• 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.

• 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).

Complete the Executive Meeting Suites Application here.

• 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.)

Complete the Meeting Suites at Hotel Application here.

• 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.

Complete the ICW Application here.