Unofficial Events Info

Unofficial Events Info

Unofficial events may be held as outlined below:

Friday, September 30

Unofficial Events Allowed:8:00 AM – 6:00 PM
8:00 PM – 10:00 PM
Unofficial Events NOT Allowed: 6:00 PM – 8:00 PM

Saturday, October 1

Unofficial Events Allowed:8:30 AM – 9:30 AM
2:00 PM – 5:30 PM
7:30 PM – 10:00 PM
Unofficial Events NOT Allowed: 9:30 AM – 2:00 PM
5:30 PM – 7:30 PM

Sunday, October 2

Unofficial Events Allowed:10:00 AM – 12:00 PM
2:00 PM – 6:15 PM
6:15 PM – 10:00 PM
Unofficial Events NOT Allowed: 8:00 AM – 10:00 AM
12:00 PM – 2:00 PM

Monday, October 3

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.

How to Apply for an Unofficial Event (SOLD OUT)

Complete the Unofficial Event Application to apply for an Unofficial Event. Unofficial event space at the Gaylord National Resort and Conference Center has reached capacity. The application fee is an administration fee.  Catering fees are additional. Direct questions to

Content last updated on August 24th, 2022 at 05:41 pm