Annual Meeting FAQs

• Download the Whova App for the most updated agenda, attendee and presenter profiles

• Visit the Agenda & Presenters page for an overview of the schedule* 

• Visit the Event Schedule page for a detailed, up to date agenda*

• Download a PDF copy here (subject to change)*

*Current information applies to the 19th Annual Meeting, held from 20 - 22 May 2025. Agenda and content for the 2026 meeting will be available in April 2026.  

• Registered attendees for any of the annual SFA²F meetings held since 2020 are able to access the meeting (agenda, abstracts, attendee & sponsor details) via the Whova platform. Download the Whova App or access the Annual SFA²F Meeting via the Whova web portal.

  • Use the email address with which you registered for the annual meeting to create a free Whova account. If you have previously created an account using the same email address, sign in with your existing password. To protect user data, two-factor authentication is required at sign-in. 

  • After entering your email and password, a verification code will be sent to your email. Please check your Inbox and Spam folder for the code. 

  • If you don't see the Annual SFA²F Meeting in the Whova App or web portal after logging in, search for the event. If you are asked for an event invitation code, please enter the invitation code shared via email by the organizers shortly before the meeting (typically sent from event-noreply@whova.io). If you can't find the email in your Inbox or Spam folder, please contact the organizers on info@sfafmeeting.org. Additional instructions may be found here.

More guidance on using Whova to access the event and network with other attendees may be found in Whova User Guides.

• Details provided during registration and abstract submission are automatically uploaded to your profile on the App.

• It is not mandatory to provide a picture or additional details, but doing so will facilitate networking with other attendees during and after the meeting.

• For guidance on how to edit your profile, please visit the Whova FAQs and navigate to How can I edit my profile (e.g. photo, affiliation)?

• 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. 

• 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 prior to the submission deadline. Please contact the organizers if you need an extension.

• Sponsorships do not include hotel reservations, but sponsors also qualify for the special rate at the conference hotel. 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 follow instructions provided by the organizers prior to the meeting to confirm your power requirements (number of outlets). In your communication, kindly state that you are a vendor for the SFA²F 2025 meeting. Extension cords may be rented from the conference AV provider, but it is recommended that you bring your own. 

  • 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 the day before the meeting. Kindly ensure that your booth is fully set up by the start of the meeting (8.30 AM on the first day).  

• 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 giveaways. 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 the last day). 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 no later than the EOB on the day after the meeting.

• 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. Detailed shipping instructions may be downloaded here.      

• 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. 

• Detailed shipping instructions may be downloaded here.      

• All committed sponsors will receive an email with your unique portal link directly from Whova (4 - 6 weeks prior to the meeting). 

• 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.