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HCSRN 2020 Ancillary Meeting Guidelines

Please note that all meeting requests submitted after March 2, 2020 will not be included in the Conference program book or signage. The meeting will only be posted in online program materials.


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 requests 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

The deadline to submit an Ancillary Meeting Request is March 2, 2020, but requests are considered on a first-come, first-served basis.


Procedure and Guidelines to Reserve a Function/Meeting Space

  • All ancillary functions must be approved by HCSRN.
  • Function space is limited and will be considered 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 by January 24, 2020 or, if submitted after that date, within 15 days of request.


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 prior to the March 2 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 Seating Capacity
Classroom Rounds of 10 Theater Boardroom
7 April - Tuesday
Washington C 7:00 AM-10:00 AM 40 60 80 24
Adams 7:00 AM-5:00 PM 24 30 40 16
Anthony 7:00 AM-5:00 PM 24 30 40 16
Franklin 7:00 AM-5:00 PM 25 30 48 22
Commonwealth A2 3:00 PM-5:00 PM 32 40 64 24
8 April - Wednesday
Adams 6:00 AM-8:00 AM 24 30 40 16
Anthony 6:00 AM-8:00 AM 24 30 40 16
Franklin 6:00 AM-8:00 AM 25 30 48 22
Tubman 6:00 AM-8:00 AM 24 30 40 16
Washington A 6:00 AM-8:00 AM 48 60 80 24
Washington B 6:00 AM-8:00 AM 48 70 80 24
Washington C 6:00 AM-8:00 AM 40 60 80 24
Franklin 12:30 PM-2:00 PM 25 30 48 22
Anthony 3:30 PM-6:00 PM 24 30 40 16
Franklin 3:30 PM-6:00 PM 25 30 48 22
Washington A 3:30 PM-6:00 PM 48 60 80 24
Washington C 3:30 PM-6:00 PM 40 60 80 24
9 April - Thursday
Anthony 4:30 PM-7:00 PM 24 30 40 16
Tubman 4:30 PM-7:00 PM 24 30 40 16
10 April - Friday
Commonwealth A1 1:00 PM-4:00 PM 32 40 64 24
Commonwealth A2 1:00 PM-4:00 PM 32 40 64 24

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