poster. All posters left on board will be trashed. Your poster is an opportunity to educate research attendees on the face of cancer. Tips for poster: Provide a handout of poster or summary of poster to viewers of poster. Posters can be considered as carry-on item when traveling. There are multiple websites to design poster. However, many advocates have designed their poster in PowerPoint and printed at FedEx, Staples or Kinkos. 2 P age

3 Travel and Housing Policy All travel arrangements MUST be made through the AACR s travel agency, Corporate Travelers. The cost of any travel booked outside Corporate Travelers WILL NOT be reimbursed, unless permission to do so is granted by AACR in advance by contacting ssprogram@aacr.org. Please make your travel arrangements before Friday, Oct 5, 2018 to ensure the lowest rate. Any arrangements booked after this date will result in additional charges, you will be held responsible for the difference in fare. Housing We encourage participants to arrive Friday morning, November 2, 2018 no later than 12:00 pm. Participants are welcome to depart anytime on Monday, November 5, The AACR will incur the cost of a room at the Sheraton New Orleans Hotel for a maximum of three nights for participants unless otherwise approved by the Survivor & Patient Advocacy Program. If you would like to arrive before or leave after the stated time, you will be responsible for the $229 room rate per night. Please advise if you wish to arrive or stay after the allotted time. AACR will not be responsible for booking hotel. Hotel Location SHERATON NEW ORLEANS HOTEL 532 Canal Street New Orleans, LA To book your housing, please visit the following link: All housing must be completed by Oct. 5, A personal credit card will be required at the time of check-in. Throughout the course of your stay, you are responsible for any incidental charges billed to your room, including telephone and laundry charges, room service, mini-bar, alcohol, and tips. 3 P age

4 Please note: Do not call the AACR hotel booking hotline. AACR has reserved a block of rooms for the program and will book your hotel room for you. Please do not make your own reservations. Air and Train Corporate Travelers will book an economy round-trip airline ticket between your home city and New Orleans, LA. The closest major airport to the conference site is the Louis Armstrong New Orleans International Airport (MSY). Corporate will send your itinerary directly to you and bill the AACR. To book your travel, please contact our Corporate Traveler operations manager, Garry Staegemann or his team in one of the following ways: Phone: Garry.Staegemann@corporatetraveler.us Corporate Traveler s hours of operation are Monday Friday, 8 a.m. 6 p.m. Eastern time. When ing Corporate Traveler, please include with flight details: 1) Legal name, as it appears on photo ID, 2) Date of birth, 3) Frequent flier, and Known Traveler/TSA PreCheck numbers, if applicable. If you would prefer to travel by train, book a coachclass train ticket and you will be reimbursed after the meeting. The Louis Armstrong International Airport is located approximately 25-minutes from the hotel. Driving and Parking If you wish to travel to the conference in your personal car, you will be reimbursed at the rate of $.50 per mile. The total cost of mileage and parking should not exceed the cost of a round-trip economy airline ticket (30-day advance price) between your home city and New Orleans. The Sheraton New Orleans Hotel offers parking for guests and visitors. AACR will only reimburse up to $25.00 a day for participant. You will not be reimbursed for parking UNTIL you submit your receipts after the conference. Please notify staff if you will be driving. The parking rate at the hotel is $30 daily. Ground Transportation Taxi service is available between the Louis Armstrong International Airport (ATL) and the Sheraton Atlanta Hotel. The approximate taxi fare is $37.00 one way, plus gratuity. Advocates are also welcome to use a shuttle service and UberX (other Ubers services will not be reimbursed). 4 P age

