April 21-27 | Los Angeles

2018 AAN Annual Meeting

Advancing Neurology, Advancing You

Early Registration Deadline: March 29, 2018

Hotel Deadline: March 2, 2018

Schedule your ICW

The AAN welcomes affiliated organizations to meet and host various functions during AAN-approved dates and times in conjunction with the 2018 AAN Annual Meeting.

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

  • Alumni Reunions
  • Social Events/Dinners
  • Staff Meetings
  • Industry Pre-Conference and Post-Conference Meetings
  • Scientific Advisory Board Meetings
  • Scientific Investigator Meetings
  • Advisory Board Meetings
  • Committee and Board Meetings
  • Disclosure Meetings as required by the US Securities and Exchange Commission

In general, the following activities are not permitted:

  • External education/scientific programs
  • Content resembling existing AAN programs (e.g. Annual Meeting programs, AAN Leadership Programs)
  • Satellite symposia 
  • CME programs
  • Distribution of promotional material (e.g. fliers, room drops)
  • Sales presentations and equipment demonstrations 
  • Filming of an ICW Event outside the confines of the AAN-assigned meeting space
  • Events exceeding 50 attendees 

Review the full list of ICW Guidelines

Submit Your ICW

All organizations and individuals seeking meeting space must submit an ICW Event Form and receive AAN approval prior to promotion and implementation of the ICW Event.

Submit Your ICW Request

  1. Complete the online ICW request form by selecting 'Submit Your ICW Request' above.
  2. An administrative fee will be charged per meeting at the time of application submission. The fee to submit an ICW request is non-refundable, given the AAN is able to accommodate requested date, time, room capacity, and a preferred location.
  3. You will receive an automatic email from icw@aan.com notifying you that your application has been received and is pending.
  4. ICW event contacts may be required to submit a copy of the brochure, invitation, agenda, or other material prior to approval.
  5. Once your ICW event has been reviewed by the AAN, you will receive a second email from icw@aan.com notifying you whether the ICW event is approved or denied. Approval is required for all meetings/events.
  6. The approval email will provide a URL to your Event Confirmation, which will include the following information:
    • AAN-Contracted Space Requests: The Event Confirmation will provide the venue and meeting room for your ICW event, as assigned by the AAN. The Event Confirmation will also include contact information for the venue and for PSAV, the official audiovisual provider for the AAN Annual Meeting. Contact the venue and PSAV to begin planning your event needs.
    • Non-Contracted Space Requests: The Event Confirmation will reflect the hotel/venue provided by the pre-meeting contact at the time the application was submitted. The AAN has not assigned a meeting space for your ICW event. Print the Event Confirmation page and provide to the hotel/venue to proceed with booking your meeting space.
  7. Changes to the ICW event after receiving AAN approval must be reviewed and approved by the AAN before the change can occur. Please submit all changes to icw@aan.com.
  8. The ICW Event contact is responsible for all costs associated with the approved ICW event (e.g. food and beverage, audiovisual, room rental). Cancellations made after placement may be subject to additional charges.

Contracted Hotels

Meeting rooms for ICW events are not available at the Los Angeles Convention Center or the headquarter hotel, JW Marriott/Ritz Carlton. Meeting rooms for ICW events of one to four consecutive days are available on a first-come, first-served basis at the following Los Angeles contracted hotels:

Contracted Hotels
Hotel Indigo 899 Francisco Street
Los Angeles, CA  90017
InterContinental Hotel Downtown 900 Wilshire Boulevard
Los Angeles, CA  90017
The L.A. Hotel Downtown 333 South Figueroa Street
Los Angeles, CA  90071
Loews Hollywood Hotel 1755 N Highland Ave
Hollywood, CA  90028
The Mayfair Hotel 1256 West 7th Street
Los Angeles, CA  90017
Millennium Biltmore Hotel 506 South Grand Avenue
Los Angeles, CA  90071
O Hotel 819 South Flower Street
Los Angeles, CA  90017
Westin Bonaventure Hotel 404 South Figueroa Street
Los Angeles, CA  90071

ICW events may be held at non-contracted venues; however, the AAN must review and approve all non-contracted space requests before promotion and implementation of the ICW event may occur.

 

Meeting Suites

Meetings of five or more consecutive days require purchase of a Meeting Suite. Meeting Suites are industry-sponsored rooms for staff meetings, one-on-one meetings, and social events, and are limited in quantity. Product presentations, as well as speaker/presenter trainings, are not permitted.For additional information regarding Meeting Suites, please visit the 2018 Industry Opportunities Prospectus; email Gretchen Liedl, Manager, Exhibits and Sponsorship, or call (612) 928-6015.

