Affiliate Meeting Form

All corporate or affiliate events involving AANEM meeting attendees must be submitted to AANEM for review and determination. Only companies exhibiting at the AANEM annual meeting are eligible to host an affiliate event. If an event is approved by AANEM, a meeting access fee may be charged, based on the timing and space requirements of the event (see additional information below). Approved affiliate events include advisory board meetings, roundtables (moderated discussion on a pre-determined topic), staff meetings, investigator meetings/KOL events and social/networking events. Affiliate events may not be a promotional event of any kind for any organization or corporation. In general, affiliate events that are primarily educational or scientific in nature, or that involve sales presentations, product demonstrations, or equipment showcases, will not be accepted. Events are by invitation only.

Indicate the date and time for the requested event. A separate request must be submitted for multiple events.

There are no AANEM events scheduled during the following times and these periods should be utilized for larger group meetings and events:

Day before the start of the Meeting - all day (be aware, AANEM board of directors and committee chairs meet from 2:00 pm to 5:30 pm followed by dinner)
1st Day of Meeting - after 7:00 pm
2nd Day of Meeting - after 6:30 pm
3rd Day of Meeting - after 5:30 pm
4th Day of Meeting - after 12:30 pm

Indicate the approximate total number of attendees as well as who will be attending the event/meeting (check all that apply).

Provide the venue details below. Meeting access fees only apply to your event if you request space at the conference hotel. Conference hotel space is limited and subject to availability.

ACCESS FEES: Staff Meetings/Investigator Meeting/KOL Event (1-20 persons) held at the venue ($1,000-$1,250); Social/Dinner Events (21-100 people) held at the venue ($2,500); Any large activity (101+ people) ($TBD); Nonprofit Committee or Board Meeting (No Cost); Events held offsite (No Cost).

By submitting this request, you acknowledge on behalf of your company and the hosting company, the following:

• Promotional materials (e.g., announcements, invitations, publicity, onsite materials, signage) must not imply the event is part of official AANEM Annual Meeting activities or endorsed by the AANEM.
• All promotional materials must not use design elements, imagery, or branding that resemble the AANEM Annual Meeting planning guide, program, or any other official AANEM materials. This includes, but is not limited to, color schemes, logos, fonts, graphics, or layouts that could reasonably cause confusion, suggest similar branding, or imply sponsorship, partnership, or endorsement by AANEM
• All promotional materials related to your participation must be approved by the AANEM prior to use. Please email materials to corporate@aanem.org for review.
• Use of the AANEM name or logo is prohibited on any promotional materials.
• Sponsor provided signage is permitted directly outside the affiliate meeting space and must be limited to either 22" × 28" sign or venues electronic signage.
• Signage is permitted at meeting suites and can be placed directly outside the meeting room and must be limited to a 22" × 28" sign.
• Signage is not permitted in public areas or respective hotel lobby.
• Directional signage is not permitted.
• No food and beverage tables are permitted outside of your affiliate meeting space.
• Registration/welcome tables are not permitted outside the footprint of meeting spaces.
• Any direct expenses associated with your affiliate event are the responsibility of the requesting and hosting companies. (e.g. food and beverage, audiovisual equipment and labor)