ADVOCATE PARTICIPANT KIT 2017 1 P a g e
Participant Policy Participants are required to attend the entire program beginning with the opening session on Monday, September 25, 2017. The program will begin at 12:30 pm with a welcome lunch and conclude on Thursday, September 27, 2017 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. Binders & 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 (www.aacr.org) 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. August 16, 11:00am 12:00pm EST August 23, 3:00 4:00pm EST Dial in number: 888-585-9008 Conference Room: 934-185-261 2 P a g e
Mentors/One-on-One Sessions One-on-One Sessions are meeting times that take place in 15-minutes increments. It is a chance for advocates to speak with a mentor of their choosing to discuss programs, initiatives, and scientific sessions from the meeting. 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 email. Advocate Poster All advocate participants are required to design a poster about his/her organization and/or his/her role as a cancer advocate. The posters will be displayed in the poster exhibit area alongside researcher s posters. Each participant will receive an abstract number. 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 three hours. During the fourth hour you may feel free to view the other posters in your area or to attend other sessions. However, 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. 3 P a g e
Travel and Housing Policy All travel arrangements MUST be made through the AACR s travel agency, Gant Travel Management. The cost of any travel not booked through Gant Travel Management 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 with Gant Travel Management before Wednesday, August 23, 2017 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 Monday morning, September 25, 2017 no later than 12:00 pm. Participants are welcome to depart anytime on Thursday, September 28, 2017. The AACR will incur the cost of a room at the Sheraton Atlanta 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 $179 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. Please be sure to complete the housing section in the advocate arrangements form. Hotel Location SHERATON ATLANTA HOTEL 165 Courtland St. NE Atlanta, GA 30303 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. A personal credit card will be required at the time of check-in. 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 Gant Travel Management will book an economy round-trip airline ticket between your home city and Atlanta, GA. The closest major airport to the conference site is the Hartsfield-Jackson Atlanta International Airport (ATL). Gant contact information is below. Call: 800.255.8664 Email: AACR@GantTravel.com 4 P a g e
Gant will send your itinerary directly to you and bill the AACR. If you would prefer to travel by train, Gant will book a coach-class train ticket for you. If you have any questions, you may e-mail ssprogram@aacr.org The Hartsfield-Jackson Atlanta International Airport is located approximately 15-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 Atlanta, GA. The Sheraton Atlanta Resort offers parking for guests and visitors. AACR will only reimburse up to $25.00 a day. You will not be reimbursed for parking UNTIL you submit your receipts after the conference. Please notify staff if you will be driving. Overnight guests parking rate: $27-35 per day. Ground Transportation Taxi service is available between the Hartsfield-Jackson Atlanta International Airport (ATL) and the Sheraton Atlanta Hotel. The approximate taxi fare is $35.00 one way, plus gratuity. Advocates are also welcome to use a shuttle service and UberX (other Ubers services will not be reimbursed). Participants are also welcome to use MARTA (Metropolitan Atlanta Rapid Transit Authority). The fair is $2.50 each way. The Sheraton Atlanta Hotel is closest to the Peachtree Center Station, Stop #N1. Take the north exit and turn left onto Andrew Young International Boulevard. The hotel is two blocks ahead on the right. Once travel is booked, please e-mail your advocate arrangements form to ssprogram@aacr.org. See checklist. Any flight changes after flight is booked will be at the expense of the individual. 5 P a g e
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 Atlanta, GA or will compensate you 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 The Science of Cancer Health Disparities Tenth Year Celebration The Closing Session and Celebration AACR WILL NOT reimburse for meal expenses outside what has been provided. As an advocate of the Scientist Survivor Program, you are graciously invited to attend the Tenth-Year Celebration. You will receive a separate email invitation regarding the details. Please RSVP to the invitation once received. If you do not attend the celebration you will be responsible for your meal for the evening. 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. 6 P a g e
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 December 8, 2017 to: AACR, Scientist Survivor Program 615 Chestnut Street, 17 th Floor Philadelphia, PA 19106 E-mail: SSProgram@aacr.org If you should have any questions, please send an e-mail to ssprogram@aacr.org or call the S&PA Department at 215-446-7104. 7 P a g e
Social Media Information Stay connected to AACR. Follow us and Like us on the following: Twitter AACR https://twitter.com/aacr Cancer Today https://twitter.com/cancertodaymag Facebook AACR https://www.facebook.com/aacr.org National Cancer Research Month https://www.facebook.com/cancerresearchmonth Cancer Today https://www.facebook.com/cancertoday If you will be tweeting or using Facebook or Twitter during the meeting, use the AACR hashtag: #AACRDisp17 and/or #AACRSSP LinkedIn AACR http://www.linkedin.com/company/american-association-for-cancer-research YouTube AACR http://www.youtube.com/aacrnews Cancer Research Catalyst: The Official Blog of the AACR AACR http://blog.aacr.org 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: https://www.facebook.com/groups/aacradvocates/. 8 P a g e
Scientist Survivor Program Science of Cancer Health Disparities Conference Sponsors The AACR is thankful to its supporters of the Scientist Survivor Program: 9 Page
Scientist Survivor Checklist Read the participant s kit thoroughly. Call our travel agency Gant Travel at 800-255-8664 or email at aacr@ganttravel.com to book travel reservations. AACR strongly encourages advocates to arrive early Monday morning (before noon). Advocates may leave anytime on Thursday. E-mail ssprogram@aacr.org the advocate arrangements form which includes: Travel itinerary Hotel check-in/out dates (Gant Travel is not responsible for booking your hotel.) Notify S&PA if you plan on driving Cell phone number and dietary restrictions if applicable Emergency contact Join in on one conference call: August 16 or August 23. Read How to Navigate a Scientific Meeting on the AACR/Survivor & Advocates website. Read the reading materials (to come in a later email). Review The Cancer of Health Disparities program on the AACR website. Schedule One-on-One Session (information to come in a later email). Join the AACR advocate Facebook Group (https://www.facebook.com/groups/aacradvocates/.) 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. 10 P a g e