Affiliate Meetings
Events planned independently of ASHI are categorized as affiliate events. These activities provide opportunities for colleagues to gather and/or network with others within the field.
ASHI understands the value of having many specialists in one place and we offer the opportunity for universities, government agencies, non-profit and corporate/industry groups to organize non-educational events over the course of the Meeting. There is a non-refundable administrative fee for each approved application.
All events involving ASHI attendees require ASHI approval.
Approved Times
The schedule of the meeting is developed to maximize attendees’ participation in ASHI’s program and exhibits. Therefore, the availability and timing of affiliate events are limited. Affiliate events may be held during the unrestricted times listed below. All restricted times are reserved for ASHI programs, meetings, and functions.
| Dates | Times |
|---|---|
| Monday, October 16 |
8:00 AM - 12:00 PM |
| Tuesday, October 17 | 12:15 PM – 2:05 PM* 8:30 PM – 11:00 PM |
| Wednesday, October 18 | 7:00 AM – 8:30 AM 12:15 PM – 2:05 PM* 6:30 PM – 11:00 PM |
| Thursday, October 19 | 12:15 PM – 2:05 PM* 6:30 PM – 8:30 PM |
| Friday, October 20 | 6:30 AM - 8:30 AM |
*Restrictions apply, subject to ASHI approval.
Locations
Space at the San Antonio Marriott Rivercenter will be assigned by ASHI staff for each affiliate event. Room sizes vary. Maximum capacity for affiliate events is 40 people. Space is released on a first come, first-served basis. There is no guarantee that we will have availability for your request. Please submit your request early to ensure the best possible chance of securing your space.
Fees
Discounts are available for affiliate space requests submitted prior to Saturday, July 15, 2023. After Saturday, July 15, 2023, the fees for affiliate space increase. No exceptions will be made.
| Up to 4 Hours | Up to 8 Hours | 24 Hours Rental | |
|---|---|---|---|
| Pre- Event Request (Price Valid until July 15, 2023) | $ 500 | $ 750 | $ 1,100 |
| Onsite Event Request (Price After July 15, 2023) | $ 750 | $ 1000 | $ 1,350 |
Payment
If your request is accepted, an invoice will be emailed. Credit card payment must be made prior to receiving additional information, or hotel personnel contact details being provided. Invoices that are not paid within 30 days will result in the space being released for resale. Please review the description of affiliate events and complete the online application. Application
Description of Affiliate Events
Affiliate events are limited to no more than 40 attendees and include, but are not limited, to the following:
Advisory Board Meetings
Small meetings, 25 people or fewer. Sponsored and financially supported by an industry supporter, academic center or non-profit.
Committee Meetings
Small meetings, 25 people or fewer. A designated group of people chosen or appointed to perform a specified service of function related to a specific area of expertise.
Focus Groups
Small meetings, 30 people or fewer. Meetings that target a specific group of attendees to obtain specific data, evaluate services or test new ideas.
Hospitality Suite
Social gatherings sponsored and financially supported by a government, industry, non-profit or university organization. Educational activity of any kind is strictly prohibited.
Investigator Meetings
Sponsored and financially supported by an industry supporter, academic center, non-profit organization or consortium. Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency-approved protocol and must review or conduct results of a specific study, current clinical trial or products. Promotional meetings for data presentation or to launch a product are prohibited.
Social/Networking and University Alumni Events
Receptions, dinners, or other events organized and sponsored financially by a university, government agency or non-profit organization. No educational programming can be offered or presented.
Offices
Rooms held on a 24-hour basis for government, industry, non-profit and/or universities. Restricted to 2 offices per group.
Staff Meetings
Meetings or exhibitor staff only. Staff meetings should be closed to the public and may not include ASHI attendees unless they are full-time employees of the exhibiting company. Held for a limited number of hours; not held on a 24-hour basis.
Other Events
All other events require ASHI approval. If a proposed event is not defined or described above, the proposed event will still be subject to approval and fees.
Questions?
For questions related to Affiliate Events, please contact Stephanie Ritter, sritter@ashi-hla.org.