HCSRN 2022 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 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 2022 conference, the guidelines for ancillary meetings conducted during the conference are new for 2022. We urge all ancillary meeting organizers to read this guidance carefully.

Any function, event, or meeting that is held from April 12 through April 14 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, 2022.

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 listed are available time; requests must fall into the available schedule, but can be partial increments.

*Please note that HCSRN will likely be adding two pre-conference workshops on the afternoon of Monday, April 11, which may create an attendance conflict for ancillary meetings scheduled at the same time.

How to Apply