Contemporary Forum & Pre-Meeting Workshop

Industry Contemporary Forums and Pre-Meeting Forum/Workshop Hours and Purpose (No CEUs)

Purpose

Contemporary Forums allow sponsors an opportunity to provide clinical updates and educate attendees on current therapies, disease states, products and pipeline activities in general session rooms. These presentations are typically 90 to 60 minutes in length and formatted for non-CEU learning and provide a higher level of interaction and engagement of professional attendees. Forums will be offered during available time slots prior to or after daily HFSA Scientific Sessions and will likely coincide with one or more CEU Satellite Symposiums and another Industry Contemporary Forum, as well as a poster session on Saturday morning. HFSA anticipates seven (7) time slots will be available but cannot confirm until the CEU Satellite Symposium schedule is finalized, which is anticipated to be by June 12, 2023.

The one exception is the Friday afternoon pre-meeting forum/workshop, which is available from noon to 4 pm (up to 240 minutes) and can be confirmed immediately upon HFSA review and approval of application.

Contemporary Forum and Pre-Meeting Forum/Workshop Hours and Fees

DateTimePotential Concurrent ActivitiesPrice
Friday, October 6Noon – 4:00 PM
(Earlier start time could be considered)
Training and Education in Advanced Cardiovascular Hemodynamics (TEACH) Workshop$30,000
Friday, October 68:00 PM – 9:30 PM2 CEU Satellites$37,000
Saturday, October 7*8:00 AM – 9:00 AM or
7:30 AM – 9:00 AM
2 CEU Satellites, 1 Contemporary Forum, Poster Session$37,000 (60 min)
$40,000 (90 min)
Saturday, October 77:00 PM – 8:30 PM2 CEU Satellites$37,000
Sunday, October 87:00 AM – 8:00 AM2 CEU Satellites$34,000
Sunday, October 85:00 PM – 6:00 PM2 CEU Satellites$37,000
Monday, October 97:30 AM – 8:30 AM or
7:30 AM – 8:45 AM
2 CEU Satellites$34,000 (60 min)
$35,500 (75 min)
*2 concurrent morning sessions available on Saturday, October 7.

Times are subject to change based the final HFSA program. Sponsors may indicate their 1st, 2nd and 3rd time slot choice on the application, but HFSA cannot confirm until all satellite scheduling is finalized to avoid subject area overlap. HFSA anticipates finalizing the satellite schedule by June 12, 2023.  Assignment of time slots will be based on a combination of HFSA corporate membership status, date application was received, total support for the society, and topic.

Industry Contemporary Forum and Pre-Meeting Forum/Workshop Fee include:

  • Projection screen
  • Front projection
  • Confidence monitor
  • Laptop
  • Table microphone (3)
  • Wireless microphone (1)
  • Aisle microphone (2)
  • Speaker timer
  • Riser
  • Room Technician
  • Room Set: 150 Classroom (Pre-Meeting Workshop Room Set is Flexible)

Expenses that sponsor will be responsible for:

  • Renting lead retrieval scanner(s) and providing staff to scan attendee badges.
  • Food and beverage can be ordered directly through the Huntington Convention Center of Cleveland at an additional cost.

In addition, HFSA provides publicity via the following:

  • Sign inclusive of all Contemporary Forums in the meeting area
  • Slide reminders inclusive of all Contemporary Forums in the scientific sessions
  • Session details listed in the electronic program PDF
  • Inclusion in email blast inclusive of other Industry Supported Sessions (No CEUs) to meeting registrants
  • 8.5″ x 11″ digital flyer PDF promoting the Contemporary Forum and developed by supporter included in the HFSA virtual bag sent electronically to all meeting attendees

Optional Recording and OnDemand

For additional fees, Contemporary Forums can be recorded and offered OnDemand in the HFSA Learning Center for up to one year.

  • Recording – $2,500
  • OnDemand via the HFSA Learning Center for up to one year – $5,500

Content

It is the responsibility of the sponsor to adhere to FDA regulations and all other applicable industry guidelines concerning the discussion of products and services. Companies are encouraged to check with their medical affairs/compliance staff regarding these issues.

Products displayed at the Contemporary Forum must meet FDA guidelines and be FDA approved. Applicants are reminded of the FDA restrictions on the promotion of investigational and pre-approved, drugs, devices and procedures. For more information, visit the Guidance page on the FDA website.

Presentations may reference scientific program or poster content but should not be identical. Presentations referencing scientific session content may take place only after the relevant scientific session has occurred. HFSA reserves the right to have the scientific program chair review and approve content.

