Call for Pre-Conference Events

Organizations interested in holding pre-conference events as part of the 2023 AMS-SMT Joint Annual Meeting may now submit reservation requests. Pre-conference event space is granted on a first-come, first-served basis, and as space allows.

Please note the following guidelines for pre-conference events:

  • Reservations for pre-conference events are granted on a first-come, first-served basis, as space allows. No pre-conference requests will be granted after 15 August 2023.
  • All participants in pre-conference events are bound by conference policies. Event organizers are responsible for communicating these policies to their attendees and ensuring adherence to them.
  • Groups are responsible for separately ordering Audio-Visual (AV) support from the hotel and for all AV costs associated with the event. Information for who to contact regarding AV will be provided by the AMS. Daily AV rental rates vary but typically start around $1000 for a basic setup (screen, projector, mic), as conference hotels charge a premium for this service. Please be sure to make AV arrangements early.
  • Groups wishing to host hybrid events or to utilize video streaming (Zoom, etc.) need to arrange for and are responsible for the costs of a dedicated internet connection. Conference-wide wifi does not have sufficient bandwidth to support streaming, and attempting to use the shared wifi network for streaming or hybrid sessions may result in crashing the network for everyone.
  • Groups are responsible for all catering costs associated with the event.
  • Pianos will not be provided for pre-conference events.
  • Groups will be assessed a room use fee of $350. However, this fee will be waived if the group places a catering order of at least $350. All catering is to be provided by the conference hotel.
  • Payment of the room use fee (or catering order) entitles the group to be included in the conference program. Note that other charges such as AV, catering, or internet are not included in the $350 room use fee.