Affiliated Event Planning Guide

Expand each section to view the details.

  • Learning Lounges 45-minutes on the exhibit hall floor
  • Satellite Symposia up to 2-hours in Marriott Marquis and Walter E. Washington Convention Center
  • Presentation Theaters up to 1-hour in Marriott Marquis
  • Industry Education Evenings up to 2-hours in Marriott Marquis
  • Learning Lounges seat up to 120, no changes allowed. View Image 1 and Image 2.
  • Satellite Symposia 300 theater, special requests accepted before Aug. 17.
  • Presentation Theaters 300 theater, no changes allowed.
  • Industry Education Evenings 300 theater, special requests accepted before Aug. 17.
Learning Lounges

IDWeek’s official audio visual vendor is PROJECTION AV. 

Please format your slides to 16:9 wide format.  The following Audio Visual equipment will be provided.  Additional AV requests may be able to be accommodated at an added cost, email the IDWeek team to inquire. 

  • Lectern
  • Wired Lectern Microphone 
  • Wireless Lavalier Mic
  • Wireless Q&A Mic
  • Large 16:9 screen for presentation with a 7,000 lumen HD projector
  • Laptop  (Bring presentations on a thumb drive. PowerPoint should be in 16:9 format, and the laptop will have Windows 10/Office 2021.)
  • 12-16 Channel Mixing Board
  • Digital Speaker Timer with “Shot Clock” to keep presenters on time
  • (2) Laptop Direct Boxes (one for presentation sound coming out of the show laptop and another for presenters wanting to use their own laptop) 
  • 42” Confidence Monitor for presenters (NO Presenter View)
  • Analog Way Seamless Switcher (to switch between show laptop/logo and presenter laptop | Controlled by the AV tech)
  • 1 x 6 HDMI/SDI Distribution Amp
  • Wireless PC Remote Control/Advancer for PowerPoint Slides| Controlled by the presenter
  • (1) Audio Technician
  • (1) Video Technician
  • *NEW* Digital Infrared Transmitters and receivers for audience will allow attendees can listen to presenters without ambient noise interference from the exhibit hall and other learning lounges.Attendees will have the ability to plug in and use their own personal headsets and new headsets/earbuds will be available to the attendees who do not have their own. Wireless earbuds will not work. Headphones must have a jack to plug into the unit and change channels between learning lounges. IDWeek will share this detail with the attendees in the Know Before You Go email.

*Audience response devices (ARS) are not permitted in the Learning Lounges due to limited time between sessions and a lack of storage capacity. Use the ARS feature in the IDWeek app when setting up your event using the Instructions for Set up by Aug. 17 (immediate section below).

Satellite Symposia 

No standard set, the venue and Projection can provide quotes

Presentation Theaters

No standard set, the venue and Projection can provide quotes

Industry Education Evenings

No standard set, the venue and Projection can provide quotes

Event organizers will manage their own sessions in the CadmiumCD Conference Harvester system.


The interactive program will include the affiliated events beginning on Aug. 18. You can make edits to your event title, speaker details, or session information at any time. Those changes will be immediately reflected in the online interactive program and app.

On Aug. 18, IDWeek will export the session titles for publication in the printed Info Guide and signage design. Any changes after Aug. 17 will not be reflected in the printed materials.

Review the recording on how to use the system that was presented on June 30. 

View the live stream player.

For $10,000 any learning lounge, satellite symposia, presentation theater or industry education evening can be live streamed to the virtual audience.

Event organizers can turn on/off chat, polling or Q&A.

The slides will be displayed on the screen as shown above and the audio will play the presentation. The presenter will not be filmed or shown to the virtual audience.

View the on-demand player.

For $5,000 any learning lounge, satellite symposia, presentation theater, or industry education evening can be recorded, shared with the event organizer for edits, and hosted on-demand through March 31, 2023. The IDWeek A/V team will be available to edit your recording. The heads and tails of the video can be trimmed at no charge. Additional edits can be made at the rate of $100/hour.

Chat, polling and Q&A will NOT be available during on-demand viewing.

Event organizers may prerecord and edit their own presentations then upload it to the IDWeek platform for no additional cost. Prerecorded presentations hosted on external websites can be linked to the on-demand platform for no additional cost.

The on-demand recording will display the slides and the audio will play the presentation. The presenter will not be filmed or shown to the on-demand audience.

Many of your speakers will already be registered for IDWeek 2022. Anyone who needs access to the Walter E. Washington Convention Center will need an IDWeek badge. Events in the Marriott Marquis do not require badges. Complimentary badges are available for your speakers and event organizers. Please secure the necessary badges by following the instructions received in the July 7 email from Dana Johnston.

