Ancillary/Affiliate Meeting Space Program
The American Society of Anesthesiologists (ASA) welcomes affiliated organizations, industry and other groups to gather meet and host special events in conjunction with ANESTHESIOLOGY 2017.
This presents a prime opportunity for affiliates of ASA – exhibitors, corporate supporters, and related organizations – to hold meetings and events in connection with the five-day ASA annual meeting. ASA encourages affiliates to take advantage of this opportunity and has established a set of guidelines to be followed when planning and hosting ancillary meetings during the ASA annual meeting. All ancillary meetings held in conjunction with the ASA annual meeting must adhere to these guidelines, regardless of the meeting location.
Ancillary events are non-ASA sponsored events such as committee meetings, business meetings, focus/research groups, Exhibitor staff meetings, alumni gatherings, receptions, and event dinners
Meeting space is limited and Ancillary Meeting/Event Room Requests that comply with these guidelines will be considered on a first-come, first-served basis. A violation of these guidelines will be attributed to all parties related to that meeting/event request. All ancillary meetings held during the annual meeting must be approved by ASA.
Each Ancillary Meeting/Event Room Request Application must include:
- Identity of the sponsoring affiliate organization or company requesting the ancillary meeting.
- Date start time, and end time of the ancillary meeting/event.
- Contact name and affiliations of persons responsible and conducting the ancillary meeting.
- Description of the purpose and objectives of the ancillary meeting/event.
- Signature release of the ancillary application.
A non-refundable administrative fee on all exhibitor application requests, and will be charged at the time of submission. Requests will be considered on a space available basis. All requests are scheduled at ASA’s discretion and can be cancelled. Space for ancillary meetings will be provided only to requestors who are affiliated with ASA, such as subspecialty society’s ASA-related affiliates, exhibitors, corporate supporters, nonprofit organizations, and ASA members.
Designated hotels in the ASA room block will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the annual meeting without prior approval from ASA.
The affiliate contact is responsible for all costs associated with the approved ancillary meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned hotel to make arrangements and finalize billing.
ASA strictly enforces the blackout dates/times at the request of our members and affiliates, who often feel torn between ASA sessions and non-ASA meetings and events. Ancillary events must not overlap with scientific sessions or poster presentations or designated ASA programming, as outlined under the annual meeting schedule. The following table provides approved dates and times during which ancillary meetings are permitted.
If you would like to reserve hotel space for your meeting/event, submit the Affiliate Application here and the Exhibitor application here. For multiple events you must submit one per meeting/event space request. Please note you will receive an email confirmation that your submission has been received with your event information within 24 hours of submission. If you have any questions about Affiliate Events please contact Sarah Braun, Intersociety Relations Manager at firstname.lastname@example.org or 847-268-9270. If you have any questions about Exhibitor Events please contact Kristin Etherton, Meetings Coordinator at email@example.com or 847-268-9202.
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All changes to meeting space requests must be made in writing and submitted to the ASA for review. Approval is required for all ANESTHESIOLOGY 2017 ancillary/affiliate events, independent of whether the organization is requesting meeting space.
Submit online PDF application form with credit card information. Your credit card will be charged via PayPal once meeting space has been confirmed.
Mail the completed application form and payment to:
American Society of Anesthesiologists
Attn. Kristin Etherton
1061 American Lane
Schaumburg, IL 60193-4973
Please make checks payable to ‘American Society of Anesthesiologists’.
NOTE: ASA reserves the right to attend/monitor all ancillary meetings without notice. Violators will jeopardize participation in future ASA annual meetings and, if an exhibitor, their priority point standing may be impacted.
Affiliate questions: Please contact Intersociety Relations Manager Sarah Braun at firstname.lastname@example.org, or phone at (847) 268-9270 with any questions or for more information.
Exhibitor questions: Please contact Meetings Coordinator Kristin Etherton at email@example.com, or phone at (847) 268-9202 with any questions or for more information.