In Conjunction With (ICW) Meetings
In Conjunction With (ICW) Meetings
The official dates for Crohn’s & Colitis Congress® 2025 are Thursday, February 6 – Saturday, February 8, 2025.
In Conjunction With (ICW) refers to events not planned or sponsored by Congress. These events are arranged by industry supporters, 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.
The Crohn’s & Colitis Congress has contracted meeting space directly with the hotel for the needs of the Congress event. There is extremely limited availability of space. To be considered for an ICW event, please submit a request in writing to Kaitlin Lawrence.
Fees
The Congress does 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 including 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 in writing to Kaitlin Lawrence.
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 be approved by Congress. Since ICW events are in conjunction with the Crohn’s and Colitis Congress, across congress dates, in the host city location, and solicit 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 Satellite Symposia. Please contact Emily Glass (mailto:eglass@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 forbid 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 nearby 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, and will include event attendees, educational programming, scientific presentations, and/or product demonstrations, it cannot be held during session hours.
- Marketing materials and invitations must follow the Congress Logo, Acronym, and Name Usage policy which can be found here.
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 |
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 |
