Fees and Deadlines 

• December 16, 2022— Last date to submit meeting requests. Requests for space after this date should be directed to the host hotel.  Availability and cost of space is at the hotel’s discretion based on their inventory.  
• Organizers do not charge fees for these requests; however, approved companies must contract directly with the hotel and are responsible for any cost associated with their event to include room rental, furnishings, cleaning, food and beverage as well as technology services (internet, audio/visual, etc.)

Rules and Guidelines for Meeting Space Submission 

• All requests for space must be submitted using this form, one form per meeting or event. 
  To be eligible to host ICW events at official hotels, local restaurants, or other venues within a ten-mile radius of the host hotel property, you must submit this form, and the event must be approved by the Organizers. Since an event is in conjunction with the Crohn’s and Colitis Congress, across congress dates, in the host city location, and solicits event attendees, it must follow the ICW event protocol. 
• All charges for the event are the responsibility of the function sponsor. 

• Events that include formal presentations, equipment demonstrations, procedural instructions, or continuing medical education (CME) are defined by the Organizers as educational and therefore are considered a Satellite Symposia. Please contact Emma Shaw (eshaw@gastro.org) for more information about hosting a Satellite Symposium. 
• Priority will be given to those companies exhibiting at the event, their third-party contractors, and certain non-profit groups requesting meeting space. 
• Organizers strictly forbids outboarding: 
       Outboarding is the practice of a non-exhibiting company or person who sets up an exhibit, display or other off-site event to encourage attendees to leave       the exhibition show floor to view products or spend time outside the Exhibit Hall. A few examples of outboarding are hospitality suites in hotels or near-         by restaurants in which products are displayed or marketing materials are distributed or any situation where a company or person displays or discusses       the sale of items by a non-exhibiting company. The only legitimate place to conduct business during the DDW event is within a contracted exhibit space         on the show floor. 
• If your function is over 25 people, will include event attendees, educational programming, scientific presentations and/or product demonstrations, it cannot be held during session hours.  

• A confirmation email will be sent to the person filling out the form. A copy will be provided to the hotel so they can finalize the details of the event and work directly with the company contact. 
• Changes to requests (e.g., date, time, number of attendees, etc.) must be made in writing and submitted to Chloe Stein, cstein@gastro.org. 
• Marketing materials and invitations must follow the Congress Logo, Acronym and Name Usage policy which can be found here.   

Policy Regarding Unapproved Functions 

In order to maintain the integrity of the meeting for all attendees and exhibitors, the following enforcement policy will be enacted. Reported violations will be addressed to the exhibits manager or other personnel with managerial responsibility, and the Organizers will require that the affiliate function be shut down.