Meeting & Event Requests

Interested in hosting a meeting at Nutrition 2019?

Nutrition 2019 offers the ideal place to connect with colleagues, collaborators or potential clients.  Members, attendees, exhibitors, partners and affiliates may host meetings or social events in conjunction with Nutrition 2019, subject to ASN approval.

All meetings or social functions held in conjunction with Nutrition 2019, outside of the official Nutrition 2019 meeting program, are subject to ASN approval.

Ready to Plan Your Event?

Review the Meeting & Event Guidelines then complete the Meeting & Event Request Form, by the April 26, 2019 deadline. 

Refer to the Meeting & Event Application Fee Chart below for pricing.

*Note that meeting and event requests will be processed and assigned in order of receipt.  Incomplete forms and/or forms submitted without payment will not be processed.   

Meeting & Event Information and Rates

Promotional Benefits

Meeting & Event Promotion on the Nutrition 2019 online schedule and mobile app to include:

  • Meeting or Event Title
  • Date and Time
  • Location (Venue and Room Name)

Authorized Meetings & Events

  • Advisory Board Meetings
  • Board Meetings
  • Committee Meetings
  • Hospitality Suites
  • Investigator Meetings
  • Sales Trainings
  • Social Functions
  • Staff Meetings
  • Study Group Meetings
  • Task Force Meetings

Unauthorized Activities and Events

  • CE/CME Programs
  • Educational or Scientific Programs
  • Independent Forums
  • Sales and/or Product Demonstrations
  • Satellite Programs

Meeting and Event Application Fees

Meeting & Event Application Fee Early Rate (until March 15th) Regular Rates (after March 15th)
Standard Rate $1,000 $1,500
Non-Profit Rate $250 $375
Nutrition 2019 Exhibitor Rate $500 $750
Nutrition 2019 Sponsor Rate $500 $750

Blackout Times for Meetings and Events

Groups may not conduct functions during ASN education program hours or ASN officially sponsored evening event function times.

 

Wednesday, June 5th Functions may be held anytime
Thursday, June 6th Functions may be held anytime
Friday, June 7th Functions may be held anytime
Saturday, June 8th Functions may be held before 8am and after 8:00pm
Sunday, June 9th Functions may be held before 8am and after 5:30pm
Monday, June 10th Functions may be held before 8am and after 5:30pm
Tuesday, June 11th Functions may be held prior to 8am and after 12:30pm
Wednesday, June 12th Functions may be held anytime

Meeting & Event Guidelines

Meeting & Event Guide Guidelines

  1. What Qualifies as an Authorized Meeting & Event?
    Invitation only – not open to all Nutrition 2019 attendees. Any event affecting Nutrition 2019 attendees, including exhibitor staff, scheduled outside of the official ASN program, including but not limed to:

 Type of Function(s):

  • Advisory Board Meetings
  • Board Meetings
  • Committee Meetings
  • Hospitality Suites
  • Investigator Meetings
  • Sales Trainings
  • Social Functions
  • Staff Meetings
  • Study Group Meetings
  • Task Force Meetings

All requests for meetings and events must go through the ASN Meetings Department. This includes any meeting or event held outside ASN designated space.

  1. It is the group’s responsibility to distribute copies of this information to the appropriate company personnel and/or agents, representatives or contractors involved in planning activities for Nutrition 2019. It is the responsibility of organizers hosting events to make sure that those events comply with all applicable national, state and local laws and regulations.
  1. Groups may not conduct functions during ASN education program hours or ASN officially sponsored evening event function times.
Wednesday, June 5th Functions may be held anytime
Thursday, June 6th Functions may be held anytime
Friday, June 7th Functions may be held anytime
Saturday, June 8th Functions may be held before 8am and after 8:00pm
Sunday, June 9th Functions may be held before 8am and after 5:30pm
Monday, June 10th Functions may be held before 8am and after 5:30pm
Tuesday, June 11th Functions may be held prior to 8am and after 12:30pm
Wednesday, June 12th Functions may be held anytime
  1. To participate, a representative from your organization must be registered as an attendee or exhibitor for Nutrition 2019.
  1. Groups occupying space in the convention center or hotels must have appropriate staff to coordinate all activities.
  2. Any and all charges for service levied by the convention center, hotels, or other venues are the responsibility of the meeting or event sponsor. ASN is not responsible for payment for any services connected with the event. ASN has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by any venue.
  1. Application Fee: Application fees are non-refundable and will apply per function. Application fee is due upon submission. Any form without payment information will not be approved.
Meeting & Event Application Fees Early Rate (until March 15th) Regular Rates (after March 15th)
Standard Rate $1,000 $1,500
Non-Profit Rate $250 $375
Nutrition 2019 Exhibitor Rate $500 $750
Nutrition 2019 Sponsor Rate $500 $750
  1. Once submitted, ASN will review the application. If approved, function space will be assigned on a first-come, first-served basis. Once space is assigned, a confirmation will be sent with the contact of the facility you will work directly with to finalize arrangements.
  1. The Submission Deadline for all applications and required documentation is April 26, 2019. An email notification will be sent to verify receipt of your completed application.
  1. Submitters will be notified on or before May 6, 2019 of meeting and event approval and placement. Please do not call or email prior to this date.
  1. Submitters who contact hotels on their own or otherwise attempt to circumvent ASN’s meeting and event request approval and assignment process are subject to denial.
  1. ASN reserves the right to accept, reject, or condition acceptance, based on ASN’s sole discretion, for any reason, which need not be disclosed to the applicant. All outstanding obligations to ASN by the submitter, including payment of all debts, must be fulfilled.
  1. The submitter shall protect, indemnify, hold harmless, and defend ASN, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys’ fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of ASN, its officers, directors, agents or employees.
  1. ASN has the full authority to interpret or amend rules at its sole discretion. All decisions will be final. Submitters agree to abide by any rules and regulations that may hereafter be adopted. All matters or questions not covered by the above rules and regulations are subject to the discretion of ASN. These rules and regulations may be amended at any time by ASN, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by ASN to such parties.

FOR MORE INFORMATION, CONTACT:

Janice Vazquez, Meetings Assistant

meetings@nutrition.org

Per ACCME’s Standards for Commercial Support it is prohibited to include company logos and product listings of any commercial interests in educational materials and disclosure of commercial support. A commercial interest is defined as any entity producing, marketing, re-selling, or distributing health care goods or services consumed by, or used on, patients.