Affiliate Meeting Space Program

Discover information and resources for affiliate meetings at ANESTHESIOLOGY 2025. Learn about available meeting spaces, scheduling options, and support services for organizing affiliated events alongside this premier gathering for anesthesiology professionals.

The American Society of Anesthesiologists (ASA) welcomes affiliated organizations, industry and other groups to gather meet and host special events in conjunction with ANESTHESIOLOGY 2025.

This presents a prime opportunity for affiliates of ASA – exhibitors, corporate supporters, and related organizations – to hold meetings and events in connection with the five-day ASA annual meeting. ASA encourages affiliates to take advantage of this opportunity and has established a set of guidelines to be followed when planning and hosting meetings in conjunction with the ASA annual meeting. All meetings held in conjunction with the ASA annual meeting must adhere to these guidelines, regardless of the meeting location. 

Affiliate events are non-ASA sponsored events such as committee meetings, business meetings, focus/research groups, Exhibitor staff meetings, alumni gatherings, receptions, and event dinners. 

Meeting space is limited and Affiliate Meeting/Event Room Requests that comply with these guidelines will be considered on a first-come, first-served basis. A violation of these guidelines will be attributed to all parties related to that meeting/event request. All ancillary and affiliate meetings held during the annual meeting must be approved by ASA.

To obtain approval, please fill out the Affiliate application below.

Affiliate Application

The application Deadline is FRIDAY, AUGUST 1, 2025.

If you have contracted space for your event at a restaurant or alternative venue and would like your event listed on the Affiliate-Related Meetings Wall, mobile App, Information Desk, and annual meeting website, submit your meeting details here.

Each Affiliate Meeting/Event Application must include:

• Identity of the sponsoring affiliate organization/company requesting the meeting/event.
• Date(s) start time(s), and end time(s) of the ancillary meeting/event.
• Contact name and affiliations of person(s) responsible for conducting the meeting/event.
• Description of the purpose and objectives of the meeting/event.
• Signature release of the application form.

Requests will be considered on a space available basis. All requests are scheduled at ASA’s discretion and can be cancelled. Space for meetings will be provided only to requestors who are affiliated with ASA, such as subspecialty society’s ASA-related affiliates, exhibitors, corporate supporters, nonprofit organizations, and ASA members.

Designated hotels in the ASA room block will not reserve meeting rooms/function space for affiliate meetings for any individuals/organizations during the annual meeting without prior approval from ASA.

The affiliate contact is responsible for all costs associated with the approved meeting/event (food/beverage, room rental, audio/visual, equipment, labor costs, etc.). It is the meeting/event organizer's responsibility to work with the assigned hotel to make arrangements and finalize billing.

ASA strictly enforces the blackout dates/times at the request of our members and affiliates, who often feel torn between attending ASA sessions and non-ASA meetings and events. Affiliate events must not overlap with scientific sessions, poster presentations, or designated ASA programming, as outlined under the annual meeting schedule. The following table indicates approved dates and times during which ancillary meetings are permitted:

In order to request any meeting space you must first complete the application form.  Please do not contact any hotel directly.

NOTE: ASA reserves the right to attend/monitor all ancillary meetings without notice. Violating ASA guidelines will jeopardize your ability to participate in future ASA meetings and/or exhibitors, your priority point standing may be impacted.

Questions/Inquiries

Please contact [email protected] with questions or for more information.