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 Gaylord National Harbor. The review process for ancillary meeting requests will begin after July 15. Requests should be sent no later than Monday, September 27. Space is extremely limited and capacities will be set based on current social distancing requirements.

All ancillary functions must adhere to ACT policies (outlined on this web page) as well as the ACT Annual Meeting Policies, Code of Conduct, and COVID-19 Safety Protocols. Ancillary meetings cannot conflict with any ACT Annual Meeting events as listed in the table on this web page. Please contact Jessica Maldonado, ACT Meetings Manager, if you are interested in hosting an ancillary meeting.

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

Times are listed in Eastern Standard Time.


Blackout Time


Sunday, November 14

8:00 AM–4:30 PM
6:30 PM–8:00 PM

Scientific Sessions, Exhibitor-Hosted Webinars

Monday, November 15

7:30 AM–12:00 Noon
1:30 PM–6:30 PM

Scientific Sessions, Poster Viewing

Tuesday, November 16

7:30 AM–7:00 PM

Award Ceremony, Scientific Sessions, Exhibitor-Hosted Webinars, ACT Member Mixer

Wednesday, November 17

7:30 AM–12:00 Noon
1:30 PM–5:30 PM

Scientific Sessions, Exhibitor-Hosted Webinars, Closing Reception

ACT Policies

  • 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.
  • There is no room rental fee for ancillary meeting space limited to a four-hour period. 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 Gaylord National Resort. Space is not guaranteed until billing arrangements have been made directly with the hotel.
  • Please notify ACT of any cancellations or changes to your event.
  • Ancillary events will not appear in the ACT Annual Meeting Program, Mobile App, website, or on-site signage.
  • If hosting an ancillary meeting, you agree to follow and enforce the health and safety procedures that the venue and ACT have put in place for the meeting (social distancing, mask wearing, etc.). Please see the ACT COVID-19 Safety Protocols for more information.

The review process will begin after Thursday, July 15. Requests should be sent no later than Monday, September 27. Email Jessica Maldonado or call ACT Headquarters at 703.547.0875 for additional details.

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