Affiliate Space Usage Policy

Definition and Purpose

Affiliate Space refers to meeting rooms or hospitality suites available for rental by sponsors, exhibitors, and other participating organizations. These spaces are intended to support private, non-promotional business functions, such as:

• Internal staff meetings
• One-on-one business meetings

Prohibited Uses

Affiliate Space may not be used for:

• Any events intended for conference attendees and/or faculty
• Events that conflict with official conference programming, including sponsored meal symposia, exhibit hall hours, or social functions
• Promotional activities
• Press events

Ancillary Event Content and Use of Space

Ancillary activities must not compete with the agenda or events of SAWC Fall. The nature of any ancillary activity should align with the educational and professional focus of the conference. Promotional aspects should be minimized, and scientific or professional themes should predominate, even for social functions.

To protect the integrity of the educational program and the investment of our sponsors, HMP Global strictly regulates any independently organized events targeting conference attendees or faculty. Ancillary events—including offsite meetings, receptions, advisory boards, or virtual programs—may not occur during official conference hours without prior written approval and a fully executed agreement. Approval is limited and subject to an ancillary event fee ($10,000 for sponsors/exhibitors; $20,000 for non-participating companies). Unauthorized events may result in immediate shutdown, loss of priority points, and ineligibility for future participation. Companies seeking to engage attendees are encouraged to explore officially sanctioned sponsorship and custom engagement opportunities through conference management. View the complete HMP Global Events Policy for more information.

Official Meal and Social Event Opportunities

All events targeting attendees must be booked through official channels. If you are interested in organizing an attendee-facing event, including:

• Innovation Theaters
• Meal functions
• Receptions
• Market research (advisory boards, focus groups)
• Attendee social events and parties

Strict blackout times are enforced. No activities targeting SAWC Fall attendees may take place during official conference agenda times.

Compliance and Enforcement

Organizations found to be in violation of this policy will be subject to:

• Immediate shutdown of the event
• Forfeiture of meeting space fees
• Loss of priority points or eligibility for future participation