Ancillary Meetings

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 Hilton West Palm Beach.

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

Ancillary Meeting Request Form

Hospitality functions or Ancillary Meetings CANNOT be scheduled during the following ACT events:

Date Blackout Time Events
Sunday, November 4 8:00 AM–4:30 PM
7:00 PM–9:00 PM
CE Courses, Exhibitor Hosted Sessions, Welcome Reception
Monday, November 5 7:45 AM–6:30 PM Scientific Sessions, Awards Lunch, Poster Session
Tuesday, November 6 7:30 AM–12:00 Noon
2:00 PM–8:00 PM
Scientific Sessions, Members’ Meeting, Member Mixer
Wednesday, November 7 7:00 AM–6:00 PM Exhibitor Hosted Sessions, Scientific Sessions, Closing Reception

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 at the same time. 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 accommodations 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. All food and beverage must be purchased though the Hilton West Palm Beach.
  • Please notify ACT of any cancellations or changes to your event.
  • Your event will not appear in the Program, Annual Meeting Mobile App, on the Annual Meeting website, or Annual Meeting signage.
  • Ancillary meeting space is limited to a four-hour period. If you are looking for a small room for a longer period of time to host small private meetings (10 people or less) or conduct interviews, a 24-Hour Room Hold is available for a daily fee. Please contact Jessica Fasanella for details and pricing. Limited availability.

Contact Jessica Fasanella at or call ACT Headquarters at 703.547.0875 with any questions.