HCSRN 2018 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. All meeting requests must go through this submission process in order to ensure adequate space for all groups, and minimize overlap. The conference planning team looks forward to working with your group to ensure a successful meeting.

Ancillary meetings have been an important part of the HCSRN conference for years. Given some changes to the structure and program of the 2018 conference, the guidelines for ancillary meetings conducted during the conference are new for 2018. We urge all ancillary meeting organizers to read this guidance carefully.

Any function, event, or meeting that is held from April 10 through April 13 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.

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. This will help optimize space, and enable the conference organizers to develop a schedule that minimizes overlap between groups.

To be approved for function space, ancillary meetings must not conflict with or detract from the official HCSRN educational program.

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 January 15, 2018.

 

Procedure and Guidelines to Reserve a Function/Meeting Space

  • All ancillary functions must be approved by HCSRN.
  • Function space is limited and will be assigned on a first-come, first-served basis.
  • Signage for the ancillary function will be provided directly outside of the assigned meeting room.
  • One application must be completed for each function.
  • Ancillary function decisions and space assignments will be e-mailed within 15 days of request submission.

 

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 January 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
10 April - Tuesday
St. Croix 8:00 AM-11:00 AM 33'x22'x8' 22 30 51 16
Lake Harriet 8:00 AM-1:00 PM 43'x25'x9' 40 60 75 28
Skyway Suite B 8:00 AM-6:00 PM 28'x23'x8'6" 22 30 37 12
11 April - Wednesday
Skyway Suite A 12:45 PM-1:45 PM 28'x23'x8'6" 22 30 37 12
Skyway Suite B 12:45 PM-1:45 PM 28'x23'x8'6" 22 30 37 12
12 April - Thursday
Loring 4:00 PM-6:00 PM 23'x18'x8' 14 20 15 15
Mirage 4:00 PM-6:00 PM 82'x30'x8'6" 112 170 187 46
Skyway Suite A 4:00 PM-6:00 PM 28'x23'x8'6" 22 30 37 12
Skyway Suite B 4:00 PM-6:00 PM 28'x23'x8'6" 22 30 37 12
13 April - Friday
Nicollet D1 10:00 AM-12:00 PM 23.5"x52'x16'9" 62 50 80 32
Nicollet D2 10:00 AM-12:00 PM 34"x52'x16'9" 86 80 158 33
Nicollet D3 10:00 AM-12:00 PM 23'5"x52'x16'9" 57 40 75 32
Lakeshore A 10:00 AM-1:00 PM 28'x59;x16' 47 40 87 36
Lakeshore B 10:00 AM-1:00 PM 22'x59'x16' 47 40 87 36
Lakeshore C 10:00 AM-1:00 PM 23'x59'x16' 47 40 84 36

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.