Meetings-in-Conjunction

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 2019 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.  

We will begin accepting Meeting Space Requests on September 24, 2018

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.

Pre-conference Meetings

The AAS considers any meetings held on Tuesday, March 19, Wednesday, March 20 & Thursday, March 21 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 Sherton scheduled outside of these days/time will not be approved.

Wednesday, March 20   8:00am – 10:00pm (limited space)

Thursday, March 21      8:30am – 5:30pm and 9:30pm – 12:00am

Friday, March 22          7:00am - 8:00am and 7:30pm – 11:30pm (ex. 7:30pm-9:30pm or 9-11pm)

Saturday, March 23      7:00am - 8:00am; 1:00pm – 2:30pm and 7:30pm – 11:30pm (ex. 7:30pm-9:30pm or 9-11pm) 
Note:  The AAS Board of Directors will hold a special session at 7:15pm on Saturday evening.  This session is expected to last 1 hour and 30 minutes.   Please check the schedule for more details.
 

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: AAS Councils, Committee & Affiliates

Priority Group 2: Returning groups/organizations/Exhibitors

Priority Group 3: New Groups/Organizations

All assignments will be confirmed the week of December 10, 2018.  Confirmation letters will include the hotel catering and A/V contacts.

Any/all affiliates planning meetings-in-conjunction/receptions to be held during the 2019 Annual Conference in Denver, Colorado at the Sheraton Denver Downtown hotel between Wednesday, March 20-Saturday, March 23, 2019 must submit a request form for approval prior to securing space/planning the event (see button below)

Submission of this form constitutes agreement to the AAS affiliates event policy.


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 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.


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 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).


Catering

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 1:15pm 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.

For planning and budgeting purposes, please refer to the Catering Menu from the Sheraton Denver Downton Hotel.  These rates will apply in March 2019.

Sheraton Denver catering menu


Audio/Visual

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. 

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 23 afternoon slot of 1:15pm-2:45pm.

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 the request form by December 7, 2018.  We WILL continue to accept request forms after December 7, 2018 (if space is available) but your meeting/reception will not be included in any AAS print publications.  All requests received by February 28, 2019 will appear on the AAS Website and the Mobile App.

 

REQUEST FORM COMING SOON

(September 24, 2018)

Quick Links

Important Dates

November 8, 2018
Last day for
Panel Participant Registration »
 
December 3, 2018
Panel Participant Refund »
 
February 21, 2019
Last day for 
Reduced Pre-Registration rate
 
February 28, 2019
Last day for
Discounted  Hotel Reservations »

March 15, 2019
Last day for
General Attendee Pre-Registration »