Please register all attendees included in your sponsorship using the dedicated link provided by the organizers. Additional attendees may be registered at the standard Industry price, using the general registration link. 

An abstract must be submitted for every talk and poster included in your sponsorship, Please follow the general guidelines on the Abstract Submission page to submit your abstracts. The abstract submission deadline is 16 April 2025, 2.59 AM EDT. Please contact the organizers if you need an extension.

Sponsorships do not include hotel reservations, but sponsors also qualify for the special conference rate at the The La Fonda on the Plaza (reserve using this link). Rooms are limited and available on a first-come-first-served basis. Please contact the organizers if you need recommendations for other nearby hotels. 

Booth details: The exhibition space in the La Fonda on the Plaza is on the mezzanine level, right outside the main conference hall. If you have not attended the SFA²F meeting before, kindly note that the exhibition space is more restricted than at conferences held in large convention centers. 

• A standard, 6-foot table is provided by the organizers and provides sufficient space for two booth staff. 

• Standard electrical power is available at all booths. Please contact Daniel Rincon from AllianceAV at drincon@allianceav.com by no later than 13 May 2025 to confirm your power requirements (number of outlets). In your communication, kindly state that you are a vendor for the SFA²F 2025 meeting.

• Generic table cloths are provided, but you are welcome to use your own, as well as an appropriately sized, light, branded backdrop and small pop-up banners or literature stands. 

• Solid booth enclosures, large or elaborate backdrops, tall or bulky pull-up banners, large monitors/screens, or large/heavy instruments can, unfortunately, not be accommodated. Kindly contain your exhibit to your available table space and refrain from encroaching on your neighbors' space. A limited amount of storage space for excess promotional materials is available under your table. Please liaise with hotel staff for temporary storage of boxes or crates used for transporting items.    

Booth numbers will be assigned. Your booth number will be communicated to you via an email from Whova closer to the time of the meeting.

Booth setup: may start any time from 12 noon on Monday, 19 May 2025. Kindly ensure that your booth is fully set up by the start of the meeting (8.30 AM on Tuesday, May 20th).  

Booth hours: Booths are accessible to attendees at all times throughout the conference, but do not have to be staffed at all times. We strongly recommend having your booth fully staffed during the poster session, all tea breaks, and lunch times throughout the conference. Refreshments are served in the exhibitor area during tea breaks to drive traffic to booths. Kindly note: 

• The entire scientific program (i.e., talks, panel discussions, and poster sessions) are open to all sponsors. We strongly encourage your staff to attend talks and participate in panel discussions.  

• The exhibition area is accessible to the general public and does not get locked at night. While it is safe to leave promotional materials in your booth when it is not staffed, please mark or put away materials that are not meant to be give-aways. Please don't leave personal items and devices at an unstaffed booth, as the organizers and hotel will not be liable for anything that is removed. 

Booth take-down: may start any time after conclusion of the meeting (4 PM on Thursday, 22 May 2025). For those needing shipping support, all materials must be packed up, labeled appropriately, and brought down to the first floor bell hop for shipping collection by 23 May 2025.

Shipping details: the bell hop at the La Fonda on the Plaza will gladly assist with receiving and shipping of materials for your booth. Contact details may be found in the Venue section of the Registration & Venue page.       

All committed sponsors will receive an email with your unique portal link directly from Whova (on or after April 4th, 2025). 

To maximize your return on investment, please complete your profile and booth details prior to the start of the meeting. Information provided here will be available to all registered attendees throughout the meeting and thereafter, irrespective of whether they are physically present during the meeting. A compelling presentation is likely to attract more interactions with attendees and visitors to your booth and presentations (if applicable). We highly recommend:

• Uploading a video or brochures showcasing products you wish to showcase at the meeting

• Scheduling live info sessions/demos (during break times)

• Providing a giveaway and/or lucky draw to boost lead generation

Lead capture is also done via the Whova platform. Please ensure that your booth staff have downloaded and logged into the Whova App prior to arriving. There are three ways to capture leads:

• Add leads from the attendee list manually be selecting "Add Lead Manually"

• Scan an attendee's QR code (in person) 

• If an attendee claims a promotional offer by tapping "Sign up for deals & offers," they are automatically added to your leads

For more ideas and guidelines on setting up your virtual booth and capturing leads, please review the Whova Exhibitor Guide.