ANCILLARY MEETINGS
Deadline: September 15
Ancillary meetings are events held by exhibiting
companies and non-profit organizations. The
permissible ancillary meetings are listed below.
If AABB Annual Meeting attendees are invited to
ancillary meetings, they are typically notified by
invitation. Ancillary meetings where attendees are
included or invited can be held only at times that
do not compete with AABB programming. The
approved dates and times that ancillary meetings
are permitted are defined below under Schedule.
Ancillary meetings cannot conflict with AABB
supported events, functions or sessions.
Ancillary meeting request and approvals are valid
only for the upcoming 2012 meeting. Permission to
hold events such as hospitality functions, focus and/
or user groups, etc. is limited to those companies
exhibiting at the AABB Annual Meeting & CTTXPO
2012. Ancillary meeting programs are not developed,
supported or planned by AABB.
Compliance with the Policies for Ancillary Meetings
is mandatory. If any of AABB’s policies are violated,
AABB reserves the right to cancel the ancillary
meeting. Violation of policies may result in the loss
of priority points and may jeopardize the company’s
ability to participate in future AABB Annual Meetings
& CTTXPOs.
FUNCTION ORGANIZER’S
RESPONSIBILITES
Although the meeting space is typically provided
on a complimentary basis, the organizer is respon-
sible for billing arrangements, food and beverage,
audio visual, entertainment, speakers and any other
associated cost with the ancillary meeting. The
function organizer will also take full responsibility
for holding harmless AABB, its officers, agents and
employees from any and all liability associated with
the ancillary meeting.
SCHEDULE
Ancillary meetings where Annual Meeting attendees
are included or invited may only be held according to
the following approved scheduled dates and times:
Thursday, October 4...............8:00 am – Midnight
Friday, October 5.....................5:00 pm – Midnight
Saturday, October 6 ...............8:00 pm – Midnight
Sunday, October 7 ..................5:00 pm – Midnight
monday, October 8 ................... Unavailable due to
Corporate Evening Satellite Symposia
Tuesday, October 9.................5: 30 pm – Midnight
Wednesday, October 10 .... 8:00 am – Midnight
PERMISSIBLE ANCILLARY MEETINGS
Focus Groups
Audience: AABB Annual Meeting attendees.
Schedule: Before or after AABB official
program hours.
Hosted Hospitality Suite
Audience: AABB Annual Meeting attendees.
Schedule: After daily AABB program hours. These
events must end by midnight.
Non-Profit Organization Business Meeting
Audience: By invitation only and not publicized to
Annual Meeting attendees. Invitation list must be
submitted to AABB.
Schedule: Before or after AABB official
program hours.
MEETING OR FUNCTION SPACE
AABB contracted hotels in Boston will not reserve
meeting or function space during the AABB Annual
Meeting dates without prior AABB approval. Once
AABB approves a request for an ancillary meeting
and space has been assigned, AABB will provide the
hotel contacts so the organizer can begin logistical
arrangements. Meeting space is assigned on a
first-come, first-served basis. AABB’s official hotels
require a copy of the approved Ancillary Meeting
Request Form. Entertainment, meetings or similar
activities are not permitted to be held in other private
or public facilities during hours that conflict with
AABB-supported events.
Ancillary Meeting Request Forms that are submitted
after the deadline of September 15 may be subject to
hotel meeting room rental fees. Changes to meeting
requirements, i.e., larger room, date, time, etc. require
that a revised meeting request form be submitted.
PERMISSIBLE COMPANY PERSONNEL
MEETINGS
Internal Sales/Business/Staff Meeting
Audience: Company personnel. Closed to AABB
Annual Meeting attendees.
Schedule: Before, during or after AABB official
program hours.
CONTACT
To request space for an ancillary meeting or com-
pany personnel meeting, complete and submit
the Ancillary Meeting Request Form located on
the next page. For questions, contact Lauren
Pisner, Meeting Specialist at lpisner@aabb.org or
+ 1.240.333.6610.
