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SAWC Spring | WHS 2026 Affiliate Meeting Request Form

Affiliate Space Usage Policy

1. Affiliate Space Usage Policy
1. Affiliate Space Usage Policy
To ensure a consistent, high-quality experience for all conference participants, maintain the integrity of our official agenda, and protect our sponsors’ investments, we have established the following guidelines for the use of Affiliate Space:

Definition and Purpose
Affiliate Space refers to meeting rooms or hospitality suites available for rental by sponsors, exhibitors, and other participating organizations during the conference. 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
Compliance and Enforcement
Organizations found to be using Affiliate Space in a manner inconsistent with 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


2. Ancillary Events
An ancillary event is defined as any function held adjacent to the SAWC Spring | WHS 2026 conference and targeting SAWC Spring | WHS attendees by an organization other than HMP Global.

Ancillary Event Content and Use of Space
Ancillary activities must not compete with the agenda or events of SAWC Spring | WHS. The nature of any ancillary activity should align with the educational and professional focus of the conference. We ask that promotional aspects be minimized, and scientific or professional themes predominate, even for social functions. This approach is fundamental to respecting the commitment of our faculty and the investment of our sponsors.

Blackout Times and Scheduling
  • To preserve the integrity of the main conference program and in consideration of all faculty and sponsors, strict blackout periods will be enforced. No activities directed toward SAWC Spring | WHS attendees may occur during the following official conference agenda times:
  • Thursday, April 9: 7:30 AM to 7:30 PM
  • Friday, April 10: 7:30 AM to 8:30 PM
  • Saturday, April 11: 7:30 AM to 6:20 PM
  • Sunday, April 12: 9:15 AM - 12:45 PM
Official Meal and Social Event Opportunities

All events targeting attendees must be booked through these 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
Please contact Brian Hill or Rachel Smith on the SAWC Sponsorship Sales team if you have any questions or to learn more about these opportunities and secure your preferred slot.

Yes, I acknowledge that I have read and will abide by the Affiliate Space/Ancillary Event Usage Policy.
  *This question is required.
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