Ancillary Meetings

Ancillary meetings are non-ACT-sponsored events that are held in conjunction with the 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 Rockies. Space is limited and capacities may be subject to local and/or federal regulations in place at the time of the meeting.

All ancillary functions must adhere to ACT policies (outlined on this web page) as well as the Code of Conduct, and COVID-19 Safety Protocols. Ancillary meetings cannot conflict with any Annual Meeting events listed in the table on this web page. Please contact Jessica Maldonado, ACT Meetings Manager, if you are interested in hosting an on-site Ancillary Meeting or plan to host an off-site event; this will ensure that ACT staff are well informed and properly able to direct and assist Annual Meeting attendees while on-site.

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

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-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.
• 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 beverages, etc. All food and beverages must be purchased through the Gaylord Rockies. 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 Annual Meeting Program, Event App, website, or on-site signage.
• Ancillary meeting hosts agree to follow and enforce any health and safety procedures/protocols that may be required by the venue, the government, and/or ACT at the time of the meeting. Please see the ACT COVID-19 Safety Protocols for more information.
• 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 contact Jessica Maldonado for additional details.

Requests should be sent no later than Monday, September 19. Email Jessica Maldonado, or call ACT Headquarters at 703.547.0875, for additional details.