Ancillary Meeting Request Approval Process

Function space will only be provided to companies and non-profit organizations that are supporters of the meeting (exhibitors, corporate supporters, or attendees).
Please note that the meeting spaces is limited and determined on a first-come, first-served basis.
Once you receive written approval from the ISAAR & KSAT 2024 Organizing Committee, you must directly contact the respective hotel for rental arrangements.
Notifications will be sent via email within three weeks of form submission. If your meeting is approved, the hotel will also contact you to discuss meeting logistics and room assignment.

• An Ancillary Event Request form must be completed and submitted to ISAAR & KSAT 2024 Secretariat.
• Upon receipt, Organizing Committee will review the request to determine whether the proposed event meets its standards and requirements.
• Once approved, ISAAR & KSAT 2024 Secretariat will then contact the hotel(s) to secure a meeting room for the requested event.
• After the meeting space has been secured, ISAAR & KSAT 2024 Secretariat will then notify the organization that the request has been approved and which meeting room(s) have been assigned. Every effort will be made to notify the organization within 2-3 weeks after the event has been approved. Please note that the response time can vary depending on the hotel’s response.
• The organization will then work directly with the assigned hotel to plan the event.

Approved Times

Organizations are not allowed to hold events during the defined blackout times. The only events allowed during the blackout times are internal meetings, staff-only meetings, or events that have been specially approved by the organizing committee.

Responsibilities of Function Organizer

The organizer is responsible for covering all costs associated with the ancillary meeting, including room rental, food and beverage, audio/visual equipment services, hotel labor costs, and other related expenses. The function organizer will also assume full responsibility for the event/meeting and any liabilities associated with the ancillary meeting.

For non-profit organizations, such as affiliated societies or universities, hosting ancillary meetings, the committee may offer meeting room support free of charge if the event has less than 50 participants. However, this offer is subject to a review of the purpose of the event by the ISAAR & KSAT 2024 Organizing Committee.

Statement for Event Promotion

The following statement must be prominently displayed and included on all advertisements, signs, marketing pieces, invitations, meeting materials, derivative products, etc. for the event:

“Not an official event of the ISAAR 2024 & Annual Conference of KSAT and not sponsored or endorsed by the APFID(Asia Pacific Foundation for Infectious Disease) or KSAT(Korean Society of Antimicrobial Therapy).”

If any policies are violated, the ISAAR & KSAT 2024 Organizing Committee reserves the right to cancel the ancillary event at any time.

Please fill out the Ancillary Events Request Form and submit it via email to exhibition@apfid.org.