Important Dates

  • HFSA to confirm time slot by June 12, 2023
  • Final title, description, faculty and learning objectives (topic is required for application submission) – July 14, 2023
  • Full payment – Due 30 days after HFSA invoice and by July 14, 2023
  • Complimentary 8.5″ x 11″ PDF insert for virtual meeting bag must be finalized and submitted by September 1, 2023 
  • All graphics are due by August 24, 2023 for production. Any changes made to titles, faculty, descriptions, or objectives will incur a surcharge of 10% to cover changes to signage and final program. Any changes after September 7, 2023, will incur a surcharge of 20%. HFSA cannot guarantee any changes after September 15, 2023. No exceptions.

How to Apply

Complete the application form. Forum Topic MUST be included with initial Application.

Speakers

It is the responsibility of the sponsor to ensure that all individuals involved with the planning, production, and marketing of the Industry Contemporary Forum are aware of and abide by the Industry Contemporary Forum/Workshop Guidelines. Speakers may be either meeting attendees, speakers, or abstract presenters. If a speaker’s presentation is similar to his or her presentation in a scientific session, the scientific session should precede the Industry Contemporary Forum. All Industry Contemporary Forum speakers are required to be registered as in-person attendees at the meeting.  As part of the SSRC review, it is determined if the proposed program appropriately reflects the HFSA Diversity, Equity, and Inclusion Policy.  It is advised that the Contemporary Forum sponsors keep this in mind when budgeting for and selecting faculty. 

Set Up

Sponsors will have access to the Industry Contemporary Forum/ Workshop 30 minutes to an hour before the assigned presentation time. Seating, AV, stage, lighting, and other physical arrangements cannot be altered or removed.

The Presentation Management System used for the Scientific Meeting sessions will not be available to sponsors. All presentation materials should be available on portable media to load directly to the session room computer prior to the session.

AV Enhancements or Additions 

Plans to use audience response systems or other AV equipment not provided by HFSA must be approved. AV enhancements cannot interfere with the existing meeting room set-up, including the stage, lights, draping, seating, microphones, and projection. HFSA is not responsible for the costs or arrangements.

Promotional Materials

HFSA’s promotion of Industry Contemporary Forums and Pre-Meeting Workshop is indicated in the fee detail. Additional publicity is strongly recommended. Options include door drops, and display ads in the convention center or outside the Exhibit Hall. See Support Opportunities for specifics.

Keep in mind that HFSA does not sponsor or co-sponsor Contemporary Forum/Workshop. Use of the HFSA name, logo or insignia on materials promoting Contemporary Forum/Workshop is prohibited. All materials promoting the forum/workshop should identify the industry sponsor. In addition:

  • The term “scientific session” should not be used in reference to an Industry Contemporary Forum/Workshop.
  • All materials promoting the Industry Contemporary Forum/Workshop must include the following two statements:

    This Industry Contemporary Forum/Workshop is not part of the scientific program as planned by the HFSA Program Committee. This event is neither sponsored by nor endorsed by HFSA.

    This event does not qualify for continuing education credit.

Proposed copy must be submitted to HFSA for approval prior to printing. Please allow 10 days for review.

Distribution of approved materials from a sponsor’s exhibit booth is permitted. Promotional materials may not be distributed in the aisles, in the Huntington Convention Center of Cleveland lobbies or public areas, or anywhere else in the convention or hotel property. Promotional materials, even if approved, may not be handed out anywhere, including restaurants, in front of the hotel or in or around the Huntington Convention Center of Cleveland. 

Artwork is subject to HFSA review and approval so please submit preliminary copy with enough time to allow time for any necessary revisions. The final and approved forum/workshop specific insert for the virtual meeting bag must submitted by September 1, 2023.

Signage 

Sponsors can supplement Huntington Convention Center of Cleveland signage with one poster placed in their contracted exhibit space and immediately at the entrance to the meeting room 1 hour prior to the sponsor’s timeslot. Poster must be removed from meeting room entrance within 15 minutes after the slot’s conclusion.  Poster must be professionally printed, no larger than 30″ x 39″ and may be ordered through Freeman or a contractor of the applicant’s choosing. Proposed copy of signage must be approved by the HFSA prior to printing. Directional signs will be provided by HFSA. No materials can be distributed within the Huntington Convention Center of Cleveland. Signs may not be placed in other venues or other areas of the convention center or hotel.

