Affiliate Meetings and Events/Applications
Applying Online is Quick and Easy
Complete an online Affiliate Event Form. A per-meeting, non-refundable administrative fee will be charged at the time of application, if applicable (see fee structure chart below).
Important Deadlines and Reminders
- All events must be planned in accordance to the AAN Policies and Guidelines for Industry and Others' Participation in the 2008 Annual Meeting.
- Allowed Event Times
- Official AAN special events may affect your attendance.
| Sat April 12 | Sun April 13 | Mon April 14 | Tues April 15 | Wed April 16 | Thurs April 17 | Fri April 18 | Sat April 19 |
|---|---|---|---|---|---|---|---|
| Before 6:00 PM | Before 9:00 AM | Before 9:00 AM | Before 9:00 AM | Before 9:00 AM | Before 9:00 AM | Before 9:00 AM | Before 9:00 AM |
| Noon to 1:30 PM | Noon to 1:30 PM | Noon to 1:30 PM | Noon to 1:30 PM | Noon to 1:30 PM | Noon to 1:30 PM | After 6:00 PM | |
| After 6:00 PM | After 6:00 PM | After 6:00 PM | After 6:00 PM | After 6:00 PM | After 6:00 PM |
Note: Groups of 20 people or less may meet outside of these times.
Fee Structure:
| Event Type | Sponsor Type | Fee |
|---|---|---|
| EA - Alumni Only Reunions or Receptions | University or Non-Profit Only | $100.00 |
| EB - Committee Meeting, Board Meeting, Focus Group or Task Force | Industry or Int'l Travel Group | $500.00 |
| EB - Committee Meeting, Board Meeting, Focus Group or Task Force | University or Non-Profit | $100.00 |
| EI - Investigator Meetings | Industry or Int'l Travel Group | $1,000.00 |
| EI - Investigator Meetings | University or Non-Profit | $100.00 |
| ES - Other Social Events | Industry or Int'l Travel Group | $500.00 |
| ES - Other Social Events | University or Non-Profit | $100.00 |
| EX - Exhibitor Internal Staff Only Meetings/Activities | Industry Only | $100.00 |
- Fees apply only to applications requesting space at one of the official AAN Meeting Venues (McCormick Place West Convention Center, Hyatt Regency McCormick Place, or the Sheraton Chicago Hotel and Towers); offsite meetings will not be assessed an application fee. Groups requesting to hold an offsite event must disclose the location of their event on the application form.
- Submit proposed agenda and/or promotional materials. Approval of promotional materials must be obtained prior to distribution.
- Submission Deadline: February 1, 2008. The AAN will accept forms after February 1, 2008; however, space will be assigned based on availability and meetings may not be listed in the on-site meeting program.
Meeting Services
Space Assignments
Space assignments will begin mid-December 2007 and will be assigned based on availability and on first-come, first-served basis (date application is received). Space assignments will be confirmed via email by AAN.
Food and Beverage Service
Once space is assigned and you receive a confirmation, the meeting facility will contact you to make further arrangements for food and beverage requirements. Menus will be provided by the facility.
Audiovisual Resources
PSAV® Presentation Services is the official audiovisual company for the AAN meeting and their services are also available for your affiliate event. All arrangements for audio/visual equipment and support, including billing, must be made directly with PSAV and not through the AAN. Price lists and forms are available upon request.
Contact: Trent Hotman, PSAV®Phone: (214) 210-8026
Fax: (214) 210-8152
Email: thotman@psav.com