In Conjunction With (ICW) Meetings
In Conjunction With (ICW) Meetings
The official dates for Crohn’s & Colitis Congress® 2023 are Thursday, January 18 – Saturday, January 20, 2023. The American Gastroenterological Association (AGA) and the Crohn’s & Colitis Foundation “Organizers” have contracted meeting space directly with the hotel for the needs of the Congress event.
In Conjunction With (ICW) refers to events not planned or sponsored by the Congress. These events are arranged by exhibitors, third-party planners, educational institutions, or other non-profit organizations. Companies not meeting these criteria are not allowed to host ancillary meetings within a ten-mile radius of the host hotel property.
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.
Meeting Type Guidelines
Meeting Type | Description | Educational Programming | Product Demonstrations | Time Restrictions | CME Offered |
Hospitality/Social Events | Receptions, meet and greet functions and dinners. These events are always by invitation only and not open to all congress attendees. | NO | NO | Meetings and events cannot take place during official congress activities and sessions. Please refer to the Agenda page on the website. | NO |
Staff /Company Meetings | Meetings held by exhibitors and attendees and are internal EMPLOYEES only. | NO | NO | Unrestricted | NO |
Committee Meetings | Meetings held by task forces, boards of universities or non-profit organizations. Limited to the members of the committee only. | NO | NO | Unrestricted with attendance numbers 25 and under. Over 25 people cannot be during session times. | NO |
Focus Groups | Meetings that target a specific group of attendees to obtain specific data. These events are always by invitation only and not open to all congress attendees. | NO | NO | Unrestricted with attendance numbers 25 and under. Over 25 people cannot be during session times. | NO |
Investigator Meetings | Meetings that give investigators, prospective investigators, and industry representatives a chance to network and focus on institutional review board or regulatory agency approval protocol and must review or conduct results of a specific study, current clinical trial, or product. These events are always by invitation only and not open to all congress attendees. | NO | NO | Unrestricted with attendance numbers 25 and under. Over 25 people cannot be during session times. | NO |
Satellite Symposia
| Events that are strictly educational that may or may not offer CME credit. | YES | YES | Before 8:00 a.m. and After 6:10 p.m. | YES |
The Crohn’s & Colitis Congress® will host 3 CME-accredited satellite symposia. All symposiums will occur during breakfast or lunch times.
Date | Time | Number of Live Symposia |
Friday, Jan. 21 | 6–7:45 a.m. | 1 |
Friday, Jan. 21 | 12:15–1:45 p.m. | 1 |
Saturday, Jan. 22 | 6–7:45 a.m. | 1 |