Important Dates and Deadlines

HFSA Annual Scientific Meeting Support and Exhibitor Deadlines

List of Important Dates and Deadlines

April 6 - 20, 2023– Exclusive opportunity for HFSA Gold and Silver Corporate Members to review sponsorship opportunities and exhibits and submit applications
May 10, 2023– Initial Booth Assignments Made
– Exhibitor Kits will be emailed
June 12, 2023– HFSA to Confirm Time slots for Contemporary Forums
June 20, 2023– Cancellation Deadline for Contemporary Forum without penalty
– Cancellation Deadline for Industry Expert Theater with $7,500 penalty
July 14, 2023– Final title, description, faculty, and learning objectives due for Industry Expert Theaters, Contemporary Forums, 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 14, 2023 at the latest. Payment for Sponsorship Applications received after July 14, 2023 must ensure that payment is received within 15 business days.
July 25, 2023– Cancellation Deadline for Exhibits / Emerging Innovations Row with 40% penalty
July 31, 2023– Satellite Refunds: No refunds will be issued for Satellite Symposium cancellations after July 31, 2023
August 4, 2023– Unofficial Events Application Deadline
August 11, 2023– Exhibitors must submit Insurance Policy
– Room sub-block cut-off
August 22, 2023– Deadline to make adjustments to titles for Satellite Symposia, Contemporary Forums and Industry Expert Theaters. Changes that are being submitted after August 22, 2023 are subject to a production fee if sponsor would like title to be updated on printed material (e.g. HFSA signage)
August 24, 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
September 1, 2023– Deadline date to submit any promotional copy or Virtual Bag Inserts for HFSA review and approval

Content last updated on April 7th, 2023 at 04:38 pm