For affiliate groups

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 2019 AAD Annual Meeting in Washington, D.C., March 1-5, 2019.

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 2019 Annual Meeting.

If the function is approved, space will be assigned (if requested) from the AAD Meetings & 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 & reunion group function listing

Affiliate & reunion group functions will be listed on the AAD's website at in late October. 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. 21, 2018. After this date, you are still able to submit requests. Space will be available on a first come, first serve basis.

Initial space assignments were emailed in October 2018. Submissions received after Oct. 26, 2018 will receive an assignment within 7 to 10 business days.

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 (1) 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.


In planning your meeting(s), make note that the scientific program will start on Friday, March 1, 2019 at 7:30 a.m. and end on Tuesday, March 5, 2019 at 12:30 p.m. Policies & guidelines for functions will be outlined on the submission form.

Questions / inquiries

Please e-mail and a member of the Meetings & Conventions staff will respond.

Space application

Please select the application that corresponds with your affiliation:

Affiliate/Reunion Group Function Request
(Includes: specialty society meetings, editorial board meetings, and university reunion events) Exhibiting companies and companies affiliated with exhibiting companies MUST fill out one of the forms below. Approval for meeting space will not be granted to non-exhibiting companies that do not qualify in one of the areas listed above.

Exhibitor Function Request
(Includes: offices of exhibiting companies and third party companies representing exhibiting companies)

International Exhibitor Affiliate Function Request
(Includes: International divisions of confirmed domestic exhibitors, and International companies with co-marketing agreements with confirmed exhibitors)