An ancillary event is defined as any function held in connection with the MDA Clinical & Scientific Conference by any organization other than MDA. All ancillary events require prior approval from MDA. Requests will be reviewed in the order received. Please allow up to two weeks for review and issuance of the Letter of Agreement (LOA).
The $6,000 fee does not include food and beverage (F&B) or audiovisual (AV) services. If these services are needed, they must be requested at the time of application. Incomplete applications will not be accepted.
If space is available, assignments will be made no later than Wednesday, January 20, 2027.
To be eligible for ancillary event space, companies must be an exhibitor and/or sponsor of the 2027 MDA Clinical & Scientific Conference.
If your company is interested in securing ancillary event space during the 2027 MDA Clinical & Scientific Conference, please review the Rules and Regulations outlined below and complete the Ancillary Event Request Form. Requests will be reviewed and approved on a first-come, first-served basis. Space is limited, so early submission is strongly encouraged.
Rules and Regulations:
“Companies/Organizations” refers to anyone requesting space on behalf of a company, individual, University, clinic, non-profit or other entity. Any group found in violation of these rules and regulations risk a loss of the ability to attend and participate in future meetings.
Hospitality and Entertainment. Ancillary event request form(s) must be completed to request hosting a hospitality suite or dinner. Events of any nature must be approved by MDA. No function may be scheduled to conflict with any conference programs, activity hours, or exhibit hours. Failure to comply with processes and policies will result in forfeiture of future opportunities to host ancillary events at future MDA meetings.
Companies must exhibit and/or sponsor 2027 MDA Clinical & Scientific Conference to qualify for space approval for ancillary event(s).
Fundraising Policy:
Fundraising of any kind is strictly prohibited during the MDA Clinical & Scientific Conference. This applies to all participants, including individuals, sponsors, exhibitors, and advocacy organizations—whether hosting or participating in any event held in connection with the conference.
Any organization found soliciting attendees, sponsors, or other participants for donations will be considered in violation of MDA’s conference rules and regulations. Violations will result in immediate removal from the current event and disqualification from participating in future MDA conferences.
Event Organizer Fees:
A flat fee of $6,000 per event applies for events lasting up to three (3) hours, including setup and breakdown. This fee is the same whether the event is held at the Rosen Shingle Creek or an off-site location.
If your event requires more than three (3) hours, including setup and breakdown, it must be reserved as an Industry Meeting Suite at a rate of $9,000. (Refer to the conference prospectus under “Meeting Suites” for details.)
The ancillary event fee does not include any charges imposed by the venue for food and beverages, audiovisual services, or any other additional services requested by the company or organization.
Companies may not contract space directly with the Rosen Shingle Creek. Any group found doing so without prior written approval from MDA may forfeit the ability to attend or participate in future MDA conferences.
When Ancillary Events Are Permitted:
All approved Ancillary Events—regardless of the sponsoring organization—may only take place during the following windows (all times Eastern Time). These windows are based on the MDA Program schedule and may be adjusted if the official schedule changes.
- Saturday, March 20: Events may be held anytime, all day
- Sunday, March 21: Events allowed during 3:00 PM – 6:00 PM; After 8:00 PM
- Monday, March 22: Events allowed during 6:00 AM – 8:00 AM; After 8:00 PM
- Tuesday, March 23: Events allowed during 6:00 AM – 8:00 AM; After 8:00 PM
- Wednesday, March 24: Events allowed during 6:00 AM – 8:00 AM; 2:00 PM – 6:00 PM
MDA will strictly enforce these designated timeframes.
Any activity scheduled outside of the approved windows—or that may interfere with attendance at official MDA-sanctioned events—is strictly prohibited.
Rosen Shingle Creek Move-in/Out Procedure:
- Move-in and/or out for all public spaces at the Rosen Shingle Creek shall occur outside business hours between 9:00 PM – 6:00 AM ET . Sponsoring organizations are subject to any overtime fees incurred for moving items into and/or out of ancillary meeting suites outside business hours. If you order furniture or any other large or non-handheld items for your meeting suite from Freeman or any other vendor, to allow for a “drop and run” approach Freeman/all vendors must pre-build as much as possible before bringing items into public spaces.
- Activities are restricted to the confines of the assigned hotel event rooms and suites and may not be held in public areas, including but not limited to hotel lobbies or hallways, and sidewalks adjacent to the hotel or convention center. No signage may be publicly placed in hotel walkways, on doors, or in any space that would draw meeting attendees from sanctioned events.
- All charges for services levied by the hotels and/or other venues are solely the responsibility of the function sponsor. MDA has no responsibility or authority over any charges, including but not limited to room rental, food and beverage minimums, audio visual pricing, internet charges, electric costs, etc. MDA will provide facility contact information in the approval letter. From that point forward, the organization will work directly with the assigned hotel to plan the event. Hotels will require organizations to sign a contract.
- If a company is interested in securing space for an event/function at any other host-city venue (off-site) they may contact the venue directly but must first receive approval from MDA on the date, time, and content of the proposed event.
- Companies/Organizations can provide signage and event promotions based on the following restrictions: Up to two (2) signs maximum, no larger than 24”x36” Signage may only be placed just outside of designated meeting space one (1) hour prior to the event start time and must be removed within 30 minutes of the conclusion of the event. It is the applicant’s responsibility to comply with MDA’s policy, as well as its selected hotel policy, concerning placement of signage. Any promotional signage, including hand-held, within the MDA meeting area including hallways, stairwells, and escalators is prohibited.
- Anyone involved in planning a function must observe the MDA Rules and Regulations as listed. is the Company/Organization is responsible for ensuring that all company representatives and/or agents adhere to all the rules and regulations outlined in the Ancillary Event Request Form. Violation of these rules may jeopardize future exhibiting status and/or the ability to hold future functions in conjunction with the MDA Clinical & Scientific Meeting. In the event the Company/Organization is unable to ensure conducting themselves professionally, MDA reserves the right to terminate all approvals.
- Functions found to be in violation of these guidelines shall be immediately terminated. The Company/Organization waives any rights to claims of damages arising out of the enforcement of these guidelines.
- Refund Policy & Fees: No refund of fees will be processed if a confirmation letter has already been sent. Cancelling an event with the hotel does not automatically cancel the event with MDA or entitle the Company/Organization to a refund of fees paid.
- All matters and questions not covered by the above guidelines are subject to the discretion of MDA. These MDA guidelines may be amended at any time by MDA, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by MDA to such parties. Your company shall protect, indemnify, hold harmless, and defend MDA, its officers, directors, agents, volunteers, subcontractors, employees, and/or representatives against all such claims, liabilities, losses, damages, judgments, or settlements, including reasonable attorney fees and costs and other expenses incurred by the indemnifying party on account of litigation; provided that the foregoing shall not apply to injury, loss, or damage caused by or resulting from the negligence of MDA, its officers, director, agents, or employees.