HFSA Annual Scientific Meeting Support and Exhibitor Deadlines
List of Important Dates and Deadlines
| March 17 - 29, 2025 | – Exclusive opportunity for HFSA Gold and Silver Corporate Members to review sponsorship opportunities and exhibits and submit applications |
| June 2, 2025 | – Initial Booth Assignments Made – Links to Freeman Exhibitor Kit provided |
| June 10, 2025 | – HFSA to Confirm Time slots for Industry Innovation Events |
| June 20, 2025 | – Cancellation Deadline for Industry Innovation Events without penalty – Cancellation Deadline for Industry Expert Theater with $7,500 penalty |
| July 1, 2025 | – Payment Deadline. Full Payment is due 30 days after receipt of HFSA invoice and by July 1, 2025 at the latest. Payment for Sponsorship Applications received after July 1, 2025 must ensure that payment is received within 15 business days. |
| July 15, 2025 | – Final title, description, faculty, and learning objectives due for Industry Expert Theaters, Industry Innovation Events, and Pre-Meeting Workshop (Topics are required at submission). |
| July 25, 2025 | – Cancellation Deadline for Exhibits / Emerging Innovations Row with 40% penalty |
| July 31, 2025 | – Satellite Refunds: No refunds will be issued for Satellite Symposium cancellations after July 31, 2025 |
| August 1, 2025 | – Exhibitors must submit Insurance Policy – Room sub-block cut-off |
| August 22, 2025 | – Deadline to make adjustments to titles for Satellite Symposia, Industry Innovation Events and Industry Expert Theaters. Changes that are being submitted after August 22, 2025 are subject to a $500 production fee if sponsor would like title to be updated on printed material (e.g. HFSA signage) HFSA cannot guarantee any changes after September 3, 2025. No exceptions. |
| August 22, 2025 | – All graphics are due by August 22, 2025, for production. Graphic submissions and/or change requests received from August 23 - September 3, 2025, will incur a 10% surcharge. Any changes after September 3, 2025, will incur additional surcharges and cannot be guaranteed so must be reviewed on a case-by-case basis. |
| August 22, 2025 | – Deadline date to submit any promotional copy or Virtual Bag Inserts for HFSA review and approval |
| September 15, 2025 | – Deadline for Exhibitors to purchase up to five (5) additional badges at $229 – After September 15, 2025, Exhibitors may purchase up to five (5) additional badges at $289 and One Day Only badges at $229 |
Content last updated on April 14th, 2025 at 10:50 pm