Affiliated Events
Affiliated Events
Applications will be accepted beginning: June 13*
Completed applications are due: September 19
*The online application will be available here on June 13. The Activity Planner and Schedule at a Glance are posted in the side bar on the right for your preparation. Please review them for approved times and a preview of the application form.
Definitions
Allied Society Business Meeting or Membership Meeting
Allied Societies may hold internal committee meetings during the meeting or membership meetings before or after the official meeting dates.
Exhibitor Seminar
An exhibitor seminar may include product launches and/or a 30-minute educational or poster presentation. The fee to conduct a seminar is $5,000.
Focus Group
Focus Groups gather qualitative market research from a group of no more than 30 participants of common demographics, attitudes, or purchase or prescribing patterns, who are led through a discussion of a particular topic by a trained moderator.
Hospitality Event
Hospitality events are strictly social activities (breakfast, lunch, dinner, and/or reception) and may not contain product demonstrations, scientific presentations, or educational programs.
Hospitality Suite
Hospitality suites in an official Joint Meeting hotel may be used as an office or central gathering point and may be arranged on a 24-hour hold. All hospitality (food and beverage), including grab-and-go meals, lunch, etc., are limited to the time periods for a hospitality events on the Schedule-At-A-Glance. Rented Business Suites in the Exhibit Hall may be used as a hospitality suite during exhibit hours.
Staff Meeting
Staff meetings are limited to the employed staff of the exhibit company and are not open to the public or meeting attendees. Meetings may be board, training, or business meetings.
Criteria
- The sponsoring company must be an exhibitor (except for Allied Societies);
- A Letter of Appointment if a third-party organizer is appointed; and
- Complete the related application (posted in the right side bar) and provide supporting documentation.
Meeting Space
All requests for space in an official hotel must be made through ASM/IDSA and be included in the application.
Space assignment is based on the information provided on the application.
A letter will be sent to the hotel authorizing space release upon meeting approval, and the organizer will be notified by ASM/IDSA that meeting space has been approved.
The hotel will finalize the meeting requirements directly with the organizer.
ASM/IDSA accepts no financial or organizational responsibility for the meeting.
Room rental, catering, equipment, or other charges are the sole responsibility of the organizer.
Events being held at locations other than official hotels also require applications and organizers must secure approval before moving forward with arrangements.
Refer to the Activity Planner for details about Business Suites in the convention center and Group Business Services.