ANCILLARY & EXHIBIT HALL MEETING ROOMS

Whether you need space to hold private meetings, specialty trainings or focus groups, expand your capacity for dedicated face-to-face discussions by renting space available at the ACOG headquarter hotels.

ANCILLARY MEETING SPACE

USAGE:

  • FOCUS GROUP
  • PRE-CON/STAFF MEETING

LOCATIONS:

  • FAIRMONT AUSTIN HOTEL
  • HILTON AUSTIN HOTEL

ACCESS:

Please complete the meeting space application for room access availability.

PRICING:

  • HALF DAY (access until 1 PM) – $3,000
  • FULL DAY – $5,000

RULES & REGULATIONS:

In order to hold an ancillary meeting at one of our room-block hotels or rent one of our Exhibit Hall meeting rooms, you must be a current exhibitor at the 2018 Annual Clinical & Scientific Meeting.

Types of Meetings/Events Allowed:

  • Focus Group (Ancillary only)
  • Pre-Con/Staff Meeting

All events must be approved by ACOG in advance. Organizations wishing to hold group activities in conjunction with the ACOG Annual Clinical & Scientific meeting must complete an Meeting Space request form, per each event.

It is ACOG’s policy that any ancillary function held in conjunction with the ACOG Annual Clinical & Scientific Meeting must not conflict with official conference hours or events. ACOG reserves the right to refuse an event that conflicts with any conference event. Events that include attendees outside of company staff, will not be allowed during the educational sessions or exhibit show hours.

SPECIAL ARRANGEMENTS

It is the responsibility of the sponsoring organization to make all arrangements relative to menus, audio visual, décor, flowers, and payment with the facility’s Banquet Department or Convention Services Department. These arrangements should be finalized at least 3-4 weeks prior to the activity date.

PAYMENTS & CANCELLATIONS

Payment of the event is the responsibility of the sponsoring organization and method of payment must be arranged in advance with the facility.

Once the space has been assigned and invoiced, refunds will not be available for canceled space. ACOG has the right to resell any canceled space.

LOCATION/SPACE SELECTIONS:

Preferred location or space is subject to availability and a room rental charge may apply. The assigned facility, room, date and time will be confirmed to you, along with the name of the contact person for any catering or audio visual needs for your event.

New this year — Meeting rooms in the Exhibit Hall!  Have pre-conference staff meetings or small private meetings with clients just feet from your booth! Two room package options available for you to choose from, both geared to save you time and fit a variety of goals and budgets!

EXHIBIT HALL MEETING ROOMS

USAGE:

  • PRE-CON/STAFF MEETING
  • SMALL MEETINGS 1-1 MEETINGS WITH CLIENTS

LOCATIONS:

Located in the Exhibit Hall of the Austin Convention Center.

To see available locations, visit our live floor plan. Exhibit Hall Meeting Rooms 10’x 20′ booth locations designated with “MR” on the plan.

ACCESS:

Saturday, April 28, 2018 from 10:00 AM – 6:00 PM

Sunday, April 29, 2018 from 9:00 AM – 4:00 PM

PRICING:

BASIC:

  • 10’ x 20’ hard wall meeting room
  • Lockable Door
  • Unfurnished
  • Carpeting
  • Wastebasket
  • 22”x 28” Identification sign
  • 1 Electrical drop

$5,000

FURNISHED:

  • 10’ x 20’ hard wall meeting room
  • Lockable Door
  • 1 – 5ft Conference Table
  • 6 – Standard Chairs
  • Carpeting
  • Wastebasket
  • 22”x 28” Identification sign
  • 1 Electrical drop

$6,500

RULES & REGULATIONS:

In order to hold an ancillary meeting at one of our room-block hotels or rent one of our Exhibit Hall meeting rooms, you must be a current exhibitor at the 2018 Annual Clinical & Scientific Meeting.

Types of Meetings/Events Allowed:

  • Focus Group (Ancillary only)
  • Pre-Con/Staff Meeting

All events must be approved by ACOG in advance. Organizations wishing to hold group activities in conjunction with the ACOG Annual Clinical & Scientific meeting must complete an Meeting Space request form, per each event.

It is ACOG’s policy that any ancillary function held in conjunction with the ACOG Annual Clinical & Scientific Meeting must not conflict with official conference hours or events. ACOG reserves the right to refuse an event that conflicts with any conference event. Events that include attendees outside of company staff, will not be allowed during the educational sessions or exhibit show hours.

SPECIAL ARRANGEMENTS

Refreshments may be ordered separately through Convention Center catering, with a form to be found in your Exhibitor Service Kit. Furniture upgrades will involve an additional cost and must be ordered through your Exhibitor Service Kit.

PAYMENTS & CANCELLATIONS

Payment of the event is the responsibility of the sponsoring organization and method of payment must be arranged in advance with the facility.

Once the space has been assigned and invoiced, refunds will not be available for canceled space. ACOG has the right to resell any canceled space.

LOCATION/SPACE SELECTIONS:

Preferred location or space is subject to availability and a room rental charge may apply. The assigned facility, room, date and time will be confirmed to you, along with the name of the contact person for any catering or audio visual needs for your event.

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