5 Once travel is booked, please your advocate arrangements form to See checklist. Any flight changes after flight is booked will be at the expense of the individual. Expense & Reimbursement Policy The AACR incurs most program-related expenses for survivor advocates accepted into the program as detailed below. Receipts will not be reimbursed until after the meeting. ALL receipts must be submitted to receive reimbursement. The AACR will only pay for a coach seat on an airplane or train to and from New Orleans or will compensate for mileage if you drive your personal car. The organization will also pay for shuttle services between the airport or train station and the hotel. Meals Most meals are provided as part of the program. Breakfast and lunch are provided daily in the Scientist Survivor room. Additional meals included are: Opening Session Welcome Lunch Speaker Dinner The Closing Session and Celebration AACR WILL NOT reimburse for meal expenses outside what has been provided. The AACR will not reimburse: The cost of rental cars Hotel incidentals- telephone, laundry and room service, etc. Alcohol Luggage Tips Poster costs Meals All reimbursement requests must accompany an original itemized receipt. No receipts, no reimbursement. Photocopies WILL NOT be accepted. An expense form will be distributed onsite. 5 P age

6 Report Guidelines The objective of the Scientist Survivor Program is to disseminate the knowledge and insight acquired during the program beyond the actual participants to facilitate greater awareness of the progress in cancer research to a vast and diverse audience. The report should summarize the development, action plan, and execution of an initiative or program dedicated to your constituents and the cancer community. The report must be submitted to signify your completion of the program. Reporting guidelines will be reviewed at the conference. A more detailed description of the expectations of the report will be discussed at the conference. Please provide a copy of the report by January 7, 2019 to: AACR, Scientist Survivor Program 615 Chestnut Street, 17 th Floor Philadelphia, PA SSProgram@aacr.org If you should have any questions, please send an to ssprogram@aacr.org or call the S&PA Department at Social Media Information Stay connected to AACR. Follow us and Like us on the following: Twitter AACR Cancer Today Facebook AACR National Cancer Research Month Cancer Today If you will be tweeting or using Facebook or Twitter during the meeting, use the AACR hashtag: #AACRDisp18 and/or #AACRSSP LinkedIn AACR YouTube AACR Cancer Research Catalyst: The Official Blog of the AACR AACR 6 P age

7 Through its blog Cancer Research Catalyst, the AACR aims to increase the spread of new knowledge about cancer while providing helpful and interesting information for the AACR s members, partners, and supporters. Here you ll find posts on the latest advances in cancer research, including stories based on AACR journal articles and meetings; updates on the AACR s activities and initiatives; and guest posts from advocates, early-career investigators, and established researchers. Facebook Group The American Association of Cancer Research (AACR) manages a Facebook group for all advocates and researchers affiliated with the Survivor & Patient Advocacy Program at AACR. This group is a forum where everyone can dialogue, share information, and build friendships and collaborations. This is a private group and your request must be approved to join the group. The link to the group is: 7 P age

8 Sponsors The AACR is thankful to its supporters of the Scientist Survivor Program: against cancer. 8 P age

9 Scientist Survivor Checklist Read the participant s kit thoroughly. Call our travel agency Corporate Traveler at or at Garry.Staegemann@corporatetraveler.us to book travel reservations. AACR strongly encourages advocates to arrive early Friday morning (before noon). Advocates may leave anytime on Monday. ssprogram@aacr.org if you choose to drive or travel by train.: Join in on one conference call: September 28 or October 1. Read How to Navigate a Scientific Meeting on the AACR/Survivor & Advocates website. Read the reading materials (to come in a later ). Review The Cancer of Health Disparities program on the AACR website. Schedule One-on-One Session (information to come in a later ). Join the AACR advocate Facebook Group ( General Information Your room has been reserved for you under a block of rooms for the Scientist Survivor Program. Your confirmation number will be sent to you one week prior to the program beginning. Please DO NOT book any hotel arrangements unless staying beyond the covered nights. If you should have any reasonable requests, dietary restrictions, or special needs, we will work with you and the hotel to ensure your needs are met. AACR does not reimburse for the cost of alcohol, meals, tips, hotel incidentals, baggage fees, or rental cars. Keep all applicable receipts for reimbursement. Failure to submit an evaluation and report will result in loss of eligibility for future programs. 9 P age

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