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2023 Annual Meeting: Affiliate groups

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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 2023 AAD Annual Meeting in New Orleans, Louisiana, March 17-21, 2023.

The AAD manages the approval of affiliate functions at all AAD official hotels. To request meeting space, all eligible groups must complete a space request form for every function held during the 2023 Annual Meeting. Definition of eligibility can be found at the bottom of the page with links to the request forms.

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 the 2023 Annual Meeting mobile app, prior to the start of the meeting (Exhibitor functions will not be included in this listing).

Space assignment deadline

The priority space application deadline is Wednesday, October 12, 2022. 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 mid-November.

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.


In planning your meeting(s), make note that the scientific program will start Friday, March 17, 2023, at 7:30 a.m. and end Tuesday, March 21, 2023, at 12:30 p.m. Policies and guidelines for functions will be outlined on the submission form.


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

Space request forms

Please select the application that corresponds with your affiliation. Space requests that do not fall into one of the categories below will not be approved for space. Approval for meeting space will not be granted to non-exhibiting companies that do not qualify in one of the areas listed below.

  • Affiliate/Reunion Group Function Request: (Includes: specialty society meetings, publication editorial board meetings, and university reunion events). Please review the 2023 Affiliate Policies and Guidelines before submitting your request.

  • Exhibiting companies and companies affiliated with exhibiting companiesĀ MUST fill out theĀ Exhibitor Meetings & Events Request Form. This includes requests for offices for exhibiting companies, third-party companies representing exhibiting companies, international divisions of confirmed domestic exhibitors, and international companies with co-marketing agreements with confirmed exhibitors. Approval for meeting space will not be granted to non-exhibiting companies that do not qualify in one of the areas listed above.