Affiliate Group Function Space Request Form - Annual Meeting 2025

Discount deadline is February 28th, 2025

If you plan to hold a function during the 2025 Annual Meeting, you MUST complete the survey below. Please submit one request per event. If your event requires more than one meeting room, you must submit a separate request for each room needed. Please note, we will be sending approval letter for HQ hotels in starting in early February 2025. Also, approval letters will be sent out for non-HQ Hotels on Monday, December 2nd, 2024.

Click Here to view our 2025 Affiliate Guide.

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* 1. Hosting Company Information (please include details for the company holding the event)

Company Name

Contact Name

Contact Phone #

Company Address

City/Town

State/Province

Postal Code

Country

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

Organizing Company

Planner Contact Name

Planner Contact Phone #

Planner Contact Email

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* 3. Please list your preferred HQ hotels.

Please indicate first and second choice of preferred HQ hotels. *Please note, these are assigned on a first-come, first-serve basis. Non-Exhibitors are not permitted to hold meetings at the Headquarter Hotels. A list of Non-HQ Hotels is at the bottom of this form.

	Hotel Selection
First choice Hotel	First choice Hotel Hotel Selection menu
Second Choice Hotel	Second Choice Hotel Hotel Selection menu

Other (please specify your first, second, third, and fourth choice of preferred Non HQ hotels)

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* 4. Please enter the dates and times of your meeting.

Events may only be scheduled as follows (if you pick a date or time outside of the below, your request will not be accepted):
Prior to Friday, April 25th: Anytime
Friday, April 25th: Before 3:00 pm CDT and after 6:00 pm
Saturday, April 26th: Before 8:00 am CDT and after 6:30 pm
Sunday, April 27th: Before 8:00 am CDT and after 6:30 pm
Monday, April 28th: Before 8:00 am CDT and after 6:30 pm
Tuesday, April 29th: Before 8:00 am CDT and after 6:30 pm
Wednesday, April 30th: Before 8:00 am CDT and after 1:30 pm

*Internal sales, business or staff meetings, Exhibitor training and pre-conference prep meetings can be held at any time

Start Date and Time

Date

Time

AM/PM

End Date and Time

Date

Time

AM/PM

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* 5. Please provide a brief description of the proposed events

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* 6. Type of Group (please select one)

Corporate/Industry

Tax Exempt (Non-Profit)

College/University

Government Affiliated

Cancer Center

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* 7. Type of Event (please select one)

Advisory Board Meeting

Committee Meeting

Hospitality Desk

Hospitality Suite*

Internal Corporate Business Meeting

Investigator Meeting/Industry Meeting

Investor Meeting

Office

Social Event

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* 8. Room Set-Up (please select one)

Classroom

Conference

Hollow Square

Reception

Rounds

Theater

U-Shape

Other (please specify below)

Other

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* 9. Will you need Audio Visual?

Yes

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* 10. Will you need Food and Beverage?

Yes

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* 11. Expected Number of Attendees*

*Any meeting request over 125 is subject to special review.

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* 12. Please specify if your attendees are employees, AACR Meeting attendees, or both.

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* 13. Are you an exhibitor?

Yes

Affiliate Group Function Space Request Form - Annual Meeting 2025

Discount deadline is February 28th, 2025

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* 1. Hosting Company Information (please include details for the company holding the event)

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

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* 5. Please provide a brief description of the proposed events

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* 6. Type of Group (please select one)

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* 7. Type of Event (please select one)

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* 8. Room Set-Up (please select one)

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* 9. Will you need Audio Visual?

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* 10. Will you need Food and Beverage?

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* 11. Expected Number of Attendees*

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* 12. Please specify if your attendees are employees, AACR Meeting attendees, or both.

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* 13. Are you an exhibitor?

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List of Non-HQ Hotels