IN CONJUNCTION WITH (ICW) MEETING EVENT GUIDELINES

Questions and Inquiries

For questions about hosting events in connection with the NEALS Annual Meeting, email NEALS Associate Director, Beverly Smits (bsmits@neals.org).

 

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HOSTING EVENTS DURING THE 2025 ANNUAL NEALS MEETING

Affiliated organizations have the option to host events during NEALS-approved dates and times at the 2025 NEALS Annual Meeting. Should your organization wish to hold any event around the Annual Meeting, a formal request must be submitted and approved by NEALS before any promotion or hosting activities. Venue bookings should not be made until approval has been granted by NEALS.

 

The ICW Event Form is available here.

Administrative fees increase on August 15, 2025, and the final deadline for event submissions is September 15, 2025 . Payment must be made by credit card at the time of submission.

 

Consequences for Non-compliance

Failure to comply with these guidelines can result in sanctions from NEALS.

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ALLOWED ICW EVENT DATES

To comply with NEALS guidelines, events should be held on these dates:

• Session 1: Saturday, October 4 through Monday, October 6.

• Session 2: Friday, October 10, 2:00pm ET. through Sunday, October 12.

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DEFINITION OF AN ICW EVENT

An ICW event is any event held in connection with the NEALS Annual Meeting but organized by entities other than NEALS. All ICW events, regardless of location, require approval from NEALS. These events can include:

• Board and committee meetings

• Pre-conference and post-conference meetings for academic, foundation, or industry partners

• Scientific advisory and investigator meetings

• Study Meetings (any non NEALS-Affiliated Study)

• Social gatherings

 

Prohibited Activities (without prior approval from NEALS)

These activities are not allowed during the Annual Meeting:

• Events resembling existing NEALS programs

• Satellite symposia

• CME programs

• Product sales presentations or equipment demonstrations

• Events exceeding 50 attendees without NEALS approval

 

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ICW EVENT LOGISTICS & PROMOTION

Keep the following points in mind when planning and promoting ICW events:

• Audiovisual Equipment: Please connect with the venue’s in-house AV team.

• Promotional Materials: Any promotional content must not suggest that the event is part of the official NEALS Annual Meeting. The use of the NEALS name or logo without permission from NEALS is prohibited.

• Signage: Signage is allowed only outside the event room one hour before the event and must be removed immediately after. No signs are allowed in hotel lobbies or public areas.

• Social Events: Must not have educational content or industry product presentations. No slideshows or visual presentations are allowed.

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SUBMITTING ICW REQUESTS

An administrative fee must be paid when submitting a request for an ICW event. Upon submission, you will receive a confirmation email. If your request is approved, NEALS will follow up with venue details and contact information for the Opal Sands and Opal Sol Resort team so you can begin coordinating your event logistics and gathering hotel quotes.

 

To support your planning process, if you decide not to move forward with your ICW event after reviewing hotel details (quotes), you may request a refund of the administrative fee within 10 business days of submission by notifying NEALS in writing.

 

Please note: final arrangements for your ICW event may only proceed after NEALS approval and confirmation of space availability.

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Fee Structure for ICW Events – Up to 50 Attendees

Non-Profit Rate: $100 (early) / $150 (late)

Industry Meeting Sponsor Rate: $300 (early) / $400 (late)

Industry Meeting Non-Sponsor Rate: $600 (early) / $800 (late)

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Key Dates and Cancellation Policy

August 15, 2025: Administrative fees increase.

September 15, 2025: Final deadline for submitting ICW events.

Cancellation Policy:

If you cancel before September 1, 2025 you get a full refund (minus a 7% service fee).

After September 1, 2025, there are no refunds for cancellations.