SIDE MEETING

Many groups wish to take advantage of the fact that participants attending PMAC 2020 come from diverse organizations around the world, to organize side meetings. Plus, side meetings allow alternative opportunities for workshop or informal dialogue for participants. The PMAC Secretariat is willing to accommodate side meetings prior to the main Conference with the following criteria and guideline

Side Meeting Request Form

TIME SCHEDULE FOR SIDE MEETINGS

DATES/TIMES ALLOTTED FOR SIDE MEETINGS

TUESDAY 28 JANUARY 2020
Morning session 09.00-12.30 hrs
Afternoon session 14.00-17.30 hrs
Full day session 09.00-17.30 hrs
WEDNESDAY 29 JANUARY 2019
Morning session 09.00-12.30 hrs
Afternoon session 14.00-17.30 hrs
Full day session 09.00-17.30 hrs

Side meetings should not be organized on the field trip day (30 January 2020) and during the main conference (31 January - 2 February 2020).

ELIGIBILITY CRITERIA AND SUBMISSION CHANNEL FOR SIDE MEETING ORGANIZERS

  • Conference Partners (co-hosts,supporting institutes or contributors)
  • Interested organizations are eligible to apply for a side meeting only if their meetings are co-organized with the conference partners and the meeting subject/content is relevant to the conference theme of that year

IMPORTANT DATES

1 OCTOBER 2019

Deadline to Request for Side Meeting Conference Partners (co-hosts, supporting institutes or contributors) and interested organizations are able to request the side meeting for consideration through Side Meeting Request Form

Side Meeting Request Form

15 OCTOBER 2019

Accepted Side Meeting The PMAC Secretariat will send the PMAC invitation, username and password that allows Organizers of Side Meetings that have been accepted to access to the side meeting system and fill required details of the side meeting.

* Please note that the side meeting organizers need to be a PMAC invitee.

31 OCTOBER 2019

Deadline for Side Meetings Organizers to Fill in Required Side Meeting Details in the PMAC Side Meeting System Brief information on side meetings that were filled through the system will be available on the conference website.

15 NOVEMBER 2019

Assigned Date I Time I Room The PMAC Secretariat assigns a room for the side meeting based on the provided expected number of participants attending the side meeting and the required room setup.

30 DECEMBER 2019

Deadline to Invite Side Meeting Participants The accepted Side Meeting Organizer will get a “Side Meeting Registration Link” to invite participants both RG* and SM* to your side meeting.

*RG = Conference Participants (attending the whole conference)
*SM = Non-Conference Participants (attending only side meeting)

  • List of RG will be available in the Side Meeting System
  • Non-conference participants who have not registered in advance online will not be allowed to attend the side meeting due to safety concerns and logistics complications. Onsite walk in for side meetings is not allowed.
  • List of all participants who will attend your side meeting will be available in the Side Meeting System.

PARTICIPANTS

The list of confirmed participants of your side meeting can be downloaded from the side meeting system by using your username and password.

CONFERENCE PARTICIPANTS (RG)

(attending the whole conference)

Participation at the Conference is by invitation only. The PMAC Secretariat sends out invitations to the main conference based on names proposed by conference co-hosts and partners. Brief information on side meetings will be available on the conference website, however, the Organizer is responsible for directly sending out invitations to the side meeting participants based on the list of confirmed conference participants in the database.

Important Note

Confirmed conference participants have the option to select the side meeting(s) they are interested in attending in the conference registration system.

NON-CONFERENCE PARTICIPANTS (SM)

(attending only side meeting)

The organizer may invite non-conference participants to their side meeting. The accepted side meeting Organizer will get a “Side Meeting Registration Link” to be sent to non-conference participants. The non-conference participants are required to confirm their participant through the “Side Meeting Registration Link”. Once they confirm their participation, they will get the “Side Meeting ID” by email. This ID will allow them to get the side meeting badge to join the side meetings during 28-29 January 2020. The Side Meeting Badge will be valid for 28-29 January 2020 only.

Important Note

Non-conference participants who have not registered in advance online will not be allowed to attend the side meeting due to safety concerns and logistics complications.

Onsite walk in for side meetings is not allowed.

CONFERENCE BADGE

At the Conference Venue, all participants are required to register onsite to receive their badge and documents. To facilitate the onsite registration process, kindly present your passport /invitation letter/ Side Meeting Participant ID at the Registration Desk. The Registration Desk is located at the 22nd floor and will be open at the following times:

Tuesday 28 January 2020

from 08:30 – 18:00 hrs

Wednesday 29 January 2020

from 08:30 – 18:00 hrs

All participants are required to wear the conference badge throughout the conference, including the side meeting and field trip days.

LOGISTICS RESPONSIBLE BY ORGANIZERS

  • The Organizer brings their own laptop,meeting documents and registration sheet
  • The Organizer is responsible for printing and bringing their own documents for distribution. Any printing during the conference period will be charged by the hotel business center.
  • The Organizer provides a copy of the registration sheet to the PMAC Secretariat after the meeting.
  • The Organizer provides their own meeting equipment (flip charts, marker pens, teleconference, etc).
  • The Organizer will be responsible for transport of their meeting equipment to “Organizer Storage” room and side meeting room at the meeting venue.
  • The Organizer will accept responsibility for damage or loss of their equipment during the event.

LOGISTICS SUPPORT BY PMAC SECRETARIAT

  • Meeting room, LCD, 1 flip chart free of charge, pencil, paper (other requirements will be charged by the hotel)
  • Central Lunch Buffet and Central Coffee Break will be provided during 28-29 January 2020
    • Central Lunch Buffet at

      12.30-14.00 hrs

    • Central Coffee Break

      (morning) at 10.30-11.00 hrs

      (afternoon) at 15.00-15.30 hrs

  • Updated list of confirmed participants (access from online database)
  • A local staff to help with registration and to facilitate during the meeting (our local staff will meet the organizer at the meeting room 30 minutes before the meeting time).
  • The registration desk will be set up in front of the meeting room.
  • There will be a room for “Organizer Storage” for the Organizer to bring their materials for storage. The storage room will be available on Monday 27 January 2020. The PMAC Secretariat will not be responsible for any damage or loss of materials.

SIDE MEETING GUIDE DOWNLOAD