Affiliate Meetings/Receptions: Room Request Information
Please make sure to read the information below as policies and scheduling has changed.
Any/all affiliates planning meetings/receptions to be held during the 2013 Annual Conference in San Diego at the Manchester Grand Hyatt Hotel between Wednesday, March 20 and Saturday, March 23, 2013 must submit a request form (link at bottom of page) for approval prior to securing space/planning the event. Space is available on a first-come, first-served basis. In addition, submission of this form constitutes agreement to the AAS affiliates event policy.
As noted in previous announcements, for groups requesting space between Wednesday, March 20 and Saturday, March 23, the AAS will only assign meeting space to groups holding business meetings or receptions. We no longer provide space for meetings-in-conjunction (MIC) panel sessions.
IMPORTANT: Affiliates hosting pre-conference events/meetings on Tuesday, March 19th and Wednesday March 20th may continue to hold regular scheduled sessions as in previous years.
ROOM FEES: The AAS does not currently charge affiliate groups a fee for the use of meeting space. Additionally, you will not be charged a fee from the hotel for the use of the assigned meeting space. However, please note that you will only be accessed fees should you order additional A/V equipment or catering during the meeting or event (see catering and A/V section below for more details).
ROOM SETS: Due to the limited amount of time available for room turnovers, room sets available for meetings are limited to theatre style (same as panel session) or open room space for receptions. There are a very limited number of rooms available for conference style setting (table with chairs) which can mostly only be accommodated on Wednesday or with very limited seating.
CATERING: Upon approval of your request form, the AAS will assign and confirm a meeting space with your group. After approval you will be put in direct contact with a hotel representative to finalize all function/event details and any food and beverage billing arrangements. You are not allowed to use outside catering for your function. Any food and beverage catered by an outside vendor will be confiscated by the hotel and returned after the completion of the event. Please feel free to inquire with the hotel regarding any special dietary or cultural/themed menu options that may not appear on the provided menus. The chefs are always very accommodating with such requests.
*Additionally, due to the short breaks in between sessions, groups are not allowed or extremely limited in regards to catering orders for the Saturday afternoon time slot. Please be aware there are panel sessions immediately before and after the Saturday 1:00pm affiliate meeting time slot, which limits the hotel from setting or clearing catering orders in the 15 minute break between sessions. We strongly discourage ordering catering during this time and if needed should be limited only to coffee/beverage service. This also applies to the early morning time slot on Friday and Saturday.
SCHEDULE: Meetings/Receptions may not be held during official AAS official conference program (during panel sessions). Please note the days/times below during which meetings/receptions may be scheduled. Requests for meetings/receptions scheduled outside of these days/time will not be approved.
AUDIO/VISUAL: Each year this proves to be the most confusing and stressful portion of hosting an affiliate meeting or event. Please read the following information on ordering Audio Visual equipment. If your group does not require A/V please skip to the next section bullet, "Deadline."
ORDERING AUDIO VISUAL EQUIPMENT AT THE AAS ANNUAL CONFERENCE
While the AAS does not charge groups for the actual meeting space; we do charge groups for the use of A/V equipment.
As a convenience to groups, the AAS offers a nominal fee to groups requesting audio visual equipment. Groups ordering A/V equipment and setup through the AAS meeting request forms will share the costs with other groups; this is how we are able to offer the equipment at a low cost.
The AAS will provide the following equipment:
One (1) LCD Projector & one (1) Screen
One (1) Podium Microphone
The rate for requesting the full package as listed above is $300; if you are only in need of a microphone the price is $75.
Beginning in 2013, the AAS will not charge groups for A/V if reserving meeting space during the Saturday 1:00pm-2:30pm afternoon time slot. Groups reserving space in the early morning or evenings (before and after panels) will be charged the rates as listed above.
If your group is in need of extra equipment such as additional microphones, DVD players, computer, slide projector, etc., your group is responsible for ordering this equipment separately and independently directly from the hotel. Your group is responsible for any and all charges for the additional equipment and labor.
The AAS is NOT responsible for the failure in securing additional equipment beyond the standard items offered as noted above.
The AAS does it's best to make the process of reserving meeting space as smooth as possible; by arranging and providing for a basic A/V package at a much lower cost than direct orders and offering complimentary meeting space.
To ensure a good experience in the running of your event, please be sure to communicate with the hotel your additional needs and confirm all details prior to your meeting.
MEETING ANNOUNCEMENTS: Once the meeting space request is confirmed by the AAS we kindly requests that group leaders please make an announcement to their group members or expected attendees of the date and time of their schedule meeting(s). It is not the responsibility of the AAS to inform affiliate group members of scheduled dates and times.
DEADLINE: We will continue to accept meeting space request forms until all space is full. However, if you would like your meeting listed in the formal printed program, please submit your application this form by DECEMBER 6, 2012. Forms returned between December 7 & February 1 will be listed in the Addendum. We will accept request forms after February 1 (if space is available) but your meeting/reception will not be posted.
CONFERENCE PROGRAM BOOK: The AAS will print the following information regarding your group meeting in the program book: Group name, date, time, and room assignment. No further details will be listed regarding your meeting.