Giveaways

Companies are permitted to distribute from the Industry Contemporary Forum/Workshop nonexclusive giveaways in accordance with AMA Ethical Guidelines. Sponsors are encouraged to review and adhere to other applicable guidelines and codes of ethics related to giveaways, such as the Pharmaceutical Research and Manufacturers of America (PhRMA) Code of Interactions with Healthcare Professionals, Advanced Medical Technology Association (AdvaMed) Code of Ethics on Interactions with Health Care Professionals and the Office of Inspector General’s Compliance Program Guidance for Pharmaceutical Manufacturers. Pharmaceutical and device companies are reminded to pay special attention to the recently revised PhRMA and AdvaMed Codes, respectively, which prohibit their members from distributing many traditional giveaway items. Giveaways should be associated with sponsor products or services or be related to the attendees’ work. A giveaway should not exceed a retail value of $10. Within this limit HFSA encourages all applicants to check with their companies’ own medical affairs/compliance staff for applicable guidelines. Giveaways should not be associated with a satellite symposium or unofficial event. All giveaways must be registered with the HFSA.

For additional information on giveaways, including which are approved or prohibited, see the 2023 Exhibitor Prospectus.

Changes in Schedule and Location

HFSA reserves the right to change location of the Industry Contemporary Forum/Workshop. It also reserves the right to alter the time schedule if it deems a change would be in the best interest of the HFSA Annual Scientific Meeting. All changes will be communicated to Contemporary Forum/ Workshop sponsors. HFSA will attempt to accommodate requests when deemed appropriate.

Payment

Wire transfers are encouraged.  Contact HFSA for wire transfer information and notify Michelle Poinelli at mpoinelli@hfsa.org when a wire transfer is made to ensure its credited properly.    

Check or money order (drawn on US banks only) must be made payable to the Heart Failure Society of America (Tax ID: 06-1416238) and mailed to: Heart Failure Society of America, 500 N. Washington Street, #10009, Rockville, MD 20849.

Sponsors will be responsible for a 3% fee for credit card transactions. 

Cancellation

No refunds will be issued for cancellations after June 20, 2023. If the sponsor cancels, the slot will be forfeited. Notification of applicant’s decision to cancel the forum or workshop time slot must be submitted in writing. HFSA retains the right to utilize canceled forum/workshop time slots at its discretion. HFSA reserves the right to revoke a Contemporary Forum/Workshop contract at its sole discretion.

General

HFSA shall have the authority to interpret and enforce these guidelines. All matters not covered by these guidelines are subject to the decision of HFSA. All decisions so made shall be as binding on all parties as the original guidelines. The sponsor or its designated representative is responsible for knowing all guidelines. A sponsor that fails to observe these conditions or the terms of the Industry Contemporary Forum/ Workshop guidelines may be removed from the Forum without refund, and without limiting any other rights or remedies available to HFSA. These guidelines may be amended at any time by HFSA, and all amendments so made shall be binding on applicants equally with the original guidelines. The applicant agrees to operate in strict compliance with these guidelines. HFSA reserves the right to reject, remove or prohibit any presentation in whole or in part, or any applicant, or its representative, with or without giving cause. If any sponsor is rejected for violation of these guidelines, or for any other stated reason, no return of rental shall be made.

Use of HFSA Name, Logo, & Insignia

The HFSA name, insignia, logo or other identifying marks may not be used in signs, advertising, or promotions in any media, or on any literature without the express written permission from the HFSA Chief Executive Officer. The HFSA name cannot be included in any advertising, documents, or publications supported or sponsored by another organization or group. The fact that a company conducts a forum at the HFSA Annual Scientific Meeting does not confer permission to use the HFSA name in advertisements or promotional activities. No endorsement by the HFSA of the supporting company or its goods or services, expressed or implied, is permitted or intended.

In general, the HFSA name cannot be used without the express written permission of the HFSA Chief Executive Officer. Additional Information regarding use of HFSA name can be found on the HFSA web site (https://hfsa.org/hfsa-annual-scientific-meeting-2023). Compliance is expected.

Note: These Industry Contemporary Forum/Workshop Guidelines are a supplement to the Exhibitor Prospectus. The rules and regulations set forth in the Exhibitor Prospectus are restated and incorporated herein by reference. Any Exhibitor rules and regulations in the Exhibitor Prospectus that apply to the Industry Contemporary Forum/Workshop will be enforced.

Complete the Industry Contemporary Forum/Workshop Application to apply for for an Industry Contemporary Forum/Workshop. Direct questions to lbest@etherio.com.

Content last updated on June 16th, 2023 at 12:22 am