ANCILLARY MEETING SPACE REQUEST

The ASA welcomes industry and other groups to participate during the ANESTHESIOLOGY 2010 Meeting through support, sponsorship, and exhibition opportunities. ASA also recognizes that industry may have a need to meet and/or hold other special events, and ASA can provide resources to facilitate these functions. Organizers and related organizations may request meeting space for their own private functions provided the function conforms to the ASA criteria for content and scheduling.

The majority of ASA educational sessions and activities will take place at the San Diego Convention Center, San Diego Marriott Hotel & Marina, Manchester Grand Hyatt San Diego and Hilton San Diego Bayfront Hotel, and the ASA controls the allocation of all meeting space at these facilities. The ASA also controls the scheduling of affiliate functions at all other designated ASA hotels. As such, a meeting space request application must be completed for every affiliate function, whether or not the meeting space is requested at the hotels or any other venues.

First priority assignments are given to ASA Committee/Governance Meetings, ASA-managed subspecialties and affiliate organizations with seats in the ASA House of Delegates. Once the function has been approved, space will be assigned from the designated hotels contracted within the ASA housing block. These hotels are instructed not to assign meeting space to affiliate organizations unless approval has been received from ASA. The affiliate organization and/or its agents will work directly with the assigned hotel’s convention service manager to coordinate arrangements pertaining to the proposed event. Approval is required for all affiliate events, independent of whether the organization is requesting function space. No applications will be accepted after Monday, June 28, 2010.

It is the responsibility of organizers hosting events to make sure that those events held during the ANESTHESIOLOGY 2010 Meeting comply with the guidelines regulated by the American Society of Anesthesiologists. Such events must be approved in advance by the ASA, and are subject to the Terms and Conditions of use outline meeting space request application.

What qualifies as an affiliate event?
Any event affecting ANESTHESIOLOGY 2010 Meeting attendees, including exhibitor staff; that is outside of the official ANESTHESIOLOGY 2010 meeting, including but not limited to the following meeting/functions:

• Committee Meetings, Board Meetings
• Focus Groups, Task Forces
• Exhibitor Staff Meetings
• Exhibitor/Customer Reception and Dinner Events*
• Alumni Receptions*
• Breakfast, Reception, and Dinner Events*

*Affiliate social events may NOT include any presentation of educational or scientific content to meeting participants.

Limited meeting space is available from the designated ASA hotels during the ANESTHESIOLOGY 2010 meeting from Friday, October 15 through Tuesday, October 19. ASA will accommodate as many meeting space requests as possible. Meeting space request applications will be accepted on a first-come, first-served basis. A non-refundable administrative fee per application request, and will be charged at the time of submission.

Application Fees:
All applications must be accompanied by a non-refundable administrative fee per application form. Affiliate applications will not be charged an administrative fee.

Start your affiliate planning at ANESTHESIOLOGY 2010 and you are guaranteed to make new critical connections with the partners you need to make the deals that will sustain your growth and networking opportunities.

Register your organization and you will save 50% off the regular administrative fee. More valuable than the cash savings is the early opportunity to immediately begin reserving and planning your face-to-face meetings/functions during the ANESTHESIOLOGY 2010 in San Diego.

In order for an affiliate meeting/function to be listed in the ANESTHESIOLOGY 2010 Final Program, and a listed under the Affiliate Meeting Page on the Annual Meeting website, applications must be received at the ASA office by June 28, 2010.

To qualify for early-bird fee, applications forms must be postmarked no later than April 26.  Application forms mailed, faxed or emailed after April 26 will be charged the Regular Administrative Fee. NO EXCEPTIONS will be made for late submissions.

To request meeting space:

• Review Meeting Space Request Terms & Conditions.
• Provide a Signature of Agreement to the Meeting Space Request Terms and Conditions.
• Submit one meeting space request application for each meeting room requested.
• Return completed applications via email to annmtg@asahq.org or via fax to (847) 825-1692.
• All changes to meeting space request must be made in writing and submitted to the ASA for review.
• Approval is required for all ANESTHESIOLOGY 2010 Meeting affiliate events, independent of whether the organization is requesting function space.
• No applications will be accepted after Monday, June 28, 2010.

Meeting Space Request Affiliate Application

Meeting Space Request Exhibitor Application

Once your meeting space is assigned:

• Meeting space assignments will be released beginning the week of July 12, 2010.
• Once you receive the meeting space assignment, you will work directly with the hotel to set up billing, and confirm the details of your proposed event.
• You must contract with the assigned hotel. Food and beverage minimums and/or meeting room rental may apply.
• If you cancel your function, you may be liable to pay cancellation fees to the hotel.
• Your promotional materials must not imply that your function is endorsed by the ASA or is related to the official program of the ANESTHESIOLOGY 2010 meeting.