An ancillary event is any function held in conjunction with ASPIRE that is separate and distinct from the official ASPIRE meeting program or HFES organized event, session or activity. All such events must be approved by HFES.
Examples of events requiring approval include, but are not limited to:
- Board Meetings
- Focus Groups
- Hospitality Rooms or Suites
- Education or Training Sessions
- Press Conferences or Briefings
- Social Events
- Customer or Dealer Acquisition or Appreciation Events
- Staff Meetings
- Receptions or Celebrations
- Award Luncheons, Dinners, Banquets
- Product Launches
- Networking, Recognition, Educational, or Other Social or Commerce-Related Gatherings
HFES requires all organizations, whether commercial or non-profit, that wish to host functions of any size or nature during the ASPIRE meeting dates (October 13 – 17, 2025) to complete an Ancillary Meeting Request form. This requirement applies regardless of the event location, including off-site venues. Limited meeting and event space is available. Organizations may not contract meeting space directly with the Hyatt Regency Hotel without approval from HFES.
Groups/organizations external to HFES are solely responsible for all charges incurred for services provided by the hotel, other venues, or third-party vendors. These charges may include, but are not limited to, room rental fees, food and beverage minimums, audio-visual equipment and support, internet access, or electrical services. HFES may be able to support some requests for audio-visual equipment for internal groups; however, food and beverages and other fees will be the responsibility of the organizer.
No requests can be considered after September 25. Submit your request here.