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Affiliate and reunion group meetings


Affiliate function space request

The AAD welcomes affiliated organizations to meet and host various functions during designated and AAD approved dates and times in conjunction with the 2020 AAD Annual Meeting in Denver, Colorado, March 20-24, 2020.

The AAD manages the approval of affiliate functions at all AAD official hotels. To request meeting space, affiliate groups, exhibiting companies, and international exhibitor affiliates must complete a space request form for every function held during the 2020 Annual Meeting.

If the function is approved, space will be assigned (if requested) from the AAD Meetings and Conventions staff. Hotels are instructed not to assign meeting space to affiliate organizations unless approval has been received from the AAD. Approval is required for all affiliates, independent of whether the organization is requesting function space.


Affiliate and reunion group function listing

Affiliate and reunion group functions will be listed on this page in November. The listing will be updated regularly as changes/additions occur. The final listing will be included in the mobile app prior to the meeting. (Exhibitor functions will not be included in this listing.)

Space assignment deadline

The priority space application deadline was Friday, Sept. 27, 2019. After this date, you are still able to submit requests. Space will be available on a first come, first serve basis.

Initial space assignments will be emailed in October 2019.

Space considerations

  1. Fill out a form for each space request. Example: If group has a meeting and a lunch and wants each in a separate room, please fill out separate applications for each room.

  2. Requests for multiple rooms near each other will be considered, but not guaranteed.

  3. Groups may request a maximum of one room at the main hotel for more than one day on a 24-hour basis.

Once meeting space is assigned

Once you receive the space assignment/approval, you will work directly with the hotel/venue to set up billing and confirm the details of the event. You must contract with the assigned hotel. Food and beverage minimums and/or meeting room rental charges may apply. If you cancel your function, you may be liable to pay a cancellation fee to the hotel.

Scheduling

In planning your meeting(s), make note that the scientific program will start on Friday, March 20, 2020, at 7:30 a.m. and end on Tuesday, March 24, 2020, at 12:30 p.m. Policies and guidelines for functions will be outlined on the submission form.

Questions / inquiries

Please email AADeventrequest@aad.org and a member of the Meetings and Conventions staff will respond.

Space request forms

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