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 2021.

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.

To obtain approval, please fill out the Affiliate application below.

Affiliate Application

If you have contracted space for your event at a restaurant or other space and would still like your event listed on the Affiliate-Related Meetings Wall, the mobile App, Information Desk, and website, you can submit your meeting space listing submission here.

Each Ancillary Meeting/Event Room Request Application must include:

  • Identity 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.

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.

 Friday, October 8

 Saturday, October 9

 Sunday, October 10

 Monday, October 11

 Tuesday, October 12

 6 am - 11 pm

 6 am - 8 am

 6 am - 8 am

 6 am - 8 am

 6 am - 8 am

 

 After 6 pm

 After 6 pm

 After 6 pm

 After 6 pm

In order to request any meeting space you must first complete the applicable form.  Please do not contact any hotel directly.

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.

Questions/Inquiries

Please contact Meeting Services Planner Erica Linskey at E.Linskey@asahq.org, or phone at (847) 268-9102 with any questions or for more information.