Industry Innovation Events Guidelines
(formerly Contemporary Forums)
Are you looking for a new and innovative way to showcase your products or provide education? Then, the Industry Innovation Events (IIE) opportunity is just what you are looking for!
IIEs are non-CEU activities which are independently organized by sponsors and held before or after official ASM programming. Ideas for activities could include but are not limited to:
- Educational symposia (not eligible for CEU) to provide clinical updates and educate attendees on current therapies, disease states, products, and pipeline activities.
- Demonstration to highlight your product or device.
- A Poster Tour where attendees can learn more about specific research findings.
- Meet and Greet of Panel Discussion with Your KOLs.
- Combine a wellness-activity such as exercise bikes, yoga, or dance workout with education about your latest product.
So, what are you waiting for? Take advantage of this unique opportunity to showcase your products and educate leading heart failure practitioners at your Industry Innovation Event!
Time Slots and Fees
Times are subject to change based on the final HFSA program
Event time slots are 60 to 90 minutes in length and offered prior to and after most daily HFSA Scientific Sessions. IIEs will likely coincide with one or more CEU Satellites and/or another IIE. HFSA anticipates seven (7) event time slots will be available.
Sponsors may indicate their 1st, 2nd, and 3rd time slot choices on the application. HFSA must review and approve the event prior to assigning a time slot, which could take up to 10 business days. 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/activity.
| Date | Time | Duration | Potential Concurrent Activities | Price |
| Friday, September 27 | Noon – 4:00 PM | 240 min | Device Workshop | $17,500 |
| Friday, September 27 | 8:00 PM – 9:30 PM | 90 min | 2 CEU Satellites | $29,500 |
| Saturday, September 28 | 7:15 – 8:45 AM | 90 min | 2 CEU Satellites, Poster Session | $32,500 |
| Saturday, September 28 | 7:15 – 8:45 PM | 90 min | 2 CEU Satellites | $29,500 |
| Sunday, September 29 | 7:00 AM – 8:00 AM | 60 min | 2 CEU Satellites | $26,500 |
| Sunday, September 29 | 5:30 – 6:30 PM | 60 min | 2 CEU Satellites | $29,500 |
| Monday, September 30 | 7:30 – 8:45 AM | 60 min | 2 CEU Satellites | $26,500 |
The IIE Fee is primarily administrative and includes the basic room fee as well as limited promotional activities as outlined below in the Provided by HFSA column and highlighted in blue.
All catering, AV, special equipment, or furnishings are additional fees and must be arranged directly with the Signia by Hilton Atlanta contact and HFSA’s official vendor Freeman AV. Upon approval and time slot assignment, HFSA will provide contact information for the hotel and Freeman AV. All communication from that point on will be between the event sponsor and the hotel and Freeman AV. Additional vendors for special equipment (not to include AV) may be approved on a case-by-case basis upon review by the hotel and HFSA. Freeman AV must be used for all AV needs.
Responsibilities
| Responsibilities | Provided by HFSA | NOT Provided by HFSA |
| Session Time/Date/Meeting Room Assignment – Room size will be at least 2,500 sq. ft. | ✓ |
|
| Room Set and Logistics – Will be coordinated directly with hotel and event sponsor (additional fees may apply) | ✓ |
|
| Food / Beverage (encouraged to help draw attendees) Ordered by sponsor at their expense via the Signia Hotel |
✓ |
|
| Any AV Equipment – Must be ordered via Freeman AV at the sponsor’s expense (no exceptions to alternative AV vendors) | ✓ |
|
| HFSA Created Sign (listing all Industry Innovation Events) | ✓ |
|
Promotion in ASM Materials
|
✓ |
|
| Virtual Meeting Bag Insert 8.5" x 11" digital flyer PDF promoting the Industry Innovation Event and developed by the sponsor included in the HFSA virtual bag sent electronically to all meeting registrants |
✓ |
|
| Additional Signage (See details under Publicity Section) | ✓ |
|
| ASM Meeting Registrations are not provided with this sponsorship | ✓ |
|
| Honoraria | ✓ |
|
| Travel Accommodations | ✓ |
|
| Audience Polling | ✓ |
|
| Program Evaluation | ✓ |
|
| On-site Staffing | ✓ |
|
| Badge Scanners/Lead-Retrieval Scanners and Staff to Scan Badges | ✓ |
Optional Add-On Opportunities
Encouraged to Increase Attendance and Reach!
| Promotional Opportunities | Price |
| Door Drop Opportunity (Privilege Only) Does not include hotel door drop charges, creative services, print production, and shipping | $5,000 |
| Push Notification on ASM Mobile App – One (1) push notification sent via the ASM mobile app 24 hours prior to the program | $5,000 |
Additional Promotional Opportunities Available HERE.
