Ancillary Meetings

Ancillary meetings are non-ACT-hosted events held in conjunction with the 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, and/or Diamond, Platinum, and Gold level supporters. Requests are reviewed and assigned 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, no earlier than October 1. All space is located at the JW Marriott. Space is limited and capacities may be subject to local and/or federal regulations in place at the time of the meeting. Request forms must be received by September 18 to be reviewed for approval and assignment.

All ancillary functions must adhere to ACT policies (outlined on this web page) as well as the Code of Conduct, and Safety Protocols. Ancillary meetings cannot be scientific in nature nor conflict with any Annual Meeting events listed in the table on this page. Please see the ACT Expo site for more information on commercially sponsored educational sessions. Requests must be limited to a four-hour window and each request will incur a $500 rental fee (Diamond level supporters receive one free room rental). If you would like a room for more than one event or for more than one day for the same event, the fee will be charged per event.

Please complete an Ancillary Meeting Request Form to request space for your function. Contact Jennifer Robinson, ACT Meetings Planner, if you experience issues with the form or have additional questions. Please inform ACT if you plan to host an off-site event.

Ancillary Meeting Request Form

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

Date	Blackout Time	Events
Sunday, November 16	8:00 AM–11:30 AM 12:00 Noon–6:00 PM	Scientific Sessions, Exhibitor-Hosted Programs, Welcome Social
Monday, November 17	7:00 AM–1:00 PM 2:00 PM–6:30 PM	Scientific Sessions, Exhibitor-Hosted Programs, Poster Session
Tuesday, November 18	8:00 AM–7:30 PM	Scientific Sessions, Exhibitor-Hosted Programs, Awards Ceremony, ACT Member Mixer
Wednesday, November 19	7:00 AM–1:00 PM 2:00 PM–6:00 PM	Scientific Sessions, Exhibitor-Hosted Programs, Closing Social

ACT Policies

• Please submit a separate form for each event request.
• Please complete the form in its entirety; space cannot be assigned without clearly defined setup requirements.
• There may be more than one ancillary event taking place at the same time. 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. ACT will not share the purpose of your event with any other group.
• Space will be assigned on a first-come, first-serve basis.
• Due to possible unforeseen schedule changes, ACT has the right to change space assignments, if necessary. Your organization will be contacted as soon as ACT is made aware of any changes.
• Meetings cannot be scientific or educational in nature. Ancillary meetings are meant for business meetings, receptions, or other social gatherings.
• 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 a $500 rental fee (Diamond Sponsors receive one free rental) for ancillary meeting space limited to a four-hour period. Please contact Jennifer Robinson if you are interested in a space hold that exceeds four hours.
• Please make sure the contact provided on the form is the same contact that will be placing orders with the hotel to avoid delays.
• 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 JW Marriott. 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, mobile app, website, or on-site signage.
• Approval is at the discretion of ACT. ACT reserves the right to deny any Ancillary Meeting request from any organization whose goals or past actions are deemed counterproductive to those of ACT.
• If hosting an ancillary meeting, you agree to follow and enforce any possible health and safety procedures that the venue and local/state/federal law according to the Safety Protocols meeting information.
  • A rental fee of $1,000 will be applied to each event longer than four hours. Fees are applied on a per event, per day basis.
  • If you are looking for a small room for a longer period to host small, private meetings of 10 people or fewer or to conduct interviews, please contact Jennifer Robinson. Additional fees may apply.

Requests forms must be received by Thursday, September 18, to be reviewed for approval and assignment.