In-Conjunction With (ICW) Event Request Form

Request Form Coming Soon

Limited meeting space is available at the headquarters hotel for meetings and events held in conjunction with (ICW) the ACNS Annual Meeting & Courses. ACNS will accommodate as many requests as possible, according to the guidelines set forth below.

What Qualifies as an ICW Event?

An ICW event is any event that occurs between Thursday, February 27 and Sunday, March 2, 2025, affecting Annual Meeting & Courses attendees, and is scheduled outside of the official ACNS program. ICW events may occur at the ACNS headquarters hotel or elsewhere.

Examples of ICW events include, but are not limited to:

• Research consortium meetings;
• Non-ACNS board, committee, and taskforce meetings;
• Official alumni events/receptions;
• Sponsored social events and meal functions; or
• Exhibitor/industry events (exception: personnel/staff-only meetings may be held at any time when attendance is limited to that organization’s own employees/representatives).

Scheduling of ICW Events

ICW events may not conflict with ACNS educational programming or social/networking functions and may only be scheduled during the following times:

*Requests during these times will be approved, pending size of function and anticipated attendance.

ICW Event Guidelines

• All events (see definition above), regardless of location, are ICW functions and must be approved by ACNS;
• No meetings or social/entertainment func­tions may be scheduled to conflict with ACNS program hours, exhibit hours or social events (see “Scheduling of Events” above);
• Attendance at an ICW event must not exceed 50 Annual Meeting & Courses attendees, including any sponsoring organizations’  own representatives/employees;
• All attendees at ICW events occurring at the headquarters hotel must be registered ACNS Annual Meeting & Courses delegates;
• Announcements and invitations concerning such events should clearly indicate the name of the organizer and must in no manner imply directly or indirectly that the event is part of, or an official activity of, ACNS;
• ICW entertainment and social functions must be in good taste and conform to the purpose of the meeting, as well as complying with all PhaRMA and AdvaMed guidelines governing interaction with physicians;
• Attendee lists provided by ACNS to Annual Meeting & Courses exhibitors/supporters may be used to promote ICW functions but are intended for one-time, meeting-related use only. All announcements and invitations addressed to ACNS meeting delegates must be pre-ap­proved by ACNS. Violations will result in a one-year ban from receiving any type of mailing list.

Application Process for ICW Functions

Limited meeting space is available at the ACNS Annual Meeting & Courses headquarters hotel. ACNS will accommodate as many requests as possible, per the guidelines set forth above. The process to apply for approval an ICW is as follows:

• ACNS will accept applications for approval of ICW functions until January 2, 2025.
• An application fee of $100 will be charged per request. If neither ACNS nor the headquarters hotel cannot accommodate a request, the application fee will be refunded.
• ACNS will assign the date and time for approved requests, and will make every effort to accommodate requests, but all assignments will be final.
• The headquarters hotel will not make arrangements for function space without receiving written approval from ACNS.
  • If the ICW function is assigned to ACNS-controlled meeting space, ACNS will communicate to the headquarters hotel the space assignment, requested room set-up and contact information for each approved affiliate function.
  • If the ICW function is approved but assigned space outside of ACNS controlled-space, group contacts are responsible for making arrangements directly with the headquarters hotel for catering, audio-visual and other meeting needs.
• All affiliate groups will be responsible for all costs associated with approved ICW meetings, including but not limited to room set-up, AV equipment, catering expenses, and labor charges.