Accounts have been created for each affiliated event host and hotel reservations can be made using the portal upon login.

Affiliated Event Portal for Badges and Housing

IDWeek 2022 Lead Retrieval Order Form

IDWeek 2022 Attendee List Order Form

Complimentary Attendee Lists Do Not Include Email Addresses

  • Learning Lounges 1 complimentary list per event
  • Satellite Symposia 1 pre-meeting complimentary list + 1 post-meeting complimentary list
  • Presentation Theaters 1 complimentary list per event
  • Industry Education Evenings 1 complimentary list per event

The preregistration deadline is Sept. 9. We recommend requesting these complimentary lists the week of Sept. 12.

IDWeek will produce an affiliated event schedule sign that will be placed near the Learning Lounge space and inside the convention center sharing every affiliated event title, room number, and scheduled time.

Outside the Learning Lounges or meeting space for a Satellite Symposia, Presentation Theaters, or Industry Education Evenings, you may produce and place a “reasonably-sized” sign (a sign that can sit on an easel).

Learning Lounge signs may be placed 15-minutes before your scheduled presentation.  The Learning Lounge has three entrances, you may produce and place 3 of these signs. 

Satellite Symposia, Presentation Theaters, or Industry Education Evenings event hosts may place their signs outside the room 2-hours before the scheduled presentation.

Provide and remove your own easels. IDWeek has provided easels in the past. We can no longer provide this service. Our easels have been moved and stolen repeatedly and we cannot promise our staff will have the time to find and replace missing easels.

IDWeek does not need to approve the signage you produce.  Remove your sign at the end of the presentation to avoid additional fees for the removal of your trash.

IDWeek reserves the right to move or reposition your signage. 

The shipping contact and address will be shared soon.

Advance Warehouse Labels

Show Site Direct Labels

IDWeek and its collaborating Societies (IDSA, SHEA, HIVMA, PIDS and SIDP) do not allow other companies or organizations to use their respective Society name and/or logo, unless the use is for a product or service that the respective Society(ies) sponsors or co-sponsors. IDWeek must review and provide written approval for any products or materials featuring the meeting name or logo prior to printing or production.

Announcements for affiliated events should not imply that the program is an official activity of IDWeek 2022. Phrases like “preceding IDWeek™ 2022” or “following IDWeek™ 2022” or “during IDWeek™ 2022” are appropriate.

The correct use of IDWeek:  IDWeek is one word, the ID should be boldface, and use the trademark superscript after IDWeek™ 2022. To request written approval for all publications, contact Dana Johnston.

It is not acceptable to use “at IDWeek 2022” or “in conjunction with IDWeek 2022.”

Feel free to tag #IDWeek2022 in your social media campaigns surrounding IDWeek 2022 on Facebook, Twitter, LinkedIn and Instagram.

  • By July 29 – Meeting space assigned; introductions to meeting planner; menus; AV contact info
  • August 17 – See Instructions for Set-Up (above) Publication Text Due; Web Registration Link, Website Link or Contact email
  • August 24 – A/V Specifications Due

What are the Four Types of Affiliated Events at IDWeek 2022?

  • Learning Lounges 45-minutes on the exhibit hall floor
  • Satellite Symposia up to 2-hours in Marriott Marquis and Walter E. Washington Conv. Center
  • Presentation Theaters up to 1-hour in Marriott Marquis
  • Industry Education Evenings up to 2-hours in Marriott Marquis

Standard Room Sets

  • Learning Lounges seat up to 120, no changes allowed. View Image 1 and Image 2.
  • Satellite Symposia 300 theater, special requests accepted before 17.
  • Presentation Theaters 300 theater, no changes allowed.
  • Industry Education Evenings 300 theater, special requests accepted before 17.

Food & Beverage

  • Learning Lounges not allowed. The convention center cannot wheel it in on rolling carts.
  • Satellite Symposia menus coming soon
  • Presentation Theaters menus coming soon
  • Industry Education Evenings menus coming soon

Standard A/V

  • Learning Lounges Coming soon
  • Satellite Symposia No standard set, the venue and Projection can provide quotes, coming soon.
  • Presentation Theaters No standard set, the venue and Projection can provide quotes, coming soon.
  • Industry Education Evenings No standard set, the venue and Projection can provide quotes, coming soon.

Instructions for Set Up by Aug. 17

Event organizers will manage their own sessions in the CadmiumCD Conference Harvester system.

The interactive program will include the affiliated events beginning on Aug. 18. You can make edits to your event title, speaker details, or session information at any time. Those changes will be immediately reflected in the online interactive program and app.

On Aug. 18, IDWeek will export the session titles for publication in the printed Info Guide and signage design. Any changes after Aug. 17 will not be reflected in the printed materials.

