Meeting Specifications Send responses to the request for proposals (and any questions) to: Caitlin Hyatt (chyatt@asginfo.net) and carbon copy Kendra Tyner (ktyner@asginfo.net) and Jennifer Whitlow (jwhitlow@asginfo.net) NO PHONE CALLS Email only Investigation of Food and Beverage and AV costs will be assessed before any contract is signed Customary meeting time: Monday through Friday or Tuesday through Saturday (it varies from year to year), the middle of June through the middle of July For this proposal, we are looking at the meeting dates of either June 13-17, 2022 (Monday-Friday) with Post Graduate Course on Friday Or, July 11-15, 2022 (Monday-Friday) with Post Graduate Course on Friday Attendance: Hotel room block peak night: Scientific Session: Annual Banquet: Postgraduate Course: 170 250-350 250-350 30-50 Typical Food & Beverage minimum: $45,000 Room Block/Schedule Summary Friday For Quote Denver 2013 Tues - Sat Orlando 2014 Tues - Sat Henderson 2015 Tues - Sat Oakland 2016 Mon - Fri Minneapolis 2017 Mon - Fri Atlanta 2018 Sun – Thurs Tulsa 2019 Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL 10 65 170 180 175 95 30 725 69 175 184 180 99 30 746 33 100 220 230 224 141 53 1014 17 70 227 245 232 142 23 961 12 60 158 173 164 115 23 710 54 166 182 177 143 28 758 58 153 175 169 125 25 722 48 150 163 158 97 12 11 636 Typical Meeting Schedule: Monday: Pre-Conference Activities 7:00 am – 5:00 pm Council Meeting – 25 people in U- Shape Seating Breakfast and lunch provided 8:00 am – 5:00 pm Exhibitor set up – 25 booths 10 x 10 table tops along the perimeter of the room 8:00 am – 12:00 pm Poster Board delivery and set up – outside vendor Posters set up in the same room as exhibits Noon – 5:00 pm Poster presenter set up – 50 posters (50 x ft poster boards, both sides are utilized) 12:00 pm – 5:45 pm Registration 5:00 pm – 6:00 pm Judges Meeting – 60 people 6:30 pm – 8:30 pm Welcome Reception (two drink tickets then cash bar, heavy appetizers) – 250 people Usually in an outdoor location or other ballroom at hotel Tuesday – Thursday: Scientific Session Tuesday: 7:30 am – 9:00 am Special Interest Group Breakfast Meeting – 120 people Smaller meeting room set in banquet seating 7:30 am– 9:00 am Continental Breakfast – 190 people in the exhibit hall 7:30 am – 5:00 pm Registration 7:30 am – 5:00 pm Commercial Exhibits and posters 9:00 am– 9:30 am Opening Ceremonies – 300 General Session Room 9:30 am– 10:45 am Presidential Speaker – 300 General Session Room 10:45 am– 11:30 am Platform Session (Tech Fair)– 300 in general session room 11:30 am – 1:00 pm Platform Session (Tech Fair Hands-on Session) Hands-on needs to either occur in the general session room with six foot tables along the perimeter of the room, or in a separate room The tables need to be near an outlet so presenters can use power 12:00 pm – 1:00 pm Lunch (on own)/Commercial Exhibits/Poster Session closed (must have grab and go options nearby) Exhibit room must be lockable so that exhibitors can leave their items without worry 12:00 pm – 1:00 pm Clinical Anatomy Board Lunch – 25 – 30 people Separate room set in hallow U with projector and screen Plated or buffet lunch 1:00 pm – 2:30 pm Symposium – 300 people in General Session room 2:30 pm – 4:00 pm Refreshment Break/Commercial Exhibits/Poster Session – 275 people 4:00 pm – 5:30 pm Platform Session III – 300 people General Session Room 5:30 pm – 6:30 pm Mentor Reception – 175 people Reception style seating Podium and Microphone Soda and light appetizers Wednesday: 7:30 am – 5:00 pm 7:30 am – 5:00 pm 7:30 am – 9:00 am Registration Poster Session /Commercial Exhibits Special Interest Group Committee Breakfasts – 120 people Small meeting room set in banquet style seating 7:30 am – 9:00 am 9:30 am – 10:30 am 10:30 am – 11:45 am 11:45 am – 1:00 pm 1:00 pm – 2:30 pm 2:30 pm – 2:45 pm 2:45 pm – 4:00 pm 4:15 pm – 5:45 pm 6:00 pm – 8:30 pm Thursday: 7:30 am – 9:00 am 7:30 am – 9:00 am 7:30 am – 5:00 pm 7:30 am – 11 am 9:15 am – 10:30 am 10:30 am – 12:00 pm 11:00 am – 4:00 pm 12:00 pm – 1:00 pm 1:00 pm – 1:45 pm 1:45 pm – 2:00 pm 2:00 pm - 3:30 pm 3:45 pm – 4:45 pm 5:00 pm – 6:00 pm 6:00 pm – 8:00 pm Friday: 7:00 am – 7:30 am 7:30 am – 8:00 am 8:00 am Continental Breakfast – 190 people in the exhibit hall Platform Session – 250 people General Session Room Refreshment Break/Commercial Exhibits/Poster Session – 300 people Lunch on your own (must have grab and go options nearby) Exhibit hall must lock so to keep the items safe during lunch Symposium – 300 People in general session room Refreshment Break/Commercial Exhibits– 300 people Platform Session - 300 people General Session room Platform Session - 300 people General Session room Symposium/Reception – 250 people (Pizza and Beer, two drink tickets then cash bar) Special Interest Group Committee Breakfast – 120 people Small meeting room set in banquet style seating Continental Breakfast – 190 people Set in exhibit hall Registration Commercial Exhibits Poster Session III – 300 people in exhibit hall Symposium or Committee Meeting in General Session room – 300 people Exhibitor