• All requests for space must be submitted using the online form; one form per meeting or event.
  • To be eligible to host ICW events at official DDW hotels, local restaurants, or other venues within a 10-mile radius of the convention center, you must submit this form, and the event must be approved by DDW Administration.
  • Since the event would be in conjunction with DDW, across DDW’s dates, in the host city location, and solicits DDW attendees, it must follow the ICW event protocol.
• Space is not available at the convention center.
• Space is not available at each society’s Headquarter Hotel.
• 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 DDW Administration as educational and therefore are considered a Satellite Symposium.
• Priority will be given to those companies exhibiting at DDW, their third-party contractors and certain non-profit groups requesting meeting space.
• DDW Administration 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 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, will include DDW attendees, educational programming, scientific presentations and/or product demonstrations, it cannot be held during the hours of 8:30 a.m. to 5:30 p.m. (DDW scientific session hours).
• A confirmation email will be sent to the Book-It Key Contact listed on the submission unless otherwise noted by the client.
  • A copy will be provided to the hotel, so they can finalize the details of the event directly with the company contact.
• Changes to requests (e.g., date, time, number of attendees, etc.) must be made directly with the hotel.
• Marketing materials and invitations must follow DDW’s logo and usage guidelines.

To maintain the integrity of the meeting for all attendees and industry supporters, the below guidelines should be adhered to or the enforcement policy will be enacted.

• Reported violations will be addressed with the exhibits manager or other personnel with managerial responsibility, and DDW will require that the affiliate function be shut down.
• Violations of any of the guidelines will result in the loss of priority points for the supporting company.