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 participating in the 2011 Annual Meeting.
- Allowed Event Times
- Official AAN special events may affect your attendance.
AAN Approved Timeslots for Affiliate Meetings
| Saturday, April 9 | Before 4:00 p.m. | ||
| Sunday, April 10 | Before 9:00 a.m. | Noon to 1:30 p.m. | After 6:00 p.m. |
| Monday, April 11 | Before 9:00 a.m. | Noon to 1:30 p.m. | After 6:00 p.m. |
| Tuesday, April 12 | Before 9:00 a.m. | Noon to 1:30 p.m. | After 6:00 p.m. |
| Wednesday, April 13 | Before 9:00 a.m. | Noon to 1:30 p.m. | After 6:00 p.m. |
| Thursday, April 14 | Before 9:00 a.m. | Noon to 1:30 p.m. | After 6:00 p.m. |
| Friday, April 15 | Before 9:00 a.m. | Noon to 1:30 p.m. | After 6:00 p.m. |
| Saturday, April 16 | Before 9:00 a.m. | After 1:00 p.m. |
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 | Exhibitor 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 | Exhibitor or Int'l Travel Group | $1,000.00 |
| EI—Investigator Meetings | University or Non-Profit | $100.00 |
| ES—Other Social Events | Exhibitor or Int'l Travel Group | $500.00 |
| ES—Other Social Events | University or Non-Profit | $100.00 |
| EX—Exhibitor Internal Staff Only Meetings/Activities | Exhibitor Only | $100.00 |
| NI—Investigator Meeting | Non-exhibitor Industry | $2,500.00 |
| NS—Social Event, Advisory Board | Non-exhibitor Industry | $2,000.00 |
*Fees will increase by $50 after February 4, 2011 and increase another $50 after March 4, 2011.
- Fees apply only to applications requesting space at one of the official AAN Meeting Venues; 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: March 18, 2011. The AAN will accept forms after March 18, 2011; however, space will be assigned based on availability. To ensure that your meeting is listed in the on-site guide please have your submission completed by February 25, 2011.
Meeting Services
Space Assignments
Space assignments will begin mid-November 2010 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, you can contact the meeting facility to make further arrangements for food and beverage requirements. Menus will be provided by the facility. A food & beverage minimum may apply.
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: Joe Marshal, PSAV®Phone: (503) 629-0783
Email: jmarshal@psav.com