Function Space Guidelines for External Groups by ROAoRY4

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									                                    Function Space Guidelines
  Alumni Functions, Exhibitor Functions, Focus Groups, Symposia and Other Functions
Space is assigned by submission of this Function Space Form only on a first-come, first-served basis. Social
functions may not be scheduled to compete with any scientific sessions. All activities are restricted to the
Intercontinental, Marriott Marquis, or alternative properties assigned at the discretion of AAP Meeting Services. The
Convention Center will only be used for NCE core programs. You are responsible for any hotel charges including
catering, audiovisual equipment, etc. Please note that per hotel policy, no outside food and beverage is allowed in
any meeting room. The following types of functions are available during the NCE.

                                               Alumni Function
Colleges and Universities are welcome to hold Alumni events as part of the 2010 NCE. There is no rental or
management fee to hold an Alumni event at any of the official NCE hotels (food & beverage or other services
ordered from the hotel has to be paid by the Alumni organization). Alumni events may take place before 8:00am,
between 12:00pm and 2:00pm or after 5:30pm, Friday, Oct. 1 – Tuesday, Oct. 5.

                                               Exhibitor Function
There is no rental or management fee for exhibitor staff meetings or pre-show meetings. Both types of meetings may
happen at any time. There is a minimum $5,000 management/rental fee for any requested space for social or non-
CME functions. Social or non-CME functions may only happen prior to 8:00am or after 5:30pm and must be
approved by Meeting Services.

                                                 Focus Group
Organizations planning to hold a Focus Group during the NCE must complete an application and agree to adhere to
AAP Guidelines for Focus Groups. Do not fill out this Function Space Form until your application has been
approved. Exhibitors are charged $4,000 and Non-Exhibitors are charged $10,000. If approved, a Focus Group may
take place before 8:00am, between 12:00pm and 2:00pm or after 5:30pm, Friday, Oct. 1 – Tuesday, Oct. 5. Please
contact Marge Gates at 847-434-4321 or mgates@aap.org for an application.

                                              Symposia Function
Organizations planning to hold a symposium during the NCE must complete an application and agree to adhere to
AAP Guidelines for Industry Symposia. Do not fill out this Function Space Form until your application has been
approved. Industry or Foundation Symposia cost $15,000 for exhibitors and $25,000 for non-exhibitors. If approved,
a symposia may take place after the conclusion of official NCE programs each evening, Friday, Oct. 1 – Tuesday,
Oct. 5. Please contact Rachael Hagan at 847-434-7940 or rhagan@aap.org for an application. Applications must be
received by June 1, 2010.

                                                Other Functions
Any function request not listed above must be approved by Meeting Services and may include a room rental and/or
management fee.
                                       NCE Meeting Request Form
       Type of Function*                                                         Date Received:
          Alumni Function                       Exhibitor Function
          Focus Group                           Symposia Function                  Other
       *See Function Space Guidelines
      Contact Information
       Organization:

       Address:                                                                         Primary Contact:

       City/State/Zip:                                                                  Phone:

       Fax:                                                                             Email:

      Function Information
       Event Name (as it should be
       posted):

       Brief Program Description:

       Preferred Day/Date:                                           Start Time:                           End time:

       Estimated # of Attendees:

       Room Set:         Theater     Classroom         Conference       Banquet Rounds of 10        Hollow Square      U-Shape

          Other (please be as specific as possible):


       Are you expecting to serve any Food and Beverage?:                  Yes        No

       Will you require any Audio Visual equipment?:                       Yes        No

       Will you be using Projection (AAP’s A/V company)?:                  Yes        No

      Meeting Location Preference
     Please be advised that function space is LIMITED and events are assigned on a first-come, first served basis. Every
     effort will be made to accommodate your first preference.
     Please indicate by number choice what order preference you would prefer at the following venues:
              Intercontinental           Marriott Marquis               No Preference
PLEASE RETURN THIS FORM TO:
Jake Stein, Meeting Coordinator                                      Internal Use Only
American Academy of Pediatrics                                       Date:____________ Time: ___________
141 Northwest Blvd., Elk Grove Village, IL 60007
Phone: 847/434-4793 (Direct Line) Fax: 847/434-8793
                                                                     ________________            _______________________
jstein@aap.org
                                                                       (location)                   (room assignment)

								
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