Ancillary Meetings

Ancillary meetings are non-ACT sponsored events that are held in conjunction with the ACT Annual Meeting. Examples of ancillary functions are business meetings, receptions, or other social gatherings.

Ancillary functions may only be hosted by official ACT Corporate Members, Exhibitors, Sponsors, or organizations otherwise associated with ACT. All ancillary functions will be held at the Renaissance Palm Springs.

All ancillary functions must adhere to ACT policies (please see below) and cannot conflict with any ACT Annual Meeting events.

Ancillary Meeting Request Form

Ancillary functions may only take place during the following times:

If you are looking for a small room to host small private meetings or conduct interviews, a 24-hour room hold may be the perfect economical solution for you. Please contact Maureen Bayley at mbayley@actox.org for more information.

ACT Policies

• Please submit one form per function. List only one day and time per form submitted.
• There may be more than one ancillary event taking place in a time block. A space will be assigned on a first-come, first-serve basis. ACT will not share the purpose of your event with any other group. ACT will not make special accomodations to ensure your event is not conflicted in topic with any other ancillary events scheduled. No exceptions will be made.
• Due to possible unforeseen schedule changes, ACT has the right to change space assignments, if necessary. The organization will be contacted as soon as ACT is made aware of these schedule changes.
• Upon ACT’s approval of the request, the organization contact will receive an email confirmation. This confirmation will include the meeting room assignment, along with the contact information for the person at the hotel who will help with any audio/visual requirements and food and beverage orders.
• Space is not guaranteed until billing arrangements have been made directly with the hotel. The organization is responsible for payment of any charges for audio/visual, food and beverage, etc. No meeting room rental fee is charged.
• Please notify ACT of any cancellations or changes to your event.
• Your event will not appear in the Program, on the Annual Meeting website, or on Annual Meeting signage.

Please submit your forms to Maureen Bayley (mbayley@actox.org), no later than Wednesday, September 27, 2017.