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 be hosted only by official ACT Corporate members, Exhibitors, Supporters, or organizations otherwise associated with ACT. All ancillary functions will be held at the hotel.

All ancillary functions must adhere to ACT policies (please see below) and cannot conflict with any ACT Annual Meeting events. All ACT events will be finalized before assigning space to ancillary meeting requests.

Ancillary Meeting Request Form

Hospitality functions or ancillary meetings CANNOT be scheduled during the following ACT events:


Blackout Time


Sunday, November 17

8:00 AM–9:00 PM

Scientific Sessions, Exhibitor-Hosted Programs, 40th Annual Meeting Anniversary Program, Welcome Reception

Monday, November 18

8:00 AM–6:30 PM

Scientific Sessions, Awards Luncheon, Poster Session

Tuesday, November 19

8:00 AM–12:00 Noon
2:00 PM–7:30 PM

Scientific Sessions, ACT Members' Meeting, ACT Member Mixer

Wednesday, November 20

8:00 AM–6:00 PM

Exhibitor-Hosted Programs, 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-served basis. ACT will not share the purpose of your event with any other group. ACT will not make special accommodations to ensure your event does not conflict 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 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 beverages, etc. No meeting room rental fee is charged. All food and beverages must be purchased though the hotel.
  • Please notify ACT of any cancellations or changes to your event.
  • Your event will not appear in the Annual Meeting Program, on the Annual Meeting Mobile App, on the Annual Meeting website, or on the 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 fewer) or to conduct interviews, a 24-hour room hold is available for a daily fee.

Please submit request forms no later than Friday, September 27.

Please contact Jessica Fasanella for details and pricing or call ACT Headquarters at 703.547.0875 with any questions. Limited availability.