 

Hospitality Suites

Hospitality Suites are located in hotel sleeping rooms, not in contracted meeting space and are rented by entities to meet and entertain clients and potential customers. Hospitality Suites are available through CMR, the AAN's official housing and registration vendor. Suites are available within the AAN housing block on a first-come, first-served basis.

To book a Hospitality Suite, please email aanreg@cmrus.com or call (800) 676-4226.

Eligibility and Fees

2018 ICW events of 50 or fewer attendees may be held any time beginning Friday, April 20, through Saturday, April 28, excluding plenary session times. Meetings of 20 or fewer and exhibit staff-only meetings are allowed to meet during plenary times. View the Annual Meeting Plenary Session schedule. Early-bird pricing is available through February 5, 2018. Requests submitted after February 5 will be charged at the standard rate.

Meetings lasting more than one day are required to pay the multiple day rate. An ICW Event may not exceed four consecutive days. Meetings of five or more consecutive days require purchase of a Meeting Suite. For additional information regarding Meeting Suites, please see pages 20-21 of the 2018 AAN Annual Meeting Industry Prospectus.

ICW Events of 50 or Fewer Attendees
 

Two Hours or Less
Early-bird/Standard

Up to One Day
Early-bird/Standard

Two Days
Early-bird/Standard

Three Days
Early-bird/Standard

Four Days
Early-bird/Standard

Non-Profit

$75 / $110

$150 / $225

$300 / $450

$450 / $675

$450 / $675

Exhibitor

$250 / $375

$500 / $750

$1,000 /  $1,500

$1,500 / $2,250

$2,000 / $3,000
Non-exhibitor

$500 / $750

$1,000 / $1,500

$2,000 / $3,000

$3,000 / $4,500

$4,000 / $6,000

Alumni Reunions, Exhibitor Pre- and Post-cons, and Investigator Meetings

Generally, ICW events cannot exceed 50 attendees. Certain events, including Alumni Reunions, Exhibitor Pre- and Post-conference Meetings, and Investigator Meetings, are permitted for groups larger than 50 during the following inclusive dates and times:

 

Alumni Reunion 
Early-bird/Standard

Exhibitor Pre-conference
Early-bird/Standard
Exhibitor Post-conference
Early-bird/Standard
Investigator Meeting
Early-bird/Standard
Friday, April 20

Unrestricted Time
Free / $300

 

Unrestricted Time
0-50 Attendees:
$500 / $750

51+ Attendees:
$1,000 / $1,500

Not Allowed

Unrestricted Time
0-50 Attendees:
$500 / $750

51+ Attendees:
$1,000 / $1,500

 

Saturday, April 21

Unrestricted Time
Free / $300

Unrestricted Time

0-50 Attendees:
$500 / $750

51+ Attendees:
$1,000 / $1,500

Not Allowed

Unrestricted Excluding Plenary Times
0-50 Attendees:
$500 / $750

51+ Attendees: Not Allowed

Sunday, April 22

Unrestricted Time
Free / $300

 Not Allowed Not Allowed Unrestricted Excluding Plenary Times

0-50 Attendees:
$500 / $750

51+ Attendees: Not Allowed

Monday, April 23

Unrestricted Time
Free / $300

 Not Allowed Not Allowed Unrestricted Excluding Plenary Times

0-50 Attendees:
$500 / $750

51+ Attendees: Not Allowed

Tuesday, April 24

Unrestricted Time
Free / $300

 Not Allowed Not Allowed Unrestricted Excluding Plenary Times

0-50 Attendees:
$500 / $750

51+ Attendees: Not Allowed

Wednesday, April 25 Unrestricted Time
Free / $300
 Not Allowed

After 3:00 p.m.
0‐50 attendees: 
$500 / $750

51+: $1,000 / $1,500

Unrestricted Excluding Plenary Times

0-50 Attendees:
$500 / $750

51+ Attendees: Not Allowed

Thursday, April 26

Unrestricted Time
Free / $300

 Not Allowed Unrestricted Time

0‐50 attendees:
$500 / $750
51+: $1,000 / $1,500

Unrestricted Excluding Plenary Times

0-50 Attendees:
$500 / $750

51+ Attendees: Not Allowed

Friday, April 27

Unrestricted Time
Free / $300

 Not Allowed Unrestricted Time

0‐50 attendees:
$500 / $750
51+: $1,000 / $1,500

Unrestricted Excluding Plenary Times

0-50 Attendees:
$500 / $750

51+ Attendees: Not Allowed

Saturday, April 28

Unrestricted Time
Free / $300

 Not Allowed Unrestricted Time

0‐50 attendees:
$500 / $750
51+: $1,000 / $1,500

Unrestricted Excluding Plenary Times

0-50 Attendees:
$500 / $750

51+ Attendees:
$1,000 / $1,500

Questions?

For more information, contact Grace Henderson, Administrative Assistant, Annual Meeting and Conferences, at (612) 928-6103.

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