Organizations/Groups wishing to schedule events in conjunction with CORD Academic Assembly must first obtain meeting space from CORD. Space is assigned after all official CORD and affiliated functions have been placed. Space is reserved on a first-come, first-served basis in the order applications were received. Please submit one application for each meeting/event requested. Incomplete forms will not be accepted.
The function will be assigned from the designated facilities contracted within the function space CORD has on hold. These facilities are instructed not to assign meeting space to affiliate organizations unless approval has been received from CORD.
It is the responsibility of the organizers hosting events to make sure that those events comply with the guidelines regulated by CORD. Such events must be approved in advance by CORD, and are subject to the following Terms and Conditions of use:
1. Meetings/Functions cannot conflict with CORD’s educational programming. Programs that would take place during CORD event hours may be considered conflicts, and space may not be assigned.
NOTE: CORD reserves the right to enforce subsequent schedule changes made by the Planning Committee or by the Board of Directors. Ancillary organizers will be notified if their requested time must be changed.
2. CORD will not provide meeting space during the CORD Business/Membership Meeting or during Plenary Sessions.
3. Affiliate social events may NOT conflict with the Academic Assembly Opening Reception, the Moderated Poster session, or the Wine & Cheese Awards presentations.
4. Once space is approved, an email confirming your space will be sent along with the facility information and the name of the organizer that will work directly with you to finalize the meeting/function arrangements.
5. Promotional materials associated with each meeting/function must first be submitted to CORD for review and final approval. All promotional materials for ancillary meetings must include the following statement: “ This meeting is NOT an official program of CORD Academic Assembly”. The name Council of Residency Directors in Emergency Medicine, the acronym CORD, the CORD logo, and the Academic Assembly Meeting logo are registered trademarks of the Council of Emergency Medicine Residency Directors. Use of the aforementioned in conjunction with promotional materials without the express written consent of CORD is prohibited.
6. Promotion of meetings is not permitted in/around the Host Hotel, in the Overflow Hotels, at the registration desk, or through "room drops." CORD does not provide its mailing list for ancillary meeting use. Limited, modest, on-site directional signage for ancillary meeting attendees are allowed. Signage must be specific; signs should clearly state the name and location of the event and should be professional in nature.
7. Any and all costs for services levied by the assigned facility (including but not limited to meeting space rental, catering, audiovisual, etc.) or other contracted vendors associated with the affiliate organization and/or its agents' meeting/function are the sole responsibility of the organizer. CORD is not responsible for the payment of any services connected with the event. Billing arrangements for your organization may be set up directly with the assigned hotel.
8. Organizations will be notified via email when their application has been received. All groups will be notified of meeting space approval and assigned facility placement once space is assigned.
9. Organizations who contact facilities on their own or otherwise attempt to circumvent the CORD ancillary meeting space assignment process are subject to denial.
10. CORD reserves the right to accept, reject or condition acceptance, based on CORD's sole discretion, for any reason, which need not be disclosed to the organization. All outstanding obligations to CORD by the organization, including payment of all debts must be fulfilled prior to space assignment.
11. The organization shall protect, indemnify, hold harmless and defend CORD, its officers, directors, agents, members, and employees against all such claims, liabilities, losses, damages, and expenses, including reasonable attorneys' fees and costs of litigation, resulting from the organization's negligence or willful misconduct; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of CORD, its officers, directors, agents, members or employees.
CORD has the full authority to interpret or amend these rules at its sole discretion. All decisions will be final. Affiliates agree to abide by any Terms and Conditions that may hereafter be adopted. All matters or questions not covered by the above Terms and Conditions are subject to the discretion of CORD. These Terms and Conditions may be amended at any time by CORD, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, a written notice will be given by CORD to such parties.