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, or supporters. Requests are reviewed on a first-come, first-served basis and are subject to approval and space availability. Space will be assigned once all ACT-sponsored events have been finalized. All space is located at the JW Marriott Austin. Space is limited.

All ancillary functions must adhere to ACT policies (outlined on this web page and form) and cannot conflict with any ACT Annual Meeting events as listed in the table on this web page and form.

If your organization plans to host an off-property event, please inform Jessica Maldonado, ACT Meetings Manager. This will ensure that ACT staff are well informed and properly able to direct and assist Annual Meeting attendees while on-site.

Ancillary Meeting Request Form

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

Date

Blackout Time

Events

Sunday, November 15

8:00 AM–4:30 PM
7:00 PM–8:30 PM

Scientific Sessions, Exhibitor-Hosted Programs, Welcome Reception

Monday, November 16

8:00 AM–6:30 PM

Scientific Sessions, Awards Ceremony, Poster Session

Tuesday, November 17

8:00 AM–7:30 PM

Scientific Sessions, ACT Members’ Meeting, ACT Member Mixer, Exhibitor-Hosted Programs

Wednesday, November 18

8:00 AM–6:30 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-serve basis. ACT will not share the purpose of your event with any other group. ACT will not make special accommodations to ensure ancillary events do 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 the changes.
  • Upon approval by ACT, the organization contact will receive an email confirmation. This confirmation will include the meeting room assignment, along with the hotel contact information for assistance with any room setup, audiovisual, and food and beverage orders.
  • The host organization is responsible for payment of any charges for audiovisual, food and beverage, etc. All food and beverage must be purchased through the JW Marriott Austin. Space is not guaranteed until billing arrangements have been made directly with the hotel.
  • Please notify ACT of any cancellations or changes to the event.
  • Ancillary events will not appear in the ACT Annual Meeting Program, Mobile App, website, or on-site signage.
  • There is no room rental fee for ancillary meeting space, limited to a four-hour period. A small room may be rented for an extended time period to host small, private meetings or conduct interviews.

Request forms should be sent no later than Monday, September 21. Email Jessica Maldonado for additional details and pricing on 24-Hour Room Hold or call ACT Headquarters at 703.547.0875 with any questions.