Meetings and Events Requests

January 23, 2023

We are excited to invite thousands of endocrine professionals to Chicago, IL, June 15-18 for ENDO 2023. ENDO is the seminal meeting in hormone health and science, welcoming leading experts, researchers, and the most respected clinicians in the field as we share the latest developments in endocrine research and patient care. 

The Endocrine Society welcomes groups to host activities in conjunction with ENDO 2023 as it offers the premier opportunity to engage the endocrine community. 

A meeting and/or an event (as defined by the Society) can be organized by any group and held either prior to or during the official ENDO 2023 dates (June 15-18, 2023). All meetings and events must be requested and approved by the Society. Other than approved educational meetings/events, the Society does not permit any other educational activities during ENDO 2023. Permissible meetings/events include the following activities: 

  • Internal Sales/Business Meetings 
  • Staff Meetings 
  • Investigators Meetings/Industry Updates 
  • Advisory Board Meetings 
  • Patient Group Meetings 
  • Roundtable Discussions 
  • Social Events 
  • Press Briefings 
  • Other Activities (as approved by the Society) 

Meeting/Event Guidelines

The Society requires all meetings/events held in conjunction with ENDO 2023 must be approved through the Society’s Event Experience Design Department and submitted via a Meeting Space Request Form. 

Social events may be held at the Headquarters Hotel(s) or another venue. These events must be held outside of the official ENDO 2023 programming hours throughout the official dates of ENDO (June 15-18) 

  • Thursday, June 15 | 8:00 am - 6:00 pm 
  • Friday, June 16 | 8:00 am - 5:15 pm 
  • Saturday, June 17 | 8:00 am - 5:00 pm 
  • Sunday, June 18 | 8:00 am - 1:00 pm 

Space for meetings/events will be approved only to requestors who are affiliated with the Society, such as exhibitors, corporate sponsors, non-for-profit organizations, members of the Society, and ENDO 2023 attendees. 

Once a meeting request is approved, the requestor can begin working directly with the hotel and/or venue on the logistics. logistics details of the event. 

All expenses associate with meetings/events, such as signage, room set-up/clean- up, food and beverage, audio-visual, electrical, telephone, Internet connections, meeting room rental, shipping, etc. are the sole responsibility of the organizer. 

All audiovisual equipment and services must be arranged through ENDO’s official AV provider, Freeman AV.  

Activity information may not be distributed within the convention center and/or designated hotels. Only Exhibitors are allowed to distribute activity information materials within exhibit booth space. 

Only approved events may have signs in designated hotels. Signs must be placed outside of meeting rooms. 

Use of the Endocrine Society logo and ENDO 2023 name and logo are strictly prohibited on marketing pieces, invitations, and advertisements. 

Marketing and Promotion Opportunities 

If desired, a 50-word activity description can be included in the ENDO 2023 mobile app and ENDO 2023 website. The deadline for submitting text is Monday, March 6, 2023. 

The Endocrine Society allows groups the opportunity to purchase membership and attendee mailing lists for pre and post ENDO 2023 marketing. Only mailing information will be provided and lists do not include phone numbers and email addresses and are sold for a one-time use only. Samples of the mailing must be submitted and approved by the Society prior to a group receiving the list. For more information on purchasing lists, please contact Ryan Kerr at [email protected] 

Disclaimer on All Activity Materials 

Meetings and events, as defined above, are not sponsored by the Endocrine Society and may not be promoted as a Society event. The following statement must be included on all advertisements, marketing pieces, signage, meeting materials, invitations, derivative products, etc.: 

“This is not an official activity of the ENDO 2023 meeting and is not sponsored or endorsed by the Endocrine Society.” 

Meeting Rules & Regulations 

• Start times are inclusive of transportation. No exceptions to this schedule may be made. 

• Meeting requests and approvals are valid only for ENDO 2023. 

• Endocrine Society contracted hotels in Chicago, IL will not reserve meeting rooms or function space for anyone during the official ENDO 2023 dates without prior written Society approval. 

• Your organization is responsible for all costs and billing arrangements for the event. 

• Once your request for an ancillary meeting is approved, The Society will provide the hotel contacts for you to discuss further logistic arrangements. The official hotels will require written approval from the Society prior to discussing your event. 

• Changes to meeting time and date require that a revised meeting request form be submitted and approved again. 

• By submitting a Meeting Request form, you agree to abide by these policies. 

Meeting Request Fees & Helpful Information 

There is a $500 non-refundable administrative fee for each meeting request. 

Please allow for a minimum of five (5) business days for review of your event. Once full payment is received and processed, you will receive the approval notice via email. 

Since the fee is non-refundable, it is recommended to contact your preferred hotel or venue to check availability before submitting the request. 

All ancillary meeting requests must be submitted no later than Friday, May 26, 2023.  

 

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For 100 years, the Endocrine Society has been at the forefront of hormone science and public health. Read about our history and how we continue to serve the endocrine community.