and Poster Tear Down Exhibit Hall Lunch on your Own Platform Session – 300 people General Session Break Business Meeting – 300 people General Session Meeting of New Council – 25 people U-shape Reception (cash bar) 275 – 300 people Typically reception style seating, and it is right outside the banquet room Awards Banquet 300 – 325 people in banquet rounds Full AV set from general session required (two screens, two podiums, microphones, etc.) Postgraduate Course – Offsite at local school (doesn’t occur every year) Bus or other transport from hotel to university Continental Breakfast Postgraduate Course begins (usually full day) Meeting Room Requirements: Platform session/Symposiums (Monday (set up) – Thursday): Classroom or theater seating for about 300 to 325 Digital multimedia projector(s) with large screens/podium with microphone and projector controls/laser pointer/speaker timer Ability to integrate with KVM switch to toggle between two computers (one on each podium) AV operator-controllable lighting and PA system Internet Poster session/Commercial exhibits (Monday (set up) – Thursday): Room for 40 double-sided poster boards (4 x feet) plus 25 10’ X 10’ commercial booths (skirted 6’ tables, electrical hook-ups, folding chairs) and centrally-placed, double-sided 12’ buffet table for refreshments (4,000 – 6,000 sq foot minimum) Must be adjacent or in very close proximity to room for Platform sessions Conference room(s): Sunday – Friday all day office/workroom space for staff Monday (7 am – pm) Board Meeting U-shape for 25 people Breakfast and lunch to be served Need projection screen, internet (5:00 – 6:00 pm): Judges Meeting Rounds for 60 people Tuesday – Thursday (7:00 – 9:00 am) SIG Breakfast meetings – Rounds for 120 with chairs on back wall for additional participants Tuesday (12:00 – 1:00 pm): Editorial Board Lunch Meeting Sit-down, full service working lunch for 20-25 people Thursday (3:30 – 5:00 pm) New Council meeting – conference for 25 Receptions: Monday (6:30 – 8:30 pm): 250 attendees, two drink tickets then cash bar (wine, beer and non-alcoholic drinks) Heavy appetizers Tuesday: Mentor Reception (5 – PM): 150 attendees Soda and heavy appetizers Wednesday (6:30 – 8:30 pm): 150-225 attendees, cash bar (wine, beer and non-alcoholic drinks) Heavy appetizers Thursday (6:00 – 7:00 pm): 275 – 300 attendees One drink ticket then cash bar Registration facilities: Sunday – Saturday – Preferably room with adjacent storage location Banquet facility: Thursday 6:00 – 8:00 pm Annual Banquet Dinner 325 –350 guests seated at round tables of 8-10/table; duel projectors and screens, av/mic needs Exhibitors/Posters Monday (set up) – Thursday (tear down at 11 AM) Enough to fit 25 10 x 10 exhibit booths along the perimeter of the room with 50 x ft poster boards in the middle of the hall Preferably have these in the same room with enough room for food (breaks) to be set up or in the vicinity The room must lock for security purposes Post graduate Course (does not happen every year): Friday (full day) Typically, this event is held on-site at the host university A lecture hall with the full complement of AV facilities and an AV operator is required, at least for the morning Often the afternoon involves use of the Gross Anatomy laboratory and/or use of clinical facilities Transportation from hotel and back is also usually required Bus is chartered to transport the group to/from host facility Recent and Future Meeting Sites: Year Hosting Institution 2021 Seattle Science Foundation Headquarters Hotel _ Hyatt Regency Bellevue 2020 2019 2018 2017 2016 2015 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 Weill Cornell Medical College University of Tulsa Morehouse School of Medicine University of Minnesota, Minneapolis, MN University of California N/A University of Central Florida, FL University of Colorado, CO St George’s University, Grenada The Ohio State University Columbus, OH University of Hawaii, Honolulu, HI Cleveland Clinic, Cleveland, OH University of Toronto, Toronto, Canada Touro University, Henderson, NV Medical College of WI, Milwaukee, WI Albert Einstein/Weill Med Coll, NYC St Mary’s College, Moraga, CA None – Held at Weill Cornell Hyatt Regency Grand Hyatt Buckhead Marriott Minneapolis City Center Oakland Marriott Green Valley Ranch Resort & Casino Disney’s Yacht & Beach Club Resort Marriott City Center Hotel St George’s University Housing Hyatt Regency Columbus Hotel InterContinental Hotel Chelsea Delta Hotel Green Valley Ranch Resort Hyatt Regency Hotel Marriott Financial Center Hotel Campus of St Mary’s College Concessions typically requested: complimentary room night per every 40 revenue generating room night Large Suite for President Smaller Suites for Conference planners (3 – 5) Reduced room rate for staff (3) Free shipping and receiving for show management boxes Waived exhibitor table, chairs and waste basket for 25 tables Complimentary guest room and meeting space internet Complimentary sleeping rooms for planning purposes Reduced parking Reward points for meeting planner Discounts on Food and Beverage and AV