Ancillary Meetings

Ancillary meetings are non-ACT-hosted events held during the Annual Meeting. Examples include business meetings, receptions, and other social gatherings. Ancillary meetings may not be scientific or educational in nature and may not conflict with any Annual Meeting events, including the blackout times listed below. ACT does not promote, endorse, manage, or provide logistical support for ancillary meetings.

Eligibility and Approval

Ancillary meetings may only be hosted by official ACT exhibitors, and/or Diamond, Platinum, or Gold level supporters.

Requests are reviewed on a first-come, first-served basis and are subject to approval and space availability. Request forms must be received by September 17 to be considered.

Organizations planning to host any event, on-site or off-site, must submit an Ancillary Meeting Request Form for approval. All ancillary functions must adhere to ACT Policies (outlined on this web page), as well as the Code of Conduct.

Location and Space Assignment

All ancillary meeting spaces are located at the official Annual Meeting venue. Space will be assigned once all ACT-sponsored events have been finalized. Space is limited, and room capacity may be subject to local, state, and/or federal regulations in place at the time of the meeting.

Time Blocks and Fees

Ancillary meeting space is available in the following time blocks:
• Four (4) hours—$500
• Eight (8) hours—$1,000 (Restricted to meetings with 10 or fewer attendees)

Fees are assessed per event, per day. All payments are nonrefundable.

Hosts are responsible for ensuring their events do not conflict with blackout times. Multiple ancillary events may occur simultaneously, and ACT will not make special accommodations to avoid conflicts among them.

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

Date	Blackout Time	Events
Sunday, November 15	8:00 AM–11:30 AM 12:00 Noon–6:00 PM	Scientific Sessions, Exhibitor-Hosted Programs, Welcome Social
Monday, November 16	8:00 AM–1:00 PM 2:00 PM–6:30 PM	Scientific Sessions, Exhibitor-Hosted Programs, Poster Session
Tuesday, November 17	8:00 AM–7:30 PM	Scientific Sessions, Exhibitor-Hosted Programs, Awards Ceremony, ACT Member Mixer
Wednesday, November 18	8:00 AM–1:00 PM 2:00 PM–6:00 PM	Scientific Sessions, Exhibitor-Hosted Programs, Closing Social

Request Form

Please complete an Ancillary Meeting Request Form to request space for your function or to inform ACT of your off-site event. If you experience issues with the form or have additional questions, contact the ACT Meetings Planner. Request forms must be received by September 17 to be considered.

Upon ACT approval, the contact listed on the request form will receive approval notification and an invoice. Once payment is received, ACT will send a confirmation email that includes the assigned meeting space and hotel contact information for assistance with room setup, audiovisual needs, and food and beverage orders.

Ancillary Meeting Request Form

Ancillary Meeting Policies

• All payments are nonrefundable.
• A separate form must be submitted for each ancillary event request.
• Forms must be completed in full, including clearly defined setup requirements; space cannot be assigned without this information.
• The contact listed on the form must be the same individual who will place orders with the venue.
• The host organization is responsible for all costs associated with audiovisual services, food, beverages, and any other expenses. All food and beverages must be purchased through the venue.
• ACT does not promote ancillary events. 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 request from an organization whose goals or past actions are deemed counterproductive to those of ACT.
• ACT reserves the right to change space assignments, if necessary, due to unforeseen schedule changes. Organizations will be notified of any changes as soon as possible.
• ACT will not share the purpose of an ancillary event with other organizations.
• ACT must be notified of any cancellations or changes to an approved ancillary event.