Important Dates and Deadlines

HFSA Annual Scientific Meeting Support and Exhibitor Deadlines

List of Important Dates and Deadlines

April 15 - 29, 2024– Exclusive opportunity for HFSA Gold and Silver Corporate Members to review sponsorship opportunities and exhibits and submit applications
May 30, 2024– Initial Booth Assignments Made
– Exhibitor Kits will be emailed
June 12, 2024– HFSA to Confirm Time slots for Industry Innovation Events
June 20, 2024– Cancellation Deadline for Industry Innovation Events without penalty
– Cancellation Deadline for Industry Expert Theater with $7,500 penalty
June 28, 2024– Deadline for Exhibitors to purchase up to five (5) additional badges at $229
July 1, 2024– Final title, description, faculty, and learning objectives due for Industry Expert Theaters, Industry Innovation Events, and Pre-Meeting Workshop (Topics are required at submission).
– Payment Deadline. Full Payment is due 30 days after receipt of HFSA invoice and by July 1, 2024 at the latest. Payment for Sponsorship Applications received after July 1, 2024 must ensure that payment is received within 15 business days.
July 25, 2024– Cancellation Deadline for Exhibits / Emerging Innovations Row with 40% penalty
July 31, 2024– Satellite Refunds: No refunds will be issued for Satellite Symposium cancellations after July 31, 2024
August 1, 2024– Exhibitors must submit Insurance Policy
– Room sub-block cut-off
August 4, 2024– In conjunction with (ICW) Meetings (formerly known as Unofficial Events) and Suites Application Deadline
August 23, 2024– Deadline to make adjustments to titles for Satellite Symposia, Industry Innovation Events and Industry Expert Theaters. Changes that are being submitted after August 23, 2024 are subject to a production fee if sponsor would like title to be updated on printed material (e.g. HFSA signage)
August 23, 2024– All graphics are due by August 23, 2024, for production. Any changes made to titles, faculty, descriptions, or objectives will incur a surcharge of 10% to cover changes to signage and final schedule. Any changes after September 2, 2024, will incur a surcharge of 20%. HFSA cannot guarantee any changes after September 16, 2024. No exceptions.
September 3, 2024– Deadline date to submit any promotional copy or Virtual Bag Inserts for HFSA review and approval
September 15, 2024– Deadline for Exhibitors to purchase up to five (5) additional badges at $229
– After September 15, 2024, Exhibitors may purchase up to five (5) additional badges at $289 and One Day Only badges at $229

Content last updated on June 12th, 2024 at 10:04 pm