2024 Annual Meeting: 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 2024 AAD Annual Meeting in San Diego, California, March 8-12, 2024.
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 2024 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 2024 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, September 27, 2023. 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 on or after October 27, 2023.
Space considerations
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.
Requests for multiple rooms near each other will be considered, but not guaranteed.
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 Friday, March 8, 2024, at 7:30 a.m. and end Tuesday, March 12, 2024, at 12:30 p.m. Policies and guidelines for functions will be outlined on the submission form.
Questions
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 Form: (Includes: specialty society meetings, publication editorial board meetings, and university reunion events). Please review the 2024 Affiliate Policies and Guidelines before submitting your request.
Exhibiting companies and companies affiliated with exhibiting companies MUST fill out the 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.
