New This Year: Expo Suites, Executive Meeting Suites, Hotel Meeting Suites, and In Conjunction With (ICW) Meetings
For 2023, HFSA is offering new opportunities for meetings occurring during the Annual Scientific Meeting (ASM):
- Expo Suites: Conveniently located in the Exhibit Hall, Expo Suites are perfect for meetings with up to 6 people at a time.
- Executive Meeting Suites at the Convention Center (Only a Few Remaining!): Located just steps from the Exhibit Hall, Executive Meeting Suites are suitable for meetings and events with 10 – 40 people.
- Meeting Suites at Hotels: Located in the contracted hotels, Hotel Meetings Suites are suitable for meetings and events with 10 – 40 people.
- In Conjunction With (ICW) Meetings: Perfect for meetings between 2 and 8 hours, reserve a non-exclusive space for only the time and audience size needed. This includes hospitality suites or any ad hoc meetings planned in hotel suites.
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.
How to Apply for an Unofficial Event
Complete the appropriate Unofficial Event Application below to apply for an Unofficial Event. Application fees, when applicable, are an administration fee. Catering fees are additional. Direct questions to lbest@etherio.com.
Expo Suites Application
- Conveniently located in the Exhibit Hall, an Expo Suite is a smartwall, furnished meeting suite with a 22″ x 28″ single-sided graphic mounted on side panel
- Room size is 10’ x 10’ (100 sq. feet)
- Approximately 10 Expo Suites will be available.
- Only exhibitors are eligible to purchase Expo Suites.
- Applications will be reviewed based upon HFSA corporate membership status, size of exhibit booth, and date application was received.
- Suites available to use:
- Friday – 12-4pm (set) limited to exhibitor staff only; 6:15pm – 8:00pm
- Saturday – 6:00am – 8:00pm
- Sunday – 6:00am – 2:00pm
- Fee: $7,500 (Administrative Fee Waived), includes:
- Basic furnishings to include conference table and 6 chairs
- Carpet
- The fee is non-refundable once confirmed. If the requestor cancels, HFSA may resell the space.
- No additional directional signs are allowed.
- Registration tables outside of suite are prohibited.
- Meeting organizer can order food and beverage, audio visual and electric directly through the convention center (contact provided).
Add Expo Suite to your Exhibitor Application here, or modify an existing Exhibitor Application here.
Executive Meeting Suites Application (Only a Few Remaining!)
- Conveniently located in the Convention Center steps from the Exhibit Hall, sessions, and all other meeting activities.
- Various room sizes available
- 8 available meeting suites
- Limited to one application per company until May 1, 2023 at which time any remaining suites will be available to purchase.
- Applications will be reviewed based upon HFSA corporate membership status, size of exhibit booth, and date application was received.
- Available to use Friday – Monday
- Flexible early morning and later evening hours possible. Meeting organizer must provide prior notification of any activities outside the regular ASM hours.
- Fee: $10,000 (Administrative Fee Waived), includes:
- Basic furnishings, including tables & chairs
- Electronic sign outside room (no additional directional signs are allowed.)
- The fee is non-refundable once confirmed. If requestor cancels, HFSA may resell the space.
- Registration tables outside of suite are prohibited.
- Meeting organizer can order food and beverage, audio visual and electric directly through the convention center (contact provided).
Meeting Suites at Hotels Application
- Rooms located at a contracted hotel.
- Room size between 1400 and 1800 sq feet
- Available Friday – Monday
- 24 hours access
- Fee: $3,500 for Friday – Monday, includes:
- Basic furnishings, including tables & chairs
- Electronic sign outside room
- The fee is non-refundable once confirmed. If requestor cancels, HFSA may resell the space
- One tension sign created by meeting organizer allowed outside room (no additional directional signs are allowed)
- Registration desk provided by designated hotel.
- Meeting organizer can order food and beverage, audio visual and electric directly through the hotel (contact provided.)
In Conjunction With (ICW) Meetings Application
- Any event for ASM attendees that is outside the official HFSA Annual Scientific Meeting program. All meeting 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 for meetings 2-4 hours and less than 50 people at the Convention Center
- Academic/Government/Non-Profit: $200
- Exhibitors: $600
- For Profit Non-Exhibitor: $1,000
- ICW Administrative Fees for meetings 2-4 hours and less than 50 people at the Hotel
- Academic/Government/Non-Profit: $150
- Exhibitors: $500
- For Profit Non-Exhibitor: $900
- ICW Administrative Fees for meetings 5-8 hours and more than 50 people at the Convention Center
- Academic/Government/Non-Profit: $600
- Exhibitors: $1,000
- For Profit Non-Exhibitor: $1,400
- ICW Administrative Fees for meetings 5-8 hours and more than 50 people at the Hotel
- Academic/Government/Non-Profit: $550
- Exhibitors: $900
- For Profit Non-Exhibitor: $1,300
- In Conjunction With (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.
- Payment type for all In Conjunction With (ICW) meetings is due at the time of application. The credit card will not be charged until the room is confirmed. Please note that if paying by credit card a 3% fee is applied to charges of $5,000 and more.
- In Conjunction With (ICW) Meetings Application and full payment must be received by July 14, 2023. One Application per event requested.
- 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.
Unofficial Events Info
Unofficial events may be held as outlined below:
Friday, October 6
Unofficial Events Allowed: | 8:00 AM – 6:00 PM 8:00 PM – 10:00 PM |
Unofficial Events NOT Allowed: | 5:00 PM – 8:00 PM |
Saturday, October 7
Unofficial Events Allowed: | 7:00 AM – 9:00 AM 2:30 PM – 5:30 PM 7:00 PM – 10:00 PM |
Unofficial Events NOT Allowed: | 9:00 AM – 2:30 PM 5:30 PM – 7:00 PM |
Sunday, October 8
Unofficial Events Allowed: | 7:00 AM – 8:00 AM 10:30 AM – 12:00 PM 2:00 PM – 6:15 PM |
Unofficial Events NOT Allowed: | 8:00 AM – 10:30 AM 12:00 PM – 2:00 PM 6:00 PM – 7:30 PM |
Monday, October 9
Unofficial Events Allowed: | Any time after noon |
Unofficial Events NOT Allowed: | 8:00 AM – NOON |
Times are subject to change based the final HFSA program.
Unofficial events 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 unofficial event 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 July 12th, 2023 at 01:46 pm