Frequently Asked
Questions

Contact the meeting support contractor’s sales team at sales@mhsrs.net

Contact the sales team for an application. Complete the application and submit to the sales team. After the application is reviewed, the sales team will contact you to sign a contract for your booth space for the size desired. Booth locations will be assigned in priority order. When assigning booth locations, the sales team gives priority to being a past exhibitor and the date the contract was signed. After the contract is signed and the invoice paid, register your exhibit personnel individually once registration opens. Note: The link to register for a hotel room is provided when registration is complete. The sales team will contact you with your booth location for MHSRS 2025.

The basic booth size is 10 ft by 10 ft. Symposium registration fees are not included the rates below. Federal Government/Military: $4,175/10' x 10' Non-Federal Government/Industry: $4,375/10' x 10'

Fees includes carpet, 8’ backwall drape, 3’ side-rail drape, 6’ skirted table, two chairs, and a booth ID sign. Exhibit fees do NOT include registration fees, freight handling, electrical service, and other ancillary booth services.

No. To offer more flexibility to our exhibitors, we are no longer including registrations as part of the booth fees. All booth personnel will need to register and pay individually via the registration website to access the exhibit hall and/or symposium activities. Registration fees are: Federal government: $450/full symposium ($300/one day) All others: $750/full symposium ($450/one day)

All exhibitors must register online for the 2025 MHSRS. More information and a link to online registration can be found on the Registration & Lodging page. Exhibitor badges are not included with your exhibit space so every person must register and pay the appropriate published fee. There will be a place on the online form to indicate your need for a badge that will allow you on the exhibit floor when it’s not open to general attendees. You cannot reserve a hotel room until you register and pay for your badge. The link to hotel reservations will be included in your registration confirmation. Please note: hotels fill up very quickly, so plan to register as soon as it opens for the best availability.

The dates and location for the 2025 MHSRS are 4-7 August at the Gaylord Palms Resort and Convention Center, Kissimmee, Florida.

The 2025 MHSRS approval letter is available for download (.pdf) here.

The Bridge Group, LLC 62-1/2 Gertrude Place Asheville, NC 28801 703.425.1186 GSA: GS07F0185V TIN: 54-2015405 UEI: FW69LSBNV8S3 CAGE: 1VCN3 NAICS: 561920 SBA: P0413769

Meeting registration will open on July 8. Additional information is available on the Registration page.

No, the MHSRS home page (health.mil) is NOT the meeting registration website. Registration is managed by the MHSRS Support Contractor, The Bridge Group. Attendees must register for the 2025 MHSRS via this website. The online registration link can be found on the Registration & Lodging page.

No. This is a change from previous years. We eliminated printed materials for the 2025 meeting. All meeting information will be available through the 2025 MHSRS app. Help Desk personnel will be available around the registration area to aid navigating the app. Look for additional details to follow as the meeting dates gets closer. The overall meeting agenda and day to day speaking schedule will be posted on the MHSRS health.mil and health.net sites. Attendees are encouraged to print these before leaving for the meeting. The actual abstracts will be available on the health.mil site. This site is password protected. Attendees are encouraged to review these before the meeting.

U.S. Federal Employee/Government Per Diem (Standard Room): $110.00. Federal government employees are exempt from the nightly resort fee and from local and state taxes if a Florida tax exemption form is provided at hotel check-in. The $110/night rate applies to U.S. Federal government employees only. You must present your government CAC card, PIV card, or equivalent, at the hotel registration desk for verification. This rate does NOT apply to state employees, FFRDC or ORISE personnel, or to non-U.S. military and civilian government employees. For all others, the rate is $256/night plus $45/night resort fee plus taxes. All room reservations will be audited on a regular basis. Ineligible attendees booking at the government rate will be automatically switched to the standard room rate if rooms are still available. If none are available, the reservation will be cancelled.

No, there is no central funding to attend the MHSRS. All funding is local. All speakers/speaker organizations are responsible for covering meeting costs to include travel, hotel, and registration.

From the Orlando Airport (MCO) All attendees are on their own to get from MCO to their lodging hotel. There are many shuttles/public transportation options available. Advances reservations are recommended. For options, please visit the Orlando airport ground transportation site at https://flymco.com/ground-transportation/ or go to https://www.mearsconnect.com/ Note: The Mears site has a $17.60 one-way price. From the Gaylord to MCO (Thursday only). Transportation from the Gaylord back to MCO will be provided Thursday only. Download the schedule below. Full size buses will leave the Gaylord Transportation Lobby beginning at 0500, Thursday, 7 August and will run continuously through the day. The last bus will leave the Gaylord for MCO at 1700. Gaylord Palms to Orlando International Airport Terminal A Drop off Thursday, August 7, 2025

The Marriott Village will provide complimentary shuttles to/from the Gaylord daily Monday through Thursday. Transportation provided by the Villages to and from Gaylord Palms Resort & Convention Center is based upon the following downloadable schedule:

This year, there is no airport pickup and attendees are responsible for their own transport to their hotel. MHSRS will be providing shuttle service to the airport from the Gaylord on Thursday, 7 August only.

No, rental cars are not authorized.

Yes. The above rates for the MHSRS room block expire on Monday, 21 July 2025. After that the rooms will be available at the market rate.

The credit cards will be charged on 28 July 2025.

There are two rates: For U.S. Active-Duty Military and G.S./equivalent civilian the rate is $450 per person. Also qualifying for this registration rate are Reservists and National Guard members and non-U.S. Active Duty and non-U.S. government civilian employees with the appropriate identification. This fee includes 9 meals. One day registrations for $300 are also available. For industry and those not covered in the above designation, the rate is $750 per person. This fee includes 9 meals. One day registrations for $450 are also available. Full Symposium fees include nine (9) meals: Monday: breakfast, lunch, dinner (opening reception) Tuesday – Thursday: breakfast and lunch ​Note: Government personnel using the Defense Travel System (DTS) should adjust their per diem in DTS for the meals provided.

Our goal is to offer CE credit for abstracts accepted for an oral presentation in these categories: physicians, nurse, and psychologists; however, the decision to offer CE credit is made by the CE provider after a manual review of all the COIs and the slide presentations. If an unmitigable conflict is identified for a particular presentation, then that talk is not approved for CE credit. If one talk in a breakout session is not approved for CE credit, then the entire session is not approved. A list of CE approved and not approved breakout sessions will not be available until the actual meeting and is dependent on speakers getting their slides in early. CEs are not offered for the poster sessions.

Information about receiving credits can be found on the website under “Symposium” > “Continuing Education.”