In Conjunction With (ICW) Meetings
In Conjunction With (ICW) Meetings (formerly known as Unofficial Events)
HFSA welcomes affiliated groups and organizations to meet and host functions in conjunction with ASM. An In Conjunction With (ICW) is any event for ASM attendees that is outside the official HFSA Annual Scientific Meeting program. Meeting organizers must submit an ICW application for each event to be held in Phoenix in which ASM registrants will be attending. Meeting organizers should not contact hotels or the convention center directly until they have received approval from HFSA. Formal presentations or other educational symposia or sessions are not allowed in any ICW Meetings. Industry Innovation Events (No CEU), Industry Expert Theaters (No CEU) or Satellites (CEU) are sponsorship opportunities which allow for educational presentations.
As part of the application, you may request the location of your ICW at the Convention Center or host hotel(s). If this option is selected, rooms are assigned at HFSAs discretion pending availability. You may also choose to host an ICW event at an offsite property. You must still complete an application and pay the fee. Once your application is approved it will be your responsibility to book and organize your off-site event. This year, there is a limited inventory of meeting room space at host hotels.
ICW Meetings Allowed Times
ICW Meetings may be held as outlined below:
Thursday, October 8, 2026
| ICW Meetings Allowed: | 8:00 AM – 10:00 PM |
Friday, October 9, 2026
| ICW Meetings Allowed: | 8:00 AM – 5:00 PM 7:30 PM – 10:00 PM |
| ICW Meetings NOT Allowed: | 5:00 PM – 7:30 PM |
Saturday, October 10, 2026
| ICW Meetings Allowed: | 7:00 AM – 8:00 AM 2:30 PM – 4:00 PM 7:00 PM – 10:00 PM |
| ICW Meetings NOT Allowed: | 8:00 AM – 2:30 PM 4:00 PM – 7:00 PM |
Sunday, October 11, 2026
| ICW Meetings Allowed: | 7:00 AM – 8:00 AM 10:30 AM – 12:30 PM 2:00 PM – 10:00 PM |
| ICW Meetings NOT Allowed: | 8:00 AM – 10:30 AM 12:30 PM – 2:00 PM |
Monday, October 12, 2026
| ICW Meetings Allowed: | 7:00 AM – 9:00 AM 12:00 PM-4:00 PM |
| ICW Meetings NOT Allowed: | 9:00 AM – NOON |
| ICW Administrative Fees* | ||||
| includes set up time | Up to 4 hours | 4-8 hours | ||
| Academic/Government/ Non-Profit | $275 | $750 | ||
| Exhibitors | $750 | $1,500 | ||
| For Profit Non-Exhibitor | $2,500 | $5,000 | ||
*Administrative Fees are nonrefundable.
Upon completion of the ICW Application, HFSA staff will review and approve your request if it meets the acceptable criteria. You will be notified of acceptance within 10 business days. If you have chosen to host your event at an approved ASM property you will be assigned an appropriate meeting space and connected with the appropriate vendors the first week of August. Upon notification, requestors will need to work directly with the assigned venue to confirm Food and Beverage and room configurations. Audio Visual equipment will need to be ordered directly from HFSA’s AV partner, Freeman. If you will be conducting your event at a non-host property you will be able to begin planning your event once your application has been approved.
An online application must be submitted for each suite or ICW meeting event you wish to hold. Any company requesting ICW meeting space for two consecutive days must purchase a meeting suite. The application will require details regarding the proposed event, including date, time, description, and anticipated attendance. If approved, the non-refundable hosting fee will be due to HFSA immediately.
ICW space is limited this year so please submit your application early. If HFSA should run out of meeting rooms, organizers must still submit an application for each event to be held in Phoenix in which ASM registrants will be attending and the administrative fee is still owed. Please contact Amanda Thomas at athomas@hfsa.org with any questions. Click HERE to access the ICW Application.
Times are subject to change based on the final HFSA program.
Applicants are expected to follow the approved meeting times schedule, which is subject to change based on the final HFSA program. ICW Meeting requests scheduled during sessions are approved or denied on a case-by-case basis. Factors considered are the number of expected attendees, official sessions occurring during the 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 events, please include the following paragraph in a visible area on the invitation:
“This event has been planned and paid for by the organizer. It is not affiliated with HFSA, and HFSA has no responsibility for or liability with respect to the content or conduct of this event.”
Types of In Conjunction With (ICW) meetings include:
Staff/Company/Board/B2B/Slide Review Meetings
Meetings are limited to board members and staff. Only company personnel will be present. Meetings cannot include ASM attendees unless individual is an employee of the company, sits on the board, or is a presenter for a slide review meeting. B2B Meetings are between exhibitors and investors. Meetings must be Invitation-Only from the event holder and HFSA may ask to review the invitation/RSVP list. No educational presentations are permitted.
Advisory Boards, Committee, Focus Groups, Market Research, Hospitality/Social, Investigator Meetings, KOLs, Media
Meetings must be Invitation-Only from the event holder and held during the hours noted below. Any meeting requests coinciding with ASM sessions will be approved or denied on a case-by-case basis. Factors considered are the number of attendees expected, official sessions occurring during the 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. No educational presentations are permitted. The HFSA restricts information from Media Events to 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.
Content last updated on March 10th, 2026 at 03:41 pm