How to Apply
Complete the Industry Innovation Event Application. Applications must include:
- A detailed description of the event and include the following (if applicable):
- AV required – yes/no (no need for itemized list because the sponsor will communicate directly with HFSA’s official AV vendor, Freeman AV)
- Special equipment/furnishings (sponsor may need to get approval from hotel)
- Early access to the room (most sponsors should have access approximately 12 hours prior)
- Any educational components must include a topic (must be non-CEU)
- Target Audience: While events should be designed to include participation from all full ASM registrants, specify if there is an interest to target a specific group (physicians, nurses, pharmacists, fellows, etc.)
- Invitation only or pre-signup requirements. This information must be included in all event signage.
Incomplete applications will not be reviewed. Applications and the 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 event type/topic.
Since CEU satellites will be held in concurrent time slots, HFSA will make IIE sponsors aware if a potential topic overlap regarding an educational session is identified. If requested and another time slot is available, HFSA may reassign the IIE to another time; however, this option is not guaranteed.
Payment
Due within 30 days of invoice. Wire transfer payments are encouraged. Contact mpoinelli@hfsa.org for wire transfer account information. 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 & Refund Policy
No refunds will be issued for cancellations after June 20, 2024. Cancellations made prior to June 20, 2024, will be refunded minus a $7,500 penalty fee. If the sponsor cancels, the slot will be forfeited. Notification of applicant’s decision to cancel the event time slot must be submitted in writing. HFSA retains the right to utilize canceled time slots at its discretion. HFSA reserves the right to revoke an application /contract at its sole discretion.
Important Dates
| Deadline | |
| HFSA to Review Application and Assign Time Slot, if approved | Typically, within 10 business days of application. |
| Fee Payment by Sponsor Full payment by July 1, 2024 or IIE may be considered forfeited | Within 30 days of invoice |
| Sponsor to send HFSA Event Details to include title and description. If an educational session, include learning objectives and faculty. Information to be used on hfsa.org, mobile app and limited ASM printed as applicable | July 1, 2024 |
| Deadline to Adjust Event Details to include title and description. If an educational session, include learning objectives and faculty. Information to be used on hfsa.org, mobile app and limited ASM printed as applicable | August 23, 2024* |
| Sponsor to send HFSA Final PDF for Virtual Bag Insert • 8.5" x 11" digital flyer PDF – please do NOT add bleeds to file • Double-sided or single-sided PDFs are acceptable but must open as one file. Files not meeting these criteria will be returned. If files meeting the specifications are not received by the deadline, sponsor will forfeit this opportunity. No exceptions. | September 3, 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.
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 IIE 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.
Publicity & Materials
Specifications for Print Materials
Keep in mind that HFSA does not sponsor or co-sponsor Industry Innovation Events. Use of the HFSA name, logo or insignia on materials promoting Industry Innovation Event is prohibited. All materials promoting the event should identify the industry sponsor. The term “scientific session” should not be used in reference to event.
All materials promoting the event must include the following two statements:
- This Industry Innovative Event 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.
Distribution of approved materials from a sponsor’s exhibit booth is permitted. Promotional materials may not be distributed in the aisles, in the convention center lobbies or public areas, or anywhere else in the convention or hotel property.
Artwork is subject to HFSA review and approval so please submit a preliminary copy with enough time to allow for any necessary revisions. The final and approved event specific insert for the virtual meeting bag must be submitted by September 3, 2024.
Signage
IIE sponsors are allowed to create the following additional signs:
- One sign to be placed at the door (placed two hours prior to start time)
- One sign in HFSA registration area (no larger than a meter panel) placed no earlier than Friday, September 27 at 5:00 PM and removed immediately following the conclusion of the program
- One directional sign in hotel (placed day of the event and removed immediately following the conclusion of the event)
- No more than two directional staff holding signs in hotel and/or convention center/hotel connector (day of the event)
Artwork must be approved by HFSA prior to printing. Please allow at least one week for review.
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 an event 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. Compliance is expected.
Giveaways
Companies are permitted to distribute from the Industry Innovative Event 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 those which are approved or prohibited, see the 2024 Exhibitor Prospectus.
Changes in Schedule and Location
HFSA reserves the right to change the location of the Industry Innovation Event. 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 IIE sponsors. HFSA will attempt to accommodate requests when deemed appropriate.
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 Innovative Event guidelines may result in the event being canceled 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 event 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.
Note: These Industry Innovation Event 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 Innovation Events will be enforced.
Complete the Industry Innovative Events Application to apply for sponsorship consideration. Sponsorship questions to Michelle Poinelli at mpoinelli@hfsa.org. Logistical questions to Amanda Thomas (HFSA’s conference organizer) at athomas@etherio.com.
Content last updated on April 16th, 2024 at 11:27 pm