Please make sure to read the information below as policies and scheduling has changed.
Groups or organizations interested in reserving meeting space at the AAS 2018 Annual Conference, must submit a request for space directly to the AAS. Groups contacting the hotel directly to reserve space will be directed by the hotel to contact the AAS.
Event Types Allowed
The AAS allows groups to hold either a business meeting or a reception/social event only.
We do not allow groups of any type (affiliate, non-affiliate, exhibitors) to hold independent panel sessions. All groups interested in hosting a panel session in the future should submit those requests during the formal call for proposals. We will only assign a meeting space to groups planning a business meeting or a reception on Wednesday, Thursday, Friday evening or Saturday evening.
The AAS considers any meetings held on Tuesday, March 20, Wednesday, March 21 & Thursday, March 22 before 5:00pm as pre-conference meetings. Affiliate groups with prior approval to hold sessions may continue to hold sessions or mini-conference on Tuesday, Wednesday and in the morning/afternoon on Thursday. These groups have been 'grandfathered' in to hold separate sessions prior to the conference beginning. Until further notice, we are unable to accept new group requesting space for mini-conferences or independent sessions.
Available Meeting Dates & Times
Meetings/Receptions may not be held in conflict with formal session or select AAS programming. Please note the days/times available for meeting/reception space at the Marriott scheduled outside of these days/time will not be approved.
Wednesday, March 21 8:00am – 10:00pm (limited space)
Thursday, March 22 8:30am – 5:30pm and 9:45pm – 12:00am
Friday, March 23 7:00am - 9:00am and 7:30pm – 11:30pm (ex. 7:30pm-9:30pm or 9-11pm)
Saturday, March 24 7:00am - 8:00am; 1:00pm – 2:30pm and 7:30pm – 11:30pm (ex. 7:30pm-9:30pm or 9-11pm) Note: Saturday evening 7:30pm reception space is full; meeting space remains for business meeting at 7:30pm. Saturday evening reception space available for 9:30pm start only.
Typically meetings/event are assigned 2 hour time slots.
The dates and times available for groups to reserve meeting space changes from year to year based on the contracted space in the meeting facility for any given year.
Priority of Assignments
Meeting space is assigned on a first-come, first-served basis within the priority groups listed below.
Priority Group 1: All AAS councils, committees and affiliate groups are given priority for the reservation of meeting space. Meeting/event space confirmations will be sent the week of December 4th.
Priority Group 2: After the first priority group assignments are completed, we will begin to confirm space for returning groups, university departments, exhibitors, etc. Meeting/event space confirmations will be sent the week of December 11th.
Priority Group 3: Groups new to the AAS may submit a request for meeting-in-conjunction space. The request will be reviewed; if approved new groups will receive a space assignment the week of December 18th.
Any/all affiliates planning meetings-in-conjunction/receptions to be held during the 2018 Annual Conference in Washington, DC at the Marriott Wardman Park between Wednesday, March 21-Saturday, March 24, 2018 must submit a request form for approval prior to securing space/planning the event (see button below).
Space is available on a first-come, first served basis. In addition, submission of this form constitutes agreement to the AAS affiliates event policy.
SUBMIT BY DECEMBER 1, 2017 to ensure your event is printed in the Conference Program
Requests received after December 1, 2017 will appear in the digital program (web & mobile app).
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 meeting space. However, please note that you will only be accessed fees should you order audio/visual equipment or catering during the meeting or event. See catering and A/V section below for more details.
Due to the limited amount of time available for room turnovers, room sets available for meetings are limited to theatre style (same as panel sessions); or open room space for receptions. There are a very, very limited number of rooms available for conference style setting (table with chairs) and can mostly only be accommodated on Wednesday or Thursday and possibly with very limited seating. Groups may incur a charge for last minute room set changes.
Reception space will be set in reception style unless otherwise noted (i.e., cocktail tables).
Upon approval of your request form, the AAS will assign and confirm a meeting space with your group. Once confirmed which you will be put in direct contact with a hotel representative to finalize all function/event details and any food & beverage billing arrangements. The Hotel does not allow outside catering at your function. Any food and beverage catered by an outside vendor will be confiscated by the hotel and/or groups will be charged prevailing hotel catering charges. Failure to adhere to the hotel catering rules will result in possibly not being approved for space at future conferences. 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.
Please make sure to read the following as our Audio/Visual rules have changed.
Groups in need of audio visual equipment should order equipment directly from the recommended audio visual provider. The AAS will no longer pre-order and bill groups (post conference) for equipment.
ORDERING AUDIO VISUAL EQUIPMENT AT THE AAS ANNUAL CONFERENCE
The AAS will provide complimentary use of audio-visual equipment for meetings schedule in the Saturday, March 24 afternoon slot of 1:00pm-2:30pm.
Groups scheduled to meet in any other time slot, are responsible for handling their own Audio/Visual needs.
Note: Affiliate groups approved to charge their equipment to the AAS account, MUST STILL ORDER the equipment. We will not handle ordering of equipment for ANY groups.
The AAS is working to negotiate the best rates for group A/V packages. You should budget approximately $350-$450 for the following equipment package.
One (1) LCD Projector & one (1) Screen
One (1) Podium Microphone
Single Microphone orders are typically about $100.
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.
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 return this form by December 1, 2017. Groups submitting forms between December 2, 2017 & January 15, 2018 will be listed in the Addendum. We WILL accept request forms after January 15, 2018 (if space is available) but your meeting/reception will not be included in any AAS print publications. All requests received by March 1, 2018 will appear on the AAS Website and the Mobile App.