Affiliates Side Meetings

Affiliates Side Meetings

 

The American Meteorological Society (AMS) welcomes affiliated organizations to hold Affiliate events, receptions, business meetings, breakfasts, luncheons, etc. in conjunction with the 106th AMS Annual Meeting. 

In order to request meeting space, you must first complete the side meeting request form. 

Please complete the Side Meeting Room Request Form by 15 October, 2025.

Location: All internal side meetings and receptions will be held at the Hilton Americas-Houston Hotel (HQ)
This hotel is conveniently connected to the convention center via skybridge.

Room Request Fee:

  • AMS Exhibitor/Sponsor: $350 non-refundable administrative fee per meeting/event per day.

    • Fee increases to $500 for requests submitted after October 15, 2025. Rooms will be provided on a first come first serve basis. 

  • University Night (Tuesday, January 27): Complimentary for universities.

    • Receptions must start after 7:00 PM.

  • AMS Patron: One room complimentary for the week.  

    • Must be pre-approved by AMS.

  • Room assignment confirmation letter will be sent by 14 November, 2025

Rules and Regulations

Important Information: 

Space for affiliates meetings will be provided only to those that are affiliated with AMS, such as  exhibitors, sponsors and universities that will take part of University Night. 

By completing the side meeting request form, you agree to the Affiliate/Side Meetings Rules & Regulations below. 

Room Requests & Event Approval:

  • Submit one request per event.

  • All side meeting requests must be submitted through the official request form by the stated deadline October 15, 2025. Requests after this date may face delayed responses and are not guaranteed priority.

  • If multiple rooms are needed, submit a separate request for each room, each form with a unique name.

  • If a room is requested on a 24-hour hold for multiple days, only one form is required, clearly stating the duration and purpose.

  • Events involving AMS attendees hosted by companies/organizations are considered affiliate events and must be approved by AMS.

  • Space is limited and assigned on a first-come, first-served basis.

  • Do not contact hotels directly. AMS must approve meetings before any hotel space is reserved.

  • Room assignment letters will include hotel contact information.

Payment & Costs

  • Events will be canceled if the balance is not paid by the due date in the approval letter.

  • The affiliate contact is responsible for all event-related costs, which are not included in the administrative fee. These costs include, but are not limited to:

    • Food and beverage

    • Audio/visual equipment

    • Labor charges

    • Other associated expenses

  • The affiliate contact must coordinate directly with the assigned hotel to arrange room setup and finalize billing. We will provide the hotel contact information in the room assignment letter.

  • All banquet food and beverage arrangements must be made through the hotel.

  • Only food and beverages purchased from the hotel may be served on hotel property. This policy applies to all items, including water, chips, cookies, etc. 

  • Scheduling of side meetings and/or training sessions: No off-property entertainment, meetings, and/or other activities aimed at the General Attendees (all conference attendees and exhibitors and their personnel) are allowed to be during the exhibit hours, technical sessions, business sessions, or any other AMS sponsored function without prior approval of AMS. AMS is aware that there is a full schedule of events; and will work with all applicants to achieve mutually beneficial schedules.
  • Hosting Receptions/Hospitality Suites: The term "Hospitality Suites" shall include any announced or advertised, open room with readily available food, drink, and/or entertainment. Receptions and/or Hospitality Suites may not operate during the conference sessions and/or exhibits and may be scheduled to begin at the close of the Conference Sessions or Exhibit Hours (whichever end last). Food, drink and/ or entertainment must cease at 1:00 A.M., when Hospitality Suites are located in sleeping room areas. All are required to inform AMS, in writing, of any planned events including the time and location of the event. Hospitality Suites are not to be used in place of an Exhibit Booth.

  • Side meetings must not be used to promote harmful or discriminatory content.

  • Organizers are responsible for the behavior of their attendees and adherence to the venue's code of conduct.

Cancellation Policy:

No refunds will be issued

No Cancellations are allowed after 14 December, 2025

 

Room assignment confirmation letter will be sent by 14 November, 2025

 

Questions/Inquiries

Please contact meetings@ametsoc.org with any questions or for more information.