Schedule Your ICW

What Qualifies as an ICW Meeting?

An In Conjunction With (ICW) meeting is any event affecting Annual Meeting attendees, including exhibitor staff, that is outside of the official AAN Annual Meeting Program, including, but not limited to:

  • Alumni Reunions
  • Committee and board meetings
  • Exhibitor staff meetings
  • Receptions
  • Social events/dinners

ICW meetings are allowed during the inclusive dates and location of the Annual Meeting in accordance with the AAN Policies and Guidelines for Industry and Others' Participation in the 2017 Annual Meeting.

The AAN does not permit industry-sponsored or any external education/scientific programs, satellite symposia, and/or any non-AAN CME programs.

Multiple-day meeting groups larger than 20 persons may request a meeting space for up to three consecutive days only. To reserve meeting space for four or more consecutive days for groups larger than 20 persons, contact Gretchen Liedl at (612) 928-6015.

For more information on ICW meetings, contact Grace HendersonAdministrative Assistant, Annual Meeting & Conferences, at (612) 928-6103. 

ICW MEETING INFORMATION AND FEE SCHEDULE

Applying online is quick and easy!

An administrative fee will be charged per meeting at the time of application submission (see Fee Schedule table below). The fee to submit an ICW request is non-refundable, given the AAN is able to accommodate date, time, capacity, and a preferred location.

Fees apply only to applications requesting space at an AAN contracted venue (see tab 2 for Venue Information). Groups seeking approval to host a meeting at a non-contracted venue will not be charged an application fee and must disclose the location of their event on the application form.

ICW Meeting Dates and Times Allowed

Thursday, April 20, 2017 and Friday, April 21, 2017: Anytime
Saturday, April 22, 2017: Before 5:30 p.m. and after 7:30 p.m.
Sunday, April 23, 2017 to Friday, April 28, 2017: Before 9:15 a.m. and after 12:00 p.m.

Note: Exhibit staff meetings and groups of 20 or fewer may hold meetings outside these times.

Fee Schedule

The fee schedule for requesting an ICW Meeting Room is listed below. Please note all prices are listed per day. The ICW fee is non-refundable, given the AAN is able to accommodate date, time, capacity, and a preferred location. Cancellations made after placement may be subject to additional charges.

Multiple-day meeting groups larger than 20 persons may request a meeting space for up to three consecutive days only. To reserve meeting space for four or more consecutive days for groups larger than 20 persons, contact Gretchen Liedl at 612-928-6015.  

Early Pricing Submission Deadline:   February 6, 2017

After February 6, 2017, fees will increase by 50%.

Final Submission Deadline:   April 10, 2017

Daily rate for three or fewer consecutive days:

Event TypeNumber of Attendees and Fee (Requests received before February 7, 2017)/(Requests received between February 7 and April 10, 2017)
University/Medical School Alumni ReunionsFREE/$300 per day
University or Non-profit Association20 or fewer: $100 per day/$150 per day
21-75: $125 per day/$187.50 per day
More than 75: $150 per day/$225 per day
Annual Meeting Exhibitor20 or fewer: $250 per day/$375 per day
21-75: $500 per day/ $750 per day
More than 75: $1,000 per day/ $1,500 per day
Annual Meeting Non-exhibitor20 or fewer: $1,250 per day/ $1,375 per day
21-75: $1,500 per day/$1,750 per day
More than 75: $2,000 per day/$2,500 per day


Daily rate for four or more consecutive days:

Event Type Number of Attendees and Fee
University or Non-profit Association 20 or fewer: $1,500 per day/$2,250 per day
21-75: Please request a Meeting Suite
More than 75: Please request a Meeting Suite
Annual Meeting Exhibitor 20 or fewer: $1,500 per day/$2,250 per day
21-75: Please request a Meeting Suite
More than 75: Please request a Meeting Suite
Annual Meeting Non-exhibitor20 or fewer: $1,500 per day/$2,250 per day
21-75: Please request a Meeting Suite
More than 75: Please request a Meeting Suite
VENUE INFORMATION

Space assignments will begin in late October 2016. Requests are processed in the order received and space is determined based on availability. Space assignments are confirmed via email from the AAN.

The primary location for the 2017 AAN Annual Meeting will be the Boston Convention and Exhibition Center (BCEC).

