Important Dates and Deadlines

March 16-17, 2026

• Exclusive opportunity for HFSA Gold and Silver Corporate Members to review sponsorship opportunities and exhibits and submit applications

June 19, 2026

• Cancellation Deadline for Industry Innovation Events without penalty
• Cancellation Deadline for Industry Expert Theater with $7,500 penalty

June 30, 2026

• Payment Deadline. Full Payment is due 30 days after receipt of HFSA invoice and by June 30, 2026 at the latest. Payment for Sponsorship Applications received after June 30, 2026 must ensure that payment is received within 15 business days.

July 31, 2026

• Cancellation Deadline for Exhibits / Emerging Innovations Row with 40% penalty
• Satellite Refunds: No refunds will be issued for Satellite Symposium cancellations after July 31, 2026

August 28, 2026

• Exhibitors must submit Insurance Policy & Exhibitor Appointed Contractor Forms
• Deadline date to submit any promotional copy or Virtual Bag Inserts for HFSA review and approval
• Deadline to adjust titles for Satellite Symposia, Industry Innovation Events and Industry Expert Theaters. Changes submitted after August 28, 2026 are subject to a production fee if sponsor would like title to be updated on printed material (e.g. HFSA signage).
• HFSA’s policy:
  All graphics are due by August 28, 2026, for production. Any graphic submission after August 28, 2026, will incur a surcharge of 10% of the purchase price and a 20% surcharge will be assessed after September 8, 2026, to cover additional production costs and rush fees. Any changes made to sponsored IET and IIE titles, faculty, descriptions, or objectives to signage, mobile app, and final schedule after August 28, 2026, will incur a $500 fee and a $750 fee will be imposed after August 28, 2026. HFSA cannot guarantee production by ASM or any changes after September 18, 2026. All surcharge fees must be paid in full by credit card. No exceptions.