Please make sure to read the information below as policies and scheduling has changed.
All affiliates planning meetings or receptions to be held during the 2012 Annual Conference in Toronto at the Sheraton Centre Hotel between Wednesday, March 14 and Saturday, March 17, 2012 must submit a request form 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 Thursday, March 15 and Saturday, March 17, the AAS will only assign meeting space to groups holding business meetings or receptions. We are no longer allowing Meeting-in-Conjunction panel sessions.
IMPORTANT: Affiliates hosting pre-conference events on Tuesday, March 13 and Wednesday March 14 may continue to hold regular scheduled sessions as held in previous years.
Audio/Visual Equipment Requests: There is no charge to reserve a room. However, groups requiring audio visual equipment may make their requests through this space request form. Please let us know your A/V needs so that we may schedule you in a room where you can share charges with other groups. The AAS will make A/V arrangements for you but any charges we incur will be passed on to you at a minimal fee. Depending on equipment needed (microphone, LCD projector & screen) prices will range from $150-$250; you will receive a bill for your charges after the conference. (We cannot provide computers, internet connections or other equipment). If your group does not require A/V equipment, this section does not apply to you.
Catering: Upon approval, AAS will assign space and confirm the space with you and the hotel. You will then be put in direct contact with a hotel representative to finalize all function/event details and any food & beverage billing arrangements. You are not allowed to use outside catering for your function.
Please note the change in the scheduling from previous conference years. AAS panel sessions will begin at 4:00pm on Thursday, March 15. Based on this program schedule affiliate meetings scheduled on Thursday will need to end no later than 3pm to allow for refreshing and/or re-setting of space for the 4:00pm panels.
Meetings/Receptions may not be held during official AAS official conference program (during panel sessions or keynotes). 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.
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, 2011. Forms returned between December 2 & 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.