Live Streaming

View the live stream player

For $10,000 any learning lounge, satellite symposia, presentation theater, or industry education evening can be live streamed to the virtual audience.

Event organizers can turn on/off chat, polling, or Q&A.

The slides will be displayed on the screen as shown above and the audio will play the presentation. The presenter will not be filmed or shown to the virtual audience.

On-Demand

View the on-demand player – coming soon

For $5,000 any learning lounge, satellite symposia, presentation theater, or industry education evening can be recorded, shared with the event organizer for edits, and hosted on-demand through March 31, 2023. The IDWeek A/V team will be available to edit your recording. The heads and tails of the video can be trimmed at no charge. Additional edits can be made at the rate of $100/hour.

Chat, polling, and Q&A will NOT be available during on-demand viewing.

Event organizers may prerecord and edit their own presentations then upload it to the IDWeek platform for no additional cost. Prerecorded presentations hosted on external websites can be linked to the on-demand platform for no additional cost.

Registration and Hotel Reservations for Affiliated Event Staff and Speakers

Many of your speakers will already be registered for IDWeek 2022. Anyone who needs access to the Walter E. Washington Convention Center will need an IDWeek badge. Events in the Marriott Marquis do not require badges. Complimentary badges are available for your speakers and event organizers. Please secure the necessary badges by following the instructions received in the July 7 email from Dana Johnston.

Accounts have been created for each affiliated event host and hotel reservations can be made using the portal upon login.

Affiliated Event Portal for Badges and Housing

Lead Retrieval + Attendee Lists

Order forms will be available soon.

Complimentary Attendee Lists Do Not Include Email Addresses

  • Learning Lounges 1 complimentary list per event
  • Satellite Symposia 1 pre-meeting complimentary list + 1 post-meeting complimentary list
  • Presentation Theaters 1 complimentary list per event
  • Industry Education Evenings 1 complimentary list per event

The preregistration deadline is Sept. 9. We recommend requesting these complimentary lists the week of Sept. 12.

Event Host Produced Signs + Easels

IDWeek will produce an affiliated event schedule sign that will be placed near the Learning Lounge space and inside the convention center sharing every affiliated event title, room number, and scheduled time.

 

Outside the Learning Lounges or meeting space for a Satellite Symposia, Presentation Theaters, or Industry Education Evenings, you may produce and place a “reasonably-sized” sign (a sign that can sit on an easel).

 

Learning Lounge signs may be placed 15-minutes before your scheduled presentation.  The Learning Lounge has three entrances, you may produce and place 3 of these signs. 

 

Satellite Symposia, Presentation Theaters, or Industry Education Evenings event hosts may place their signs outside the room 2-hours before the scheduled presentation.

 

Provide and remove your own easels. IDWeek has provided easels in the past. We can no longer provide this service. Our easels have been moved and stolen repeatedly and we cannot promise our staff will have the time to find and replace missing easels.

 

IDWeek does not need to approve the signage you produce.  Remove your sign at the end of the presentation to avoid additional fees for the removal of your trash.

 

IDWeek reserves the right to move or reposition your signage. 

 

Shipping

The shipping contact and address will be shared soon.

Advance Warehouse Labels

Show Site Direct Labels

Use of Meeting/Society Name and Logo

IDWeek and its collaborating Societies (IDSA, SHEA, HIVMA, PIDS, and SIDP) do not allow other companies or organizations to use their respective Society name and/or logo, unless the use is for a product or service that the respective Society(ies) sponsors or co-sponsors. IDWeek must review and provide written approval for any products or materials featuring the meeting name or logo prior to printing or production.

 

Announcements for affiliated events should not imply that the program is an official activity of IDWeek 2022. Phrases like “preceding IDWeekTM 2022” or “following IDWeekTM 2022” or “during IDWeekTM 2022” are appropriate.

 

The correct use of IDWeek:  IDWeek is one word, the ID should be boldface, and use the trademark superscript after IDWeek TM 2022. To request written approval for all publications, contact djohnston@idweek.org.

 

It is not acceptable to use “at IDWeek 2022” or “in conjunction with IDWeek 2022.”

 

Social Media

Feel free to tag #IDWeek2022 in your social media campaigns surrounding IDWeek 2022 on Facebook, Twitter, LinkedIn, and Instagram.

 

Planning Timeline

  • By July 29 – Meeting space assigned; introductions to meeting planner; menus; AV contact info
  • August 17 – See Instructions for Set-Up (above) Publication Text Due; Web Registration Link, Website Link, or Contact email
  • August 24 – A/V Specifications Due

Review the recording on how to use the system that was presented on June 30. 

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