ICW Meetings Information

Expo Suites, Executive Meeting Suites, Hotel Meeting Suites, and In Conjunction With (ICW) Meetings

In Conjunction With (ICW) Meetings (formerly known as Unofficial Events), Executive Suites, and Hospitality Suites

HFSA Annual Scientific Meeting (ASM) is the perfect place to gather with heart failure experts. HFSA offers several options to facilitate meetings. Please contact Amanda Thomas at athomas@etherio.com for additional questions.

This year, HFSA is offering the following opportunities for meetings occurring during its ASM.

  1. Expo Suites in the exhibit hall at the convention center
  2. Executive Meeting Suites at the convention center
  3. Meeting Suites at Signia by Hilton Atlanta
  4. In Conjunction With (ICW) Meetings (formerly unofficial events)

HFSA reserves the right to control all contracted function space at the Georgia World Conference Center (GWCC), Signia by Hilton Atlanta, and any other contracted hotels for its 2024 Annual Scientific Meeting (ASM).

Sponsors agree to use these suites for face-to-face client meetings, personnel meetings, or hospitality functions during HFSA’s ASM. Formal presentations or other educational symposia or sessions are not allowed. Innovative Industry Events (non-CEU), Industry Expert Theaters (non-CEU) or Satellite Symposia (CEU) are sponsorship opportunities.

Expo Suites:

  • Conveniently located in the Exhibit Hall, an Expo Suite is a smart wall, furnished meeting suite with a 22" x 28" single-sided graphic mounted on side panel
  • Room sizes are:
    • 10' x 10' (100 sq. ft.) $7,500
    • 10' x 20' (200 sq. ft.) $12,500
  • Includes carpet and basic furnishings to include conference table and 6 to 12 chairs depending upon size
  • Approximately 10 Expo Suites will be available.
  • Only exhibitors are eligible to purchase Expo Suites.
  • Applications will be reviewed and approved based upon HFSA corporate membership status, size of exhibit booth, and date application was received.
  • Suites available to use:
    • Friday – 12:00pm – 4:00 pm (set) limited to exhibitor staff only; 6:15pm – 8:00pm
    • Saturday – 6:00 am – 8:00 pm
    • Sunday – 6:00 am – 2:00 pm
  • The fee is non-refundable once confirmed. If the requestor cancels, HFSA may resell the space.
  • No additional directional signs are allowed.
  • Registration tables and tension signs outside of the suite are prohibited.
  • Meeting organizers can order food and beverage and electricity directly through the convention center and AV can be ordered through Freeman (contact provided) at their own expense.
  • Meeting organizers can plan directly with Freeman to brand the outside walls of their suites at their own expense. Graphics must be approved by HFSA.

Expo Suites can be added to your Exhibitor Application.

Executive Meeting Suites:
Standard Executive Suite (1,150–1,800 sq ft) $10,000 (5 available)
Large Executive Suite (at least 2,300 sq ft) $11,500 (2 available)

  • Applications will be reviewed based upon HFSA corporate membership status, size of exhibit booth, and date application was received.
  • Conveniently located in the Convention Center steps from the Exhibit Hall, sessions, and all other meeting activities.
  • Fee is for Room Only. All furnishing, catering, electrical, AV, or special equipment are additional fees and must be arranged directly with the convention center contact and HFSA’s official vendor Freeman AV.
  • Available to use Friday – Monday from 6:00 AM to 8:30 PM. Flexible early morning and later evening hours possible. Meeting organizer must provide prior notification of any activities outside the regular ASM hours.
  • Registration tables and tension signs outside of the suite are prohibited.
  • No additional directional signs are allowed.
  • The fee is non-refundable once confirmed. If the requestor cancels, HFSA may resell the space.

Signia by Hilton Hotel Meeting Suites:
Standard (550-650 sq ft) $4,000 (3 available)
Premium (925-1,000 sq ft) $7,500 (4 available)

  • 24 hours access Friday – Monday
  • Fee includes basic furnishing – tables, chairs, and registration desk outside room if desired.
  • Meeting organizer can order food and beverage, and electric directly through the hotel at their own expense (contact provided.)
  • Any Audio Visual must be ordered through HFSA official vendor Freeman AV
  • One tension sign created by meeting organizer allowed outside room (no additional directional signs are allowed)
  • The fee is non-refundable once confirmed. If the requestor cancels, HFSA may resell the space.

In Conjunction With (ICW) Meetings

Any event for ASM attendees that is outside the official HFSA Annual Scientific Meeting program. All meetings offered during ASM are considered ICWs and must be submitted for HFSA approval.

The majority of ICWs will be located at contracted hotels.

ICW Administrative Fees*
 2-4 hours Less than 50 people Convention Center2-4 hours Less than 50 people Hotel5-8 hours More than 50 people Convention Center5-8 hours More than 50 people Hotel
For Profit Non-Exhibitor$1,050$950$1,450$1,350

*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. Upon approval notification, requestors will need to work directly with the list of approved hotels to identify space. All fees from the hotel are the responsibility of the requestor.

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 Suites and ICW Application.

ICW Meetings Allowed Times

ICW Meetings may be held as outlined below:

Friday, September 27

ICW Meetings Allowed:8:00 AM – 6:00 PM
8:00 PM – 10:00 PM
ICW Meetings NOT Allowed: 5:00 PM – 8:00 PM

Saturday, September 28

ICW Meetings Allowed:7:00 AM – 9:00 AM
2:30 PM – 5:30 PM
7:00 PM – 10:00 PM
ICW Meetings NOT Allowed: 9:00 AM – 2:30 PM
5:30 PM – 7:00 PM

Sunday, September 29

ICW Meetings Allowed:7:00 AM – 8:00 AM
10:30 AM – 12:00 PM
2:00 PM – 6:15 PM
ICW Meetings NOT Allowed: 8:00 AM – 10:30 AM
12:00 PM – 2:00 PM
6:00 PM – 7:30 PM

Monday, September 30

ICW Meetings Allowed:Any time after noon
ICW Meetings NOT Allowed: 8:00 AM – NOON

Times are subject to change based the final HFSA program.

ICW Meetings held during sessions are approved or denied on a case by case basis. Factors considered are number of expected attendees, official sessions occurring during 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.”

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 (usually less than 50). No educational or social 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 April 16th, 2024 at 07:01 pm