Affiliate / ICW Meeting Space
Hosting a business meeting, reception, or staff workspace during ObesityWeek®? These are considered Affiliate/ICW (In Conjunction With) events.
Affiliate events may not include educational or scientific programming. Events with educational content must be submitted through the Corporate-Supported Symposia application.
How to Apply
- Submit one application per room request (per date, time, and setup).
- Complete the application for all venues, including offsite locations.
- Do not contact the Gaylord or official hotels directly until you receive written approval from ObesityWeek.
- Once approved:
- ObesityWeek will connect you with the venue
- You will receive a payment link for space rental
- All food & beverage, A/V, internet, and related services are contracted directly with the venue or vendor
Offsite Venues:
You may contact the venue directly after receiving written approval from ObesityWeek. There is no fee for offsite approval.
Allowed Dates & Times
Small Invite-Only or Staff-Only Events
Available Dates and Time Slots
| Date | Time |
|---|---|
| Saturday, November 14, 2026 | May be held at any time (avoid program conflicts) |
| Sunday, November 15, 2026 | |
| Monday, November 16, 2026 |
Large Attendee Events (e.g., Receptions)
Available Dates and Time Slots
| Date | Time |
|---|---|
| Saturday, November 14, 2026 | 11:45 am – 1:15 pm ET |
| Sunday, November 15, 2026 | 6:30 – 8:30 am, 11:45 am – 1:15 pm, 6:30 – 11:30 pm ET |
| Monday, November 16, 2026 | 6:30 – 8:30 am, 11:45 am – 1:15 pm, 6:30 – 11:30 pm ET |
Important Dates
- September 28, 2026 – Application deadline (or when space sells out)
- October 26, 2026 – Final date to sign orders and submit full payment to Gaylord
Space Fees (Gaylord Only)
| Organizer Type | Through August 13 | August 14 – September 28 |
|---|---|---|
| Exhibitor/Sponsor | $300 / hr | $400 / hr |
| Non-Exhibitor | $700 / hr | $900 / hr |
| University/Nonprofit/Government | $100 / hr | $100 / hr |
| TOS SIGs/Committees | Complimentary | Complimentary |
Please Note: 24-hour hold = 8-hour charge. Rates based on submission date. 30-minute setup/cleanup buffer included at no charge. Additional setup fees (up to $300) may apply for labor-intensive setup styles.
Seating Style Setup Examples:
Important Policies
Educational Content
Affiliate space cannot be used for posters, presentations, or scientific sessions.
Food & Beverage
- Must be provided by the venue
- Outside food and beverage is not permitted
- Click for Gaylord menus. Click to email the Gaylord Contact: Giovanni Jones, [email protected]
Signage
- Up to 3 signs (max 24” x 36”)
- No logos allowed
- Placement is limited to the event entrance
- Must be removed within 30 minutes after the event
Space Use
Events must be held in approved meeting rooms only (no lobbies, hallways, or public areas.) Affiliate events may not include educational or scientific programming.
Vendors & Services
- All vendor costs (F&B, A/V, internet, electrical, etc.) are the responsibility of the affiliate
- Contracts and payments are managed directly with the venue or provider
- Internet: ObesityWeek provides basic Wi-Fi for attendees (login details are in the app). You likely won’t need additional internet unless you’re using video conferencing or other high-data applications.
- Electrical: Most meeting rooms do not have accessible outlets. Electrical service must be ordered through the Gaylord. Power strips and extension cords are only available by hiring A/V or electrical services.
- Conference A/V Provider: Freeman A/V, Barbara Glaser Fryer, [email protected]
- Gaylord Contact for In-House A/V, Electrical, Catering and Internet Quotes: Giovanni Jones [email protected]
Cancellation
- Cancel within 3 weeks of submission and by September 28, 2026 for a 50% refund
- No refunds after September 28, 2026
- Cancellations must be sent to Stephanie Garcia at [email protected]
- Canceling with the venue does not cancel with ObesityWeek (and vice versa)
Additional Terms
- Use of ObesityWeek or The Obesity Society names/logos requires permission
- Events must comply with all guidelines; violations may result in cancellation and loss of future eligibility
- ObesityWeek reserves the right to update policies at any time