HCSRN 2019 Ancillary Meeting Guidelines


Ancillary meetings for projects and scientific interest groups are a longstanding element of the HCSRN Annual Conference, and have served as incubators for many HCSRN research collaborations. Similar to previous conferences, we have created an Ancillary Meeting Submission page so that groups can identify provide key details about their meeting and indicate date and time preferences. We urge all ancillary meeting organizers to read this guidance carefully.

1) Any function, event, or meeting that is held from April 7 through April 10 that is targeted toward or includes participants of the HCSRN conference is considered an ancillary meeting and must be approved by the conference organizers. Space allocated for ancillary meetings will be reviewed and allocated by HCSRN.
 
2) Ancillary meeting organizers or groups that wish to hold functions of any size or nature, in any location during HCSRN must complete the Ancillary Function Application, be approved, and comply with the guidelines below. 
 
3) All meeting requests must go through this submission process in order to optimize space, and enable the conference organizers to develop a schedule that minimizes overlap between groups.
 
4) To be approved for function space, ancillary meetings must not conflict with or detract from the official HCSRN educational program.
 
5) All costs incurred by the ancillary meeting are the responsibility of the ancillary organizer. Fees may include food and beverage, audio visual equipment, or other associated meeting room costs, depending on the ancillary meeting organizers requirements. This will be confirmed in your notification letter.


If you have any questions about whether your activity would be considered an ancillary function requiring approval, email HCSRN@conferencesolutionsinc.com.

The deadline to submit an Ancillary Meeting Request is March 15, 2019, but requests are considered on a first-come, first-served basis.

 

Procedure and Guidelines to Reserve a Function/Meeting Space

 

Use of the HCSRN or Conference Logo

The HCSRN or Conference logos or any part of the logos may not be used on any non-HCSRN materials, such as websites, publications, signs, fliers, etc., that did not originate from or were not developed by HCSRN without written permission from the Conference Organizer.

 

Changes to Approved Ancillary Functions

Any substantive changes to information submitted in an ancillary meeting application must be reported to HCSRN@conferencesolutionsinc.com prior to the March 15 submission deadline. Changes to accepted ancillary functions, particularly group size or preferred room layout, must also be communicated to the Conference Organizers and may impact approval status.

 

Room Specifications - Dimensions and Capacity

The following rooms are available on a variety of days and times, on a first-come, first-served basis for ancillary functions. Please note: Times are listed are available time; requests must fall into the available schedule, but can be partial increments.

 

Room Available Times Size Seating Capacity
Classroom Rounds of 10 Theater Boardroom
7 April - Sunday
Executive Suite 8:00 AM-11:30 AM 15 10 25 20
Skyline I 8:00 AM-11:59 PM 55 90 65 40
Skyline III 8:00 AM-11:59 PM 25 30 40 20
Skyline IV 8:00 AM-11:59 PM 20 20 30 15
Studio Suite 8:00 AM-11:59 PM 30 30 35 20
8 April - Monday
Council Suite 3:30 PM-5:00 PM 35 40 55 25
Forum Suite 3:30 PM-5:00 PM 35 40 55 25
Parlors 3:30 PM-5:00 PM 90 110 140
Skyline II 3:30 PM-5:00 PM 55 100 115 35
Skyline III 3:30 PM-5:00 PM 25 30 40 20
Skyline IV 3:30 PM-5:00 PM 20 20 30 15
Studio Suite 3:30 PM-5:00 PM 30 30 35 20
9 April - Tuesday
Boardroom East 4:00 PM-7:00 PM 10
Executive Suite 4:00 PM-7:00 PM 15 10 25 20
Parlors 4:00 PM-7:00 PM 90 110 140
Skyline IV 4:00 PM-7:00 PM 20 20 30 15
Studio Suite 4:00 PM-7:00 PM 30 30 35 20
10 April - Wednesday
Galleria North 12:30 PM-4:00 PM 50 100 140 35
Parlors 12:30 PM-4:00 PM 90 110 140
Senate Suite 12:30 PM-5:30 PM 15 25 18

How to Apply

All requests must be submitted through the online Ancillary Meeting Application. Use the Application button below to begin your request. Questions? Contact us at HCSRN@conferencesolutionsinc.com.