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This form should be used to request a meeting or event room for Exhibitors, Universities, Sponsors and Patrons, at the AMS 105th Annual Meeting in New Orleans, LA. 12-16 January, 2025.

If you plan to hold a Meeting or event during the 105th Annual Meeting, you must complete the form below. Please submit one form per event. Please use a different event name for each form you complete.

Please note that rooms are assigned on a first come first serve basis. All affiliates side meetings and receptions will be held at the Hilton New Orleans Riverside Hotel (HQ).

Deadline to submit form: 25 October
You will receive confirmation of your meeting space assignment and the hotel contact information by: 15 November

Room Request Fee:
AMS Exhibitor/Sponsor ($350 Non- refundable per event per day)
Forms submitted after October 25 ($500 Non- refundable per event per day)
University Night (Complimentary for Universities) Tuesday, January 14- Event must start after 7:00PM
AMS Patron (1 Room Complimentary for the week)

By Completing this form you agree to the Terms and Conditions outlined in the Affiliate/Side Meetings Rule & Regulations

Cancellation Policy: No refunds will be issued
No Cancellations are allowed after 15 December, 2024

Room assignment confirmation letter will be sent by November 15, 2024


*The affiliate contact is responsible for all costs associated with the approved meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned hotel to make room setup arrangements and finalize billing. We will provide the hotel contact information in the room assignment letter.

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* 1. Event Name (Please indicate what this event should be referred to as)

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* 2. Meeting Event Date

Date

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* 3. If you want a room for multiple days please provide the dates you need the room for

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* 4. Please indicate the start and end time of your Event/Meeting

Time
Time

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* 5. Please provide a brief description of the proposed event:

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* 6. Type of Event

Room Set Up
(Please choose how you would like to set up your room)

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* 7. Room set up Room Set Up (Please choose how you would like to set up your room)
*Please note that once room request is approved, you will need to communicate with the hotel to coordinate the room set up. We will provide the hotel contact information.

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* 8. Number of People Expected

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* 9. Do you require Audiovisuals?

Audio Visual Needs
* Audiovisuals are not included in the room rental fee. If audiovisual are needed, you will need to coordinate with the hotel directly and pay for the services. We will provide the hotel contact once the room is approved.

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* 10. What kind of Audiovisuals do you need?*This will help us determine room size needed

Food and Beverage Needs
**Food/beverage are not included in the rental fee. If food/beverage are needed, you will need to coordinate/pay directly with the hotel after the room is approved. We will provide the hotel contact once the room is approved.

All banquet food and beverage arrangements must be made through the Hotel. Only food and beverages purchased from Hotel may be served on Hotel property. This includes water, chips, cookies, etc.

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* 11. Will you need F&B

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* 12. If you require Food and Beverage: What is your approximate budget? Please input $0 if not ordering Food/beverage for your event.

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* 13. Affiliate type:
Please select the correct affiliate type. Price for room rental will change after October 25, 2024

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* 14. Are you an exhibitor?

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* 15. Would you like your event to be listed on the program, mobile app and Website?

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* 16. Organization/Institution/Company Information (Please include details for the company holding the event)

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* 17. Organizer's Information (Please include details on the actual individual planning this event)

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* 18. Person Paying for the room rental fee information (Please put the information of the person that will be paying/processing the invoice:

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