In Conjunction With (ICW) Meetings
In Conjunction With (ICW) Meetings (formerly known as Unofficial Events)
HFSA welcomes affiliated groups and organizations to meet and host functions in conjunction with ASM. An In Conjunction With (ICW) is any event for ASM attendees that is outside the official HFSA Annual Scientific Meeting program. All ICW requests must be submitted for HFSA approval. Formal presentations or other educational symposia or sessions are not allowed. Industry Innovation Events (No CEU), Industry Expert Theaters (No CEU) or Satellite Symposia (CEU) are sponsorship opportunities.
ICWs will be held at the Convention Center or host hotels pending availability and are assigned at HFSA’s discretion.
ICW Meetings Allowed Times
ICW Meetings may be held as outlined below:
Friday, September 26
| ICW Meetings Allowed: | 8:00 AM – 5:00 PM 7:30 PM – 10:00 PM |
| ICW Meetings NOT Allowed: | 5:00 PM – 7:30 PM |
Saturday, September 27
| ICW Meetings Allowed: | 7:00 AM – 9:00 AM 2:30 PM – 5:15 PM 7:00 PM – 10:00 PM |
| ICW Meetings NOT Allowed: | 9:00 AM – 2:30 PM 5:15 PM – 7:00 PM |
Sunday, September 28
| ICW Meetings Allowed: | 7:00 AM – 9:00 AM 10:30 AM – 12:00 PM 2:00 PM – 10:00 PM |
| ICW Meetings NOT Allowed: | 9:00 AM – 10:30 AM 12:00 PM – 2:00 PM |
Monday, September 29
ICW space available at the Hilton hotel only
| ICW Meetings Allowed: | 7:00 AM – 9:00 AM 12:00 PM-4:00 PM |
| ICW Meetings NOT Allowed: | 9:00 AM – NOON |
| ICW Administrative Fees* | ||||
| includes set up time | Up to 4 hours at the Convention Center | Up to 4 hours at a hotel | 4-8 hours at the Convention Center | 4-8 hours at a hotel |
| Academic/Government/ Non-Profit | $250 | $200 | $650 | $600 |
| Exhibitors | $650 | $550 | $1,200 | $1,000 |
| For Profit Non-Exhibitor | $1,100 | $1,000 | $1,600 | $1,400 |
*Administrative Fees are nonrefundable. Exceptions may be made if space cannot be secured.
Upon completion of the ICW Request Form, HFSA staff will review the request and assign an appropriate meeting space. You will be notified of acceptance within 10 business days and will be assigned a meeting space on August 1st. Upon notification, requestors will need to work directly with the assigned venue to confirm Food and Beverage and room configurations. Audio Visual equipment will need to be ordered directly from HFSA’s AV partner, Freeman.
An online application must be submitted for each suite or ICW meeting event you wish to hold. The application will require details regarding the proposed event, including date, time, description, and anticipated attendance. If approved, the non-refundable hosting fee will be due to HFSA immediately.
Click HERE to access the ICW Application.
Times are subject to change based on the final HFSA program.
ICW Meetings held during sessions are approved or denied on a case-by-case basis. Factors considered are the number of expected attendees, official sessions occurring during the proposed time, and the type of meeting to be held. A list of invitees is required and will be reviewed as part of the approval process. Faculty conflicts or meetings that invite more than 30 attendees during sessions will be denied.
To avoid any confusion for individuals invited to participate in these unofficial events, please include the following paragraph in a visible area on the invitation:
“Although assignment of space to hold this ICW meeting has been approved by the HFSA, the event has been planned and paid for by the organizer. This event is not affiliated with HFSA, and HFSA has no responsibility for or liability with respect to the content or conduct of this unofficial event.”
Types on In Conjunction With (ICW) meetings include:
Advisory Boards/Focus Groups/Market Research Meetings: Meetings (usually less than 50 participants) that target a specific group of attendees to discuss/obtain specific data.
Committee Meetings: Small meetings that are not sponsored by industry. Committee may be held by task forces, universities or non-profit organizations.
Hospitality Meetings: Provides attendees with services that could include one-on-one meetings or a small group reception/dinner (less than 50). No educational activity of any kind may be included.
Investigator Meetings: An opportunity for investigators to meet and share the latest scientific data/results on clinical trials. Always by invitation only and not open to meeting attendees.
Media Events: Including but not limited to news conferences, product previews, personal interviews, and dinners, receptions etc. that are directed to the news media, or that one or more members of the media have been invited to attend where information about a company’s products, services, research findings, studies, etc. is released either formally or informally.
The HFSA restricts information from Media Events becoming public until the time of presentation (abstract, poster, or scientific session). Exhibitors, universities or nonprofit organizations may not hold a news conference or media event until after the presentation.
Slide Reviews: Meeting of speakers and chair for an HFSA approved satellite program to review materials to be presented at satellite symposium. Slide review conducted by meeting planner and open to HFSA staff.
Staff/Company Meetings: Limited to exhibitor staff only, no scientific meeting attendees. No time restrictions to hold staff/company meeting. Approval needed to release space to company.
*All functions by invitation only. A list of proposed invited attendees is required. The list is used only by HFSA staff to help identify a time that does not interfere with HFSA activities.
Content last updated on March 10th, 2025 at 07:21 pm