Meeting rooms are available at the following contracted venues:

Aloft Boston Seaport
401-403 D Street, Boston, MA 02210
Distance to BCEC: Across the street; 0.3 mile
Rooms available April 20-28, 2017

Renaissance Boston Waterfront Hotel 
606 Congress Street, Boston, MA 02210
Distance to BCEC: 0.3 mile
Rooms available April 21-27, 2017

Sheraton Boston Hotel
39 Dalton St, Boston, MA 02199
Distance to BCEC: 2.4 miles; in the Back Bay
Rooms available April 22-28, 2017

The Westin Boston Waterfront 
425 Summer Street, Boston, MA 02210
Distance to BCEC: Connected via skyway
Rooms available April 21-28, 2017

Food and Beverage Service and Room Rental Fees
Hotels may charge food and beverage minimums and/or room rentals above the ICW submission fee. All billing arrangements for food and beverage and/or room rentals must be made directly with the hotel/venue and not through the AAN.

You will work directly with the venue for food and beverage needs. Venue contact information will be included in the confirmation email, and you will contact the meeting facility to make food and beverage arrangements. Menus will be provided by the facility.

Audiovisual Resources
PSAV Presentation Services is the official audiovisual company for the AAN Annual Meeting and their services are available for your ICW event. All arrangements for audiovisual equipment and support, including billing, must be made directly with PSAV and not through the AAN.

EVENT GUIDELINES

ICW meetings are allowed during the inclusive dates and location of the Annual Meeting in accordance with the AAN Policies and Guidelines for Industry and Other's Participation in the 2017 Annual Meeting. The AAN does not permit industry-sponsored or any external education/scientific programs, satellite symposia, and/or any non-AAN CME programs.

AAN Review
All organizations (both industry and non-industry entities) that wish to hold an event affecting Annual Meeting attendees, including exhibitor staff, that is outside the official AAN Annual Meeting Program, whether held at AAN-contracted facilities or in the same metropolitan area as the Annual Meeting, must comply with these guidelines and submit an ICW Event Form to the AAN for review before promotion and implementation of the ICW Event can occur.

Failure to comply with these guidelines or to submit a form prior to promotion and implementation of the ICW Event may result in sanctions by the AAN or other appropriate action available to the AAN. The ICW Event Form is available online only.

Continuing Medical Education (CME) Credit Prohibited
Organizations are prohibited from offering CME credit at any ICW Event held at an AAN-contracted facility.

Dates and Times Allowed
ICW Events are allowed during the following times:

  • Thursday, April 20, 2017 and Friday, April 21, 2017: Anytime
  • Saturday, April 22, 2017: Before 5:30 p.m. and after 7:30 p.m.
  • Sunday, April 23, 2017 to Friday, April 28, 2017: Before 9:15 a.m. and after 12:00 p.m.

Note: Meetings for groups of 20 people or less, or exhibit staff meetings may be held outside these times.

2017 Fee Schedule
The fee schedule for requesting an ICW Meeting Room is listed in the ICW Meeting Information and Fee Structure tab above. Please note all prices are listed per day. The ICW fee is non-refundable, given the AAN is able to accommodate date, time, capacity, and a preferred location. Cancellations made after placement may be subject to additional charges. 

Multiple-day meeting groups larger than 20 persons may request a meeting space for up to three consecutive days only. To reserve meeting space for four or more consecutive days for groups larger than 20 persons, contact Gretchen Liedl at (612) 928-6015.  

Meeting Suites
Upon request and based upon availability, organizations exhibiting at the Annual Meeting will be allowed to access Meeting Suites at the Annual Meeting if the AAN has received complete payment for their exhibit booths and the organization has not been sanctioned by the AAN for the current meeting year. Refer to Meeting Suites within the Exhibit Guidelines for additional rules and regulations.

Promotion and Signage
Signage for your meeting/event is permitted directly outside your meeting room only. Signage is not permitted in the hotel lobby or public area. Directional signs are not permitted.

Registration/welcome tables are permitted inside your meeting room only; tables are not permitted in the lobby or outside your meeting room. 

Sales
Sales presentations and equipment demonstrations are permitted only in the Exhibit Hall, in accordance with Exhibit Guidelines.

SUBMIT YOUR ICW

Submit one form per meeting request. Please note that the form cannot be saved and must be completed in one session.  

Early Pricing Submission Deadline: February 6, 2017
Fees increase by 50% after this deadline.

Final Submission Deadline: April 10, 2017

Submit Now

 


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