This form should be used by AMS Commissioners, Board/Committee chairs and Staff to request space, food and beverage services, and/or audiovisual support for their AMS Commission, Board, Committee, staff meetings and events during the AMS 106th Annual Meeting in Houston, TX | January 25–29, 2026.

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

If you plan to hold a function during the meeting, you must complete and submit this form. Please submit one form per event, and be sure to use a unique event name for each submission.

Please Note: This form should only be completed if the meeting/event is related to AMS.
For non-AMS-related meetings/events, please use the Affiliates Side Meeting Request Form, available here.
Please be aware that there is a cost associated with Affiliates side meeting requests. More information can be found at the link above.

Important Notes:

*If your board or committee will have less than 50% of its members attending the Annual Meeting in person, we ask that you plan to hold your meeting remotely, ideally after the Annual Meeting. This not only helps reduce costs for AMS, but more importantly, it ensures that board and committee members who are unable to travel are not excluded from participating meaningfully.  Even for boards and committees with more than 50% of members attending in person, we strongly encourage you to consider meeting remotely to make it easier for all members to participate and to continue promoting an inclusive environment for our entire volunteer community.  

*Rooms will be assigned on a first-come, first-served basis.

*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.

*The deadline to submit this form is October 15, 2025.
Requests submitted after this date may experience delayed response times and are not guarantee.

**When requesting a time, please consider all options (before sessions start, the lunch break, and after sessions).

***As you prepare for your on-site Committee Meeting while in New Orleans, remember that your AMS Community page is a great spot to have preliminary discussions, post your agenda, and follow-up with minutes from your on-site committee meeting – especially for those that were unable to attend. Keep in mind that your Community Page is only accessible by active board and committee members. Basic directions for posting discussions and documents are available in the AMS Community Quick Start Guide

Side Meeting Q&A

Who should I contact if I have any questions on a side meeting

• Please contact Jeiry Nin, AMS Meetings Senior Coordinator with any questions.

How do I order F&B for my meeting/event?

• Jeiry Nin will take care of ordering Food & Beverages for you. Please note any Food & Beverages needs when filling out the request form.
• How do I order Audiovisuals?
  • Jeiry Nin will take care of your Audiovisuals needs. Please note any needed Audiovisuals when filling out your request.
  • We will provide zoom links in Mid-December. 
• What should I do if I miss the request deadline?
  • Please contact Jeiry Nin, AMS Meetings Senior Coordinator if you missed the submission deadline. She will be able to let you know if and when space is available.

Please contact Jeiry Nin, AMS Meetings Senior Coordinator if you have any questions.